05/24/1999 - Packet AGENDA
BUDGET COMMITTEE MEETING
MAY 24, 1999
1. Call to order: 6:30pm
2. Approval of May 17, 1999 minutes
3. New Business
• Budget Presentations:
♦ Finance — Cyndi Turner
♦ Capital Improvement program — Cyndi Turner
• General Fund Contingency —purpose & uses
• Arts & Events discussion
• New budget items
♦ Westside Transportation Alliance - $2,400
♦ Hanson Software System (Y2K) - $65,415
♦ Other items?
• FY98/99 Carryover items
♦ Police Building Remodel — $100,000
♦ Jack Park Bike Path - $53,000
♦ Police Building Roof Repairs - $58,960
• State Revenue Sharing Hearing
• City Council compensation discussion
4. Recommended Adjustments to Proposed Budget— Previously discussed
• Streets Division— Temporary Help $34,938
• Streets Division— Overtime $11,726
• Engineering Division— Overtime $8,985
• Engineering Division — Additional training funds $1,000
Recommended Adjustments to Proposed Budget —New items
•
•
• Others ?
5. Motion to approve Proposed Budget as adjusted in the amount of
6. Motion to approve Property Tax Levy at permanent rate of$2.5132/1,000
for the General Fund and in the Debt Service Fund in the amount of
$246,685.
7. Adjourn meeting: 8:30pm
AGENDA
BUDGET COMMITTEE MEETING
MAY 24, 1999
1. Call to order: 6:30pm
2. Approval of May 17, 1999 minutes
3. New Business
• Budget Presentations:
I#zFinance — Cyndi Turner .
,#' Capital Improvement program— Cyndi Turner
,r General Fund Contingency —purpose & uses
y Arts & Events discussion
• New budget items
♦ Westside Transportation Alliance - $2,400 Pi'r
"Hanson Software System (Y2K) - $65,415
♦ Other items?
• FY98/99 Carryover items
" Police Building Remodel — $100,000
Jack Park Bike Path - $53,000
Police Building Roof Repairs - $58,960
State Revenue Sharing Hearing
City Council compensation discussion
4. Recommended Adjustments to Proposed Budget — Previously discussed
• Streets Division— Temporary Help $34,938
• Streets Division — Overtime $11,726
• Engineering Division — Overtime $8,985
• Engineering Division — Additional training funds $1,000
Recommended.Adjustments to Proposed Budget —New items
• Others ?
5. Motion to approve Propdsed Budget as adjusted in the amount of
6. Motion to approve Property Tax Levy at permanent rate of$2.5132/1,000
for the General Fund and in the Debt Service Fund in the amount of
$246,685.
7. Adjourn meeting: 8:30pm
City of Tigard, Oregon
Budget Committee
Meeting Minutes
May 17, 1999
Members Present: Mike Benner, Craig Dirksen, Gene Farnstrom, Brian Moore, Joyce
Patton, and Ken Scheckla.
Members Absent: George Burgess, Paul Hunt, Jim Nicoli, and Darlene Stevens.
Staff Present: Ron Goodpaster, Bill Monahan, Melinda Sisson, Cyndi Turner, and
Michelle Wareing.
Call to Order: Gene Farnstrom, Budget Chair, called the meeting to order at 6:35pm.
Approval of Minutes: The minutes of May 10, 1999 were approved. MSP
Old Business: Cyndi Turner distributed a handout detailing the proposed changes to the
Budget from the May 10,1999 meeting.
Cyndi stated that total proposed changes to Personal Services is $55,649, which
includes temporary help salary in Streets, overtime in Streets and Engineering, and
associated taxes. A additional $1,000 was added to Total Materials & Services for
Engineering training costs. The new proposed Total Operating Budget with the
changes is $24,310,890.
Gene Farnstrom asked if notes could be added, so there would be a more detailed
description of the larger changes, specifically salary. Cyndi responded that she would
add the notes to the bottom of the page detailing each proposed change.
Police Budget: Ron Goodpaster, Chief of Police, presented his budget that starts on
page 62.
Ron stated that the Police Department is comprised of three divisions —Administration,
Operations and Support Services. The Administration division has 3 FTE, which
includes the Chief, his Confidential Executive Assistant, and the Crime
Prevention/Public Information Officer. Operations is the Patrol unit and the largest
division. Support Services includes the detectives unit, records clerks and computer
specialist.
Ron noted that the Police budget is within the guidelines of the 5-Year Plan. Two new
positions will be added in FY 99/00 — 1 patrol officer and 1 records clerk. Ron stated
that a grant request has been submitted to receive funds to hire a third School
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Resource Officer (SRO). The Tigard School District has agreed to share the cost of the
officer for nine months out of the year. The City will pay for all the costs for the 3
months that school is out. Ron stated that the grant request will most likely not be
approved, since Tigard has low gang activity. Ron noted that he will find out in June
whether or not the grant was approved.
The Administration budget unit is located on page 65. Ron reiterated that this division
has 3 FTE.
Overtime line item has a large increase. This cost is due to the Crime Prevention/Public
Information Officer's work. This Officer attends many night meetings and is called out
on weekends and evenings to provide information to the media when necessary. Ron
noted that overtime for FY 98/99 is already at $7,500. The amount budgeted for FY
99/00 is based on actual past figures.
Professional & Contract Services cost is $26,000. The increase is due to city attorney
fees. Ron noted that if the attorney fees were removed, the Total Materials & Services
cost would actually be less than FY 98/99.
The Operations budget unit is located on page 68. This division has 44 FTE positions.
Craig Dirksen asked why the number of FTE's was decreased in FY 99/00. Ron
responded that the positions were reassigned to the Support Services budget unit. Ron
noted that staff moves between the two divisions and that the changes were made to
track costs more accurately.
Overtime cost was decreased by about $30,000 for FY 99/00. Ron stated that the
majority of overtime costs can be attributed to officers being subpoenaed to testify in
court. Ron noted that an overtime tracking form was instituted and it was discovered
that 50% of the time when officers go to court, they do not testify. This seems to be a
problem for all cities whose officers are subpoenaed. Ron noted that his department
and other cities are working with the District Attorney and docking clerks to remedy this
problem. Ron stated that the overtime cost for FY 99/00 is based on actual spending
history.
Travel & Training increase is due to the addition of new personnel. The Department
has just hired 5 new officers and is in the process of hiring 4 more. Also, several
officers have been promoted to Sergeants. New staff requires a tremendous amount of
training. Ron noted that the Department is still trying to catch up on personnel because
of all the retirements that have occurred in the last three years.
Total Materials & Services cost is an increase of 3% over FY 98/99.
Vehicles line item expense is $130,500. This is for the replacement of 5 patrol cars and
2 motorcycles. Ron stated that 3 of the cars have over 100,000 miles on them and the
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other two have over 90,000 miles. Cars are usually replaced before they reach 100,000
miles.
Ken Scheckla asked how many total police vehicles there were. Cyndi Turner
responded that on page 103, it states there are 40 police vehicles.
Ken Scheckla asked if all the cars get the same use. Ron responded that thenars are
used differently by each division. However, it is the patrol cars that get the most use
and need to be replaced more often.
Ken Scheckla asked how many patrol cars there were and how often they were
replaced. Ron responded that there are 14 patrol cars. One-third of the cars are
replaced each year. Therefore, the entire patrol fleet is replaced every three years.
Ron noted that it is only the patrol cars that are replaced this quickly.
Ron stated that non-patrol cars use a different replacement schedule. Detectives cars
are replaced every couple of years because of identification issues, not mileage issues.
Do not want detective cars to be "known" and easily identified by citizens.
Joyce Patton asked if some of the police vehicles were recycled and used by other City
departments. Ron responded that the City's Fleet division and Engineering Department
are both using retired police vehicles. Ron noted that old police vehicles are also used
within the Police Department for the School Resource Officers.
Joyce Patton noted that on page 66, the response time to emergency calls has
increased by 45 seconds to 3.60 minutes. However, the service level goal is to have
response times below five minutes. Joyce asked if the increase in response time is a
concern. Ron responded that he does not want the response time to exceed 3.60
minutes. Ron noted that response times can change dramatically depending upon the
train schedule, traffic, time of day and year, and weather.
Joyce Patton asked if response time issue could be addressed by adding more officers
or is it all the new officers that are affecting the response time. Ron responded that it is
not one issue, but a culmination of many. New officers do have a difficult time learning
Tigard's streets, which does contribute to the slower response time. Ron stated that the
current response time is good and is not a major issue.
Joyce Patton asked how successful the Peer Court program is and how many repeat
offenders there have been. Ron responded that the program is very successful,
especially on the parent/child side. Ron stated there are two kids that have continued to
cause problems after going through program. Ron noted that the biggest problem with
program is getting enough kids to serve as attorneys.
Ken Scheckla asked for elaboration on the K-9 program and why two dogs are being
replaced. Ron responded that the City has not had dogs for about a year. The
Department is in the process of revamping the program because of union contract
issues that arose with the K-9 officers. Ron noted that when Tigard Police needs dogs,
they rely on Lake Oswego, Beaverton or Washington County to provide them.
Ken Scheckla asked why two dogs are being requested and not just one. Ron
responded that one dog is an option, but two would be better. Dogs can only be worked
for so long and then they need to be rested. Two dogs would be able to cover more
area and shifts. Also, it costs a lot to train the K-9 handlers and the dogs and it is more
efficient to train both staff members at the same time.
Ken Scheckla asked what the process was to select officers and determine if the
officers will stay in the program. Ron responded that not only is the officer interviewed,
but so is the officer's family. It is a very selective process. Ron noted that the problems
with the program had to do with the labor contract language interpretation. It was
determined that the contract language needed to be changed before the K-9 program
could be revived.
Gene Farnstrom asked if there were plans to add more dogs in the future. Ron
responded that the Department eventually wanted three dogs, one for each patrol shift.
Also, purchase of the dogs will be staggered, so not all of the dogs retire from service at
the same time. A dog's service life is about five years.
Brian Moore asked what the cost was for using Lake Oswego, Beaverton or Hillsboro's
dogs. Ron responded that the Department does not pay a fee for this service. The
police departments have a reciprocal agreement to assist each other when requested.
Ken Scheckla asked what happens to the dogs once they retire. Ron responded that
the dogs are usually purchased by the K-9 handlers and become pets.
Craig Dirksen asked what the School Resource Officer grant position was and what the
current school coverage was. Ron responded that there are currently two SROs. One
has an office at Tigard High School and the other serves the two middle schools. A
grant request was sent out to request funding for a third SRO. There is a great need for
law enforcement presence in the schools. Ron stated that the high school receives
priority. If the high school SRO is out, then the middle school SRO moves up to cover
the high school. A third SRO would allow for better coverage in the schools.
Craig Dirksen asked what the status was on the grant. Ron responded that he will be
notified in June on whether or not the grant was approved. Ron noted that he was not
sure if the grant would be approved because Tigard has low gang activity, which was a
major criterion for grant approval.
A discussion about school violence and the need for SRO's in the schools ensued.
Craig Dirksen stated that a contingency should be put into the Budget, so if the grant is
not approved, there will be money available to pay for a third SRO.
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Brian Moore stated that if the grant isn't approved, the issue will be brought before
Council. Council will be able to make a budget adjustment to add the costs of the SRO.
Cyndi Turner stated that the total wage and benefit cost for the position is $71,000.
Brian Moore stated that the Tigard School District has agreed to pay for a half of this
cost for nine months.
Ron Goodpaster stated that if the grant is not approved, he would meet with the School
District again to discuss options and costs.
A discussion regarding the possible funding of the third SRO position with City and
School District funds followed.
Bill Monahan stated that a contingency of $45,000 to $50,000 should be added to the
Budget, so a SRO could be hired in August.
Brian Moore asked how a SRO hired in August would be trained and ready to work in
the schools in September. Ron responded that there are several officers in the
Department who have expressed interest in the SRO position. These officers are
already trained and some have SRO experience. If no one in the Department is
selected, then the Department can advertise externally for an officer with SRO
experience.
Gene Farnstrom stated that some police departments are now requiring a four-year
college degree. Gene asked if Tigard considered making a college degree a
requirement. Ron responded that after much review, it was determined that a college
degree requirement was not necessary. Ron noted that the hiring pool is already small
and the college degree requirement would eliminate many candidates. Ron stated that
Tigard requires officers to have a high school diploma or a GED. Ron noted that the
Department encourages officers to take college courses and compensates those who
obtain a four-year degree.
Ken Scheckla asked if the Department has a goal or requirement to hire minorities. Ron
responded that the Department does not have an Affirmative Action plan. However, the
Department does actively try to recruit minorities and women.
Ken Scheckla asked if the Department was trying to hire more bilingual officers. Ron
responded that all officer positions are advertised in several non-English newspapers.
Also, job postings are sent to every Oregon college and university's foreign language
department. Ron stated that the Department is trying to hire bilingual officers, but has
not had much success yet.
Craig Dirksen asked if a contingency would be put into the Budget to pay for the third
school resource officer. Cyndi Turner responded that the cost of the position is already
in the Budget. If the grant is not approved, then technically the officer could not be
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hired. The issue would have to be brought to Council and a portion of the $500,000
contingency in the General Fund could be used to pay for the position.
Bill Monahan stated that the hiring of the third officer is contingent on the School District
paying their share of the cost. This issue needs to be resolved before the Police
Department can move forward and hire the SRO. Bill noted that the School District has
not helped fund the SRO program in the past. If the District had been more financially
supportive, the program would be stronger today. Bill stated that these issues will be
addressed once the grant approval outcome is known.
The Support Services budget unit is located on page 71. This division has 25 FTE
positions and includes detectives, training officers, SRO's, youth services officer,
property clerk and records clerks.
Overtime cost has increased $10,000 from FY 98/99. Ron noted that last month (April
1999), overtime costs for detectives were $7,300. Ron stated that the detectives work
on major crimes including homicides, rapes and motor vehicle fatalities. The detectives
are called out at night and on weekends to work the crime scenes. They are
responsible for going to the hospitals, interviewing witnesses in and out of town and
following up on leads. Detectives must work on a homicide until some type of resolution
is reached. The overtime cost for FY 99/00 is based on past history and anticipated
activity.
Professional & Contract Services has increased significantly from FY 98/99. However,
$150,000 of the cost is Washington County Consolidated Communications Agency
(WCCCA) and 911 expenses. These expenses are paid with designated funds from the
911-revenue fund. This cost needed to put be in a line item, so the revenues could be
spent. If the 911 costs are taken out, Materials & Services total expense is actually
$18,000 less than FY 98/99.
Ken Scheckla asked why payroll taxes line item increased by $37,000. Cyndi Turner
responded that the total FTE's in this division increased from 17 to 25. This caused
salary and associated taxes to increase.
Brian Moore asked why the ratio of captains, lieutenants and sergeants was different in
the Support Services division compared to the Operations division. Ron responded that
the Support Services division is comprised of several sub-units. The Captain is
responsible for the entire division. The Lieutenant supervises the detectives unit. The
Sergeant supervises the street crime unit, which includes a narcotic, a gang and one
school resource officer. The Sergeant's unit is a sub-unit of the detectives unit.
Ron stated the about 99% of the Police budget is funded by the General Fund.
However, the Department has several designated funds to draw from including the 911-
revenue fund and the Criminal Forfeiture/Seizure Fund. The Seizure Fund is made up
of money and property seized from drug busts. State law dictates how the money in
this fund can be spent. Council is advised whenever money from this fund is spent.
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Travel & Training has an increase of about $4,000. However, the $4,000 is the cost for
training for the narcotic and gang officers. This cost will be paid for with seizure fund
revenues. Therefore, there is not actually an increase in Travel & Training.
Vehicles expense of $55,000 is the cost of replacing two detective cars. Ron stated that
the narcotic officer rotates his car every 3 to 4 months as part of a State agreement. It
is important that these cars not be identified as police cars.
Operation Equipment expense of$35,550 includes $10,000 for a VARDA alarm system.
This system is used in domestic violence and business burglary cases. The alarm
system is installed by the Police Department and sends an alarm signal over the
Department's radio frequency if the system is activated. The alarm system bypasses
the 911 system and goes directly to the dispatch who then sends out the officers, which
allows for quicker response.
This expense also includes $12,000 for a vehicle tracking system. A small tracking
device is attached to a suspect's vehicle and can be monitored from half a mile away.
Currently, it takes four cars to track a suspect. With this new system, one car will be
necessary. The purpose of the tracking system is to monitor the routine of criminals.
Once their routine is known, the officers can choose the best time to arrest the criminal.
Computer crime is on the rise. Operation Equipment includes $5,000 for upgrade of the
computer crimes unit's technology.
Five ballistic vests will be replaced at a total cost of$1,800. Ron noted that the federal
government has a program where it will pay 50% of the vest costs.
Operation Equipment includes $5,000 for a surveillance camera. This video camera
can be programmed to record for certain length of time and/or interval.
Ron noted that all computer equipment costs have been moved to the Network Services
budget. On page 191, Support Services has budgeted $7,500 for five new computer
workstations. One is for the new records clerk, the second will serve as a WCCCA link
station, and the other three will be for officers.
Ken Scheckla asked if the accident rate (p. 67) increases every year and is it normal.
Ron responded that accident rates are actually going down and that the figure needs to
be updated. Ron noted that the accident rate pertains to public accidents, not police
vehicle accidents. As the City grows and there is more traffic, there tends to be more
traffic accidents.
The Budget Committee took a break at 7:50pm. The meeting was resumed at 8:00pm
Library Budget: Melinda Sisson, Library Director, presented her budget which starts on
page 72.
Melinda Sisson reported that Library will be a recipient of a substantial gift from the
Grace Tigard Houghton estate. It is estimated that the gift will be between $500,000
and $7.00,000. This money will possibly be used to for a browsing room. Melinda
stated that the money will not be received until sometime in FY 99/00.
Melinda stated that the Library is comprised of four divisions. The Administration
division has 2.5 FTE's, which includes the Library Director, Senior Administrative
Specialist and a half-time Volunteer Coordinator.
The Reader Services division has 9.6 FTEs. This division is responsible for all of the
public services area, which includes reference, programming, collection development,
and ordering materials. This division also writes grant proposals to fund different
programs.
The Technical Services division has 6.5 FTEs. This division receives all the materials,
prepares them for the shelves and catalogues them into the system. Also, a
microcomputer support assistant is responsible for maintaining all the public computers.
The Circulation division has 11.1 FTEs. This Division checks in and out all Library
materials, issues library cards, and runs the information desk. The majority of the
Library's statistics comes from this division.
The Administration budget unit is located on page 75.
Melinda stated that the installation of the new on-line computer system that is used
countywide has been completed. The Library had to upgrade all of its computer
equipment and software as part of the process. The increase in Repair & Maintenance
is due to this new equipment needing more high tech maintenance.
Travel & Training expense of$3,500 includes money for the Library Director to attend
the American Library Association national conference.
Office Furniture & Equipment includes $1,650 to replace five chairs and $1,800 for one
ergonomic workstation. Melinda noted that some of the chairs are for public use. The
cost of Library-wide chairs is often allocated to the Administration budget.
Gene Farnstrom asked what the public response was to the new computer system.
Melinda responded that the Library has received a mixed response. Some people like
the new Internet access capability. Melinda noted that there was a drop in usage while
the system was being converted. An evaluation is being done on the new system and a
report will be issued.
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Melinda stated that computer system is used countywide, which is necessary because
of intra-loaning of materials between the libraries.
The Readers Services budget unit is located on page 78.
Melinda reiterated that this division is responsible for all programming including the
summer reading program. Melinda noted that outside performers, entertainment and
authors are brought in to participate in the summer reading program.
Professional & Contract Services expense is $5,150, which is an increase over FY
98/99. One of the reasons for this increase is the cost of hiring presenters for business
topic classes. Melinda noted that not all of the presenters charge a fee for their service.
Melinda stated that $2,500 of the expense is for the Youth Services program
presenters. Also, $600 has been allocated for the adult programs.
Special Department expense includes $5,000 for displays, supplies and prizes for the
Youth Services programs. The Youth Services program includes toddler story and craft
time programs.
Craig Dirksen asked what the average group size was for the toddler programs.
Melinda responded that the average group was about 20. Melinda noted that if there
are more than 15 children, it is ideal to have one parent per child.
Melinda stated that another activity included in this budget is the Adult Reading and
Book Night program. This is the fourth year of the Adult Reading program. This is a
six-week program that starts in the fall. Weekly prizes are awarded and if a person
reads 2,000 pages during the course of the program, then they are invited to the gala.
Melinda noted that about 100 people attended last year's gala.
Travel & Training expense includes $1,000 for one professional staff member to attend
the Public Library Association national conference. There is also a State Library
conference being held in Portland and several staff members will be attending it.
Office Furniture & Equipment includes $8,000 to replace the furniture in the electronic
resource area in the Library. The current furniture and desks do not meet ADA
requirements and can only accommodate 8 computers. The Library wants a total of 12
computers available for use in this area. The new furniture offers more flexibility in the
design of the area. Melinda noted that $600 has been allocated for new fax machine for
the reference desk.
The Technical Services budget unit is located on page 80.
Melinda stated that there is a change to the FTE breakdown on page 80. The Librarian
position is a new position for FY 99/00. The Librarian line should have zeros in FY
97/98 and FY 98/99. A new page 80 was distributed.
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The new Librarian position will be for a professional cataloguing librarian who has a
Masters of Library Science degree. With the advanced computer program, it was
determined that a MARC Level cataloguing system needs to be instituted. Current staff
does not have the expertise to do MARC Level cataloguing. This new librarian will have
the knowledge and expertise to implement this system.
Melinda noted that with the addition of the Librarian position, a Technical Services
Coordinator was downgraded to a Senior Library Assistant.
Professional & Contract Services expense of$4,965 includes the cost of contracting out
new materials preparation. The contractor preps the new materials by putting the Mylar
jackets, security strips and property stamps on the books. Volunteers had been used to
do this work in the past; however, there is not enough room in the Library to handle
such a repetitive project. It is more cost efficient to contract this work out.
Repair & Maintenance cost is for repair and maintenance of the computer equipment
and related item. This expense used to be allocated to the Administration budget unit.
Advertising & Publicity expense is for the advertisement of the new Librarian position.
The position will be advertised nationwide, since Oregon colleges do not have a
Masters of Library Science program.
Travel & Training expense includes $1,350 for the Technical Services Coordinator to
attend a library conference.
Office Furniture & Equipment expense of$1,300 is for ergonomic modular furniture.
The Circulation budget unit is located on page 83.
A new .5 FTE Senior Library Assistant position is being proposed. This position will
work the evening and weekend shifts.
The increase in the Library Assistant FTE's (p. 83) is not due to the addition of new
staff. Some staff members' hours are being increased and one position is being
upgraded to full-time.
Advertising & Publicity expense includes the cost for advertising the new half-time
position and $1,500 for reprinting the Library's informational brochure.
Travel & Training expense includes $2,000 for college courses for a staff member.
Melinda reported that the Library is starting its long range planning process. A
committee of staff, Library board members and citizens are meeting to set goals and
objectives for the Library for the next 3 to 5 years.
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Gene Farnstrom asked why wages increased so significantly in the Circulation budget.
Melinda responded that a half-time position is being added, one position is being
upgraded to full-time and on-call staff costs are included in this budget. Melinda stated
that the on-call staff cost is about $12,000. Melinda noted that on-call staff is not
included in the FTE count. Cyndi Turner stated that wage calculations for FY 98/99
were incorrect. Some positions were reclassed and those changes were not made.
Cyndi stated that the wages in FY 99/00 reflect actual costs.
Joyce Patton asked if the City has a policy in place regarding paying for staff college
courses and staff commitment to stay with the City. Bill Monahan responded that the
City has had a policy since 1989. If the City pays for courses and the staff person
leaves with in one year, the staff person must reimburse the City for 100% of the cost.
If the staff person leaves after two years, then the staff person must repay 50% of the
cost.
Melinda Sisson stated that she is serving on a staff committee that is reviewing this
policy. Staff will determine if the time requirements should be extended and if whether
each individual course should be reviewed for approval.
Bill Monahan stated that consistency in the application of the program is a major issue.
Each department is applying and advertising the program in a different way. The
purpose of the staff committee is to develop a standard policy for all departments to
follow.
Brian Moore asked when the Committee was going to discuss the Arts & Events funding
(p.85). Bill Monahan responded that Council was going to hear a presentation by
Broadway Rose Theatre on May 18,1999. Broadway Rose is requesting $18,000. Bill
stated that Budget subcommittee has already made recommendations on the Fourth of
July and Festival of Balloon funding. Bill stated that the funding figures would be
presented to the Committee at next week's meeting.
Joyce Patton asked if the figures in Social Services were the ones recommended by the
subcommittee. Bill Monahan responded that the figures are the ones from the
subcommittee. Bill noted that the new operators of the Rite Center will be submitting a
proposal request for $8,500. Bill stated that money allocated to Interfaith Outreach is
actually a placeholder for funds for the new operators of the Rite Center. The
subcommittee did not want to give funds to an unknown agency without a proposal.
The Finance budget presentation was held over to the May 24, 1999.
The Budget Committee was concluded at 9:OOpm and discussions will be continued at
the May 24, 1999 meeting. MSP
it
MEMORANDUM
TO: Budget Committee
FROM: William Monahan
DATE: May 21, 1999
RE: Review of Arts & Events/Social Service Agency Applications
This year the Budget Committee has reviewed the applications of Arts & Events and
Social Service Agencies in a way different than in prior years. The Budget Committee
Subcommittee on social agencies met in early April and reviewed the requests of
various social service agencies which had submitted funding applications. The
Committee made recommendations which are found on page 85 of the proposed
budget. Under the column entitled proposed 1999-00, $77,760 is recommended to be
allocated to social service agencies. Please note that $8.760 of that amount is shown
on the line item entitled "Interfaith Outreach". Interfaith Outreach received funding in
prior years but is not in operation at this time. The subcommittee recommended that
this amount be reserved so that the future operator of the Rite Center is able to apply
for operating funds. To date, no application has been received, however, an application
is expected shortly.
In the area of Arts/Events, no funds have been allocated to date. The subcommittee did
not agree to take on the additional responsibility of reviewing and recommending
funding for Arts and Events. Instead, the committee recommended that the City Council
consider annual funding of the Balloon Festival at $5,000 and the Fourth of July event at
$4,000. The subcommittee felt that those amounts could be the threshold levels which
the events could rely on receiving from the City this year and in future years. Then, if
event organizers choose to request additional funding, they can submit a request and
have that processed through the City Council.
I suggest that the Budget Committee (citizen members and members of the City
Council) decide whether the subcommittees recommendation on the two community
wide events, Balloon Festival and Fourth of July, should receive this annual funding
treatment. Then, I suggest that the committee review the remaining applications.
Three of the remaining applications are relatively small. They are as follows:
Tualatin Valley Community Band (Requesting $1,310, received $1,122 in FY
1998/99); Tigard Graduation Ceremony (requested $500, received $500 in FY
1998/99); and a request by a new applicant, the Tualatin River Keepers,
(requested $600). None of these applications are truly citywide community
events.
If the Budget Committee approves each of the smaller events, as well as the Balloon
Festival and the Fourth of July event at the amounts requested, $11,410 of the $30,240
available for Arts and Events would be allocated. This leaves an additional $18,830 to
be either appropriated or retained. Broadway Rose has requested $18,428.
The one large application remaining to be reviewed is the application of The Broadway
Rose Theatre Company. Last Tuesday evening, the City Council heard a presentation
by Sharon Maroney, Artistic Director for the Theatre Company. The three members of
the City Council who were present at the meeting, recommended that the funding
request be discussed further by the full City Council as part of the Budget Committee
meeting.
Attached are the following:
1. April 29, 1999 memo from Sharon Maroney
2. April 30, 1999 email from Councilor Paul Hunt
3. 1999 Broadway Rose Theatre budget year-to-date
4. The Broadway Rose Theatre projected revenue dated 5/18/99
5. A May 14, 1999 letter from John L. Cook
6. Charts and tables on Broadway Rose attendance (1992-1998), Portland
Metro Ticket Price Comparison, Children's Theatre Ticket Price Comparison,
Broadway Rose actual revenue 1998; Broadway Rose 1998 expenses
7. May 7, 1999 letter from Sharon Maroney to the Arts Committee of Tualatin
seeking funding.
8. May 21, 1999 memo from Cathy Wheatley reporting City costs - Balloon
Festival and Fourth of July event
I:\adm\bill\990521 memo-council-arts&events.doc
THE
April 2.01999IV, a
PROADW'AV
City of Tigard E
THEATRE COMPA
Dear City Council and Budget Members:
First of all, I'd like to express my heartfelt thanks for the support The Broadway Rose has
received over the years.
In any business, each year presents new challenges and The Broadway Rose Theatre is
not an exception. I am writing you to inform you about the financial status of the theater.
❑ Last year we spent $54,000 to produce Hello Dolly!, ticket sales were $27,000. Dolly
did not sell as I had projected. Part of the reason was the critics were out of town the
first two weeks of our run. We rely on press as a major marketing tool. I have since
talked to The Oregonian, they admit it was bad situation. I feel confident this
summer's reviews will be timely. Our ticket sales were $10,000 less last summer
than I had projected.
❑ Last summer in the middle of the season we had to make a decision whether to buy
six body mics for Lucky Stiff: We spent $3,000 we did not anticipate.
We paid most of our bills last summer; however, we depleted our prudent reserve. As
a result we are doing a non-musical for our second show this 1999 summer season. It is a
wonderful show but we don't have to pay musicians and the royalties are $2,500 less. I
tightened up our budgets as much as I could. Unfortunately I made a $6,000 error this
year in my revenue projection. I counted the $6,000 Pearson Financial Group gives us
twice-once as tickets sales and again as corporate dollars. Also, the school district was
going to print our season brochure for us and then at the last minute could not so we now
have a $2,000 printing bill I did not budget for. The school district is also doubling their
rent. Every year we start hiring and working on our season before we even know what
funds we will have. Our time line is very different than our funders.
This is a rough year for The Broadway Rose Theatre. I wanted to let my funders
who I have a relationship with know that we are experiencing financial challenges. I
would like the City of Tigard to consider funding our grant request in full this year.
I am available to answer any questions. I have enclosed a current financial statement
which shows actual budgets for the past three years compared to our 1999 projection. I
am committed to this project. My office number is 620-5262 and home is 639-7051.
Thank you,
Sharon Maroney
Artistic Director
P.O. Box 231004, Tigard, OR 97281 (503) 620-5262
Frum:Paul Hunt To:Bill Monohan Date:4130199 Time:08:58:12 Page 1 of 1
FACSIMILE COVER PAGE
To: Bill Monohan Time:08:68:04
From : Paul Hunt Date: 04/30/99
.ges (including cover): 1
Since I will be out of town when the council considers Broadway Rose request for funding you had
suggested I write a letter expressing my thinking.
I have never been a great supporter of Broadway Rose. In my opinion I can't see where they meet
the same criteria other agencies do. I do not believe they have a program that is embraced by
the entire community like the ballon festival or fourth of July does. I do not think they meet a
community need like the social agencies do.
They came into the budget process by stating they needed start up money and they would be self
sufficient in a very few years. Actually they have requested more money every year.
If the other council member want to support them to a limited agree I will not oppose it but
neither will I endorse it. I will oppose any increase in the amount of money they received over
last year.
Paul Hunt
1999 Broadway Rose Theatre - Budget Year To Date - A I°r i O y
1996 Actual 1997 Actual 1998 Actual 1999 Actual 1999 Projecte
Loans $5,424.28 $14,600.00 $13,600.00 _ $1,200.00 $3,300.00
Costumes $2,261.32 _$1,5_30.11_ $3,464.41_ $2,905.22
Sets $5,350.91 $7,877.85 $15,669.73 $19,065.22
Royalties $8,136.36 $14,586.00 __$3,378.75 $2,975.00 $6,661.89
Props _ $518.38 $_417.5_4 _$808.91 _ _ $1,400.00
Lights $990.79 $1,827.54 $1,824.21 $1,715.00
Sound_ _ $2,246.18_ $1,6_15.48 $3,972.32_ $751.41
Housing _$_0.00 $0.00 $103.48 __ $103.48
Administrativi $10,061.04 $12,146.97 $23,874.36 $9,237.16 $36,000.00
Travel $181.00 $65.82 $202.30 $202.30
Net Wages $44,405.63 $39,613.75 $55,406.78 $90.00 $44,289.82
Orchestra $2,746.00 $4,600.00 $6,705.00 $6,120.00
Federal Taxe $7,492.38 $5,300.42 $11,707.33 $2,201.40 $11,091.29
State Taxes $2,49_2._77 $3,495.62 $3,644.85 $681.02 _$4,200.00
_W.Comp/Insu $1,389.34 $1,946.94 $5,880.00 $2,166.00 $5,880.00
Advertising $4,576.12 $5,54_6.22 $9,047.82 $287.10 $8,569.80
Office $1,163.01 $1,155.05 $2,923.58 $603.99 $2,701.15
Auditions $275.00 _ $0.00 _ _ $132.00_ $200.00 _ $132.00
Telephone $1,172.48 _$1,334.13 _ $1,868.74 _$554.90 _$2,045.13
Rent/Storage $2_,984.71 _ $610-4-9.73_ __$5,117.26 $1,6_94.72 _$8,168.00
Postage _ $2_,674.14 $2,599.04 $3,7_49.65 _$1,407.74 _$4,053_.08_
Organis. Due $888.00 $634.50 _ $295.00_ $213.00 $350.00
Bank Fees _ $_1_,_1_77.92_ _ $1,572._58 $1,673.75 $41.23 $588.65
Printing $96.75 $3,378.62 $3,427.64 $2,209.50 $3,953.04
Concessions $1,089.35 _ $8_76._03 $1_,100.84_ $0.00 $1,100.84
Souvenirs $865.79 $0.00 $0.00 $0.00
Fundraising $2,942.01 $360.27 $514.75 $587.27
Staff Develor $853.00 $2,285.00 $314.75 $533.75 $500.75
Classes $120.00 $25.00 $9.58 $0.00
Entertain/Stril $438.23 $539.29 $677.97 $68.75 $677.97
Raffle $220.00 $200.00 $300.00 $300.00
$115,232.89 $136,179.50 $181,395.76 $26,365.26 $177,413.31
DONATION $4,625.00 $7,362.00 $10,092.00 $3,515.00 $9,000.00
TICKETS $54,635.69 $76,656.95 $77,287.40 $4,412.25 $80,000.00
INTEREST $83.32 $305.77 $341.34 $40.09 $233.77
PROMO'S $150.00 $250.00 $0.00 $0.00 $0.00
FUNDRAISING $4,165.10 $940.00 $1,380.00 $1,330.00 $1,880.00
GRANTS $29,028_.00 $26,573.00 $44,756.00 $7,000.00 $46,206.00
CORPORATE_ $15,070.00 _ $25,6_50.00 $25,050.00_ $4,750.00 $28,250.00
REFUNDS $957.89 $_736.46 $2,181.71 $431.60 _ $560.50
CLASS/CAMP $3,795.00 $3,855.00 $_4,475.00 _ $4,475.00_
RAFFLE $1,789.50 $2,287.00 $2,545.00 $25.00 $2,545.00
SOUVINERS $374._00 _$86.00 $36.00 $63.04
CONSESSION $2,613.89 $2,215.67 $2,227.04 $2,200.00
ADVERTISING $50_0.00 $475.00 $1,150._00 $2,000.00
LOANS _$0.00 $0.00 $0.00 $0.00
$117,787.39 $147,392.85 $171,521.49 $21,503.94 $177,413.31
THE BROADWAY ROSE THEATER PROJECTED REVENUE DATED 5/18/99
Tickets $79,000.00
Indiv. Contr. $11,000.00
Conc/Souv $2,263.04
City of Tualatin No..?? But TALKING TO Lou Odgen
Tigard Rotary $500.00 YES
Regional Arts& Culture $8,000.00 YES
Oregon Arts Commission $2,000.00 YES
Collins Foundation $6,000.00 YES
Swigert Foundation $1,000.00 YES
Jackson Foundation $2,000.00
Tucker Foundation $2,000.00 Pretty sure
Templeton Foundation $3,000.00 Pretty sure
US Bank $6,000.00 Pretty sure
Nicoli Foundation ?????
Schlesinger Foundation ????? not likely
Union Bank Of California no
Wessinger Foundation no
Lamb Foundation no
Tektronix no
Bank of America no
—� Sequent Foundation No ???
CORPORATE Platt Electric Supply $5,000.00 ear marked for september
Pearson Financial Group $9,000.00 monthly
Community Newspapers $1,000.00 invoiced
Portland Spirit $2,500.00 in
SPONSORS Bank of California $250.00 invoiced
West Coast $250.00 in
-�� Tualatin Auto $250.00 in
West One Bank $500.00 verbal commitment
Natures $250.00 in
Mr. Corwin $250.00 in
Blue Bird $250.00 in
Landmark $250.00 in
Dwayne Scales $250.00 invoiced
Rodgers & Pauley $250.00 in
Paper Plus in-kind
Business Bouquests in-kind
Haggens $250.00 in
Oregon Auto Center no go
Greenwood Inn no go
PGE $500.00 possible
Fishing trip $400.00
Garadge sale ???
Fundraisers $800.00
Classes $3,600.00
Interest $233.77
Deposit refunds $560.50
program $500.00
T .AL PROJECTED REVENUE $149,357.31
� - Nr- U/ s u rror4
John L Cook
12314 SW Millview Ct
Tigard, OR 97223-3511
590-2352
May 14, 1999
Broadway Rose Theatre Company
Tigard, Oregon
Dear Sharon,
I'm sorry I will be able to attend the budget meeting on the 18`h with the city council.
But as I have stated to you before I wholly support the arts in Tigard. We don't go into
Portland to watch theater, so the only exposure we receive is through the great programs
that your organization puts on. The kid's shows are attended not only by my children
each summer, but also by hundreds of other children who are seeing their first
professional theater groups. I strongly urge that the City of Tigard continue to help fund
your organization, as it brings a well rounded aspect to our community that otherwise
would be missing. As I attend, I see many seniors from Summerfield that can go the
short distance to the High School to see the plays, and feel that they are benefiting from
the tax dollars to keep you running, that they don't use the schools or libraries. This
makes them feel like the city is trying to do something for all citizens of Tigard.
Please call if I may be of any further assistance.
Sincerely,
John L. Cook
Broadway Rose Attendance (1992-1998)
9000
4
.. ....::. .::. ... ..... v.:v.. ....v..vv..n.:n....:.... n: .'
8000
7000
6000
:
0 5000
40 1
vi
®Mainstage Show's
Y0 Children's Shows
4000
587
078
3000
632
Xx
2000
Y�h
3000 �' M
. : �. < �hze�iaY.m
c Y'
10002128 ?
36
1894
� ....
02 t
17
CP
= approximate Season
Portland-Metro Ticket Price Comparison
o° o°
$40.00 0 0
6a 6s
$35.00
j
j
$30.00
sgryo �
� rye` o
$25.00 °
ry
❑Adult Ticket Price
$20.00 ! X °• ■Senior Ticket Price
.
6s ss ° o• o• o 0 0
. .. ro• co• co-
o° 0 Student Ticket Price
C
$15.00 °
i � o s
$10.00
I in
j
IR
$5.00 .;
^CJr
Broadway Lakewood Musical Portland Artist's Sylvia's
Rose Theatre Theatre Center Repertory Dinner
Theatre Company Company Stage Theatre Theatre
Children's Theater Ticket Price Comparison
$18.00
$16.00
$16.00
$14.00 $14.00
$14.00
$12.00 $12.00
$12.00
$10.00 ❑Adult Ticket Price
$9.00
■Senior Ticket Price
$8.00 ❑Student Ticket Price
$6.00 `
j $5.00 $5.00 $5.00 r=
f r��4� y�•�4 T'
$4.00ggz
'`
:4
f -
$2.00
i ..
Broadway Rose Theatre Northwest Children's Oregon Children's
Theatre Theatre
Broadway Rose Actual Revenue 1998
$181,395.76 = 1998 Actual Expenses
$171,520.96 = 1998 Actual Revenue
Classes/ Concessions/
Camps - Raffle/ Etc.
3% 4%
Fi4rt� I
Corporate
15% + !
[� x
�'i t f� ,�{' 1• f -
r '
4 +a Fhb r
Ticket Sales
3 '
City of Tig45%
ard
5%
w E
I
Grants
21% .
Fundraising/ Donations
Advertising - 6%
1%
0 Ticket Sales ■ Donations ❑ Fundraising/Advertising
7 Grants ■City of Tigard 13 Corporate
0 Drama Classes/Camps 11 Concessions/Raffle/Etc. _ —
Broadway Rose 1998 Expenses
$181,395.76 = 1998 Actual Expenses
$171 ,520.96 = 1998 Actual Revenue
Student Intern
Salaries
Artistic Expenses 5% Administrative
16% Salaries
13%
r
N`
1
I
Artistic Salaries
Operating 29%
Expenses
37%
❑ Student Intern Salaries DAdministrative Salaries
■Artistic Salaries ❑ Operating Expenses
■Artistic Expenses
THE
OADW
A
May 7, 1999
The Arts Committee of Tualatin
City of Tualatin, Oregon
Dear bellow Art Heroes,
I'm writing to ask you to reconsider the Broadway Rose Theatre Company's grant request, and consider
funding of$1000 for our upcoming 1999 summer season. I've been brainstorming with several
community leaders in Tualatin and have come up with a plan I would like you to consider.
At a recent Tualatin Rotary meeting, I was explaining to Lou Ogden that every potential and current
funder wants us to document our community support and our community outreach. We have enjoyed our
mutually supportive relationship between the City of Tualatin and The Broadway Rose in the past, and
would like it to continue.
We would like to partner with you in developing our community outreach in the City of Tualatin, most
specifically to your youth. We would like to make available to you 25 tickets to each of our children's
shows (Ralmiizel and Sleel)JngBeatify) and 25 tickets to our first main-stage production, Once tpon a
Maut-esv. These tickets are to be distributed at your discretion. Perhaps they could be used by the
Library in conjunction with story times, or by the Parks and Recreation department. In fact, after a
--nversation with Susan West, one of our volunteers, Shanna Stone of the Tualatin Parks and Recreation
.s prompted to request a donation of 10 tickets to use as gifts to reward some of their busiest volunteers.
We'd love to accommodate her request through your cooperation.
We understand you have some very committed community members striving to get your arts committee
up and running. We applaud your mission to"expand public experience throughout the broad spectrum
of the arts," and are confident that our company can assist you in making that happen. We would also like
to extend an opportunity for you to showcase your local artists' work in public by using our lobby at the
Deb Fennel Auditorium for display purposes.
We want to support you in any way we can. There is no other venue in Tualatin at this time like the
Broadway Rose Theatre Company. We are able to create the opportunity for kids to be exposed to the
performing arts. We are trying to work with the surrounding communities to build a strong company that
celebrates the arts.
If you have any questions don't hesitate to call me (503-620-5262). I look forward to hearing from you at
your earliest convenience.
Sincerely,
Sharon Maroney
P~+istic Director
P.O. Box 231004, Tigard, OR 97281 (503) 620-5262
MEMORANDUM
CITY OF TIGARD, OREGON
TO: Bill Monahan, City Manager
FROM: Cathy Wheatley, City Recorder
DATE: May 21, 1999
SUBJECT: City Costs - Balloon Festival &4th of July
Bill, per your request, here are the costs as noted below for Balloon Festival and 4th of July
(based on last year's figures):
Balloon Festival Costs:
Public Works: $20,330
Police Department: 12,360
Engineering 700
Administration: 1,300
Total $34,690
4th of July costs
Public Works: $ 746
Police Department: 600 (overtime costs)
Total $ 1,346
I:\ADM\CATHY\EVENTS\BALLOON FESTIVAL COSTS 99 ESTIMATED.DOC
MEMORANDUM
TO: Ed Wegner
FROM: Kathy Kaatz
RE: Y2K - Hansen Software Upgrade
DATE: May 20, 1999
During budget preparations, we were informed that version 6 Hansen was Y2k ready.
On March 15, we received a letter stating that after December 31 , 1999, we would no
longer receive support for our current version. At that time the budget for Public Works
was already completed and this information was provided to the Y2K committee. We
were not anticipating an upgrade to the current Hansen program until the 2000-2001
budget.
Hansen has been critical to our day to day operation at Public Works. We are able to
accurately track work orders, employee time, material inventory, and vehicle usage. We
are able to generate a cost summary report for Finance to bill outside companies in the
event of an accidental utility line breakage. We can pull up history files in seconds
compared to minutes or hours searching through numerous pages of paper. The
Fieldworks version of Hansen enables the Wastewater/Storm crew to inspect lines
throughout the City. Reporting has never been easier than with Hansen. We are able
to generate monthly water usage reports for Tualatin Valley Water District, Tigard's
Finance Department, reports for field crews, such as line inventory, last cleaning, and
line repairs. This program is very important in preparation of the yearly reports for
Unified Sewage Agency on Wastewater/Storm Divisions mandatory line cleanings and
TV Inspections. Hansen has also provided vital information to Risk Management with
information on infracture history within the City's system in the case of lawsuits.
Since filling the Micro Computer Tech position, Shawn has provided outstanding
support to Hansen. He is familiar with Crystal Reports, and has created and generated
numerous reports for Administration, Wastewater/Storm, and Finance. This reports
have been critical in the area of budget projections and identifying critical needs within
the department. Shawn is already working on integrating Streets and Plant into Hansen
and will then begin working with Mike on integrating Water. When Streets begins using
Hansen, they will have the ability to accurately track sign inventory, stop lights, and
street markings throughout the City. These vital functions are currently being performed
manually. Currently, Fleet keeps track of work orders and inventory in Hansen Version
5 (DOS version) which is not Y2k ready. With Fleet integrated into Hansen, we will be
able to keep better track of vehicle history, assist with scheduling preventative
maintenance, and vehicle replacement schedule. Not to mention, Hansen will allow for
better fleet inventory management.
We are looking at bringing additional modules online with Hansen. The Customer
Service Module will allow us to track calls, such as a dead animal or a sewage back
flow into a resident's basement. With the new upgrade we will have a link between
Hansen and the City's GIS software. We will then be able to print maps or and update
our information in the Hansen system. Inventory is tracked more accurately on version
7, by utilizing the FIFO method of inventory management.
When the issue of Y2K compliance was brought to our attention by Hansen, in an effort
to streamline costs the Public Works Staff explored other alternatives to the costly
upgrade in Hansen. We looked at Cartegraph, George Butler Associates, and Stantec.
This group even looked at the Micro Computer Technician creating database programs
for each division. The Staff recommendation would be to upgrade our existing Hansen
software system based on ease of use, modules available, data conversion, training,
and overall cost.
After intense negotiations with Hansen, the best offer for their IMS Version 7 software is
$65,415, which includes a $9,000 credit for version 6. Please see attached
spreadsheet on the breakdown of Hansen software.
CC: Shawn Cutsforth
HAN5EN QUQTE
wifih ArcView
5/5/99
QTY OF
SOFTWARE COSTS UNIT PRICE SEATS COST
Hansen's Version 7 for Streets $4,000 2 $8,000
Hansen's Version 7 for Storm $4,000 2 $8,000
Hansen's Version 7 for Water $4,000 2 $8,000
Hansen's Version 7 for Sewer $4,000 2 $8,000
Hansen Fieldworks $2,500 4 $10,000
Hansen Customer Service Module $1,000 1 $
1,000
V7 Arc View $1,500 5 $7,500
--
Hansen Plant Module $2,500 2 $5,000
SOFTWARE SUBTOTAL $55,500
PROFESSIONAL SERVICES & FEES $3,600
Project Management 9 990
Hansen's Annual Service &Agreement s�or software cost $
Data Conversion Control Document $5,0$0
0
On-Site Training $1,200 0 $
LO
GIS Training $1,500 0
PROFESSIONAL SERVICES SUBTOTAL $18,590
TOTAL IMPLEMENTATION COST $74,090
DATA DICTIONARY MANUAL $325/ea $ 325
SUBTOTAL COST TO UPGRADE $74,415
Less Credit for Version 6 $9,000
TOTAL COST TO UPGRADE $65,415.00
FieldWorks Modules: Sanitary, Sewer, Streets, Water (1 of each)
MEMORANDUM
TO: Cyndi Turner
FROM: John Roy
RE: Police Department Roof Project Funding Carryover
DATE: May 20, 1999
Per our conversation this morning I am submitting this request to carry over the funds
budgeted for this project from this fiscal year to next fiscal year. This project has
already gone out to bid and the award for bid was given to Snyder Roofing. Due to the
type of roof that is to be installed the contractor has been waiting for several days of
consistent dry weather. Our lack of consistent dry weather has delayed this project.
I have spoken with the contractor today and they are ready to go with the project when
the weather is willing to cooperate. We are still shooting for a completion date of June
30th but there is no guarantee of our being successful.
The funds allocated for this project are in the amount of$58,960.00.
Cc: Ed Wegner
MEMORANDUM
TO: Cyndi Turner
FROM: John Roy
RE: Jack Park Project Fund Carryover to 99/2000 FY
DATE: May 20, 1999
1 am submitting this request to carry over $53,000.00 in Park funds for the playground at
Jack Park from the FN 98/99 to F/Y99/2000. As you may recall from our phone
conversation yesterday, the playground money will be used for the path, and the path
money will be used for the playground? Beings as how I am requesting that the money
be carried over I am not sure of the need to identify it this way.
We are out to bid now for the reconstruction of the bike/pedestrian path in Jack Park.
Bid opening is to be Tuesday, 25 May, 1999. 1 would anticipate that we would appear
before Council at the 22 June business meeting. We would strive to have construction
begin around the first of July. We will also be working on bid specifications for the
playground project to be out to bid in July.
I appreciate your consideration regarding this request. Also, I will be making a very
concerted effort within my department to ensure that all monies budgeted for equipment
or projects this coming year will be carried out in a timely manner and no carry over
requests will be made this next budget year.
If further information regarding this request is necessary please contact me at ext. 335.
Cc: Ed Wegner
MEMORANDUM
TO: Budget Committee
FROM: Cyndi A. Turner
RE: Revenue Sharing Hearing
DATE: May 24, 1999
Every year at budget time the City is required to hold a public hearing on the usage of
State Revenue Sharing funds. Currently, these funds are recorded in the General Fund
to support General Fund activities.
In the Proposed Budget for FY99/00 the amount of State Shared Revenues is:
$205,000.
The City also receives other State funds that are not subject to the State Shared
Revenue Hearing. These funds consist of the following:
Cigarette Taxes 93,170
Liquor Taxes 295,680
State Gas Taxes 2,170,245
1999/Q0 ,Propasc3ci Budget �
CI',T _7 igerd;Oregon 4', 130
k Totaipperating�dget �}
�r
a
lActuai�r 30,
10
Actual ;Ado ted Proposed.; roposed Adiusted
DeSCiiptiad :. .. 1996197 19971981998199--- 1999/00 Changes Nates 1999140,
Personal Services
Positions 205.61 226.16 242.51 252.20 0.00 252.20
Wages 7,692,796 8,657,654 10,052,286 10,837,401 32,542 1 10,869,943
Overtime 186,324 257,640 339,486 285,080 17,155 2 302,235
Worker's Compensation 100,982 190,535 163,687 154,196 154,196
Payroll Taxes 669,990 753,387 896,444 938,533 5,952 3 944,485
Retirement 972,086 851,390 1,087,884 1,037,245 1,037,245
Group Insurance 711,521 745,801 939,596 1,120,664 1,120,664
Total Personal Services 10,333,699 11,456,407 13,479,383 14,373,120 55,649 14,428,769
Materials&Services
Water Costs 2,162,943 2,094,245 2,264,040 3,275,100 3,275,100
Prof.&Contract Services 1,541,928 1,749,946 1,812,508 1,953,891 1,953,891
Repair&Maintenance 572,374 514,109 779,827 867,098 867,098
Special Dept.Expense 166,268 200,823 215,507 242,724 242,724
Office Supplies 260,591 247,414 284,776 317,929 317,929
Advertising&Publicity 82,553 74,078 84,845 137,520 137,520
Fees/Dues/Subscriptions 77,080 67,568 89,698 90,738 90,738
Travel&Training 109,156 132,057 225,225 249,971 1,000 4 250,971
Fuel Expenses 94,555 85,185 102,095 124,939 124,939
Computer Software 23,847 42,435 139,900 151,400 151,400
Rents&Leases 20,829 29,943 130,111 123,479 123,479
Utilities 460,954 497,672 576,742 582,202 582,202
Insurance 171,726 182,326 228,096 225,340 225,340
Library Materials 211,891 200,247 193,721 205,000 205,000
Total Materials&Services 5,956,695 6,118,048 7,127,090 8,547,331 1,000 8,548,331
Capital Outlay
Land&Improvements 0 46,826 82,000 36,500 36,500
Building&Improvements 4,107 5,576 3,800 125,900 125,900
Vehicles 172,635 150,075 241,000 590,100 590,100
Office Furniture&Equipment 58,333 56,350 100,207 111,495 111,495
Computer Equipment 166,609 186,825 183,237 107,935 107,935
Operation Equipment 274,140 153,350 325,147 361,860 361,860
Total Capital Outlay 675,824 599,002 935,391 1,333,790 0 1,333,790
Total Operating Budget 16,966,218 18,173,457 21,541,864 24,254,240 56,649 24,310,890
Debt Service 6,567,623 2,171,542 6,726,841 4,108,620 4,108,620
Capital Improvements 4,981,286 8,511,940 22,579,250 19,796,800 19,796,800
Transfers 4,000,000 - -
Contingency 1,750,000 1,750,000 1,750,000
Total Budget 28,515,127 28,856,939 56,597,955 49,909,660 56,649 49,966,309
Notes to Proposed Changes:
1 Streets Division-Temporary Staffing
2 Overtime requested-Streets=$9,614,Engineering$7,541
3 Taxes associated with#1  above
4 Engineering-Additional training costs
City of Tigard
Memorandum CITY OF TIGARD
OREGON
To: Cyndi Turner
From: Cyndi A. Turner
Date: 5/21/99
Re: Budget Items
Included with your copy of last week's budget committee minutes you will find a draft of
our agenda for Monday May 24th. One of the items on the agenda is a review of City
Council compensation. In order for you to be prepared for next Monday's meeting I have
enclosed a copy of the last resolution passed regarding this issue.
Resolution 95-70 was approved December 19, 1995. Council compensation was adjusted
over a two year period, beginning 1/1/96. The current rate of Council compensation is:
Mayor $350/month
City Council $250/month
Resolution 95-70 requires a review of these rates sometime during the Budget Committee
review process,thus the agenda item.
Also,as a reminder,we will be meeting at the Tigard Senior Center for Monday evening's
meeting. A delicious picnic barbecue will be served at 6:00pm,with the meeting beginning
at 6:30pm.
See you Monday evening!
13125 SW Hall Blvd„ Tigard, OR 97223 (503) 639-4171 TDD (503) 684-2772
CITY OF TIGARD, OREGON
RESOLUTION NO. 9s- -70 J1.
A RESOLUTION OF THE TIGARD CITY COUNCIL TO ADJUST THE RATE OF COUNCIL
COMPENSATION, EFFECTIVE JANUARY 1, 1996
WHEREAS, Ordinance No. 95-22 amended Tigard Municipal Code Section
2 .44.010 which provides for Council compensation, and
WHEREAS, the City Council appointed a Task Force (comprised of five
members of the Budget Committee) to review Council compensation„ and
WHEREAS, the City Council modified the recommendation of the Task Force
to amend the rate of compensation which is to be phased in over a two-
year period; and
WHEREAS, each year the City Council/Budget Committee will review Council
compensation during the Cit budget process; and
WHEREAS, upon review and discussion, the majority of City Council voted
to amend the rate of 'compensation to be phased in over a two-year
period.
NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that:
Section 1: The rate of Council compensation shall be as follows:
Compensation Amount Effective Date
Mayor: $250/month January 1, 1996
Councilors: $175/month January 1, 1996
Mayor $350/month January 1, 1997
Councilors $250/month January 1, 1997
Section 2 : Payment to Council members shall be made quarterly
through the City' s payroll process on the last pay period
of each quarter.
Section 3 : The effective date of this resolution shall coincide with
the effective date of Ordinance No. 95-22 which is
January 1, 1996 .
PASSED: This Ct`d1 day o ^ �L4ri- �� 1995.
M r - City of Ti}ard
ATTEST:
City Recorder - City of Ti'gard
E:\login\cathy\cccomp.res
RESOLUTION NO. 95-
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