04/01/1997 - Packet City of Tigard, Oregon
Budget Committee Meeting April 1, 1997
Agenda
6:00 Dinner
6:30 Approval of minutes from March 4, 1997
Election of Chair and Secretary
Discussion of Hearing process
6:45 Open Hearing on use of revenue sharing
Open Hearing on funding requests
Presentations
8:00 Deliberation on requests.
8:30 Adjourn
City of Tigard, Oregon
Budget Committee Minutes
Meeting of March 4, 1997
Members present: George Burgess, Craig Dirksen, Joyce Patton, Jim Nicoli, Paul Hunt,
Brian Moore, Ken Scheckla, Bob Rohlf, Max Williams, Gene Farnstrom.
Staff present: Bill Monahan, Wayne Lowry, Cyndi Turner
The meeting began at 6:30pm. After introductions, Wayne progressed through the agenda in a
discussion of the budget committee authority and responsibilities, the budget process and City
financial structure.
Local budget law is the portion of the ORS describing how local governments will budget and
the process they must follow. The budget committee among other things must approve the level
of taxation and must approve the budget. The committee is entitled to any information they
request in order to make their decisions. Wayne and Bill stressed that budget committee
members should request information before each ensuing meeting so that it can be pulled
together for all members of the committee and so that the process can continue to move forward.
The budget process dictates that the Budget Officer which in Tigard's case is the City Manager,
must submit a proposed budget to the committee before deliberation can begin. After the budget
committee has completed their work, they must submit a recommended budget to the Council for
further action. The committee may amend the proposed budget. The Council will then hold a
final hearing on the budget as approved by the Committee. The Council then approves the
budget as amended by the committee and the Council. The budget becomes effective on July 1.
Wayne described the fund structure of the City and explained the various types of revenues and
that some are general in nature but most are restricted as to their uses. He referred the committee
to the matrix on page 12 and 13 and the revenue summary on page 20 of the 1996/97 budget.
Wayne explained the program structure for expenditures and referred the committee to the
program summary on page 49 and to the organization chart on page 174.
Wayne briefly described the current City financial position. He referred to the audited financial
reports and cover memo from June 30, 1996 and to several statements from January 31, 1997.
Bill and Wayne explained that departments have been asked to delay planned expenditures
through the end of the fiscal year and to freeze most hiring of vacancies pending the final
outcome of measure 47.
The long range financial plan was discussed. Wayne distributed the pre m47 plan and a draft
post m47 plan. The post m47 plan reduces future staff additions contemplated in the pre m47
plan dramatically. The plan will be used to measure the impacts of 1997/98 budget decisions on
the ending balance in the general fund in the year 2000/01 which was the original time frame of
the tax base measure approved by voters in Nov 94.
Wayne then led a discussion of measure 47 and the new tax rewrite effort. Measure 47
implementation work is on hold as the House revenue committee finishes the tax rewrite which
will be a measure on the May ballot. They will return to m47 later in the session. M47 will be
implemented if the new measure fails at the ballot.
The committee agreed to hear presentations from those organizations requesting funding from
the City for 1997/98 for social, arts and events purposes on Tuesday, April 1, 1997. The meeting
will begin at 6:30 pm with light dinner served at 6:00pm.
The committee agreed to hold three budget committee meetings in May to consider the proposed
budget. They will be held on Mondays, May 5,May 12, and May 19.
The committee discussed the need to elect officers of Chair and Secretary. The election will take
place at the April 1 meeting before the hearing.
The meeting was adjourned at 8:30pm.
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City of Tigard, Oregon
13125 SW Hall Blvd.
Tigard, Oregon 97223
ARTS AND CULTURAL EVENTS FUNDING REQUEST APPLICATION
Organization requesting City Funds:
Name:_ .__._�_ _.` c,� � .��► �`���,� �� \��.�►���` ..-
Address:
Contact Person: ,J
Phone Number:
Amount Requested for 1997/98:
Purpose of funding request:
Please submit this application to the City Finance Director by January 31 along with
your written response explaining how your organization and funding request meet the
funding criteria outlined on the attached sheet. In addition, please submit documents
evidencing the following:
• Audit report or prior years financial statements. **
• 501 (c) (3) Status*
0 Articles of Incorporation
® By - Laws *
1997/98 Budget for Organization, Project or Event
* The submission of these items is not necessary if they have been submitted at least
once in the past five years.
**Lack of adequate financial information will result in denial of funding request.
r<,(PiC1tion Celebration ColnfnI C
January 147 1997
Distinguished City Council Members.
Each year, for the past 13 years, the parents from Tigard High School work throughout the
school year to raise funds for a Drug Free, Alcohol Free, All Night Senior class party for our
graduating seniors It has prop-en to be veru successful, and something that the Seniors aniously
await.
Early in the fall, letters are sent by the hairperson (the past 2 years it
has been me) to a number of local area businesses asking for their support in funding our all
night event. This year we sent approximately 170 letters. Aside from the donations from the
local merchants, we have various fundraising activities throughout the year, such as brick sales
(puttin-; the students names on a brick to be inlaid in the sidewalk at school), ticket sales to the
all night party, placing donation cans in various businesses from April-.Irene, and a major event,
our 50/50 raffle at the home football and basketball games.
We also have one major fundraiser involving the parents such as a dance or Auction/Casino
Night. In past years, we combined forces with Tualatin Hrg;h for a "district affair" In 1996
Tualatin decided that they wanted to try it on Hielr OW'rr, s�! wE r2�liICit ��iiuiii _�� .Tti;�: Ulir �.:r.d
Boosters, and put on a great Casino Night/Auction ourselves. It was held at the Tigard Armory
and netted the group just over $20,000, which was then divided 4 ways.....the Graduation
Committee receiving 2.5°io. We easily reached our goal, so of course this year, we hope to
surpass that.
In past years, some of our gr,.uluation celebrations have been held at places such as Oaks Park,
Rock-N-Rodeo, and a 2 1/2 hour cruise down the Willamette River on the Portland Spirit In
1903 we held the Graduation party in the gymrursium at the high school, and it acutally cost
more, than it has the past 3 years by having it off-site. We have also found that a nurmber of
activities need to be planned to keep the kids from getting bored. Trust me, trtiin�� to find
something for 325 graduating; seniors to do all ni��ht, and do it safely, takes a lot of imagination.
For the admission price of$30 per student, each senior receives a commemorative T-Shirt with
their class picture on it. (This is provided to every senior, not just those who attend the party).
For those who come to the party, they each receive a throw-away Kodak Camera with which to
capture the moments of their Senior Party and Classmates, and the chance at any one of a
number of door prizes, which include cameras, luggage, mini stereos, radios, gift certificates for
dinner and various other things. They also each receive a gift bag worth anywhere from $15-$25
worth of gift certificates, phone cards, etc. The idea being, that no one goes home empty
handed. The site alone costs approximately $10,000.
1 hope that I have provided you some insight as to how our monies are spent each year, and why
it is so very important for our community to help support this effort National statistics show
that the most dangerous week in a teenagers' life is that week of graduation. There are more kids
killed in that 1 week, than there are all year combined. This is why we feel so strongly, the need
to have a 100% turnout for this Drug Free, Alcohol Free celebration. We want these kids to be
around to enjoy it.
Respectfully,
7
Deb i Kor
1997 Grad Commitee Chair
TREASURER'S FINANCIAL REPORT
10/15/96
1993 1994 1995 1996 1 1997
ITEMS BUDGET ! ACTUAL BUDGET ACTUAL BUDGET ACTUAL BUDGET ACTUAL BUDGET
EXPENSES:
Casino 1,800.00 2,495.37 1,000.00 1,003.30 1,000.00 1,025.38 1,000.00 1,000.00 1,000.00
Bricks - - - - - - - - 100.00
Buses - - - - - - - - 500.00
Casino Night 325.00 138.70 100.00 79.20 70.00 83.90 100.00 22.84 100.00
Chaperones 50.00 53.86 50.00 : - 40.00 ! 22.20 25.00 - -
Closing Ceremony 300.00 120.58 100.00 74.92 70.00 - - - -
Decorations 1,200.00 j 1,377.89 800.00 470.54 200.00 ! 128.74 150.00 101.94 100.00
Door Prizes 6,200.00 8,820.95 4,000.00 5,433.36 3,500.00 3,415.05 3,500.00 3,216.94 1,500.00
Entertainment 5,200.00 4,354.37 3,000.00 950.07 300.00 537.62 500.00 470.13 250.00
Fireworks - - - - - - - - -
Food 800.00 578.30 350.00 186.22 200.00 31.89 200.00 335.16 200.00
Gifts 3,400.00 3,178.23 500.00 382.50 1,000.00 1,575.00 1,200.00 1,951.00 3,575.00
Insurance 250.00 250.00 250.00 250.00 250.00 250.00 250.00 400.00 400.00
Laser Light Show 550.00 585.00 - - - - - _ - - _
Miscellaneous 450.00 639.53 318.75 ! 243.50 250.00 62.59 750.00 810.00 200.00
Mom Day Azaleas 300.00 123.75 - - - - - - -
Postage 200.00 192.83 200.00 328.49 400.00 280.05 300.00 121.96 150.00
Printing 50.00 - - - - - - - -
Publicity 70&00 968.75 700.00 451.85 500.00 367.26 400.00 168.55 400.00
Security 125.00 50.00 50.00 - 50.00 - - - _
Set-up/Clean-up 200.00 166.22 150.00 - 100.00 -
Site - 7,131.25 6,831.25 7.925.00 8,275.00 9 000 CO 1.375.00 9.000.00
Tickets 300.00 21.03 25.00 - - - -
T-shirts 3,600.00 4,210.75 3,600.00 2,802.33 2,800.00 2,806.74 2.800.00 2.888.41 3.500.00
TOTAL EXPENSES: 26,000.00 28,326.11 22,325.00 : 19,487.53 18,655.00 18,861.42 19.17 5.00 18,861.93 20,975.00
INCOME:
Checkbook Balance 12,424.90 12,424.90 6,359.63 6,359.63 6,252.41 6,252.41 4,542.33 4.542.33 4,111.37
Reserve Set-up 11,500.00), (11.500.00) 5,000.00) (5,000.00) (3.500.00) (3,500.00) (3.500.001 (3,500.00) (3.500.00)
Beg Balance 924.90 924.90 1.359.63 1,359.63 2,752.41 2,752-41 1,042.33 1,042.33 611.37
50/50 1,500.00 2,251.30 1,000.00 788.90 800.00 687.00 800.00 1,222-00 1,000-00
Interest 300.00 227.41 125.00 94.91 90.00 87.80 90.00 73.68 70.00
Brag Shirt - - 200.00 219.90 110.00 (315.30) - -
Brick Sales 3,000.00 1,807.50 950.00 (577.00) - 275.00 - 360,00 400.00
Business4r-, 4,100.00 7,099.06 3,065.00 4,252.57 3,000.00 3,434.02 4,000.00 3,175.00 3.000.00
Casino Night 3,000.00 5,365.08 2,000.00 2,328.00 2,000.00 1,283.48 1,500.00 -
Cakes/Cans 200.10 362.26 300.37 207.01 147.59 404.32 442.67 726.29 600.00
District Auction - - 2,375.00 3,000.00 3,000.00 1,800.00 1,800.00 5,000.00 5,000.00
Mom Day Azaleas 600.00 355.25 - - - - - -
Mr. Formal 200.00 50.00 - - - - -
New Fundraisers - - 3,700.00 2,384.04 1,000-00 874.02 1,500.00 1,167.00 405.00
Parent Donations - - 1,000-00 1,266.98 600.00 1,766.00 1,500.00 92.00 1,500.00
Ticket Sales 12,275.00 10,225.00 6,250.00 5,415.005 155.00 6,505.00 6,500.00 6,615.00 9,000.00
TOTAL INCOME: 26,100.00 28.667.76 22,325.00 20,739.94H8-6755.00 19,553.75 19,175.00 19,473.30 20.975.00