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05/15/2000 - Packet
TIGARD BUDGET COMMITTEE AGENDA MAY 15, 2000 1. Call to Order 2. Approval of May 8, 2000 Meeting Minutes 3. Discussion of Department Budgets - Library - Community Development - CD Administration - Building Inspection - Current Planning - Long Range Planning - Public Works - PW Administration - Parks & Grounds - Sanitary Sewer - Storm Sewer - Fleet Maintenance - Property Management - Water - Social Services and Community Events - Debt Service - Other 4. State Shared Revenues: Public Hearing 5. Public Comment 6. Approve Budget City of Tigard, Oregon Budget Committee Meeting Minutes May 8, 2000 Members Present: Mike Benner, George Burgess (arrived late), Craig Dirksen, Gene Farnstrom, Brian Moore, Jim Nicoli (arrived late), Joyce Patton and Darlene Stevens. Members Absent: Paul Hunt and Ken Scheckla. Staff Present: Paul deBruyn, Gus Duenas, Ron Goodpaster, Jim Hendryx, Tom Imdieke, Bill Monahan, Craig Prosser and Michelle Wareing. Visitor: Glen Scruggs Call to Order: The meeting started at 6:30pm. All members were present except George Burgess, Paul Hunt, Jim Nicoli and Ken Scheckla. George Burgess arrived at 6:35pm and Jim Nicoli arrived 7:30pm. Approval of Minutes: The revised minutes of May 1, 2000 were approved. MSP Park Grants: Bill Monahan stated that the agenda was modified to include a discussion of park grants. Jim Nicoli had requested at the May 1, 2000 budget meeting that the Budget Committee be advised of the park grants at the May 8, 2000 meeting. Jim Hendryx, Community Development Director, presented an overview of the State Local Government Grant Applications. Jim H. stated that lottery funds are now available for local park acquisitions and improvements. Council decided at the April 23, 2000 Council meeting to proceed with two State Local Government Grant proposals for acquisition of two properties — Cache Creek Park Addition/Stanley property and Bond Street Park/Gage property. The City is requesting $250,000 for each grant proposal. The Proposed Budget does not include these grants. However, the State has not yet approved the grants. Jim H. noted that the State should make a decision by July. Jim H. stated that the grants would be combined with donations from Trust for Public Lands (TPL) to acquire the properties. Jim H. noted that if the donations from the TPL do not occur, the City could return the grants to the State and not be financially obligated. 1 r The construction of the Greenspaces-funded Tigard Street/Tiedeman Trail Project through Fowler Middle School has been put on hold until the State makes a decision on the grants. The $150,000 for this project needs to be available for purposes of the State grant. Jim H. noted that depending upon when the State makes a decision, the City might have to request an extension from Metro for completion of the Trail project. Craig Dirksen asked if the City is in danger of missing deadlines due to the timing of the approval of the grants. Jim H. responded that if the State makes a decision in July, the Trail project could still be completed. However, if the State doesn't make a decision until August, the Trail project would not likely be completed this fiscal year. Mayor& Council Budget: Bill Monahan, City Manager, presented this budget unit, which starts on page 137 of the Proposed Budget. Bill stated that there is very little change in the Mayor & Council budget unit. Several of the expenses that were budgeted in General Government have been reassigned to this budget unit. This change is reflected mainly in the Fees/Dues/Subscriptions line item in the Materials & Services section. Also, there is an increase in Personal Services, which is due to a raise in Council compensation approved by the Budget Committee last year and higher group insurance rates. The FY 00/01 budget is a 9.5% increase over FY 99/00. City Management: Bill Monahan presented this budget unit, which starts on page 140 of the Proposed Budget. Bill stated that there are no new positions in this unit, however, one position is being modified. The Executive to City Administration position will be reclassified to a lower class. Also, hours have been added to this position. These changes have a net reduction of$900, which is not reflected in the Budget. Bill noted that this change would be presented as a modification to the Budget Committee when it approves the Proposed Budget. Bill stated that one of the goals of this department is to increase communication and follow-up with the community and citizens. This department will be using communication tools such as Cityscape, the Community Connectors program and the Visioning program to achieve this goal. Materials & Services is a decrease over FY 99/00 because Visioning program costs, which are contained in the budget unit, have been reduced. The FY 00/01 budget is a 1.5% increase over FY 99/00. 2 Human Resources: Bill Monahan presented this budget unit, which starts on page 143 of the Proposed Budget. The Professional & Contract Services line item decreased from FY 99/00 due to the completion of the Classification/Compensation Study. This is the reason for the reduction in Materials & Services. Bill noted that Professional & Contract Services is unusually high because the cost of the labor attorney and the city attorney.is included in this line item. The FY 00/01 budget is a 3.5% decrease over FY 99/00. Joyce Patton asked why there is such a large increase in the Office Supply line item. Craig Prosser responded that the increase is due to the change in the definition of Capital Outlay, which was discussed at the May 1, 2000 meeting. Items that were previously budgeted in Capital Outlay are now being budgeted in Office Supply. Risk Management: Bill Monahan presented this budget unit, which starts on page 149 of the Proposed Budget. Bill stated the Risk Management budget includes all insurance and ADA compliance costs. There are no changes in FTE positions. The increase in Materials & Services is due to increases in insurance costs. The Insurance line item went from $221,200 in FY 99/00 to $246,075 in FY 00/01. It was estimated that Major Category insurance would increase about 10%. However, it was estimated that Auto/Physical Damage insurance would increase about 40%. There have been several accidents in FY 99/00 involving police cars, which has increased auto rates. Bill noted that the City's auto insurance is set up to replace damaged vehicles with brand new vehicles, even if the damaged vehicle is not new. The FY 00/01 budget is a 6.5% increase over FY 99/00. Network Services: Paul deBruyn, Director of Network Services, presented his budget unit, which starts on page 146 of the Proposed Budget. Paul gave an overview of the FY 99/00 accomplishments. Paul stated that the volume of data on the network has doubled. The network had an "up time" of 98% in FY 99/00. Networks Services staff installed new Permit*Plan, Springbrook, and PPDS software. All staff can now access their e-mail via the Internet using a web page access. Paul noted that the Love virus infected only two of the City's computers. Paul stated that Network Services made sure all computers and software were Y2K ready. The City did not have any Y2K related problems. 3 The City's web page is being constantly expanded and revised. More and more information is being added to the web site. The City also has an internal web page. It is available only to staff and contains phone lists, forms and templates. An emergency power generator was installed at the Niche as part of the Emergency Operation plan. The City's servers are housed at the Niche, so it is important that they be operational at all times. Paul highlighted the goals for FY 00/01. It is expected that users and data volume will increase. Network Services will be increasing network speed by a factor of 10. The City's web site will continue to be expanded and made more interactive. Paul noted that television cameras are going to be installed at Town Hall. Tualatin Valley Cable Access will train Network Services staff to use the new equipment and control room. It is anticipated that volunteers will eventually be used to run the equipment, which will allow the City to televise more of its meetings. Several installations of software upgrades are planned, including an upgrade to the Novell software. This is a major upgrade and will provide better performance and reliability of the network. It is anticipated that network faxing will finally be available for testing in FY 00/01. This is the third year that Network Services has tried to make it available. Paul noted that GTE has made changes in their switch room, which will allow the City's hardware to "talk" to GTE's telephone switch. Paul stated that the City brings in outside trainers to teach software classes. In FY 00/01, the City is going to use an on-line service to provide classes. Licenses are going to be purchased, so staff members can take classes on-line. Staff will be able to access the 50 different classes at work or at home. Staff will be able to take as many of the classes as they want and are able to take them over a on- year period. The cost of each individual license is $40. The Office Supply line item has increased dramatically because the cost of some computer equipment is now being allocated there. Paul noted that computer equipment costs are high because of the four-year replacement life cycle the City uses. Many computers need to be replaced in FY 00/01 to stay with the life cycle program. Paul noted that the Computer Reserve that is being established would help offset peaking of computer replacement costs in the future. Paul stated that a comparison was done between the Pentium and Celeron computers. It was determined that the Celeron provides as good performance as the Pentium. The City is purchasing mostly Celeron computers, which are cheaper than the Pentium. This will help keep computer equipment costs down. 4 Professional & Contract Services line item has increased due to the increase in vendor prices. Paul noted that the Novell vendor increased its prices 100%. AT&T, the company that provides the City's Internet cable, tripled their rates. Costs for installing direct dial phone lines is also included in this line item. Gene Farnstrom stated that at the last Budget Committee meeting, the Committee had discussed hiring an outside consultant to assist with the web site, which would be a one-time cost outlay. Gene asked how this would work into Network Services' Plan. Paul responded that if a consultant were brought in to make changes to the website, it would only need to be.a one-time event. The consultant would train to the City's current "web mistress" , Nancy Lof, to maintain the site. Bill Monahan noted that Council would be hearing a presentation on Tuesday, May 16, 2000 regarding the web site. The presentation will start at 7:30 p.m. and will include a demonstration of a paperless council meeting. Paul noted that the paperless council demonstration would show other cities' programs. The City of Tigard does not yet have a paperless meeting program in place. Mike Benner asked why there was a 5.8% increase in Personal Services. Craig Prosser responded that the increase is due to health insurance and wage increases. Craig P. noted that health insurance and worker's comp costs have both increased. Darlene Stevens asked if the City buys its insurance through a group plan. Craig P. responded that the City goes through City County Insurance Services (CCIS). Finance: Craig Prosser, Director of Finance, presented his budget unit, which starts on page 153 of the Proposed Budget. The Finance Department is comprised of Finance, Financial Operations, Office Services, Records and Municipal Court divisions. The total Finance Department budget has a 14.4% increase over FY 99/00 and includes 2.75 additional FTE positions. One FTE position was added in FY 99/00, the .75 FTE is a transfer from the Water budget and the other is a new FTE for FY 00/01. The new FTE position will be added in the Municipal Court budget and is needed to assist with the Photo Radar program. The Finance Division is the Finance Director's budget and starts on page 154. The goal of this Division is to improve customer service to the general public and internal customers. This division contains 2 FTE positions —the Director of Finance and an administrative support person. The administrative support position was added mid-year of FY 99/00. The increase in Personal Services can be attributed to the addition of this position. 5 The Professional & Contract Services line item increase is due mainly to the addition of two new contracts. The City has just signed a contract with Union Bank of California to safekeep the City's investments. In the past, the City's investment firm would hold the investments. From a security standpoint, it was decided that it would be more prudent for a third party to safekeep the investments. This line item also includes $6,000 to start a program to audit franchisees on a regular basis. This expenditure will allow the City to audit one or two franchisees in FY 00/01. Craig P. noted that cities don't traditionally audit franchisees, but it is a good financial practice. Craig P. stated that he talked with other cities to see if they wanted to participate in the program and help share the cost and the initial response was positive. The Financial Operations Division is comprised of utility billing, accounting, and business tax. This Division's budget starts on page157. There is an additional .75 FTE in this budget. The position performs numerous duties including turn- offs, turn-ons, and meter reads for the utility billing section. This position was previously budgeted in Water as a full FTE. When it was transferred over, it was determined that a .75 FTE position could perform all the duties for utility billing. The Professional & Contract Services line item increase is due in part to the reassignment of costs. The utility bills and business tax mailings are outsourced to a mailing house. These costs were previously budgeted in Office Supplies, but were moved to Professional & Contract Services for more accurate allocation of expenditures. Craig P. stated that Financial Operations has just completed a major software conversion. As a result of this conversion, this Division will be reviewing City business operations and informational needs in FY 00/01. It is anticipated that in FY01/02 an RFP will be done to acquire new financial software. The Office Services budget starts on page 161. This Division provides administrative support to all departments and includes the switchboard, mail processing services and web page design and maintenance. There are no new FTE positions and the budget includes only minor increases. Craig P. stated that at the last meeting the Committee had discussed hiring an outside web page consultant. Craig P. distributed a cost sheet for a consultant. Craig P. noted that the cost of a consultant could range from $15,000 to $60,000 and this cost is not included in the Proposed Budget. A discussion regarding the hiring of a consultant ensued. It was decided that more information needed to be gathered regarding consultants and costs. It was suggested that a budget adjustment could be done in the future, if a consultant is hired through an RFP process. 6 The Records division budget starts on page 164. This Division is responsible for maintaining City files, microfilming permanent records and destroying records per State statutes. A discussion regarding the retention of e-mails received by City Councilors at home followed. It was suggested that Councilors be provided with a City e-mail address, that way the e-mails will be captured on the City's servers and retention will not be an issue. Also, it was noted that the City is reviewing its communication plan to improve the way it communicates with the public. Ron Goodpaster, Chief of Police, stated that police cars would soon be bearing stickers with the City's web site address on them. The Municipal Court's budget starts on page 168. This budget includes 1 new FTE, which is due to the Photo Radar program. It is anticipated that the Photo Radar program will start in the fall and will generate a substantial number of citations. This new position should be revenue/cost neutral, since the additional citations will bring in more revenue. Craig P. noted that an upgrade to the Full Court software used by the Municipal Court is budgeted in Network Services' budget. City Attorney: Craig Prosser presented this budget unit, which is located on page 174 of the Proposed Budget. The total expenditure for FY 00/01 is $50,000, down from $60,000 in FY 99/00. Craig P. stated that this budget unit includes attorney fees that cannot be allocated to an individual department. The total attorney fees for FY 00/01 is budgeted at $190,000. Craig P. stated that the City receives an attorney bill every two weeks and the accounting staff breaks down the costs by department and keeps a log of these costs. Engineering: Gus Duenas, City Engineer, presented his budget unit, which starts on page 129. Gus stated that Engineering is comprised of two divisions, Capital Improvement and Development Review. Capital Improvement manages the Capital Improvement Program (CIP) projects. Development Review is responsible for reviewing and inspecting all private development. Gus highlighted Engineering accomplishments for FY 99/00. The Bonita Road Phase III , 91St Street widening, Lincoln Avenue widening and the Walnut/Tiedeman realignment will be completed. The Gaarde Street and Burnham Street designs were completed. Several pavement overlay and slurry seals were completed. 7 There are no new FTE positions in the FY 00/01 budget. The total budget is an increase of 9.8% over FY 99/00. The increase is due mainly to the Professional & Contract Services line item. Gus noted that subdivision development projects are requiring more review. The City has contracted with third parties to perform independent soil and traffic evaluations. Also, this line item includes $20,000 for an inventory of the City's sidewalks to be done. Streetlights & Signals: Gus Duenas presented this budget unit, which starts on page 132. This budget unit has been decreased by $30,000 over FY 99/00. The reason for this is the reduction of gas tax revenues. The gas tax revenues are used to fund CIP projects and Streetlights & Signals program. It was decided that the majority of gas tax revenues would be used to fund the CIP projects. The City will replace and refurbish streetlights on a limited basis in FY 00/01. Capital Improvement Program (CIP): Gus Duenas gave an overview of the CIP projects that were completed in FY 99/00 and the planned projects for FY 00/01. In FY 99/00, the Gaarde Street design and Walnut/Tiedeman realignment were completed. Speed humps were installed through out the City and several sewer reimbursement districts were completed. There are several large projects planned for FY 00/01. Construction of the Main/Ash trail will be started. The Greyhound Bus stop is going to be relocated, which will require a new crosswalk. The Burnham Street design will be completed and purchase of necessary right-of-ways will begin. Gus noted that the CIP projects for FY00/01 need to be more focused, since gas tax revenues are down. The CIP projects for FY 00/01 have been submitted to the Planning Commission . for their approval. Craig Prosser noted that adjustments need to be made to the Proposed Budget due to changes in the proposed CIP projects. Currently, the CIP and Budget processes occur consecutively. It is planned that next year, the CIP process will begin earlier, so it fits better into the budget cycle. Police: Ron Goodpaster, Chief of Police, presented his budget unit, which starts on page 65 of the Proposed Budget. The Police Department is comprised of three divisions — Administration, Operations and Support Services. s The Police Administration Division budget unit starts on page 66. The Professional & Contract Services line item contains$20,000 for city attorney and labor attorney fees. A Local Law Enforcement Block Grant of$25,367 is included the budget. However, this grant has not yet been allocated to a specific project. A citizen group will meet to determine how to distribute the grant. The Computer Software line item of$3,800 is for a computer software upgrade. This upgrade will allow the officers to access the PPDS (Portland Police Database System) via their car computers. There are no new FTE positions in this budget unit. The increase in Personal Services is due to cost of living and wage increases. Materials & Services contains $2,700 for new modular furniture for the Crime Prevention Officer. Goals for this budget unit includes formulating a strategic plan for the whole department, expanding the Neighborhood Watch program, and providing a Spanish driving class in conjunction with Washington County. Also, the Department's hiring and training process is being reviewed and changed. A major task for the Department is implementation of the Photo Radar Program. The revenues generated by the Program should offset the costs. The Program has been put on hold until the Supreme Court makes a decision about the constitutionality of Photo Radar. This decision should be made sometime between September and November. A .5 FTE position has been included in the Operations budget to support the Photo Radar program. It is required that a sworn officer be present at all times in the Photo Radar van to check equipment. Darlene Stevens asked if a communication plan has been created to notify citizens that a Photo Radar Program is going to be implemented in Tigard. Ron responded that advertising the Program is part of the vendor contract. There will be articles in the Cityscape. Also, it is required that the City post signs announcing use of Photo Radar at the City limits and within 400 feet of the Photo Radar van. Police Operations budget begins on page 69. This budget unit includes 2.5 new FTE positions. One FTE position is to maintain staffing levels; the second FTE is needed to serve the newly annexed Walnut Islands and .5 FTE is for the Photo Radar program. The Professional & Contract Services line item includes the $228,000 cost for the Photo Radar contract. Also, city attorney costs have been allocated here. 9 The replacement of 5 police cars and two motorcycles have been budgeted in the Vehicles line item. The K-9 program will hopefully be re-implemented in FY 00/01. The budget includes $20,000 to purchase two new fully trained dogs. Goals for this Division are keeping response time under 4 minutes, continuing Community Policing programs, continuing walking patrols of the Fanno Creek trail, continuing to refer juvenile offenders to Peer Court, and targeting gang activity. The Repair & Maintenance and Special Department Expense line items have increased due to the increase in the cost of repairs and supplies. Ron noted that ammo costs have doubled. The Fuel Expense line item has increased due to the increase in gas costs. In FY 99/00, the budgeted cost was $1.25/gallon. In FY 00/01, the budgeted cost is $1.38/gallon. The Operation Equipment line item includes the cost of purchasing a thermal imaging equipment. The Personal Services increase is due to the addition of the 2.5 FTE positions mentioned earlier. The Police Support Services budget begins on page 72. The detective unit, records unit, computer specialist and training officer make up this Division. The FY 00/01 budget is only a .7% increase over FY 99/00. There are no new FTE positions. There is an increase in Total Materials & Services, but part of the costs are offset by a $17,000 grant that the Department received. This grant will be used to fund the summer camp programs and allow for expansion of the program. Ron noted that mentors and camp councilors would be paid $100/week for the first time because of the grant. The Vehicles line item includes the cost of replacing two detective vehicles. The goals for this Division include continuing enforcement and investigation emphasis on Gang and Drug related crimes, updating and maintaining operating procedures manual for Records, and improving the training program and making 10 it more formalized. Ron noted that this budget unit supports the gang/street crime unit. Gene Farnstrom stated that overtime expenditures are always high in the Police Department. Gene asked if this issue was being addressed. Ron responded that all Police departments have overtime issues. A large portion of overtime has to do with officers being subpoenaed into court on non-duty hours. Also, the Department is currently down 7 positions, so the staff shortage is requiring more overtime. Ron noted that all overtime must be approved by the supervisors and is monitored closely. Social Services/Community Events: Bill Monahan gave a brief overview of this budget unit. The total amount that can be allocated is $121,460, which is .5% of FY 99/00 operating budget. Bill stated that the Social Services subcommittee met and reviewed all the social services applications. The amounts that they allocated to the programs are located on page 89. Bill noted that three social services applications were not recommended for funding. The total amount recommended for Social Service programs is $78,100. The remainder, $42,000, could be allocated to the Community Events programs. Bill stated that the Budget Committee gave direction last year that the City Council choose which events it wanted to consider as City-sponsored events. The Council designated Broadway Rose Theatre, Festival of Balloons and 4th of July as City-sponsored events. Bill noted that the Council still needs to set a base amount of support for these events. The Council will make their decision at tomorrow's Council meeting. Craig P. indicated that Councilor Scheckla, who could not be at tonight's meeting, had contacted him and expressed concern that the Community Youth Center social service application had not been funded. Craig P. distributed a copy of an e-mail he had received from Linda Eaton concerning this application. Bill stated that the Budget Committee would need to review and approve the allocation of the funds at the next Budget Committee meeting. Public Comment: Glen Scruggs, Tigard Police Officers Association (TPOA) President, requested to be heard. Glen stated that the City and the Police union, (TPOA) have been in contract negotiations since November 1998 and that he wanted to address this issue. Mr. Scruggs handed out a briefing package to all Budget Committee members. A discussion regarding the appropriateness of this material being reviewed by It Council members during ongoing contract negotiations ensued. It was determined that since Council members were present, the City Manager and the Police Chief would review the package prior to Council review of the material. There was also a discussion about whether it was appropriate for the Budget Committee as a whole to be involved in this labor contract issue. Mr. Scruggs was informed that the City is very interested in his concerns, but that the briefing packages would be collected, reviewed, and addressed in a manner that would not jeopardize the ongoing negotiations between the City and TPOA. There was no other public comment. The Budget Committee was concluded at 9:20pm and discussions will be continued at the May 15, 2000 meeting. 12 BUDGET COMMITTEE MEETING May 15, 2000 CITIZEN SIGN-IN 1 . 2. 3. 4. 5. 6. 7. 8. 9. 10. m� 3, -moo ,vee_ FY 2000-01 Budget Review Department: Finance Division: Administration Department Results Statement: 1. The City builds and maintains a strong financial position 2. The Finance Department contributes to the attainment of the Tigard Vision and supports Council and departmental operational goals. 2000/01 Goals and Objectives: 1. Enhance Finance/Financial Operations support functions to improve paper flow, file and maintain key financial records, and to free other staff to concentrate on enhanced customer service. 2. Improve and enhance the financial planning and budgeting processes. 3. Enhance court systems to support photo radar/photo red light program implemented by the Police Department in June 2000. 4. Begin cycle of regular audits of franchise fee revenues. 5. Develop citywide capital financing strategy. 6. Update City's cost allocation plan (program matrix). 7. Enhance support to departments for annual rate reviews and rate setting. 8. Assume solid waste franchise management role. Budget Highlights: • Includes one position added mid-year FY 1999-00. • Includes funds for Third Party Safekeeping of City investments. • Includes funds for audit of 1 or 2 utility franchises. Budget Summary % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted FTE 1.0 1.0 2.0 100.0% Personal $82,925 $95,874 $145,006 52.6% Services Materials & 15,261 22,627 31,460 39.0% Services Capital 841 0 0 0.0% Outlay Total $99,027 $118,501 $176,466 48.9% I r , May 11, 2000 CITY OF TIGARD OREGON Glen Scruggs, President TPOA RE: Information Presented to Tigard Budget Committee Dear Glen: At the public comment segment at the May 8, 2000, Budget Committee meeting, you distributed copies of your "Presentation" to the Budget Committee members. 1 quickly reviewed the document at that time and cautioned the Committee that since TPOA and the City are presently in labor negotiations, it was best to allow staff and our Labor Attorney to review the materials before determining if the information contained therein was appropriate for review by the Committee. The Committee members then handed their copies of the presentation over to staff. Upon close review, and a discussion in my office with you on May 9, I concluded that the "Presentation" hinted at a financial proposal. I asked you what the page titled "What TPOA is Asking For" meant, and whether you were proposing a financial package that properly should be discussed during labor negotiations with the City and TPOA designated negotiators. You indicated that if the Committee reviewed the "Presentation" and asked questions of you, you had a proposal to present. I stated that if that-was your plan, I felt that the "Presentation" is not something that should go to the Committee. You then advised me that you had a meeting scheduled for May 10, 2000, with Chief Ron Goodpaster to present your proposal. Chief Goodpaster has since reported the essence of your proposal to me. Having heard the proposal, which differs from that tentatively approved as part of the formal negotiation process, I have reaffirmed my position that the "Presentation" should not be provided to the Committee as it likely would lead to questions of you which would then result in a financial proposal being made to the Committee. I believe that if this occurred, the formal negotiation process would be compromised. 13125 SW Hall Blvd., Tigard, OR 97223 (503)639-4171 TDD (503) 684-2772 I will advise the Budget Committee of my conclusion and recommend that the "Presentation" not be distributed to the members of the Committee. I strongly suggest that all negotiations of the TPOA contract follow our established process. Sincerely, �G William A. Monahan City Manager c: Ron Goodpaster Members of the Budget Committee I:\ADM\GREER\LETTERS\000511 CWAM.DOC FY 2000-01 Budget Review Department: Library Proposed budget Document, page 76 Budget Summary % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted FTE 27.52 29.70 30.00 1.0% Personal $1,192,524 $1,354,485 $1,440,249 6.3% Services Materials & 267,267 315,086 330,074 4.8% Services Capital 38,754 16,895 0 (100.0)% Outlay Total $1,498,545 $1,686,466 $1,770,323 5.0% FY 2000-01 Budget Review Department: Library Division: Administration Department Results Statement: 1. The Library meets the information, education and cultural needs of the community. 2. The Library has adequate space and funding for programs and services. 3. The Tigard community has a high degree of awareness of Library programs and services. 4. Internal and external customers receive accurate and timely service. 2000/01 Goals and Objectives: 1. Proceed with efforts to gain more space for the library. 2. Establish a Library Foundation that will raise monies to supplement the current tax base funding mechanism. 3. Actively promote the Library's programs and services through print and electronic media. 4. Increase information regarding volunteer recruiting, training, placement and productivity in a wide range of service positions. 5. Monitor contributions to volunteer programs from the perspective of staff and volunteers. 6. Promote the Library as a place where Tigard-area citizens can contribute to their community in a meaningful way. Budget Highlights: ■ Department-wide, the budget is "hold the line." No major increases are proposed. ■ WCCLS funding is expected to decline slightly in FY 2000-01. ■ Funds are transferred to the Facility Fund to add to the existing reserve for the new library. (This is shown at the Fund level, not in this departmental budget.) ■ The Proposed Budget includes 0.2 additional FTE to increase the hours worked by the Volunteer Coordinator. The increase in FTE is possible without a significant increase in overall budget due to the turnover in the Library Director's position. Budget Summary % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted FTE 2.38 2.50 2.70 8.0% Personal $142,868 $155,314 $158,622 2.1% Services Materials & 27,043 47,360 44,478 (6.1)% Services Capital 7,662 4,150 0 (100.0)% Outlay Total $177,573 $206,824 $203,100 1.8% FY 2000-01 Budget Review Department: Library Division: Readers' Services Department Results Statement: 1. The Tigard community will have access to a variety of services that address the following needs: 2. Lifelong Learning: self-directed personal growth and development opportunities. 3. Information Literacy: skills related to finding, evaluating, and using information effectively. 4. General Information: information and answers to questions on a broad array of topics related to work, school and personal life. 5. Current Topics and Titles: popular cultural and social trends and satisfying recreational experiences. 2000/01 Goals and Objectives: 1. Provide professional Reference Service to all patrons seeking information and materials. 2. Provide services and resources that accommodate the changing information seeking behavior of our patrons. 3. Provide instructional support for skills related to finding, evaluating, and using information effectively. 4. Provide programming to patrons that support their interests on a broad array of topics and provide satisfying recreational experiences. 5. Begin to balance Adult and Juvenile non-fiction collections to adequately cover all subject areas. Budget Highlights: ■ The largest single item in Materials and Services is the purchase of library materials at $215, 250. This item is up 5% from FY 1999-00 budget. Budget Summary % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted FTE 9.55 9.60 9.60 0.0% Personal $441,714 $475,678 $501,262 5.4% Services Materials & 218,714 233,675 252,731 8.1% Services Capital 5,047 9,995 0 (100.0)% Outlay Total $665,475 $719,348 $753,993 4.8% FY 2000-01 Budget Review Department: Library Division: Technical Services Department Results Statement: 1. Library materials are made available quickly and efficiently. 2. Library materials are easily accessible through useful and accurate cataloging and processing. 1 3. Help staff meet their goals by supporting and maintaining computer resources. 4. Offer convenient and operational computer resources to the public. 5. Provide secure access to non-public computer resources and prevent misuse of public computers. 2000101 Goals and Objectives: 1. Implement Polaris serials and standing order functions. 2. Complete a time-study analysis of Technical Services materials workflow in order to determine possible efficiencies. 3. Document procedures and processes for Technical Services, including Acquisitions, Processing, and Cataloging. 4. Evaluate and redesign Technical Services' physical space in preparation for move to a new workspace and in order to enhance ability to work quickly and efficiently. 5. Improve average number of days for ordering by 30% and for cataloging/processing by 50% 6. Plan for and purchase new computers for staff and public areas. 7. Complete installation of new and relocated staff and public computers. Budget Highlights: ■ The Proposed Budget includes 0.1 FTE increase in the MicroComputer Support Assistant position (from .5 FTE to .6 FTE). Budget Summary % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted FTE 5.50 6.50 6.60 1.5% Personal $227,527 $286,873 $309,468 7.9% Services Materials & 15,188 22,851 22,596 (1.1)% Services Capital 25,477 1,300 0 (100.0)% Outlay Total $268,192 $311,024 $332,064 6.8% FY 2000-01 Budget Review Department: Library Division: Circulation Department Results Statement: 1. Patrons receive Library materials in a timely manner. 2. Patrons are self-sufficient in using the Library. 3. Patrons are aware of Library programs and activities. 2000/01 Goals and Objectives: 1. Restore self-checkout service to patrons and re-educate them on how to use the self-checkout machine. 2. Continue to recommend improvements to new computer system to enhance our ability to serve patrons more efficiently. 3. Enhance patrons' abilities to obtain information by focusing on more one-on-one teaching opportunities. 4. Actively participate in promotion and implementation of Library programs. 5. Implement improvements in Circulation work area layout to better utilize the limited space to best serve the public. 6. Retain Circulation staff through better training and enhanced shifts. Budget Highlights: ■ The budget increases 7.1%. This increase is entirely within the Personal Services category (due to merit and step increases and benefits costs). All other categories decrease. Budget Summary % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted FTE 10.09 11.10 11.10 0.0% Personal $380,415 $436,619 $470,897 7.9% Services Materials & 6,322 11,200 10,269 (8.3)% Services CIP (if 568 1,450 0 (100.0)% applicable) Total $387,305 1 $449,269 1 $481,166 7.1% FY 2000-01 Budget Review Department: Community Development Budget Pages: 116-128 Budget Summary % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted FTE 38.50 34.50 31.00 (10.1)% Personal $1,795,152 $1,969,237 $1,827,621 (7.2)% Services Materials & 283,708 456,721 413,110 (9.5)% Services Capital 36,800 34,270 0 (100.0)% Outlay Total $2,115,660 $2,460,228 $2,240,731 (8.9)% FY 2000-01 Budget Review Department: Community Development Division: Administration Budget Pages: 117-119 Department Results Statement: 1. Leadership and management are provided for the growth and development of Tigard, consistent with community goals. 2. Accurate and timely information and assistance is provided regarding development, development regulations, permit processing, and issuance. 2000/01 Goals and Objectives: 1. Provide receipts for water meters at the Community Development counter. 2. Accept Visa/MasterCharge at the Community Development counter. 3. Provide internet access to land use and building forms. Budget Highlights: • Reduction of 1 FTE (Administrative Specialist I /Receptionist) • Overall budget reduction of 6%. • Funds are included for the implementation of the Downtown Plan that is being initiated by the Tigard Central Business District Association. Budget Summary % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted FTE 9.0 9.0 8.0 (11.1)% Personal $403,797 $469,166 $456,406 (2.7)% Services Materials & 115,616 106,882 89,675 (16.1)% Services Capital 7,450 4,720 0 (100.0)% Outlay Total $526,863 $580,768 $546,081 (6.0)% FY 2000-01 Budget Review Department: Community Development Division: Building Inspection Budget Pages: 120-122 Department Results Statement: 1. Buildings are constructed and built to the State of Oregon specialty codes and are safe for all occupants and users. 2. Existing housing is safe, habitable and in good repair. 3. Accurate records of building permits and inspection records are maintained. 4. The Building Division is supported by a dedicated fund with permit fee revenues. 2000/01 Goals and Objectives: 1. Projected to provide plan review and inspection services for approximately 5,500 building, site, electrical, mechanical, sewer, plumbing and manufactured home permits. 2. Provide services under the Housing Code Program. 3. Provide enforcement of Title 14 of the Tigard Municipal Code and other related codes and ordinances. 4. Continue to evaluate all areas of service provisions and enhancements. Budget Highlights: • Reduction of 2.5 FTE • Overall budget reduction of 23.3% • Anticipates increases in plumbing and mechanical permit fees of 45% and building and electrical permit fees of 30%. Budget Summary % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted FTE 19.0 15.0 12.50 (16.7)% Personal $839,623 $912,640 $752,989 (17.5)% Services Materials & 117,027 217,704 133,140 (38.8)% Services Capital 16,036 24,550 0 (100.0)% Outlay l Total $972.686 $1,154,894 $886,129 (23.3)% FY 2000-01 Budget Review Department: Community Development Division: Current Planning Budget Pages: 123-125 Department Results Statement: The Tigard community will be improved and made more livable by: ➢ All development will meet Comprehensive Plan and Development Code standards. ➢ All development will be compatible with environmental conditions including steep slopes, wetlands, hazards, and flood plains. ➢ All land use development will be served with water, sewer, storm sewer, streets and public facilities meeting City standards and requirements. 2000/01 Goals and Objectives: 1. Continue to monitor the effectiveness of the new code adopted in 1998. 2. Process all development applications within service standards. 3. Develop a list of potential code revisions. 4. Emphasize training opportunities for new staff that specifically relate to their responsibilities. 5. Implement new Washington Square Regional Plan development requirements. Budget Highlights: • Overall budget increase of 3.3%. • No increase in FTE. Budget Summary % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted FTE 6.5 6.5 6.5 0% Personal $308,657 $322,766 $339,942 5.3% Services Materials & 34,888 49,370 1 47,005(4.8)% li Services { Capital 9,532 1 2,500 0 (100.0)% Outlay Total $353,077 1 $374,636 $386,947 3.3% FY 2000-01 Budget Review Department: Community Development Division: Long Range Planning Budget Pages: 126-128 Department Results Statement: Accommodate growth while protecting the character and livability of the community through long range planning. 2000/01 Goals and Objectives: Implementation of the Washington Square Regional Center Plan. Budget Highlights: • No change in FTE • 20.5% increase in operating budget. • Increase in operating budget is primarily due to greater need for consulting services to assist in the preparation of the downtown plan and provide follow-up and implementation of the Washington Square regional plan. Budget Summary % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted FTE 4.0 4.0 4.0 0% Personal $243,075 $264,665 $278,284 5.1% Services Materials & 16,176 82,765 143,290 73.1% Services Capital 3,782 2,500 0 (100.0)% Outlay Total $263,033 $349,930 $421,574 20.5% FY 2000-01 Budget Review Department: Public Works Budget Summary(Including Parks & Grounds) % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted FTE 58.00 64.00 64.00 0.0% Personal $2,563,285 $3,322,293 $3,500,357 5.4% Services Materials & 3,596,208 4,806,408 4,457,678 (7.3)% Services Capital 350,739 792,095 797,300 0.7% Outlay Total $6,510,908 $8,920;796 $8,755,335 (1.9)% FY 2000-01 Budget Review Department: Public Works Division: Administration Page 94 of Proposed Budget Department Results Statement: 1. Leadership and management are provided to the Department in support of the City's strategic objectives. 2. Improved and expanded City Emergency Management Plan to incorporate training of City employees as well as citizen groups within the City of Tigard 2000/01 Goals and Objectives: 1. Provide support and resources to enable each Division to meet its objectives 2. Oversee the preparation and implementation of Division budgets. 3. Train designated groups/organizations with the City of Tigard on 72-hour emergency preparedness Budget Highlights: • No FTE increases • Addition of repair and maintenance costs for hand held radios (not budgeted last year) • Maintenance and training costs for Hansen computer system • Centralization of departmental cell phone management Budget Summary % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted FTE 4.00 6.00 6.00 0.0% Personal $222,650 $311,126 $321,007 3.2% Services Materials & 32,018 45,260 60,410 33.5% Services Capital 5,322 29,000 0 (100.0)% Outlay Total $259,990 $385,386 $381,417 (1.0)% FY 2000-01 Budget Review Department: Public Works Division: Parks and Grounds Page 90 of Proposed Budget Department Results Statement: Parks and greenway systems are clean, safe and well maintained. Parks and greenway systems include playable sports fields, playground areas, picnic and restroom facilities, pedestrian paths and grounds at all City owned properties. 2000/01 Goals and Objectives: 1. Increase field renovation schedule. 2. Begin playground upgrades 3. Increase the daily maintenance and upkeep of restrooms and shelters. 4. Evaluate and upgrade pedestrian paths. 5. Continue tree plantings under Tree 2000 Program. 6. Provide a clean and safe Balloon Festival environment. 7. Continue to use volunteers throughout the City parks and greenways system Budget Highlights: • With CIP correction presented at 5/8 meeting, capital outlay is adjusted to $117,200, a decrease of 4.5%. Total budget is adjusted to $872,568, an increase of 8.5%. • Includes funds for ADA improvements to several parks. • Replacement of a bike path at Pick's Landing. Budget Summary % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted FTE 8.50 9.50 9.50 0.0% Personal $380,556 $519,816 $553,821 6.5% Services Materials & 155,712 161,980 201,547 24.4% Services Capital 71,686 122,715 182,200 48.5% Outlay Total $607,954 $804,511 $937,568 16.5% FY 2000-01 Budget Review Department: Public Works Division: Sanitary Sewer Page 97 of Proposed budget Department Results Statement: 1. Maintain a continuous flow of wastewater within the community's sanitary sewer collection system by performing cost-effective maintenance programs. 2. Provide prompt, efficient, friendly service to both internal and external customers. 2000/01 Goals and Objectives: 1. Maintenance programs are performed according to USA recommended cycles. 2. Friendly service and accurate information is provided to all customers within identified timelines. 3. Maintain accurate utility maps and utility database. Budget Highlights: • Materials & Services increase includes: Increases related to the change in Capital Outlay definition 13 Training • Capital outlay includes '/2 of sewer vacuum truck. (The other half is budgeted in the Storm Sewer Division). This item was planned and budgeted in FY 1999-00, but the purchase has been delayed to FY 2000-01 Budget Summary % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted FTE 7.00 7.00 7.00 0.0% Personal $366,386 $349,083 $372,264 6.6% Services Materials & 45,572 61,275 70,975 15.8% Services Capital 49,544 137,270 139,000 1.3% Outlay Total $461,502 $547,628 $582,239 6.3% FY 2000-01 Budget Review Department: Public Works Division: Storm Sewer Page 100 of Proposed Budget Department Results Statement: 1. The design capacity of the community's storm drainage system is maintained and the urban-stream, water quality is improved by performing cost-effective . maintenance programs. 2. Each internal and external customer is provided with prompt, efficient, friendly service. 3. Opportunities for citizen involvement are increased through the Adopt-a-Stream program. 2000/01 Goals and Objectives: 1. Completed 30 catch basin/line repairs including a large construction project at Canterbury Reservoir site. 2. Refurbished the Cloud Ct. water quality facility. 3. Installed anew water quality facility at Canterbury Reservoir site. Budget Highlights: • Materials & Services increases include: El Increases related to the change in Capital Outlay definition 13 Adopt-a-Stream program 13 Budgeting for repair of hand held radios 13 Rotational replacement of cold weather jackets (replaced every other year) • Capital outlay-includes Y2 of sewer vacuum truck. (The other half is budgeted in the Storm Sewer Division). This item was planned and budgeted in FY 1999-00, but the purchase has been delayed to FY 2000-01 Budget Summary % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted FTE 7.00 7.00 7.00 0.0% Personal $211,942 $320,606 $345,403 7.7% Services Materials & 86,673 79,455 91,210 14.8% Services Capital 62,755 137,270 139,000 1.3% Outlay Total $361,370 $537,331 $575,613 7.1% FY 2000-01 Budget Review Department: Public Works Division: Street Maintenance Page 103 of Proposed Budget Department Results Statement: Tigard has a safe and reliable street system. 2000/01 Goals and Objectives: 1. Perform 60 dig out repairs. 2. Perform 150,000 feet of crack sealing. 3. Trim street trees and trees around streetlights to provide improved vision clearance and safety. 4. Perform roadside mowing and vision clearance. 5. Perform street marking. 6. Perform sign maintenance. 7. Extend pavement life by 20%. 8. Continue the URMD agreement with Washington County. 9. Complete the implementation of the Hansen streets program. Budget Highlights: • Materials & Services increases include: 13 Increases related to the change in Capital Outlay definition El Repair costs of high maintenance equipment 13 Budgeting for repair of hand held radios Budget Summary % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted FTE 10.50 11.50 11.50 0.0% Personal $502,742 $664,936 $683,768 2.8% Services Materials & 266,445 $325,507 $346,145 6.3% Services Capital 9,274 59,850 75,700 26.5% Outlay Total $778,461 $1,050,293 $1,105,613 5.3% FY 2000-01 Budget Review Department: Public Works Division: Fleet Maintenance Page 106 of Proposed Budget Department Results Statement: 1. All vehicles are properly maintained to optimize usage and production of the departments served. 2. The fleet meets or exceeds all applicable State and Federal requirements. 3. Service is provided promptly to all the divisions that are supported. 2000/01 Goals and Objectives: 1. Increase utilization of State and other governmental contracts for purchases. 2. Review citywide fleet operations for possible creation of a central City fleet operation. Budget Highlights: • In FY 2000-01 Public Works and Finance will study the possibility of creating a centralized Fleet operation • materials & Services increases include: 13 Increases related to the change in Capital Outlay definition 13 Addition of a parts washer service contract Replacement of power tools Budget Summary % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted FTE 2.50 3.00 3.00 0.0% Personal $115,729 $160,526 $168,945 5.2% Services Materials & 15,262 17,708 25,455 43.7% Services Capital 2,175 4,050 3,400 (16.0)% Outlay Total $133,166 $182,284 $197,800 8.5% FY 2000-01 Budget Review Department: Public Works Division: Property Management Page 109 of Proposed Budget Department Results Statement: Clean, safe, well-maintained facilities create the optimum working environment for City employees and preserve the citizens' investment in facilities. 2000/01 Goals and Objectives: 1. Consolidate contracts with vendors to improve effectiveness and reduce cost. 2. Increase additional electrical power to provide additional heating sources. 3. Implement a HVAC unit replacement program for City facilities. 4. Develop facility maintenance schedules to improve labor efficiency and reduce cost. 5. Continuation of ADA upgrades to facilities. 6. Develop an equipment change-out program. Budget Highlights: • Materials & Services increases include: 13 Addition of building utility costs formerly budgeted under General Government Contract for a signing interpreter for a hearing impaired employee to attend training classes 13 Maintenance and fuel for two additional vehicles Replacement chairs for Water Building Auditorium • Capital outlay includes improvements to various City facilities, including additional cardlock doors in City Hall (Red Rock Creek & Town Hall), backup power in City Hall, replacement carpeting in the Senior Center. Budget Summary % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted FTE 2.50 3.00 3.00 0.0% Personal $91,070 $147,056 $136,799 (7.0)% Services Materials & 281,500 221,149 431,608 95.2% Services Capital 0 133,350 182,500 36.9% Outlay Total $372,570 $501,555 $750,907 49.7°/0 FY 2000-01 Budget Review Department: Public Works Division: Water Page 112 of Proposed Budget Department Results Statement: Tigard has a safe and reliable water system that meets or exceeds all EPA and Oregon Health Division standards for water quality. All the while, efficient water service is provided under normal, peak, and emergency situations. 2000/01 Goals and Objectives: 1. Through the use of our water conservation programs, we realize a 1% reduction in peak season demand per person per day. 2. Pursue the development of regional and subregional water source development. 3. Expand our water main flushing program, so that the entire distribution system is flushed on an annual basis. Budget Highlights: • The budget request is down 13.7%, primarily due to the reduction in the cost of water from the Portland system following the reduction in the peak-pricing factor. • The division is transferring one position to the Finance department and adding one new position for no net increase in FTE. • Overall, materials & services are down due to decrease in the cost of water. Several line items are increasing, however: Water sampling costs are up due to the return of Well #3 to service El Repair and maintenance is up due to the increasing age of the system 13 Change in the definition of capital outlay 93 Budgeting for repair of hand-held radios The division is proposing several program enhancements to improve water conservation efforts in the City of Tigard. Budget Summary 9/6 Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted FTE 16.00 17.00 17.00 0.0% Personal $672,210 $849,142 $918,350 8.2% Services Materials & 2,713,026 3,894,074 3,230,328 (17.0)% Services Capital 149,983 168,590 75,500 (55.2)% Outlay Total $3,553,219 $4,911,806 $4,224,178 (14.0)% 1. MEMORANDUM CITY OF TIGARD, OREGON TO: Budget Committee FROM: Bill Monahan DATE: May 11, 2000 SUBJECT: City Council Recommendation on Funding of Community Events The Tigard City Council had its meeting of May 9, 2000, and reviewed the applications of applicants for funding of community events. I am providing you with an update of the package to be considered by the Budget Committee on May 15. The Social Services Funding Subcommittee has recommended funding of nine social services agencies totaling $78,100 in grants. The Subcommittee reaffirmed in March its position that the community event application should be processed by the City Council. The City Council has reviewed the seven applications submitted to it. During the Council meeting of May 9, the Council approved the resolutions designating three community events as "sponsored events" of the City of Tigard. The three events are: Broadway Rose Theatre Company, Tigard Festival of Balloons, and Tigard Fourth of July event. Council by resolution established the base funding for these events at $10,000 for Broadway Rose Theatre Company, $10,000 for the Tigard Festival of Balloons, and $7,500 for the Tigard Fourth of July event. As a result, through Council action, these funds are committed to the three events. If the Budget Committee accepts the Social Services Funding Subcommittee recommendation of $78,100 in grants, this added to the commitment to the three sponsored events brings the total of funding committed to date to $105,600. As a result, $15,850 remains within the fundina available for social services and community events established by City Council policy. During Council's review of the remaining funding requests, the following recommendations were made: Agency Making Request Amount Council Funding Recommendation Broadway Rose Theatre $5,000 requested (in No additional funding Company addition to the $10,000 sponsored event rant Tigard Graduation $500 requested $500 Celebration Committee Train Das $4,000 requested $4,000 Tualatin Riverkee ers $2,710 $1,710 Tualatin Valley Community $1,250 $1,250 Band In total, Council recommended that $7,460 be granted to community events beyond the funding made available to sponsored events. Thus, $113,060 is "committed." In addition, Council heard a request from Michael Parent of Impressions Dance Studio requesting funding for Country Daze. No formal application had been submitted on behalf of Country Daze, however, as occurred in 1999, a last minute request was made for funding for the parade only. Council recommended that $1,000 be set aside for this event and directed me to meet with Mr. Parent to work out details of the City's in-kind contribution to the event. Therefore, if the $1,000 is allocated to the Country Daze parade, $114,060 is "committed." Council also discussed the request which was made by Linda Eaton for funding to assist her efforts to develop youth activity in the community. This request is a variation of an application made through the normal social service and community events process. The Social Service Funding Subcommittee felt that Ms. Eaton's application as well as those of CPAH and the Tigard-Tualatin School District (for a student advocate position) were not fully developed and not ready for funding. The Subcommittee suggested that Ms. Eaton could come forth to City Council later with an application once her plans and the justification for funding was further developed. Although the plans are not fully developed, the Council expressed an interest in allowing an application for funding with either funds set aside from the $121 ,550, or through designation of contingency funds which could be available at a later date. I suggest that the Committee have some discussion about our options during the Budget Committee meeting. Since there is some confusion about the application made by Ms. Eaton, I've attached copies of the applications filed by Ms. Eaton, CPAH, and the Tigard-Tualatin School District. I ADM\GREERV,IEh10S`,000511 WAM DOC j PHONE NO. Feb. 05 2000 09:42AN P1 A Personal Me.mo.,.From. Lznda Eaton, CRS, GRI,,Associate Broker- John rokerJohn L. c S ott Real Estate 10260 SW Greenburg Road Suite 250 Portland, Or 97223 Office 503-245- 1200 Fax -503-293-4300 Home Fax 503- 684- 12$ 1 Date. To: r � Fax: # of pages to follow If there is any problem with this transmission, please contact us. Thank you. Comments: PORTANT; is FAX MAY CONTAIN PRIVILEGED AND CONFIDENTIAL INFORMAION OTHER THAN THE INTENDED RECIPIENT OR THE AGENTS OR XEMP -ROM DISCLOSURE TO ANYONE EMPLOYEES OF THE INTENDED RECIPIENT. IF THE READER OF THIS FAX IS NOT SUCH PERSON,YOU ARE HERE•13Y NOTIFIED ANY DISSEMINATION,DISTRIBUTION OR COPYING OF THIS FAX IS PROHIBITED.IF YOU HAVE RECEIVED THIS FAX IN ERROR. PLEASE NOTIFY US IMMEDIATELY BY TELEPHONE AND REWRN THE,FAX TO US,VLA THE UNITED STATES POSTAL SERVICE_THANK YOU. �ROhI PHONE NO. Feb. 05 2000 09:42AN P2 N(I r o � CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2000-01 SOCIAL SERVICE FUNDING REQUEST Agency Name: 0 Address City, State, Zip Contact Name: Telephone / Number: 2L-) 1. Request (express in whole dollar amounts only) Cash $ In-Kind Services (use of City property,City staff support, etc. $ Please explain in 47) Total Request 2. Describe the Agency's mission: CD Q 3. What group of citizens in Tigard does your organization target? 4a. What types of services will be provided in the funding request year? ,z) 6 4b.How many Tigard residents will be served? 4c. What percentage of your operation is dedicated to service in Tigard? 5. If you are requesting funds from Tigard and other governments in Oregon, please list them and show the amounts received/requested Received in Budgeted in Requested in Government FY 1998-99 FY 1999-00 FY 2000-01 6. Have the financial records of the agency for the last fiscal year been audited? Yes No If no, please explain 7. Please any in-kind services you are requesting from the City of Tigard. Please estimate the value of these services and show the total in #1 In-Kind Service Estimated Value 8. Please submit the following information with this request: a. Detailed budget, including FY 1998-99 actual expenditures, FY 1999-00 Adopted Budget, and FY 2000-01 Proposed Budget. The Budget should identify beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. b. Audited financial statements for the last fiscal year. If not available, please explain in #6. c. Names, addresses, occupations, and telephone numbers for your Board of Directors d. A copy of your 501(c)(3) certification. If not available, please explain. e. A copy of your Articles of Incorporation or Bylaws www.jo[InIScott. com AIF Portland Executive Branch 10260 SW Greenburg Rd,Suite 250 Portland,OR 97223 Roy Rogers Washington County Commissioner February 9, 2000 Roy, Our community/youth center committee unanimously voted to request a meeting with yourself, other county commissioners, decision makers, etc. regarding the possible use of the USA building and grounds on Durham & Hall. Last October a public forum was conducted to see if there was interest by adults and youth to work on a community youth center. By the attendance it was obvious there was interest. The forum lasted 2 hours, time to brainstorm and network. At the end of the forum, community adults and youth were asked to form committees to work on these areas: 1. Programs for a youth center. 2. Location for a youth center. 3. Funding for a youth center. These committees are actively working; one committee for programs and another for location and funding. I have agreed to head up the location and funding committee. Prior to our first committee meeting, I did some research in the location area. I visited the USA building with Liz Newton. At that time there were several engineers using a small portion of the building. I began to ask a few questions and was told the building would probably be torn down in about 8 years, and the sewage plant would be located there. Here is a possible idea. 1 . Let's put together a plan as a community to possibly use the building or a portion of the building until that time. 2. Currently working on funding for a 3-5 year program for youth.($100,000) a. $25,000 (Fix up building) b. $25,000 (Year 1 program) C. $25,000 (Year 2 program) d. $25,000 (Year 3 program) 3ohn C.Scoff' REAL ESTATE Others talk. We listen. How refreshing. www.johnIscott.com Portland Executive Branch 10260 SW Greenburg Rd,Suite 250 Portland,OR 97223 3. Possibly place the Peer Court program in building. 4. We would provide our own liability insurance. 5. We would provide staffing anytime building was in use. 6. We would relocate from the building after 5 years. By that time we would hopefully be established and move to another location. Currently, as you probably know, a local Tigard group has been working on a parks and recreation district for part of,a bond measure this year. This community youth center would be a natural to eventually fall under the program. In the meantime though, we need to provide after-school and weekend activities for our youth. Our committee would appreciate the opportunity to meet with any or all of the commissioners, decision makers, etc., and provide an in-depth outline of a possible proposal. Our next committee meeting is scheduled for Wednesday February 23rd at 4:00pm in Tigard. Please call me at your earliest convenience regarding this meeting. Thank You, Linda Eaton Additional Committee Members Pat Biggs Martha Bishop Mark Kubiaczyk Mark Mahon Ken Scheckla Dean Williams ,john Ls'coff REAL ESTATE Others talk. We listen. How refreshing. o n co REAL ESTATE g r Q � � Linda L. Eaton, CRS, GRI 245-1200 Fxt. 1 1 1 - Office „Service is 111v Business„ MEMORANDUM CITY OF TIGARD, OREGON TO: Craig Prosser FROM: Bill Monahan DATE: February 11, 2000 SUBJECT: Tigard-Tualatin School District Application for a Youth Advocate Position Attached is a copy of the submittal made by the Tigard-Tualatin School District 23J for social service funding to create a Youth Advocate position which would be jointly funded by the District, the City of Tigard, and the City of Tualatin. Upon receipt of the request, I contacted Susan Stark Haydon of the District to seek some clarification. Originally, when the concept was first discussed, it was my understanding that the amount of funding which would be requested from the City would be approximately $15,000. The concept was to create the position, dividing the start- up cost of $60,000 four ways. The share which is not shown in this application is a private sector contribution of 25 percent. From my conversation with Susan, I gathered that Maryalice Russell felt that the salary for the position needed to be higher than first discussed. I'in not sure if I agree with that at this point. In addition, it's not clear why the private sector was not included in the funding package. I think that opportunity still does exist if the City and the District initially put money in to begin the program. The District will be considering its share of the funding of the position in its budget process which is now getting underway. The District has not made application through the City of- Tualatin, however, it will be doing so. Tualatin does not have a similar process to ours, rather, the application will compete with other new requests through the budget process. ADMVGREFR1M�f10S\000211AWAM DOC 02/07/00 MON 16:11 FAX 503 684 2296 TIGARD TUALATIN SCHOOL Lo 002 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2000-01 SOCIAL SERVICE FUNDING REQUEST Agency Name: Tigard-Tualatin School District 231 Address 13137 SW Pacific Highway City, State, Zip Tigard, OR 97223 Contact Name: Ma alicc Russell,Ed.D. or Susan Stark Ha don Telephone Number: 431-4003 or 431-4001 1. Request (express in whole dollar amounts only) Cash $ 27,000 In-Kind Services (use of city property,City staff support,etc_ $ Please explain in#7) 3,000 Total Request $ 30,000 2. Describe the Agency's mission:. Tigard-Tualatin School District Mission Statement- attached 3. What group of citizens in Tigard does your organization target? School-age youth_ 4a. What types of services will be provided in the funding request year? To create a Youth Advocate Position jointly funded by the Tigil (I 'N 1,1tin Scf�uul I_)i� trict, City of Ti-ard and City of Tu�ilatin. 02;07/00 MON 16:11 FAX 503 684 2296 TIGARD TUALATIN SCHOOL U003 4b.How many Tigard residents will be served? First year target 50 students and their families_ 4c.What percentage of your operation is dedicated to service in Tigard? 50% 5. if you are requesting funds from Tigard and other governments in Oregon, please list them and show the amounts receivedfrequested Received in Budgeted in Requested in Government FY 1998-99 FY 1999-00 FY 2000-01 TTSD 0 $ 0 $ 30,000 City of Tigard $ 0 $ 0 $ 30,000 City of Tualatin 0 0 30,000 6. Have the financial records of the agency for the last fiscal year been audited? Yes No If no, please explain 7. Please any in-kind services you are requesting from the City of Tigard_ Please estimate the value of these services and show the total in #1 In-Kind Service Estimated Value A represcrntative from the City of`higard to participa[c on 3,000 a Youth Advocate Advisory Board. Time and the sharing of ideas would be needed_ 8. Please submit the following information with this request: a. Detailed budget, including FY 1998-99 actual expenditures, FY 1999-00 Adopted Budget, and FY 2000-01 Proposed Budget- The Budget should identify beginning and ending balances major revenuesources, major expenditure categories, and number of authorized positions- - att�aclted `- b. Audited financial statements for the last fiscal year_ If not available, please explain in #6_ Ncvi program c- Names, addresses, occupations, and telephone numbers for your Board of Directors - attached d. A copy of your 501(c)(3) certification- if not available, please explain. -C.A.1'.R,info on fill e. A copy of your Articles of Incorporation or Bylaws - see attached at TTSD Office, f. Also attached - dc<jftjob description 02/07/00 MON 16:12 FAX 503 684 2296 TIGARD TUALATIN SCHOOL U004 Tigard-Tualatin School District Mission Statement Our commitment is to educate every student to be a successful and responsible contributor in our changing world. Guiding Principles I We believe in.: • Modeling and encouraging learning as an ongoing process. • Providing safe, orderly, and compassionate environments. 1 , • Appreciating similarities, differences, and individual unique ness. • Living, working, and playing cooperatively. • Engaging in a variety of relevant learning experiences. • Continuing partnerships with our community. • Caring for the earth's environment, its inhabitants, and the j works they create. �I i 7 A 02!07100 MON 16:12 FAX 503 684 2296 TIGA" TUALATIN SCHOOL WJ005 TIGARD-TUALATiN SCHOOL DISTRICT 23J TITLE: Student Advocate QUALIFICATIONS: Experience working with at-risk youth, programs development, adult/student, mentorships; ability to gamer support from community agencies. Experience with county and state agencies related to youth support systems, counseling and/or mediation skills. Theoretical training regarding youth development and needs with skills of a practitioner, the ability to put theory into practice. REPORTS TO: Director of Community Relations of Tigard-Tualatin School District JOB GOAL: To provide for the"Voice of Youth"by creating, implementing and managing processes which enable the survey of ideas, identification of interests, and the building of consensus representing needs and actions benefiting adolescents and young adults of the Tigard and Tualatin Communities. PERFORMANCE RESPONSIBILITIES (These responsibilities will be assigned by the Director of Community Relations.) The individual assigned to the student advocate position will also work closely with the Student Advocate Advisory Board and other community organizations. 1. Identification and advocacy of extracurricular youth programs, mentoring programs, projects, and activity needs serving the interests of youth and the Tigard and Tualatin Communities. 2. Planning, development, and budgeting of seasonal and year around after school, evening, and/or weekend programs which attract, connect, and positively engage adolescent and young adults of the Tigard and Tualatin communities in recreational, learning, and community service related activity_ 3_ Reports to, advises,and works under the direction of the Director of Community Relations and the Youth Advocate Board representing Tigard and Tualatin Communities. 4. Provides communication, coordination and liaison activities with a variety of other community organization (such as, but not limited to: city councils, school boards, police departments, chambers of commerce, service groups, neighboring cities, regional bodies, etc.) 5. Other duties as assigned by the Director of Community Relations. TERMS OF EMPLOYMENT: Salaried position. Funded by the Cities of Tigard and Tualatin, the Tigard-Tualatin School District, Local Business and Civic Organizations. EVALUATION: Performance of this job will be evaluated in accordance with provisions of the Tigard-Tualatin School District Policy on Evaluation of Professional Personnel. This fob description is not intended to be and should not be rc str�ed is an all inciu,:ivo liar of aA the responsibilities,skilh or working conditions associ]ted with the position. While it is lnrended to ar--ar©ly ruffed ttie position's acci�ttic a,d requirem��us, the admrnistration mso,ves the tight to modify,add or remove duties and assign c6or dutie_;as tie es x�ry- 02YO7100 MON 16:13 FAX 503 684 2296 TIGARD TUALATIN SCHOOL U006 Student Advocate Project Proposed Budget 98-99 99-00 00-01 1 FTE salary range G 0 0 $65,000 -75,000 Benefit~ 0 0 5,000 *Supplies and materials 0 0 5,000 *Equipment 0 0 5,000 *Special projects 0 0 TBA TOTAL: 0 0 $90,000 *Support is anticipated from community organizations to offset program costs. 024/07/00 RON 16:13 FAX 503 684 2296 TIGARD TUALATIN SCHOOL Lm 008 Larry HU)bard Adm&dsb-aUon Center 13137 S.W.Pacific Highway Tigard,Oregon 97223 Tel. (503)620-1620 Fax(503)684-2296 JUNE, 1998 TO WHOM IT MAY CONCERN: THE TIGARD TUALATIN SCHOOL DISTRICT 23J IS A TAX EXEMPT ENTITY LOCATED IN WASHINGTON COUNTY, OREGON. OUR TAX IDENTIFICATION NUMBER IS 93-0572833. �i GEORGE FISHER BUSINESS MANAGER Our com-milmenr is to educate every staldOW ro be a succus ful and r�cDonsible cownbator i77 0147 cbunninp u%or/d. CZ/07/00 MON 16:13 FAX 503 684 2296 TIGARD TUALATIN SCHOOL 10007 TIED-TUALATIN SCHOOL DISTRICT 23J Hibbard Administration Center - July 1999 BOARD OF DIRECTORS -- 1999-2000 Terms of Office Position Year Term Number Director Elected Expires I Richard Carlson (Vice-Chair) 1997 2001 (Attorney) 11475 S. W. Venus Ct. Tigard, OR 97223 224-0871 (W) 620-9653 (M 224-4215 (FAX) email address: rich@teleport.com 2 Patricia Biggs 1999 2003 (Community Activist) 14250 S_W_ 88th Ave. Tigard, OR 97224 639-5337 (H) 598-0419 (FAX) email address: patbiags@teleport.com 3 Tom Sharp (Chair) 1997 2001 (Senior Vice President of Marketing and Sales for E_COK 14440 S.W. Hazelhill Dr_ regard, OR 97224 620-6823 (Nq 620--6823 (H) 684-9219 (FAX) email address: TJSharp0)aol.com 4 Al Hieb 1999 2003 (Publisher/Owner of Regal Courier) 10530 S.W. Titan Lane Tigard, OR 97224 639-8951 (M 639-9757 (1-1) 968-7397 (FAX) email address: ahieb(a?aol.com 5 Merrily Haas 1997 2001 O;xec:utive Director of Oregon Assoc. for the Education of Young Children) 20887 S. W. Willapa Wa}, -Dialatin, OR 97062 692.-1593 (11) 2.33-0190 (\,�7) 692-1593 (FAX) CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2000-01 SOCIAL SERVICE FUNDING REQUEST Agency Name: Community Partners for Affordable Housing, Inc. Address P.O. Box 23206 City, State, Zip Tigard OR 97281-3206 Contact Name: Sheila Greenlaw-Fink, Executive Director Telephone #: 968-2724 (Fax: 598-8923) (E-mail: cpahinc(d)teleport.com) 1, Request (express in whole dollar amounts only) Cash $2,500 In-Kind Services (use of City property, City staff support, etc. $4,500 (@ $750 mo. " 50%) Please explain in#7) Total Request $6,500 2. Describe the Agency's mission: Community Partners for Affordable Housing, Inc.'s mission is to promote a healthy community through the development of permanent affordable housing, sustainable economic growth, and community-based partnerships. CPAH accomplishes this through its work in five goal areas: development of affordable housing, education about housing issues, promotion of new housing policy and program tools, development of strong community partnerships and increased organizational capacity. 3. What group of citizens in Tigard does your organization target? CPAH targets its education efforts broadly, but housing and direct services are delivered to low-income individuals and families. We currently house 117 families (over 300 individuals). Our work has been focused near downtown Tigard, with projects off Hall and Greenburg, near Pacific Highway_ We target those who live and/or work in Southeastern Washington County and are most in need of affordable housing (i.e. below 60% of the median income level). Our average household income is around $15,000, which is roughly 30% of median income. Many are transitioning from homelessness and/or are in recovery. We provide a stable base for them to contribute to the community from. 413.How many Tigard residents will be served? Approximately 300 individuals reside in our two multifamily complexes and one single- family rental home at any given time. Family sizes range from 1-9. 4p.What percentage of your operation is dedicated to service in Tigard? We serve Southeaster Washington County, and area covering Tigard, Tualatin, King City, Durham, Sherwood and Metzger. The bulk of the population for this service area is within the Tigard urban services area(probably about 75%). Most of the groups we regularly participate in are located in Tigard (i.e. civic and city-sponsored task forces and associations). 5. If you are requesting funds from Tigard and other governments in Oregon, please list them and show the amounts received/requested Received in Budgeted in Requested in Government FY 1998-99 FY 1999-00 FY 2000-01 HUD operating funds $14,250 $16,500 $14,500 HUD fee for service $10,125 $40,000 $0 $24,375 $56,500 $14,500 6. Have the financial records of the agency for the last fiscal year been audited? Yes No 7. Please list any in-kind services you are requesting from the City of Tigard. Please estimate the value of these services and show the total in #1 1n-Kind Service Estimated Value Lease for offices located at 9020 SW Burnham which we $750 monthly (?) share with Community Action Organization/ NeighborShare. split - 2 organizations 8. Please submit the following information with this request: a. Detailed budget, including FY 1998-99 actual expenditures, FY 1999-00 Adopted Budget, and FY 2000-01 Proposed Budget. The Budget should identify beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. b. Audited financial statements for the last fiscal year. If not available, please explain in #6. c. Names, addresses, occupations, and telephone numbers for your Board of Directors d. A copy of your 501(c)(3) certification. If not available, please explain. e. A copy of your Articles of Incorporation or Bylaws 4a.What types of services will be provided in the funding request year? CPAH provides affordable housing with related services. We offer summer youth programs which have proven to be very effective in building skills and preventing juvenile crime. Our computer learning centers serve both youth and adults, with tutors available on request. Services offered in our community centers include: tax preparation assistance, information and referral on community resources for food/rent/utilities, Neighborhood Watch, 12-Step Recovery Groups, family and individual counseling, movie and birthday nights monthly, crafts and homework assistance, etc. The residents of our complexes are able to utilize community space for a variety of personal, family or community events. We have signed memorandums of understanding with the Tigard Library, Employment Department, Tigard-Tualatin Schools, Community Action Organization and Lutheran Family Services. These guide our cooperative work in delivering social services to the families at our sites, and enhancing education and employment opportunities. Area employers are pleased that we provide a labor pool that is stable, based on a high quality affordable place to live. Our residents have become very involved in the Tigard community, initiating an active Neighborhood Watch and helping us become the first Enhanced Safety Property in Tigard, providing public comments on various city and county initiatives, and sharing their community space with those in the surrounding neighborhoods. CPAH also devotes considerable attention to educating the community about how they can assist in resolving the affordable housing crisis in Washington County. We utilize volunteers for a variety of administrative and residential projects, and work closely with a variety of churches and civic groups. Our operating costs are very lean compared to similar nonprofits, covering mostly salary. We work hard to attract volunteer and in-kind resources, and only draw only a small portion of our budget from government grants. City of Tigard FY 2000-01 Social Service Grant Requests 2/9/00 Target(based on proprtional share of policy set-aside)=$87,550 FY 1996-971 FY 1997-98 FY 1998-99 FY 1999-001 FY 2000-01 Agency Actual I Actual Actual Adopted I Requested lRecommended American Red Cross(Transportation Services) Direct 1,000 1,000 1,067 1,000 1,100 1,106 In-Kind Christmas in April Direct 0 0 0 3,000 3,000 S DD In-Kind Community Partners for Affordable Housing Direct 0 0 0 0 2,500 D In-Kind 4,500 Community/Youth Center Direct 0 0 0 0 5,000 D In-Kind Good Neighbor Center(RITE Center) Direct 0 6,500 8,688 15,000 20,000 (S/C)QO In-Kind 0 Loaves&Fishes p Direct 16,000 16,000 17,000 18,000 20,000 ((j, In-Kind 60,000 Luke Dorf Inc. Direct 7,500 7,500 6,889 7,000 7,500 _] ,SOD In-Kind Neighborshare(Community Action Organization) Direct 8,000 8,000 9,444 11,000 12,500 t`r DDD In-Kind 4,500 Rape Crisis Center Direct 500 750 0 1,000 3,000 QOD In-Kind Shelter-Domestic Violence Resource Center Direct 2,100 2,100 2,878 3,000 4,000 In-Kind Tigard Schools Student Advocate Direct 0 0 0 0 27,000 In-Kind 3,000 Tualatin Valley Centers(Young Parents Program) ((JJ Direct 24,000 22,000 24,139 25,000 28,000 In-Kind Total L` Direct $ 59,100 $ 63,850 $ 70,105 $ 84,000 $ 133,600 $ In-Kind $ - $ - $ - $ - $ 72,000 $ h:Docs\Craigs World\Budget\Budget0l\Social Service-Community Event Summary.xls Social Services 2/21/00 10 11 AM City of Tigard FY 2000-01 Community Event Grant Requests 2/9/00 Target(based on proprtional share of policy set-aside)=$34,000 FY 1996-97 FY 1997-98 FY 1998-99 FY 1 999-001 FY 2000-01 Agency Actual Actual Actual Adopted I Requested lRecommended Affairs of the Arts Direct 500 0 0 0 0 In-Kind Broadway Rose Direct 7,500 7,000 8,244 10,000 15,000 In-Kind Festival of the Balloons Direct 5,000 5,000 5,778 10,000 10,000 In-Kind Tigard Country Daze Direct 5,000 2,500 3,444 0 0 In-Kind Tigard 4th of July Direct 4,000 4,000 4,500 7,500 7,500 In-Kind 1,600 Tigard High Graduation Ceremony Direct 500 500 500 500 500 In-Kind Train Days Direct 0 0 2,500 0- 4,000 In-Kind Tualatin Riverkeepers Direct 0 0 0 1,000 2,710 In-Kind 1,000 Tualatin Valley Community Band Direct 900 900 1,122 1,200 1,250 In-Kind Total Direct 23,400 19,900 26,088 30,200 40,960 In-Kind - - - - 2,600 Tree Lighting h:Docs\Craigs World\Budget\Budget01\Social Service-Community Event Summary.xls Community Events 2/21/00 10:11 AM May 11, 2000 R. Michael Marr, Treasurer CITY OF TIGARD Tigard Fourth of July, Inc OREGON First Bank of Tigard Building 12420 SW Main St Tigard, OR 97223 RE: City of Tigard Sponsorship of the Tigard Fourth of July Event Dear Mike: As you are aware, on May 9, 2000, the Tigard City Council approved Resolution No. 00-21 acknowledging that the Tigard Fourth of July event is a City of Tigard sponsored event. In addition, the Council established the initial funding level for the event at $7,500 for fiscal year 2000/01. Having attained sponsored event status, the event is eligible for funding from the City in the amount of $7,500 in future years unless the City provides one year notice that funding will not be renewed. Please note that in future years the event is eligible to apply for funding beyond the base level of $7,500. Should a request be made, justification for the additional funding should accompany an application. The City Council directed me to forward a package of community event funding recommendations to the Budget Committee for consideration on Monday, May 15. Please note that the $7,500 funding for the event is not at issue since sponsorship has been granted. In addition, the City Council acknowledged that the City will be providing an in-kind contribution of $950, for the July Fourth 2000 event. Congratulations on attaining sponsorship status. We at the City look forward to working cooperatively with you on this annual event which benefits Tigard citizens. Sincerely, William A. Monahan City Manager Attachment \I\ADM\GREERILETTERS\000511DWAM.DOC 13125 SW Hall Blvd., Tigard, OR 97223 (503)639-4171 TDD (503) 684-2772 CITY OF TIGARD, OREGON RESOLUTION NO. 00- A RESOLUTION ACKNOWLEDGING THAT THE TIGARD 4TH OF JULY EVENT IS A CITY OF TIGARD SPONSORED EVENT AND ESTABLISHING THE INITIAL FUNDING LEVEL BY THE CITY OF TIGARD WHEREAS, the City of Tigard Vision Task Force and Action Planning Committee Strategy for Community Character and Quality of Life calls for development of an overall approach for sponsoring community events, including long-standing events and new events, and development of a philosophy for event sponsorship; and WHEREAS, City of Tigard Resolution No. 00-01 (Exhibit 1), established procedures for City Sponsorship of Community Events; and WHEREAS, on April 25, 2000, the Tigard City Council approved the designation of the Tigard 4th of July Event as a City of Tigard Sponsored Event. NOW, THEREFORE, BE IT RESOLVED.by the Tigard City Council that: SECTION 1: The Tigard 4th of July Event is a City of Tigard sponsored event with the length of sponsorship to be automatically renewed from year-to-year, with a one-year notice to the event organizers should the City decide not to renew funding. SECTION 2: The initial amount of funding for the Tigard 4th of July Event is S` SQ�,�--' for Fiscal Year 2000/01. PASSED: This q day of Mau-2000. (J � �z ayor- City of Tigard ATTEST: F=i ty-JZ-eef�tcJet--�=ity-a#=�r�ti1- 0rcer A. Gaston, Depute City Recorder I.VVM,!1 CAI HYVCOUNCIL\RES-EVENTS3-000b DOC RLSOL,UTION NO. 00- �1 I'age 1 Exhibit 1 CITY OF TIGARD, OREGON RESOLUTION NO. 00-0 1 A RESOLUTION ESTABLISHING A PROCEDURE TO GRANT CITY SPONSORSHIP TO COMMUNITY EVENTS. WHEREAS,various groups organize and put on community and cultural events for the benefit of the citizens of Tigard,and WHEREAS,the City of Tigard from time to time offers support for some events in the form of direct cash grants, in-kind services, and/or access to City facilities or insurance, and WHEREAS,it would be appropriate for the City to join certain events as an official sponsor due to the number of Tigard citizens participating or volunteering for the event;the role of the event in creating a greater sense of community in Tigard; and the economic, artistic, and cultural benefits of the event to Tigard residents and businesses, and WHEREAS, official City sponsorship, with a commitment for long term participation, improves the ability of event organizers to plan for the long term and to obtain other sponsors and financial support, NOW,THEREFORE, BE IT RESOLVED by the Tigard City Council that the procedure for City Sponsorship of Cultural Events, included in this Resolution and Attachment A, is hereby adopted. PASSED: This C day of tivat 2000. -�4�yer--C-ity-e ��gard Council President, City of Tigard ATTEST: i City Recorder- City of Tigard RI'S0 11) I'IUN No . 00- L'� Attachment A City Sponsorship of Cultural Events 1. The City of Tigard will formally recognize by Council resolution those community and cultural events that it wishes to sponsor. Sponsorship will continue until terminated by Council resolution, which will provide one year notice of termination. 2. City sponsorship will include City support(direct cash grants, in-kind services, access to facilities or insurance coverage,or a combination of the above) as identified in the sponsoring resolution. If City sponsorship includes direct cash grants, the sponsoring resolution will identify a target funding amount. A target amount may be adjusted, however, during the City's annual budget process. 3. In identifying events for City sponsorship, the City will consider the following factors: a. The number of City residents participating in the event b. The number of City residents volunteering for the event C. The role of the event in creating a greater sense of community and Tigard identity d. Economic, artistic, and cultural benefits of the event to Tigard residents and businesses C. The level of support for the event raised from other sources 4. Events sponsored by the City will be required to list the City as an official sponsor in all publicity and promotional materials. 5. Non-sponsored events may be considered for funding during the City's annual budget process on a year-to-year basis. [Zf SOI J Y1 ION NO. 00--a1 May 11, 2000 CITY OF TIGARD Sharon Maroney, Founding Artistic Director OREGON The Broadway Rose Theatre Company PO Box 231004 Tigard, OR 97281 RE: City of Tigard Sponsorship of Broadway Rose Theater Company Dear Sharon: As you are aware, on May 9, 2000, the Tigard City Council passed Resolution No. 00-22 acknowledging that the Broadway Rose Theatre Company is a City of Tigard sponsored event. The City Council established the initial funding level for Broadway Rose as $10,000 for fiscal year 2000/01. The Council also acknowledged that the Company will annually receive a commitment of $10,000 until such time as a one year notice is given to you that the City will not renew funding. During the same Council meeting, the City Council gave direction to me to forward to the Budget Committee the recommendation that your total funding for the coming year be . $10,000. As a result, the Council did not support recommending to the Committee that the additional $51000 requested be included in the fiscal year 2000/01 budget. I will be sending a memo to the Budget Committee with the Council's recommendations for social service funding. That recommendation will be considered at the Budget Committee meeting next Monday, May 15, at 6:30 p.m. The City is pleased to establish a relationship with the Company that I'm sure will be very beneficial to all citizens of the City of Tigard. Sincerely, William A. Monahan City Manager Attachment I\ADWGREER\LETTERS\000511AWAM DOC 13125 SW Hall Blvd., Tigard, OR 97223 (503) 639-4171 TDD (503) 684-2772 CITY OF TIGARD, OREGON RESOLUTION NO. 00- 12- A ZA RESOLUTION ACKNOWLEDGING THAT THE BROADWAY ROSE THEATRE COMPANY IS A CITY OF TIGARD SPONSORED EVENT AND ESTABLISHING THE INITIAL FUNDING LEVEL BY THE CITY OF TIGARD WHEREAS, the City of Tigard Vision Task Force and Action Planning Committee Strategy for Community Character and Quality of Life calls for development of an overall approach for sponsoring community events, including long-standing events and new events, and development of a philosophy for event sponsorship; and WHEREAS, City of Tigard Resolution No. 00-01 (Exhibit 1), established procedures for City Sponsorship of Community Events; and WHEREAS, on April 25, 2000, the Tigard City Council approved the designation of the Broadway Rose Theatre Company as a City of Tigard Sponsored Event. NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION 1: The Broadway Rose Theatre Company is a City of Tigard sponsored event with the length of sponsorship to be automatically renewed from year-to-year, with a one-year notice to the event organizers should the City decide not to renew funding. SECTION 2: The initial amount of funding for the Broadway Rose Theatre Company is S I D for Fiscal Year 2000/01. PASSED: This C1 day of /_ roo. r-City of Tigard ATTEST: r v Greer A. Gaston, Deputy Cite Recorder AADM\CATHYVCOUNCILARFS EVENTS 00051)OC RESOLUTION NO. 00- LL I'agc I Exhibit 1 CITY OF TIGARD, OREGON RESOLUTION NO. 00-0) A RESOLUTION ESTABLISHING A PROCEDURE TO GRANT CITY SPONSORSHIP TO COMMUNITY EVENTS. WHEREAS,various groups organize and put on community and cultural events for the benefit of the citizens of Tigard,and WHEREAS,the City of Tigard from time to time offers support for some events in the form of direct cash grants, in-kind services, and/or access to City facilities or insurance, and WHEREAS,it would be appropriate for the City to join certain events as an official sponsor due to the number of Tigard citizens participating or volunteering for the event;the role of the event in creating a greater sense of community in Tigard; and the economic, artistic, and cultural benefits of the event to Tigard residents and businesses, and WHEREAS,official City sponsorship, with a commitment for long term participation, improves the ability of event organizers to plan for the long term and to obtain other sponsors and financial support, NOW,THEREFORE, BE IT RESOLVED by the Tigard City Council that the procedure for City Sponsorship of Cultural Events, included in this Resolution and Attachment A, is hereby adopted. �l PASSED: This C�),S day o2000. -4iayer--C-ity-e Tigard Council President, City of Tigard ATTEST: City Recorder - City of Tigard RI SOIJ)TION No . 00-��� 1'age I Attachment A City Sponsorship of Cultural Events 1. The City of Tigard will formally recognize by Council resolution those community and cultural events that it wishes to sponsor. Sponsorship will continue until terminated by Council resolution, which will provide one year notice of termination. 2. City sponsorship will include City support(direct cash grants, in-kind services, access to facilities or insurance coverage,or a combination of the above) as identified in the sponsoring resolution. If City sponsorship includes direct cash grants, the sponsoring resolution will identify a target funding amount. A target amount may be adjusted, however, during the City's annual budget process. 3. In identifying events for City sponsorship, the City will consider the following factors: a. The number of City residents participating in the event b. The number of City residents volunteering for the event C. The role of the event in creating a greater sense of community and Tigard identity d. Economic, artistic, and cultural benefits of the event to Tigard residents and businesses e. The level of support for the event raised from other sources 4. Events sponsored by the City will be required to list the City as an official sponsor in all publicity and promotional materials. 5. Non-sponsored events may be considered for funding during the City's annual budget process on a year-to-year basis. RI S01 AYHON NO. 00-01 Pagc 2 N May 11, 2000 Bruce Ellis CITY OF TIGARD Tigard Festival of Balloons OREGON 14396 SW Tewkesbury Dr Tigard, OR 97224 RE: City of Tigard Sponsorship of the Tigard Festival of Balloons Dear Bruce: The City Council on May 9, 2000, passed Resolution No. 00-20 acknowledging that the Tigard Festival of Balloons is a City of Tigard sponsored event. In addition, the Council established the initial funding level for the event at $10,000. As a result, the Festival can expect to receive an annual contribution from the City in the amount of $10,000 until one year notice is given should the City decide not to renew funding. The Council has instructed me to forward to the Budget Committee a package of recommendations for community events which includes the $10,000 funding of the Festival. Since the Festival is now a sponsored event, review by the Budget Committee is now a formality. In the future, however, if the Festival wishes to apply for funding beyond $10,000, justification should be provided for the additional funding. Your request then will be reviewed during the normal Budget Committee consideration of community events. The City Council is also recommending to the Budget Committee that an in-kind contribution of $25,592, the amount estimated by Public Works, Administration, and Police, will be made to the June 2001 event. On behalf of the City, we look forward to working with you during the June 2000 Festival and in future years. Sincerely, Wil 'am A. Monahan City Manager Attachment \\TIG333\USR\DEPTS\ADM\GREER\LETTERS\00051 1 BWAM DOC 13125 SW Hall Blvd., Tigard, OR 97223 (503) 639-4171 TDD (503) 684-2772 CITY OF TIGARD, OREGON RESOLUTION NO. 00- 10 A RESOLUTION ACKNOWLEDGING THAT THE TIGARD FESTIVAL OF BALLOONS IS A CITY OF TIGARD SPONSORED EVENT AND ESTABLISHING THE INITIAL FUNDING LEVEL BY THE CITY OF TIGARD WHEREAS, the City of Tigard Vision Task Force and Action Planning Committee Strategy for Community Character and Quality of Life calls for development of an overall approach for sponsoring community events, including long-standing events and new events, and development of a philosophy for event sponsorship; and WHEREAS, City of Tigard Resolution No. 00-01 (Exhibit 1), established procedures for City Sponsorship of Community Events; and WHEREAS, on April 25, 2000, the Tigard City Council approved the designation of the Tigard Festival of Balloons as a City of Tigard Sponsored Event. NOW,'THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION l: The Tigard Festival of Balloons is a City of Tigard sponsored event with the length of sponsorship to be automatically renewed from year-to-year,with a one-year notice to the event organizers should the City decide not to renew funding. SECTION 2: The initial amount of funding for the Tigard Festival of Balloons is S 10 for Fiscal Year 2000/01. PASSED: This�_day of 2000. �Ilyor - City of Tigard ATTEST: Greer A. Gaston, Deputy Cite Recorder I\ADM\CATHY\COUNCILARE-S-EVEN1 S2-0005 DOC RESOIAJ ION NO. 00- I'age 1 CITY OF TIGARD, OREGON Mbit l RESOLUTION NO. 00-0 A RESOLUTION ESTABLISHING A PROCEDURE TO GRANT CITY SPONSORSHIP TO COMMUNITY EVENTS. WHEREAS, various groups organize and put on community and cultural events for the benefit of the citizens of Tigard,and WHEREAS, the City of Tigard from time to time offers support for some events in the form of direct cash grants,in-kind services, and/or access to City facilities or insurance, and WHEREAS, it would be appropriate for the City to join certain events as an official sponsor due to the number of Tigard citizens participating or volunteering for the event; the role of the event in creating a greater sense of community in Tigard; and the economic, artistic, and cultural benefits of the event to Tigard residents and businesses, and WHEREAS, official City sponsorship, with a commitment for long term participation, improves the ability of event organizers to plan for the long tern and to obtain other sponsors and financial support, NOW,THEREFORE, BE IT RESOLVED by the Tigard City Council that the procedure for City Sponsorship of Cultural Events, included in this Resolution and Attachment A, is hereby adopted. PASSED: This C�).S day o 2000. -M-aye F-�-ity e � gard Council President, City of Tigard ATTEST: City Recorder - City of` I,gard RrS01.tJ I0N N0. tui- U( 184C � Attachment A City Sponsorship of Cultural Events 1. The City of Tigard will formally recognize by Council resolution those community and cultural events that it wishes to sponsor. Sponsorship will continue until terminated by Council resolution, which will provide one year notice of termination. 2. City sponsorship will include City support(direct cash grants, in-kind services, access to facilities or insurance coverage, or a combination of the above) as identified in the sponsoring resolution. If City sponsorship includes direct cash grants, the sponsoring resolution will identify a target funding amount. A target amount may be adjusted, however, during the City's annual budget process. 3. In identifying events for City sponsorship, the City will consider the following factors: a. The number of City residents participating in the event b. The number of City residents volunteering for the event C. The role of the event in creating a greater sense of community and Tigard identity d. Economic, artistic, and cultural benefits of the event to Tigard residents and businesses e. The level of support for the event raised from other sources 4. Events sponsored by the City will be required to list the City as an official sponsor in all publicity and promotional materials. S. Non-sponsored events may be considered for funding during the City's annual budget process on a year-to-year basis. I':n;c .) FY 2000-01 Budget Review Non-Departmental: Debt Service Funds General Obligation Bond Debt Service Fund Represents the 1993 Series A Advance Refunding Bonds principal and interest due. On May 3, 1993, the City issued $6,935,000 in GO Bonds to advance refund $6,280,000 of outstanding 1987 and 1989 Series bonds. This debt will be paid in full in FY 2003. The Transfer to the General Fund represents a loan repayment from Fiscal Year 1999-00. Budget Summary % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted Debt Service $1,674,615 $251,030 $257,000 2.4% Transfer to 0 0 $31,500 100.00% General Fund Total $1,674,615 $251,030 $288,500 2.4% Bancroft Bond Debt Service Fund This fund collects assessments on properties that participate in local improvement districts and from proceeds of Bancroft Bonds to retire short-term debt issued to fund the local improvements. The City anticipates issuing bonds in the amount of$2,350,000 in FY 2000-01. Budget Summary % Change FY 98-99 FY 99-00 FY 00-01 from Actual Adopted Proposed Adopted Debt Service $5,175,907 $3,857,590 $3,874,082 .40% Total $5,175,907 $3,857,590 $3,874,082 .40% MEMORANDUM TO: Tigard Budget Committee FROM: Craig Prossedinance Director RE: FY 2000-01 Proposed Budget Amendments DATE: May 15, 2000 Since the publication of the FY 2000-01 Proposed Budget, staff has identified several changes that should be made to the Budget prior to final approval by the Budget Committee. These changes are explained below and on the attached chart. 1. Amendment#1 — Insurance Rates In preparing the FY 2000-01 Proposed budget, staff relied upon estimates of health, dental, and vision insurance rates provided by CCIS. CCIS ultimately provided final rates, but this information was sent too late to be incorporated into the Proposed Budget. Incorporation of the final rates results in minor adjustments in the Personal Services budgets for many departments. In addition to the insurance rate adjustments, this requested amendment also incorporates a correction to workers compensation costs in the Public Works Department and Finance Department. The model used to develop workers compensation cost projections used one code for each of the utility worker classifications. In fact, utility workers can be assigned one of several different codes, depending upon the work performed. Different codes carry different workers compensation costs. The proposed budget needs to be adjusted to reflect these additional costs. The total citywide cost of Amendment #1 is $15,231. 2. Amendment#2 — City Administration Position Reclassification As explained by Bill Monahan in his presentation of the City Administration budget last week, the Proposed Budget contains the position of Executive Assistant to the City Manager at .8 FTE. Upon the retirement of the incumbent, that position has been reclassified to Administrative Specialist II (non-rep) and the hours increased to full time. Because the pay level of the new classification is lower than the former classification, the net effect of this change is a savings of $965, but an increase of .2 FTE. 3. Amendment#3— Management Compensation Study Adjustments The City recently conducted a Management Classification/Compensation Study. The results of that study were presented to the Council on May 9. The Council will be considering an action to approve the compensation recommendations on May 23. Amendment #3 incorporates adjustments to the Personal Services budgets of several departments to reflect the new salary rates. This action only provides appropriations. Changes in pay ranges must be approved by the City Council before implementation. The total cost of Amendment #3 is $59,714. 4. Amendment#4— Street Sweeper Contract The Public Works Department, Streets Division, recently called for bids for the City's street sweeping contract. The Division budgeted $111,650 for this contract, based on last year's contract. The low bid received was $118,497. The Streets Division is requesting an additional $6,847 to cover the full cost of this contract. 5. Amendment#5— Police SRO Grant The Police Department recently was awarded a two-year grant to fund an additional School Resource Officer. The grant will pay the full cost of this position in FY 2000-01 and into FY 2001-02. After the grant funding is fully expended, the Tigard-Tualatin School District will pay one half of the cost of this position during the school year and the City's General Fund will pay for all remaining costs. The position will not start until September 2000. Amendment #5 adds $68,169 of Grant revenue to the General Fund to support $68,189 of program expenditures, including the .83 FTE school resource officer. (In FY 2001-02, this will be a full-time position.) CIP Adjustments At the May 8 meeting, staff distributed a memo identifying several changes to the Proposed Budget that are needed to reflect the current draft of the CIP. The Budget Committee should also approve these changes. In addition, on May 11, the City Engineer prepared a memo to the Planning Commission identifying a second set of changes needed in the draft CIP. The May 11 memo is enclosed with this packet for your information. These changes should also be incorporated into the final approval of the Proposed Budget. If the Budget Committee approves any or all of these requested amendments, staff will adjust the program matrix to incorporate these changes and properly allocate costs to each fund. City of Tigard FY 2000-01 Proposed Budget Amendments 1 2 3 4 5 Insurance Position Mgt.Comp. Sweeper Police SRO FY 2000-01 Rates Reclass Study Contract Grant FY 2000-01 Dept. Div. Proposed Change Change Change Change Change Revised Police Admin. 305,060 14 0 1,169 0 0 306,243 Operations 4,021,902 91 0 4,462 0 0 4,026,455 Support Services 2,162,228 63 0 1,894 0 68,169 2,232,354 Total 6,489,190 168 0 7,525 0 68,169 6,565,052 Library Administration 203,100 11 0 0 0 0 203,111 Readers'Services 753,993 80 0 0 0 0 754,073 Technical Services 332,064 24 0 2,547 0 0 334,635 Circulation 481,166 588 0 3,250 0 0 485,004 Total 1,770,323 703 0 5,797 0 0 1,776,823 Soc.Serv.&Comm.Evts. 119,060 0 0 0 0 0 119,060 Public Works Parks&Grounds 2,078,086 2,148 0 5,688 0 0 2,085,922 Administration 381,417 63 0 2,160 0 0 383,640 Sanitary Sewer 582,239 1,241 0 2,748 0 0 586,228 Storm Sewer 575,613 756 0 2,748 0 0 579,117 Street Maint. 1,105,613 8,457 0 5,648 6,847 0 1,126,565 Fleet Maint. 197,800 42 0 0 0 0 197,842 Property Mgt. 750,907 254 0 0 0 0 751,161 Water 4,224,178 (2) 0 7,900 0 0 4,232,076 Total 9,895,853 12,959 0 26,892 6,847 0 9,942,551 Community Development Administration 546,081 0 0 5,134 0 0 551,215 Building Inspection 886,129 0 0 4 0 0 886,133 Current Planning 386,947 0 0 3,690 0 0 390,637 LR Planning 421,574 0 0 4,020 0 0 425,594 Total 2,240,731 0 0 12,848 0 0 2,253,579 Engineering 1,153,243 0 0 0 0 0 1,153,243 Street Lights 400,000 0 0 0 0 0 400,000 Mayor&Council 113,028 31 0 0 0 0 113,059 City Administration 512,153 12 (965) 1,193 0 0 512,393 Human Resources 343,789 0 0 0 0 0 343,789 Network Services 712,578 311 0 4,198 0 0 717,087 Risk Management 408,062 0 0 0 0 0 408,062 Finance Administration 176,466 0 0 0 0 0 176,466 Financial Operation 690,784 989 0 1,261 0 0 693,034 Office Services 266,125 17 0 0 0 0 266,142 Records 160,287 21 0 0 0 0 160,308 Municipal Court 269,009 20 0 0 0 0 269,029 Total 1,562,671 1,047 0 1,261 0 0 1,564,979 Grand Total 25,720,681 15,231 (965) 59,714 6,847 68,169 25,869,677 CITY OF TIGARD Engineering Department Shaping A Better Community MEMORANDUM CITY OF TIGARD 13125 SW Hall Blvd Tigard,OR 97223 Phone(503)6394171 Fax(503)624-0752 TO: Planning Commission FROM: Agustin P. Duenas,P.E. City Engineer DATE: May 11, 2000 SUBJECT: Revisions to the FY 2000-01 Capital Improvement Program Attached are revised Appendices A(Street System Program) and D (Storm Drainage System Program). Please discard Appendix A and Appendix D included with my memorandum dated May 5, 2000 and substitute these revised appendices. The following are the changes from the previously submitted appendices: Street System Program(FY 2000-01) ■ Added undergrounding of utilities on the MSTIP 3 Project at Walnut and 121"Avenue. The County does not typically underground utilities, so the City will have to pay for placing the utilities underground. The funding will be in the amount of$150,000 from the Underground Utility Fund. Also created is $20,000 as contingency under that fund. ■ Increased the amount for the Kable Street Sidewalk from $20,000 to $32,000 from the State Gas Tax, and added $20,000 from the Underground Utility Fund for underground utility work at that street. Storm Drainage System Program(FY 2000-01) • Added the 1 18`h Court Storm Drainage Project to the committed project list in the amount of $20,000. We had originally expected this project to be completed this fiscal year. However, the project is only now in the process of being awarded and construction will extend into FY 2000- 01. We now anticipate that $20,000 will be needed as carry over funds to complete the project in FY 2000-01. ■ Increased the Walnut Street Storm Drainage Improvements from$120,000 to $160,000. This project was included in Appendix D, but inadvertently omitted in the memorandum narratives. While the narratives do not include all the projects listed in the appendices, most of the major ones are described. The following is the project description for the Walnut Street Storm Drainage project: "Upgrade the inadequate storm drainage system at the east end of the MSTIP 3 project at the Walnut Street/121st Avenue intersection and route'it easterly to an existing culvert crossing Walnut Street. This project includes upgrade of the outfall north of Walnut Street. The scope includes project design, any land acquisition and water quality facilities needed for the project, as well as any permits necessary to perform the entire scope of work." ■ Increased the Storm Drainage Major Maintenance amount from$55,000 to $80,000 to address several drainage repairs recently identified by Public Works for construction during FY 2000-01. ■ Increased the Storm Drainage Analysis for the Washington Square Plan Implementation from$10,000 to $14, 000 and deleted the operating reserve for the Storm Sewer Fund. Attachments c: Mayor and City Councilors William A. Monahan, City Manager Craig Prosser, Finance Director Ed Wegner,Public Works Director Jim Hendryx, Community Development Director Vannie T. Nguyen, CIP Division Manager Mike Miller, Utility Manager 1:\ENG\GUS\2000-01 CIMevisions to FY 2000-01 CIP Memorandum to Planning Commission Revisions to FY 2000-01 Capital Improvement Program Page 2 of 2 STREET SYSTEM PROGRAM PROJECT TIFGAS TAX CDBG'rrFunding County Funds Underground Utility Committed Projects 79th Avenue(Design and Right-of-Way) $65,000 Transportation System Plan Update Study $12,000 Gaarde Street(Design&Right-of-Way for Phases 1 and 2, Construction of Phase 1) $1,600,000 Burnham Street Reconstruction and Widening (Design and Right-of-Way Acquisition) $350,000 Walnut Street/Tiedeman Avenue Realignment $265,000 Total Committed Projects $2,215,000 $77,000 FY 2000-01 Committed Projects $2,215,000 $77,000 TIF Transit Reserve $220,000 Dartmouth Street Expansion (West of 72nd Avenue) $120,000 TIF Contingency $330,000 TIF Operating Reserve $461,500 Main Street Railroad Crossing $15,000 Lincoln Street Improvements (East Side) $30,000 $120,000 Embedded Crosswalk Lights $60,000 Pavement Major Maintenance Program $150,000 Traffic Calming Program $30,000 Kable Street Sidewalk $32,000 Undergrounding of electrical and other utilities on the MSTIP 3 Project at Walnut and 121 st Avenue $150,000 Underground Electrical Work at Kable Street $20,000 County Roadway Maintenance Projects $112,000 Underground Utility Contingency $20,000 Underground Utility Reserve $287,392 Totals for FY 2000-01 $3,346,500 $394,000 $120,000 $112,000 $477,392 FY 2000-01 CAPITAL IMPROVEMENT PROGRAM Revised Mav 11,2000 APPENDIX A Page A-1 STREET SYSTEM PROGRAM PROJECT TIF GAS TAX CDBG Funding County Funds Underground Utility FY 2001-02 TIF Transit Reserve $325,000 TIF Reserve for Projects $1,700,000 Tigard Street Bridge Replacement(Design) $80,000 Pavement Major Maintenance Program $210,000 Pedestrian Improvements $50,000 Traffic Calming Program $30,000 County Roadway Maintenance Projects $50,000 Gas Tax Contingency $30,000 Underground Utility Reserve for Future Projects $370,000 Totals for FY 2000-01 $2,025,000 $400,000 $370,000 FY 2002-03 TIF Transit Reserve $430,000 TIF Reserve for Projects $2,400,000 Traffic Studies $30,000 Pedestrian Improvements $50,000 Pavement Major Maintenance Program $260,000 Traffic Calming Program $30,000 County Roadway Maintenance Projects $50,000 Gas Tax Contingency $30,000 Underground Utility Reserve for Future Projects $450,000 Totals for FY 2002-03 $2,830,000 $400,000 $450,000 FY 2000-01 CAPI'T'AL IMPROVEMENT PROGRAM Reiiscd May 11. 2000 APPENDIX A Page A-2 STREET SYSI-,*I PROGRAM PROJECT TIF GAS TAX CDBG FundingCounty Funds Underground Utility FY 2003-04 TIF Transit Reserve $530,000 TIF Reserve for Projects $3,000,000 Pedestrian Improvements $50,000 Pavement Major Maintenance Program $290,000 Traffic Calming Program $30,000 County Roadway Maintenance Projects $50,000 Gas Tax Contingency $30,000 Underground Utility Reserve for Future Projects $530,000 Totals for FY 2003-04 $3,530,000 $400,000 $530,000 FY 2004-05 TIF Transit Reserve $620,000 TIF Reserve for Projects $3,500,000 Pedestrian Improvements $50,000 Pavement Major Maintenance Program $290,000 Traffic Calming Program $30,000 County Roadway Maintenance Projects $50,000 Gas Tax Contingency $30,000 Underground Utility Reserve for Future Projects $610,000 Totals for FY 2004-05 $4,120,000 $400,000 $610,000 FY 2000-01 CAPITAL IMPROVFMFNT PROGRAM Revised May 11,2000 APPENDIX A Page A-3 STREET SYS' LM PROGRAM PROJECT TIF GAS'TAX CDBG Funding County Funds Underground Utility FY 2005-06 TIF Transit Reserve $700,000 TIF Reserve for Projects $4,000,000 Traffic Studies $30,000 Pedestrian Improvements $50,000 Pavement Major Maintenance Program $260,000 Traffic Calming Program $30,000 Gas Tax Contingency $30,000 County Roadway Maintenance Projects $50,000 Underground Utility Reserve for Future Projects $690,000 Totals for FY 2005-06 $4,700,000 $400,000 $690,000 FY 2006-07 TIF Transit Reserve $770,000 TIF Reserve for Projects $4,500,000 Traffic Studies $30,000 Pedestrian Improvements $60,000 Pavement Major Maintenance Program $250,000 Traffic Calming Program $30,000 County Roadway Maintenance Projects $50,000 Gas Tax Contingency $30,000 Underground Utility Reserve for Future Projects $770,000 Totals for FY 2006-07 $5,270,000 $400,000 $770,000 FY 2000-01 CAPITAL IMPROVEMENT PROGRAM Revised Mav 11, 2000 APPENDIX A Page A-4 STORM DRAINAGE a i(STEM PROGRAM r PROJECT Storm Sewer Fund Water Quality Fund Committed Projects 118th Court Storm Drainage Project $20,000 118th Court Erosion Control $40,000 Washington Square Pretreatment $100,000 Summer Creek Wetland Restoration at 121st Avenue $260,000 Total Committed Projects $60,000 $360,000 FY 2000-01 Committed Projects $60,000 $360,000 Storm Drainage Major Maintenance Program $80,000 Kable Street(Hoodview Drive to 100th Avenue) $45,000 Summer Lake Improvements $350,000 Walnut Street Storm Drainage Improvements $160,000 Wetland Mitigation - Tiedeman Avenue at Fanno Creek and 130th Avenue at Summer Lake $10,000 Storm Drainage Analysis- Washington Square Plan Implementation Study $14,000 Contingency $40,000 $75,000 Total for FY 2000-01 CIP $399,000 $795,000 Operating Reserve $277,250 Reserve for Future Projects $36,750 Total Fund $399,000 $1,109,000 FY 2000-01 CAPITAL IMPROVEMENT PROGRAM Revised May 11, 2000 APPENDIX D Page D-I STORM DRAINAGE SYSTEM PROGRAM PROJECT Storm Sewer Fund Water Quality Fund FY 2001-02 Reserve for USA Master Plan $354,000 Reserve for Public Facility Plan Projects $60,000 Storm Drainage Major Maintenance $40,000 Totals for FY 2001-02 $100,000 $354,000 FY 2002-03 Reserve for USA Master Plan $394,000 Reserve for Public Facility Plan Projects $120,000 Storm Drainage Major Maintenance $40,000 Totals for FY 2002-03 $160,000 $394,000 FY 2003-04 Reserve for USA Master Plan $434,000 Reserve for Public Facility Plan Projects $180,000 Storm Drainage Major Maintenance $40,000 Totals for FY 2003-04 $220,000 $434,000 FY 2004-5 Reserve for USA Master Plan $474,000 Reserve for Public Facility Plan Projects $240,000 Storm Drainage Major Maintenance $40,000 Totals for FY 2004-05 $280,000 $474,000 FY 2000-01 CAPITAL IMPROVEMENT PROGRAM Revised May 11, 2000 APPENDIX D Page D-2 STORM DRAINAGE a YSTEM PROGRAM PROJECT Storm Sewer Fund Water Quality Fund FY 2005-06 Reserve for USA Master Plan $514,000 Reserve for Public Facility Plan Projects $300,000 Storm Drainage Major Maintenance $40,000 Totals for FY 2005-06 $340,000 $514,000 FY 2006-07 Reserve for USA Master Plan $554,000 Reserve for Public Facility Plan Projects $360,000 Storm Drainage Major Maintenance $40,000 Totals for FY 2006-07 $400,000 $554,000 FY 2000-01 CAPITAL, IMPROVEMENT PROGRAM Revised Mav 11, 2000 APPENDIX D Page D-3 MEMORANDUM TO: Members of the City of Tigard Budget Committee FROM: Craig Prosser, Finance Director RE: Request from Sue Beilke DATE: May 12, 2000 Please find attached a memo from Sue Beilke a member of Friends of Summer Creek and Citizens of Tigard Natural Resources Committee. Sue has been asked to represent the two groups in requesting that the City of Tigard create a natural resource (biologist/botanist) position. Sue will be attending the Budget Committee meeting on the evening of May 15, 2000 to address the committee. May 10, 2000 To members of the Tigard Budget Committee: I have been asked by many of the citizens of Tigard, local environmental groups and several agencies to spearhead an effort to have the city create a natural resource (biologistibotanist) position to be added to its staff. Why do we feel this is necessary? Events in the past several years have shed light on the fact that Tigard's natural resources are being neglected and severely impacted by development and other work. When planning occurs, quite often impacts to wildlife and habitat(e.g., migratory bird habitat) are not even taken into account because no one is coming to the meetings with the goal of protecting the resource. For example, I have been attending meetings for the transportation task force this past year, and when I asked people on the committee if they had taken into account how a particular road or trail might effect a wetland or wildlife, they did not have any idea nor was it even going to be addressed! Another example is the contentious meetings regarding the Summer Lake area and how to improve water quality. Again, I have been attending meetings and no one ever addresses the needs of the wildlife using the habitats there (migratory waterfowl and turtles, all protected by state and federal laws). Many of the people on this committee have expressed to me the need for a biologist to be part of the planning process, to help ease the burden of staff from the city, local agencies such as Unified Sewerage Agency, and state and federal agencies who often do not have adequate staffing to attend the many meetings, etc. that are part of the planning process. Our vision for the natural resource position would be a person with a good plant, fish and wildlife background who would be involved in all aspects related to the protection of Tigard's natural resources, attending planning meetings, etc., conducting plant and wildlife inventories which have been severely neglected, educating citizens and conducting workshops, tours, etc. about our natural resources, and other duties. I attempted to contact other cities about their natural resource position's salary range, etc., but was unable to get that information at the present time, but I believe the salary range for someone working fulltime could be in the $25-35,000 range based on background and experience. Please consider this request and realize that we, the citizens of Tigard, are not happy with the current state of affairs and want a natural resource specialist working for us and with us as soon as possible to help protect our natural resources now and for future generations. We would like to see funds dedicated to this position for the new budget that is currently being worked on. I would be willing to assist in any aspect of creating this position, having lived in Tigard for the past ten years and having worked as a wildlife biologist in the Pacific Northwest for the past 14 years. Thank you very much for your time and consideration in this matter. Sincerely, Sue Beilke, Member of Friends of Summer Creek and Citizens of Tigard Natural Resources Committee