03/14/1996 - Packet City of Tigard, Oregon
y Budget Committee Meeting
Thursday, March 14, 1996 6:30 - 8:30
Agenda
1) Light Dinner (6:00 - 6:30)
2) Call to Order and Roll Call (6:30)
3) Brief overview of Financial report for 1994/95.
4) Discussion of policy and process for funding of Social agency and Arts and events
requests.
5) Presentations from organizations requesting funding. (7:00)
6) Discussion of Budget Committee meeting schedule.
7) Other items for discussion.
8) Adjourn
CITY OF TIGARD
BUDGET COMMITTEE
SOCIAL SERVICE FUNDING POLICY
The City of Tigard receives funding requests from various agencies and non-profit
corporations each year during the budget process. This policy provides the framework
within which funding decisions will be made by the Budget Committee.
1. The maximum social agency funding total each year will be one half of one percent
of the previous year's operating budget, rounded to the nearest$1,000.
2. Agencies requesting City funds shall:
• Demonstrate that the Agency has been providing service to City of Tigard
residents for at least one year prior to the date of application.
• Be registered with the Internal Revenue Service with a 501 (c) (3) not for
profit tax status.
• Be run by a volunteer Board of Directors with representation from the City of
Tigard that is reflective of the agency's overall geographic membership and
client service.
• Operate with a balanced budget.
• Be incorporated in the State of Oregon and registered to do business here.
• Fill out and submit a completed application to the City of Tigard Finance
Department by January 31. Applications are for funding for the 1996/97 fiscal
year. References in the application to periods are as follows:
Last Year : 1994/95 (most recent full historical year)
This Year : 1995/96 (Year application is prepared)
Next Year : 1996/97 (Year for which funding is requested)
• Provide written reports to the Budget Committee on a quarterly basis during
the period of funding. Reports must include information related to the use of
City funds and a discussion of services provided to Tigard citizens.
3. The Budget Committee shall review the applications and hear oral presentations
from each requesting agency.
4. After all information has been gathered and reviewed, the Budget Committee, at a
separate meeting, will deliberate the merits of each application individually and make
decisions about which agencies should be funded.
5. The Budget Committee will then determine how much each approved agency
should be funded on its merits without regard to the funding available.
6. The approved funding for each approved agency will then be aggregated and the
total will be compared to the calculated funding limit. All approved funding amounts
will then be adjusted proportionately so that their total does not exceed the funding
limit.
7. The Budget Committee may amend those procedures as necessary.
CITY OF TIGARD ARTS AND EVENTS POLICY
The City of Tigard understands that arts and cultural activities build communites,
enhance and improve learning, teach respect and understanding for all cultures and
strengthen economic development. The City has a large stake in the future health of its
arts and cultural assets, and city residents seek out and wish to participate in these
resources and activities. Therefore, the City of Tigard will play an ongoing funding,
leadership and policy making role.
CRITERIA FOR ELIGIBILITY TO RECEIVE FUNDS
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.
iAfin\artpol.doc
February 22, 1996
City of Tigard Council: Attn. Budget Dir. Wayne LowrEy
Music In The Park funding by the City of Tigard for 1995 event budgeted $4,200
for an entertainment capital improvement to be part of the parks inventory.
It was more or less designed as a portable stage sized to fit all occasions. It was
suggested users should pay a fee if applying for this structure as public works has
it in storage and it does take time, expertise to assemble it and take it back down
for storage, Our Committee for 1995 encourages the use of this facility during the
summer months as there is a need by those wishing to put on a perk program.
1995 Committee noted at the time parking would be a problem unless the City of Tigard
increased parking areas and walking paths, if drawing in crowds to attend entertainment
functions, i.e. Festival of Balloons. The Tualatin Valley Community Band last year had
to sit on plastic chairs with arms while playing instruments requiring one's side arm
movements. Also, on the bare ground without benefit of a stage to protect their musical
inventory. Hopefully this year our 'addition' to the parks inventory will be used by
this band and any others wishing to play outdoor coneerts. Often groups booking the
park hold award ceremonies, programs, speaking (announcements), dancing and singing
so Music In The Park Committee 1995 hopes the fee forms sent to those paying for Cook
Park bookings will add this amenity to their program planning, incl. school reunions.
Tigard's 35th anniversary is coming up celebrating incorporation of the City of Tigard.
It has been noted by many citizens that the City of Tigard lacks sites i.e. performing
arts bldg. for practice sessions and public presentations in an auditorium and landscaped
grounds i.e. other cities surrounding our city. However few newcomers are unaware of how
'young' the City of Tigard is and how hard it is to financially catch up with past, pre-
sent, growth to address the needs of an expanding community. It was noted by hking
past budgets for celebrations that a large sum of funding went to stage rentals/ 2 rRff)d`
rather than on financially addressing overall requirements for safety public use.
Attention has been given to elected officials, community committees that there is a
desire by the public to be involved in planning processes especially within our park
usages. Covered picnic areas have enhanced the parks as well as the well kept landscaped
areas. (Flood 'floated' Cook Parks soccer-picnic structures-parking sites forming a
'peninsula') In speaking to those who book our parks they assured us "we come here yearly
in fact book years ahead as it's our best location, safe, and provides our groups sports
fields, barbecues, river frontage, other games i.e. baseball, basketball, soccer with
international installations, fishing, boating, traveling food vendors etc. i,,
Our 1995 Music In The Park Committee was confronted by unsolved 'problems' parking,lack of
bus turnouts, funding for signage, flyers, advertising, but more importantly without any
liability insurance being we were all volunteers using our own personal assets. Triple
parking caused personal damage near the Mary Woodward circle which our Committee addressed
from personal assets. I would never advise any Committee to take on public liability for
a City of Tigard function honoring the City of Tigard birthday without full financial
cooperation. The City of Tigard police, Tualatin Fire and Rescue crews, City of Tigard
staff personnel were excellent, public works super too, just all services were more than
helpful. Matt Ryan, Producer of Broadway Rose,was MC throughout the event. Fred Meyer Tigard
Stbrr provided the birthday cake for over 300 guests. The bands played on,chorus groups sang.
The entertainers were willing to sacrifice costs by donation of their time and talents.
However, feel the Chamb:er could easily seek corporate funding for those willing to
participate on the program if publicity and flyers denoted their support. We were very
fortunate to have 100% cooperation - excellent weather conditions - but 1996 Music In The
Park must come from an appointed committee by the elected officials and financed accord-
ingly addressing liability. If anyone wishes our volunt,r-ar support listings the Committee
will be happy to share this information if Music In The Park 1996 is to take place. We
of the 1995 Committee enjoyed this 'first' but now it's time to pass on the 'Olympic torch'
to others equally caring to present a local community affair that involves all individuals
in the City of Tigard. Respectfully - Music In The Park 1995 Committee.
February 14, 1996
City of Tigard, Oregon
1996/97 Budget
List,of Major Issues
X Police Facility Expansion - Phase 1 300,000
�C Visioning Process 130,000
Five year plan - full tax base levy
Development Code rewrite 90,000
CD Staffing vs Temporary Help 54,000
Building Dedicated fund
Council Chamber Audio and Video Improvements 58,000
Employee training
Utility Survey - Engineering 60,000
k Non Police Space issues, Water building, Modular expansion 50,000
Street Light Pole replacement program 48,000
Development Fee increase
Building Inspection Selectron system 60,000
?< Completion of Park Master Plan 40,000
Triangle Plan Completion
Cily of Tigard, Oregon
Summary of Budget Requests
Social A encies
A enc /Re uestor 1993/94 1994/95 1995/96 1996/97
v Interfaith Outreach Services
Requested 10,000 15,500
Actual 2,500 5,500 �fce
r�" YDial A Ride Red Cross
R uested 5,000 1,000
1 Actual
1,000 1,500 1,500
v" Tigard Senior Center
Request d 18,000 18,000
Actual 14,400 15,000 15,000
Luke Dorf, Inc.
Re uest 10,000 10,000
Actual 4,500
° Shelter- Domestic Violence
Requested
3,500 2,100
Actual 2,000 2,000 2,250
,'Rape Crisis Center
Request d 500 500
Actual 500 500
Tualatin Valle Mental Health
Communit Youth Services
Request ed 30,000 27,500
Actual 26,400 25,000 23,000
Community Action Or .
Re uested 10,000 10,000
Actual 7,200 7,500 7,500
Total Re nests 84,600
City of Tigard, Oregon
Summary of Budget Requests
Arts and Events
Event O77777��-
Broadway
1993/94 1994/95 1995/96 1996/97
Rose Theatre Co.—
Request d
o.R uested 12,174 10,000
Actual 4,000 6,500
Festival of Balloons
Re uested 5,000 10,000
Actual 5,000 5,000
Fourth of
July Celebration
Requested 4,000 4,000
Actual 4,000 4,000 4,000
✓ Tualatin Valley Communit Band
—.Requested 860 1,200
Actual 650
Affairs of the Art
Request d
500 750
Actual 500
Ti ard Count Daze
Request d 5,000 5,000
Actual 5,000 5,000 5,000
v THS Graduation Celebration
Re uested 500
Actual
Total Requests 31 450