05/06/2002 - Packet Tigard Budget Committee 2002
(Note: Items not completed at scheduled meeting will be held over to following meeting.)
May 6, 2002
6:30 p.m.
Water Building Auditorium
8777 SW Burnham
• Election of Officers
• Approval of Minutes
• Vision Statement
• Council Goals
• Budget Message
Major issues
Summary of proposal
• Budget Hearing Format
11 Schedule
• Length of meetings
• Department Presentations
13 Public Comment
• Discussion of Department Budgets
• Social Services & Community Events
• Mayor & Council
• City Administration
♦ City Management
♦ Human Resources
♦ Risk Management
♦ Network Services
• City Attorney
• Public Comment
• Recess Meeting until May 13, 2002
May 6, 2002
Sign In Sheet
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CityTigardof
Oregon Local Budget Law
1 ORS 294 . 305 to 294. 565
1 Sets minimum requirements
1 Establishes basic process & responsibilities
1 Establishes Budget Committee
Members of the governing body plus
An equal number of citizens appointed by the
governing body
1 Each member has equal vote
Oregon Local Budget Law
(cont'd)
1 Budget Officer (City Manager)
Reviews expenditure patterns and needs
1 Estimates revenues
1 Develops Proposed Budget
1 Presents Proposed Budget to Budget
Committee
Notice is published
Oregon Local Budget Law
(cont'd)
1 Budget Committee
1 Reviews budget
1 Takes public comment
1 Makes changes as necessary or appropriate
Approves budget
1 Approves property tax amount or rate
Sends Approved Budget to City Council for
adoption
Oregon Local Budget Law
(cont'd)
1 Budget summary and notice of budget
hearing published
1 City Council
1 Holds budget hearing
1 May modify Approved Budget, as Iona as
changes do not exceed 10% of a fund's
appropriation
1 Adopts budget
Oregon Local Budget Law
(cont'd)
1 Budget takes effect on July 1
1 May be amended throughout fiscal year
as needed by City Council resolution
1 Major changes require a Supplemental
Budget
What is a Budget?
1 Accounting document
1 Operational guide
1 Policy document
1 Communications tool
Budget as an Accounting'
Document
1 Measures and controls expenditures
1 Tracks revenues
1 Establishes budget comparison in
accounting system
Budget as an Operational
Guide
1 Identifies work programs for departments
1 Establishes departmental goals
Budget as a Policy
Document
1 Review of City operations and processes
1 Review of community needs
1 Review of resources
1 Makes choices and sets priorities
Budget as a
Communications Tool
1 Explains
Demands
1 Needs
Constraints
1 Resources
Opportunities
1 Communicates
1 Choices made
Direction in which the City is headed
Budget Structure --
Appropriations
1 Legally established expenditure limits
( Not-To- Exceed -Amount)
1 Established by Fund
Budget Structure --
Appropriations cconVd,
1 Can be established at different levels
Program
Department
Department/Category
Line item
1 Tigard appropriations are at the Program
level
Budget Structure -- '
Document
1 Budget Summary
1 Revenue Analysis
1 Program Summaries
Community Services
Public Works
1 Development Services
1 Policy and Administration
General Government
Budget Structure --
Document (cont'd)
r
1 Capital Improvements
1 Debt Service
1 Fund Summaries
1 General Information
1 Appendix
FY 2002-03 Budget Review
Social Services and Community Events
Budget Pages: 89
Budget Highlights:
• Budget includes $10,000 formerly budgeted in Community Development, Building Division for
emergency housing assistance in cases of unsafe housing.
• Budget Committee Policy sets a target for Social Services and Community Events grants of
0.5% of the prior year's operating budget. IN FY 2002-03, the target is $128,800. The FY
2002-03 budget includes$126,200 for these grants.
• In FY 2001-02, the City budgeted $120,450 for Social Services and Community Events
grants. During the year, the Council added $8,000 to pay for increased SDC fees for the
Village at Washington Square, a low-income housing project being developed by Community
Partners for affordable housing.
• Council directed that$10,000 be included in the budget as a set aside for affordable housing.
This needs to be added to this program.
Budget Summary
FY 2000-01 FY 2001-02 FY 2002-03 % Change from
Actual Adopted Proposed Adopted
FTE 0.00 0.00 0.00 0.00%
Personal
Services $0 $0 $0 0.00%
M aterials
& Services 113,060 128,450 136,200 6.03%
Capital
Outlay 0 0 0 0.00%
Total $113,060 $128,450 $136,200 6.03%
CITY OF TIGARD
Community Development
Sbaping A Better Community
MEMORANDUM
CITY OF TIGARD
TO: Craig Prosser
FROM: Jim Hendryx
DATE: 5/6/02
SUBJECT: Affordable Housing Strategies
At its February 19th workshop meeting, Council considered a short list of new strategies to
encourage affordable housing development within the community (see meeting minutes attached).
In the case of two of the proposed strategies, Council decided to defer action until these items
could be considered relative to other City priorities during the annual budget process.
The two strategies included: (1.) creating a set-aside fund to offset fees and charges on affordable
housing development, and (2.) maintaining the City's membership in the county-wide Housing
Advocacy Group (HAG) by identifying funds to cover the City membership rate of$500.
At Council's direction, it is recommended that consideration of a $10,000 set-aside within the
budget to offset fees and charges on affordable housing construction, and (2.) consider allocating
$500 in dues for HAG membership.
If added to the budget, we should work together to develop criteria for possible standards to
consider with such requests to offset fees and charges. The criteria could include some or all of
the following:
1. The proposed project must be owned and managed by an organization incorporated as a
private, non-profit 501(c) organization.
2. The proposed project must be consistent with City housing policies and applicable planning and
zoning requirements.
3. Only the portion of the project affordable to families earning at or below 50% of median income
is eligible for City funds. (The reason for this criterion is that the 50% and below group is the
hardest population to serve and Metro housing production goals are set in terms of this
population. Affordability is defined as monthly rent plus utility costs that does not exceed 30%
of the household's monthly gross income.)
4. The organization guarantees that the housing produced will remain affordable for the life of the
structure(s).
5. The organization guarantees that the project will be enrolled in the City Enhanced Safety
Program (ESP) and maintain ESP certification for the lives of the structure(s) and of the ESP
program.
6. Available funds will be awarded on a first come, first served basis.
7. Council review and approval of each separate award will be required.
8. The time limit on the use of the funds is two years. (It is anticipated that an organization would
desire to request the obligation of City funds at the beginning of the housing development
process. This would allow the organization to include the contribution in the financial plan for
its project and, most important, to demonstrate local support should the organization apply for
state or federal housing development funds as part of its financial plan. The City dollars would
be used at the time of the building permit. Two years is a reasonable timeline for readiness to
use the dollars.)
6. DISCUSSION OF THE CITY'S AFFORDABLE HOUSING POLICY
Associate Planner Roberts presented the staff report on this item. The staff report is
on file with the City Recorder as is a copy of the chart Mr. Roberts referred to
during his presentation.
Council determined they would delay a decision on whether or not to fund the
Countywide Housing Advocacy Group until after the Finance Director has an
opportunity to review.
There was discussion about allowing affordable housing requests to come in at other
times during the year than just during the budget cycle and to separate affordable
housing from other social service requests.
Sydney Sherwood advised that the County Advisory Board is may purchase Bonita
Villa and possibly partner with Community Partners for Affordable Housing.
With regard to setting a benchmark — a numeric housing production goal — some
Council members indicated that "100" could be an acceptable number; however, it
was noted that a benchmark would serve more as a political statement showing
others that the City is taking affordable housing matters seriously, but it does not
really matter whether there is a stated benchmark or not.
This agenda item will be dealt with during the budget process.
7. COUNCIL LIAISON REPORTS
Mayor Griffith has been selected as the Metro Policy Advisory Committee alternate
for Washington County.
8. NON-AGENDA ITEMS: None
9. EXECUTIVE SESSION: Canceled
10. ADJOURNMENT: 8:45 p.m.
Catherine Wheatley, City Record
Attest:
ly o iit/y f igard
Date: ; ( 'Q3,, aL)(2
I:\ADM\CATHY\CCA\020219.DOC
COUNCIL MEETING MINUTES — February 19, 2002 page 4
TIGARD RECREATION ASSOCIATION
P.O. Box 230854
TIGAM, OR 97281
503.524.8794
April 16, 2002
Mayor Jim Griffith and the Tigard City Council
City of Tigard
13125 SW Hall Blvd.
Tigard,OR 97223
Dear Mayor Griffith and City Councilors,
Thank you for the opportunity to provide you with more information about Tigard Recreation Association(TRA).
TRA submitted two requests for funding as part of the City's Social Services and Community Events Grants program. Our
Social Service grant request was in the amount of$734. The requested funds would be used to underwrite the cost Tiny Tykes
Indoor Play park membership and cab fare to and from the play park for Good Neighbor resident families and their children
ages 0-4 years old. Our Community Event request was in the amount of$894. These funds would be used to underwrite the
cost of our summer"Children's concert in the park" series. This letter focuses on the information requested in conjunction
with our Community Events grant request.
During your initial review,the City Council requested more information from TRA regarding how many members we have,
how much is the City currently paying in in-kind services to support or assist TRA programs,and what options TRA has to
City funding.This letter provides the additional information requested.Furthermore, in response to the City Council's
suggestion that TRA join the Mayor's Youth Forum,TRA has requested information on the Youth Forum.
HISTORICAL SUMMARY
TRA formed in 1990 when a group of Tigard area parents approached the City of Tigard for assistance in establishing an
indoor play park program.With financial support of the City of Tigard,in 1991 the indoor play park program was established
as an ongoing program of the Tigard Library Educational Services Department. In 1994, TRA became an independent
nonprofit organization. At that time,the indoor play park's affiliation with the City of Tigard ended and Tiny Tykes became a
program of TRA. TRNs mission is to provide affordable recreational and educational programs for the children of our
community. To this end, TRA's programs have expanded in the past years to include dance and music. There are over 130
member families from Tigard,Tualatin, Sherwood, Beaverton and SW Portland currently enrolled in one or more TRA
programs. Additionally, TRA has hosted or helped to coordinate several events that are open to the public including the 1999
Tigard Daze Parade, Halloween and Holiday parties for young children, and summer concerts for children.
PROGRAM OVERVIEW
Tiny Tykes Indoor Play Park provides age-appropriate activities and toys for children 0-4 years old. Tiny Tykes is open
Monday through Friday,9:30am to 11:30 am, September through May. We are closed for major holidays. This parent
cooperative program is managed by a volunteer park coordinator. Parents are required to assist with the daily set up of the
play and stay with their children during their visit. At present, all of Tiny Tykes funding comes from family memberships.
These memberships are per a four-month term and range in cost from$50 to$125, depending on the number of volunteer
commitments the families wish to undertake. TRA currently leases gym space from the Tigard United Methodist Church.
TRA's Dance Program, established in 1995, offers low cost dance classes for boys and girls, ages four to adult. The program
offers classes in tap, ballet,jazz and hip-hop dance. Classes are progressive and build upon each other toward a community
recital each Spring. TRA leases space from the Tigard Grange Hall for the dance program. The dance program is funded by
student enrollment fees which are$140 for 30 weeks of instruction.
TRA's Music Program, established in 1999, is designed as an early introduction to music for young children ages 15 months
to 5 years. The program offers fast-paced, interactive classes for children and their parents. Singing, listening, instrument
playing and dancing are all part of each class. These popular classes are funded by enrollment fees of$40 per child or$60 per
family depending on the class in which they enroll. The classes are offered in separate eight week sessions and are taught by a
local children's music educator and entertainer, Mr. Bob. The TRA music program is housed at the Tigard United Methodist
Church
To further meet the mission of providing affordable recreational and educational programs to the community, TRA began
hosting the free"Children's Concert in the Park" summer concert series in 1999 as a part of its on-going,weekly summer
play dates in the local parks. For the past three years, this monthly program was funded by music program and Tiny Tykes
memberships. However, much like other organizations and businesses, TRA experienced a drop in enrollment rates for the
music program and indoor play park this past Fall and Winter due to the negative economic factors that have affected our
region. The drop in revenue has made it challenging for TRA to meet its current fiscal responsibilities. Consequently,there are
no extra program funds with which TRA can fund the summer concert program on its own this year.
FUNDING REQUEST
In TRA's Community Event grant request,we requested full funding for the summer concert in the amount of$800 plus the
waiver of park use fees. However,we are greatly appreciative of any assistance, monetary or in-kind,the City is willing to
provide us. Additionally, we are researching options for supporting the concert series in absence of support from the City of
Tigard. These options include reducing the series from two concerts to one for this year, seeking co-sponsorships with other
organizations in the community and possible donation of services by musicians. Simultaneous to this work, we are already
working on our strategies for Fall 2002 so that we can return to or exceed our membership numbers and music program
enrollments to pre-Fall 2001 levels.
In closing, I hope the information provided in this letter sufficiently addresses your initial questions regarding Tigard
Recreation Association and its recent Community Events grant request. Members of the TRA Board of Directors would be
pleased to appear before the City Budget Committee to further explain our request or answer additional questions you may
have. I can be reached at 503.692.8510 to make these arrangements.
Respectfully submitted
i
Tigard Recreation As�oefation
C,5t4ia Hillier
Pre'sident
TIGARD RECREATION ASSOCIATION
P.O. Box 230854
TIGARD, OR 97281
503.524.8794
February 8, 2002
Mr. Craig Prosser
Finance Director
City of Tigard
13125 SW Hall Blvd
Tigard, OR 97223
Dear Mr. Prosser,
Tigard Recreation Association("TRA")respectfully submits the enclosed City of Tigard Community
Event grant application for TRA's annual summer children's music concert series entitled"Children's
Concert at the Park."In this application,we have requested a total of$894 in cash and in-kind services to
underwrite the costs associated with this event.
TRA's"Children's Concerts at the Park"bring families of young children together for a morning of music
and fun. This series,which is free to the public, fosters a strong sense of community in Tigard by offering
families a chance to get to know each other while experiencing two beautiful, family-friendly parks in
Tigard.
TRA is a non-profit,volunteer-run organization dedicated to providing affordable educational and
recreational programs to our community through Tiny Tykes(our indoor play park), music and dance
programs. We appreciate any assistance the City of Tigard can provide us in fulfilling our organizational
mission.
Sincerely,
T d Recreation Association
is Hillier
Pr dent
Enclosures
Community Events Grant Application
FY 2000-01 Actual Expenses
FY 2001-02 Adopted Budget
FY 2002-03 Proposed Budget
2001-02 Financial Statements
Articles of Incorporation
501(c)(3) status
Organization Bylaws
TRA program information
City of Tigard, Oregon
13125 SW Hall Blvd
Tigard, Oregon 97223
503-639-4171
FY 2002-03
Community Events Funding Request
Event Name: Tigard Recreation Association "Children's Concerts at the Park"
Address: Tigard Recreation Association
P.O.Box 230854
Tigard,OR 97281
Contact Name: Cynthia(Cyndy)Hillier,President
Telephone No: 503.692.85 10 home
503.524.8794 TRA general message number
1. Request Cash $800.00
In-Kind Services $94.00
Total Request $894.00
2. Purpose of Funding Request
The grant funding requested will underwrite the costs associated with the Tigard Recreation Association("TRA")"Children's Concerts
t the Park."TRA's"Children's Concerts at the Park"bring families of young children together for a morning of music and fun. This
rogram fosters a strong sense of community in Tigard by offering families a chance to get to know each other while experiencing two
of Tigard's beautiful,family-friendly parks. In the past,this concert series has garnered an attendance of up to 200 parents and children
per concert.TRA will host one, one hour concert per month during the months of July and August 2002,and June 2003. Two concerts
will be held at Cook Park and one will be held at Summerlake Park.
Previously,the costs associated with this concert series have been paid for by TRA membership dues. However,TRA is facing a
dramatic increase in facility rent for 2002-2003. To increase membership fees to keep revenues in line with expenses will create
hardships for member families and will also conflict with the mission of TRA to provide affordable educational and recreational
programs. Consequently,TRA will not be able to continue the summer music program without outside assistance. We believe the
children's concert series is a valuable program for the Tigard community and thus the reason we seek funding for this event through the
City of Tigard Community Event grant program.
3. Budget detail for FY 2002-03 Requested Funding
Cash Budget In-Kirin Services in the way of waiver of park usage fees
Performance Fee $300.00 Cook Park usage fee $66.00
@$100 per performance Ca,$33 per use
Advertising $50.00 Summerlake Park usage fee $8.00
Flyers, small ads,
Refreshments and decorations $300.00 Processing fees 520.00
(c,,S100 per concert
Insurance $150.00
@,$50 per concert
Total Cash request $800.00 Total In-Kind services 594.00
TIGARD RECREATION ASSOCIATION
Income Statement
10/1/2000 to 9/30/2001
CHAOS Dance Fundraising Music Tiny Tykes Overhead Total
Income
Halloween Party 312.00 312.00
Donations 151.24 234.60 385.84
Dance Recital Videos 983.00 983.00
Tuition Refunds (128.00) (40.00) (60.00) (10.42) (238.42)
Tuition 18,851.0Ci 2,397.00 9,836.00 31,084.00
CHAOS 5,544.00 5,544.00
Interest Income 85.63 85.63
Total Revenue 5,544.00 19,857.24 546.60 2,357.00 9,776.00 75.21 38,156.05
Expenses
Administrative 201.20 201.20
Advertising 38.64 259.79 298.43
Bank Charges 4.00 4.00 18.00 26.00
Contracted Personnel 12:,494.00 1,784.00 1,950.75 21,772.75
Copies 5.84 43.88 13.00 62.72
Cleaning Supplies 64,09 64.09
Craft Supplies 218.13 218.13
Dance Recital 2,072.75 2,072.75
Dance Recital Video 907.11 907.11
Equipment 40.22 257.96 298.18
Children's Resale 224.18 224.18
Halloween Party 113.02 113.02
Fundraising-Other 60.35 60.35
Insurance 1,758.00 1,758.00
PO Box Rental 22.50 22.50
Postage 3.30 17.34 3.30 100.08 124.02
Rent 1,832.00 72.00 1,800.00 55.00 3,759.00
Supplies 650.61 10.85 424.50 297.39 1,383.35
Toys 402.50 865.41 1,267.91
Telephone 55.51,; 55.55 497.08 608.18
Misc Tax&Licenses 116.00 116.00
Donations&Contributions 50.00 50.00 100.00
Total Expenses - 18,075.16 397.55 2,330.91 5,708.12 3,402.13 35,457.87
Net Ordinary Income 5,544.00 1,782.08 149.05 26.09 4,067.88 (3,326.92) 2,698.18
Other Expenses
Misc Other 15.00 100.00 115.00
Net Income 5,544.00 1,782.08 149.05 26.09 4,052.88 (3,426.92) 2,583.18
TIGARD RECREATIO _-CIATION
Adopted Budget and YTD .,,ume Statement
10/1/2001 to 9/30/2002
As of 1/31/02
Dance Fundraisers Summer Concerts Music Tiny Tykes Overhead Total
Budget YTD Budget YTD Budget YTD Budget YTD Budget YTD Budget YTD Budget YTD
Income
Donations 100.00 29.00 100.00 29.00
Grant-City of Tigard' 587.00 587.00 -
Interest Income 25.00 14.83 25.00 14.83 1
Tuition/Membership dues 12,106.00 7,329.00 1,075.00 275.00 9,000.00 3,287.00 22,181.00 10,891.00
Total Revenue 12,106.00 7,329.00 100.00 29.00 587.00 - 1,075.00 275.00 9,000.00 3,287.00 25.00 14.83 22,893.00 10,934 83
Expenses
Administrative 200.00 61.00 200.00 61.00
Advertising/Newsletter 36.00 185.00 85.00 770.00 312.90 360.00 360.30 1,351.00 758.20
Bank Charges 4.00 50.00 50.00 4.00
Contracted Personnel 2,240.00 1,120.00 200.00 100.00 200.00 600.00 200.00 3,240.00 1,420.00
Copies 50.00 27.40 45.00 12.95 100.00 140.85 20.00 101.33 215.00 282.53
Cleaning Supplies 40.00 40.00 -
Craft Supplies 100.00 50.52 100.00 50.52 j
Dance Recital 1,200.00 1,200.00 -
Equipment 400.00 398.00 620.00 297.00 1,020.00 695,00
Children's Resale
Party Supplies/Refreshments 100.00 200.00 200.00 500.00 -
Fundraising-Other 100.00 46.28 100.00 46.28
Insurance 100.00 1,933.80 2,033.80
PO Box Rental ( 45.00 45.00 -
Postage 50.00 14.68 50.00 14.68
Rent 1,440.00 1,005.00 33.00 51.00 240.00 80.00 4,400.00 2,715.00 - 20.00 6,164.00 3,820.00
Supplies 25000 4 96 120.00 195.16 350.00 241.96 720.00 442.08
Toys 50.00 50.00 -
Telephone - 600,00 250.78 600.00 250.78
Misc Tax&Licenses 116.00 20.00 116.00 20.00
Labor&Wages 3,840.00 1,248.00 2,030.00 538.00 5,870.00 1,786.00 i
Payroll Taxes 293.76 131.04 155.30 56.51 449.06 187.55
Payroll Service 600.00 600.00 -
Workers Comp Insurance 537.00 534.93 537.00 534.93 i
Donations&Contributions 100.00 100.00
Total Expenses 9,713.76 3,938.40 433.00 146.28 587,00 1,070.00 377.95 8,585.30 4,305.94 4,861.80 1,704.98 25,250.86 10,473.55
Net Ordinary Income 2,392.24 3,390.60 ! (333.00) (117.28) - 5.00 (102.95) 414.70 (1,018.94) (4,836.80) (1,690.15)i (2,357.86) 461.28
Other Expenses
Misc Other 15.00 100.00 100.00 15.00
Net Income 2,392 24 3,390.60 (333.00) (117.28) �_ 5.00 (102.95) 414.70 (1,033.94) (4,936.80) (1,690.15) (2,457.86) 446.28 j
1. Pending
TIGARD RECREATION ASSOCIATION
Proposed Budget
2002-2003
Summer
Dance Fundraisers Concerts_ Music Tiny Tykes Overhead Total
02-03 02-03 02-03 02-03 02-03 02-03 02-03
Income
Donations105 - - - 105
Grant-City of Tigard' - 307 - 736 - 1,043
Interest Income - - 26 26
Tuition/Membership dues 13,317 - - 2,150 15,750 - 31,217
Total Revenue 13,317 105 307 2,150 16,486 26 32,391
Expenses
Administrative - - - - - 210 210
Advertising/Newsletter 14 194 809 378 1,395
Bank Charges - - - - - 53 53
Contracted Personnel 2,352 220 100 630 - - 3,302
Copies 53 - - 47 105 21 226
Cleaning Supplies - - 42 42
Craft Supplies - - - 105 105
Dance Recital 1,260 - 1,260
Equipment 420 651 1,071
Children's Resale - - - - -
Party Supplies/Refreshments 215 100 210 525
Fundraising-Other 105 - - - - 105
Insurance - 50 - 2,030 2,080
PO Box Rental 47 47
Postage - - - 53 53
Rent 1,512 j 43 480 8,800 - 10,835
Supplies 263 - 126 368 757
Toys - - 53 - 53
Telephone 630 630
Misc Tax& Licenses - - - 122 122
Labor&Wages 4,032 - 2,132 - 6,164
Payroll Taxes 308 - 163 - 471
Payroll Service - - 630 630
Workers Comp Insurance - 564 564
Donations&Contributions - - - - - -
Total Expenses 10,200 540 307 11351 13,196 5,106 30,700
Net Ordinary Income 3,117 (435) - 799 3,290 (5,080) 1,691
Other Expenses
Misc Other2 486 486
Net Income 3,117 (435 _ - 799 2,804 (5,080) 1,205
1. Pending
2. Cab fare vouchers for Good Neighbor Center Resident Families
FILED
RESTATED NONPROFIT N Q V 0 7 2001
DREARTICLES OF INCORPORATION ;=CRE7ARY pTARP ON
F s5'AT-,
OF
TIGARD RECREATION ASSOCIATION
ARTICLE I.
Name
The name of this corporation is Tigard Recreation Association (the "Corporation") and its
duration shall be perpetual.
ARTICLE II.
Type of Nonprofit Corporation
This Corporation is a public benefit corporation.
ARTICLE III.
Purposes and Powers
1. The Corporation is organized exclusively for charitable purposes within the
meaning of Section 501(c)(3) of the Internal Revenue Code of 1986 and as the same may hereafter
be amended (the "Code"), including the making of distributions directly in support of such purposes
or the making of distributions to organizations that qualify as exempt organizations under Section
501(c)(3) of the Code. References to sections of the Code shall be construed to include
corresponding sections of any future federal tax code.
2. The Corporation may engage in any lawful activity, none of which is for profit, for
,which corporations may be organized under the Oregon 'Nonprofit Corporations Act (the "Act"),
and as the same may be hereafter amended. The Corporation shall neither have nor exercise any
power, nor shall it engage directly or indirectly in, any activity that will invalidate its status as a
corporation which is exempt from federal income taxation as an organization described in Section
501(c)(3) of the Code or as a corporation contributions to which are deductible under Section
170(c)(2) of the Code.
3. The Corporation shall have no capital stock and no part of the net earnings of the
Corporation shall inure to the benefit of, or be distributed to, its officers, directors or other private
persons; provided, however, the Corporation shall be authorized and empowered to pay reasonable
compensation for services rendered and to make payments and distributions in furtherance of the
purposes as previously set forth. No substantial part of the activities of the Corporation shall be the
carrying on of propaganda. or otherwise attempting to influence legislation, and the Corporation
shall not participate in, or intervene in (including the publishing or distribution of statements) an-y
1 - ARTICLES OF INCORPORATION 1-:\5\50062\81422\1'igard Rec AssnWOI Restated.doc
.,,ARTICLE VIII.
Limitation of Liability
The personal liability to the Corporation or any Director or uncompensated Officer for
monetary damages for that person's conduct as a Director or Officer is hereby eliminated; provided,
however, that such Director or Officer shall remain liable for any breach of such Director's or
Officer's duty of loyalty to the Corporation. acts or omissions by such Director or Officer which are
not in good faith or which involve intentional misconduct or knowing violations of law, unlawful
distributions, transactions from which the Director or Officer derived an improper personal benefit,
and any act or omission in violation of ORS 65.361 to 65.367, as in effect on the date of these
Articles.
ARTICLE IX.
Indemnification
1. Pursuant to ORS 65.387 to 65.414, the Corporation shall indemnify, to the fullest
extent provided in the Act, any Director or Officer who was or is a Party or is threatened to be made
a Party to any Proceeding (other than an action by or in the right of the Corporation) by reason of or
arising from the fact that such person is or was a Director or Officer of the Corporation. The
determination and authorization of indemnification shall be made as provided in the Act.
2. The Corporation may pay for or reimburse the reasonable Expenses incurred by a
Director or Officer who is a Party to a Proceeding in advance of final disposition of the Proceeding
as provided in the Act.
3. At the discretion of the Board of Directors, the Corporation may purchase and
maintain insurance on behalf of any person who is or was a Director or Officer of the Corporation
against any Liability asserted against such person and incurred by such person in any such capacity,
or arising out of such person's status as such. whether or not the Corporation would have the power
to indemnify such person against such Liability underthe provisions of this Article.
4. The indemnification referred to in the various .sections of this article shall be
deemed to be in addition to and not in lieu of any other rights to which those indemnified Inav be
entitled under any statute, rule of law or equity, provision of the Articles of Incorporation,
agreement, vote of the Board of Directors or otherwise.
5. The terms used in this article shall have the same meanings <-,iven them in ORS
65.387 to 65.414.
3 - ARTICLES OF TNCORPORA TION 1-:v5v50062v81422vTieard Rec AssnA01 Restaied.doc
INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY
P. O. BOX 2508
CINCINNATI, OH 45201
Employer Identification Number:
Date: �� imp 93-1156147
DLN:
17053125748021
TIGARD RECREATION ASSOCIATION Contact Person:
PO BOX 230854 GREGORY K OLWINE ID# 31382
TIGARD, OR 97281 Contact Telephone Number:
(877) 829-5500
Our Letter Dated:
February 1996
Addendum Applies :
No
Dear Applicant:
_ This modifies our letter of the above date in which we stated that you
would be treated as an organization that is not a private foundation until the:
expiration of your advance ruling period.
Your exempt status under section 501 (a) of the Internal Revenue Code as an
organization described in section 501(c) (3) is still in effect. Based ,on the
information you submitted, we have determined that you are not a private
foundation within the meaning of section 509(a) of the Code because you are all
organization of the type described in section 509 (a) (2) .
Grantors and contributors may rely on this determination unless the
Internal Revenue Service publishes notice to the contrary. However, if you
lose your section 509(a) (2) status, a grantor or contributor may not rely on
this determination if he or she was in part responsible for, or was aware of,
the act or failure to act, or the substantial or material change on the part of
the organization that resulted in your loss of such status, or if he or she
acquired knowledge that the Internal Revenue Service had given notice that yoi
would no longer be classified as a section 509(a) (2) organization.
You are required to make your annual information return, Form 990 or
Form 990-EZ, available for public inspection for three years after the later
of the due date of the return or the date the return is filed_ You are also
required to make available for public inspection your exemption application,
any supporting documents, and your exemption letter. Copies of these
documents are also required to be provided to any individual upon written or In
person request without charge other than reasonable fees for copying and
postage. You may fulfill this requirement by placing these documents on the
Internet. Penalties may be imposed for failure to comply with these
requirements. Additional information is available in Publication 557,
Tax-Exempt Status for Your Organization, or you may call our toll free
number shown above.
If we have indicated in the heading of this letter that an addendum
applies, the addendum enclosed is an integral part of this letter.
Letter 1050 (DO/CG)
RESTATED BYLAWS
OF
TIGARD RECREATION ASSOCIATION
DECEMBER 2001
ARTICLE VIII. INDEMNIFICATION 7
Section 1. Directors and Officers 7
Section 2. Advance of Expenses 7
Section 3. Insurance 7
Section 4. Purpose and Exclusivity 7
Section 5. Definitions 7
ARTICLE D(. COMMITTEES OF THE BOARD 8
Section 1. Committees of the Board 8
Section 2. Executive Committee 8
Section 3. Committees other than Committees of the Board 8
Section 4. Finance Committee 9
Section 5. Corporate Policies and Procedures Committee 9
Section 6. Legal and Risk Management Committee 10
Section 7. Programs Committee (Including Tiny Tykes, Music, 10
Dance
Section 8. Technology Committee 10
Section 9. Public Relations & Newsletter Committee 11
Section 10. Special Events Committee 11
Section 11. Ad Hoc Committees 11
Section 12. Action by Committees 11
U
Section 2. Number
The Board shall consist of at least three but not more than nine Directors. The
exact number shall be fixed from time to time by resolution of the Board; provided, however,
no decrease in the number of Directors shall have the effect of shortening the term of any
incumbent Director.
Section 3. Terms of Office and Election of Directors
a. Except for the initial adjustments of shorter terms needed in order to create
staggered terms, the term of office for Directors shall be two years. The Board shall make
provisions to stagger the terms of Directors so that each year the terms of as close as possible to
one-half of the Directors shall expire. A Director may be reelected without limitation on the
number of terms she or he may serve. The Board shall elect its own members, except that a
Director shall not vote on that member's own position.
b. All Directors shall serve at the pleasure of the Board.
Section 4. Election Procedure
At each annual meeting of the Board, the successors to the Directors whose
terms expire that year shall be elected.
Section 5. Annual Meeting
The Board shall hold meetings at least six times each calendar year, or more
often as necessary. The Board shall, by its own resolution, designate such dates, times and
places as it may choose for such meetings; provided, however, the annual meeting of the Board
shall be held no later than the 15th of January of each calendar year.
Section 6. Special Meetings
Special meetings of the Board may be called by the President and must be called
by the President upon the written request of at least two Directors. Notice of a special meeting
of the Board shall be mailed, hand-delivered or given verbally to each Director not less than
seven days prior to the meeting. The notification shall include the date, time, place and agenda
of the special meeting.
Section 7. Waiver of Notice
A Director may at any time waive any notice required by the Act, the Articles of
Incorporation or these Bylaws. Except as otherwise provided herein, such waiver must be in
writing, signed by the Director entitled to notice, specify the meeting for which notice is
waived and be filed with the corporate records. A waiver of notice, whether before or after the
time stated therein, shall be equivalent to the giving of such notice.
The attendance of a Director at a meeting shall constitute a waiver of notice of
such meeting, except where a Director attends a meeting for the express purpose of objecting to
the transaction of any business because the meeting is not lawfully called or convened.
File Name: Bylams_2001.doc 2
Revised: December 18,2001
Section 14. Action By Directors Without A Meeting
Any action required to be taken at a meeting of the Directors of this Corporation,
or any other action which may be taken at a meeting of the Directors, may be taken without a
meeting if a consent in writing setting forth the actions so taken shall be signed by all the
Directors entitled to vote with respect to the subject matter thereof. Such consent shall have the
same effect and force as a unanimous vote of said Directors.
Section 15. Meeting by Telecommunication
Any regular or special meeting of the Board of Directors may be held by
telephone or telecommunications in which all Directors participating may hear each other.
ARTICLE IV.
OFFICERS
Section 1. Officers
The Officers of the Corporation shall be a President, a Vice President, a Secretary
and a Treasurer. The Board at its annual meeting from among the Directors shall elect each
Officer. Each Officer shall serve for a term of one year, and as Board member for two years.
Officers shall assume their respective duties immediately upon election.
Section 2. Duties of Officers
a. President - The President shall preside over all meetings of the Board and
shall discharge such other duties as may be prescribed from time to time by the Board. The
President shall designate the members and Officers of each standing committee and each other
committee created by the Board from time to time.
b. Vice President - The duties of the Vice President shall be to assist the
President. In the absence of the President, the Vice President shall preside.
c. Secretary - The Secretary shall keep or cause to be kept the minutes of the
meetings of the Board and of any standing or temporary committees thereof; shall be
responsible for the timely preparation and delivery of all notices to be given in accordance with
the provisions of these Bylaws, the Articles of Incorporation or as required by the Act; shall be
custodian of the corporate records and the seal of the Corporation (if any) and shall be
responsible for authenticating the records of the Corporation as duly authorized or required by
the Act; and shall perform such other duties as may be prescribed from time to time by the
Board.
d. Treasurer - The Treasurer shall be the legal custodian of all the corporate
funds and securities. The Treasurer shall perform, or cause to be performed, the following
duties, (a) keeping of full and accurate accounts of all financial records of the corporation; (b)
deposit of all monies and other valuable effects in the name and to the credit of the corporation
in such depositories as may be designated by the Board of Directors; (c) disbursement of all
funds when proper to do so; (d) making financial reports as to the financial condition of the
File Name. Bylams_2001.doc 4
Revised: December 18,2001
ARTICLE VI.
DEPOSITORIES, SIGNATURES AND SEAL
Section 1. Depositories
All funds of the Corporation shall be deposited in the name of the Corporation
in such bank, banks or other financial institutions as the Board may from time to time
designate and shall be drawn on checks, drafts or other orders signed on behalf of the
Corporation by the Treasurer and/or such other person or persons as the Board may from time
to time designate.
Section 2_ Contracts
All contracts, deeds and other instruments shall be signed on behalf of the
Corporation by the President or by such other Officer or agent as the Board may from time to
time designate.
Section 3. Seal
The Corporation shall have no seal.
Section 4. Borrowing
Notwithstanding any other provision in these Bylaws, no Officer or agent of this
Corporation shall have authority to borrow any funds on behalf of the Corporation, or to
hypothecate any assets thereof, for corporate purposes or otherwise, except as expressly stated
in a resolution approved by a majority of Directors, duly entered in the minutes of the Board.
The Corporation shall make no loans to any Director or Officer.
Section 5. Gifts
The Board may accept on behalf of the Corporation any contribution, gift,
bequest or devise for the general purpose of the Corporation, and any such contribution, gift,
bequest, or devise is subject to the Board's acceptance.
ARTICLE VIL
AMENDMENTS
These Bylaws may be amended by a majority vote of the Board then in office at
any regular or special meeting of the Board provided the notice given for such meeting
indicates that such amendments will be considered.
Fife Name. By(aws_2001.da 6
Reuised: December 18,2001
ARTICLE IX.
COMMITTEES OF THE BOARD
Section 1. Committees of the Board of Directors
The Board of Directors may appoint Directors of the Board to serve on them or
designate the method of selecting committee members. Such committees may exercise the
authority of the Board subject to limitations imposed by the Act, the Article of Incorporation or
these Bylaws.
Section 2 Executive Committee
a. The Board of Directors may establish an Executive Committee. The
Executive Committee shall exercise the full power of the Board in the management of the
Corporation during periods of adjournment of the Board, subject to limitations imposed by the
Act, the Articles of Incorporation, these Bylaws or resolution duly adopted by the Board of
Directors.
b. The Executive Committee shall consist of the Officers of the Corporation and
such Directors of the Board as may be elected by a majority vote of the Board. Any member of
the Executive Committee who is not an Officer of the Corporation shall serve for a term of one
(1) year.
c. Any actions of the Executive Committee requiring board approval must be
submitted to the Board of Directors for ratification at the next meeting. The presence of a
majority of the Executive Committee shall constitute a quorum for the transaction of business.
A majority of the total votes cast shall decide all issues.
Section 3. Committees other than Committees of the Board
a. Committees other than Committees of the Board of Directors shall not
exercise the authority of the Board of Directors. The duties of such committees shall be as
prescribed by these Bylaws or the Board of Directors. The Board shall have the power to
dissolve such committees and may establish or dissolve additional committees.
b. Except as otherwise provided, committee members may, but need not be,
Directors of the Board. The President may designate Directors of the Board as committee
members. Each chair shall be appointed by the President and serve until his or her successor is
appointed or until his or her resignation or removal. The President may remove a chair with
the concurrence of the board.
c. The Corporation may from time to time have the following such committees:
Finance Committee
Corporate Policies and Procedures Committee
Legal and Risk Management Committee
File Name_ Bulmos_2001.doc 8
Revised: December 18,2001
Section 6. Legal and Risk Management Committee
a. The Board of Directors may establish a Legal and Risk Management
Committee. The Legal and Risk Management Committee shall have the responsibility of
creating, reviewing and maintaining the TRA Personnel Manual, developing written personnel
policies, job classifications, compensation schedules, administrative procedures, etc.
Additionally, the Legal and Risk Management Committee should develop any forms and
personnel record formats.
b. The Legal and Risk Management Committee shall consist of the Vice
President, who shall chair the committee, and such members of the Board or the Board may
appoint others as deemed necessary. Each Legal and Risk Management Committee member
shall serve a term of one (1) year, unless the committee member is elected to be the Vice
President for the subsequent term.
c. Any actions of the Legal and Risk Management Committee requiring Board
approval must be submitted to the Board of Directors for ratification at the next meeting. The
presence of a majority of the Legal and Risk Management Committee shall constitute a quorum
for the transaction of business. A majority of the total votes cash shall decide all issues.
Section 7. Programs Committee (These would include Tiny Tykes, Dance, Music)
a. Core Programs: The Board of Directors may from time to time establish
programs for the provision of services to the community. A core program is defined as a
program, which fits within the mission statement for TRA and for which TRA is responsible for
the day-to-day running of the program.
b. Ancillary Programs. The Board of Directors shall appoint a Program
Coordinator for each Program, provided and or sponsored by the corporation. Program
Coordinators shall report to the Executive Committee at its meetings concerning the status and
progress of each program, and shall present such other reports as the Executive Committee or
the Board of Directors from time to time directs. Program Coordinators are not members of the
Board of Directors and shall have no vote in such capacity. Nothing herein prevents a Director
of the Board from filling a position as a Program Coordinator, in which case, the Director shall
retain his or her vote as a Board Director.
Section 8. Technology Committee
The Technology Committee will be responsible for the development of a
uniform registration process and a central participant database. The committee will also
develop and maintain the TRA Website. The chair of the committee shall keep and provide
each Program Coordinator, the Executive Committee, and the Board with a list of all program
participants by program, or as otherwise asked for by these groups.
File Name. By(aus_2001.doc 10
R v>>icall' n,,—h—1R ?()ni
MEMORANDUM OF ACTION OF THE BOARD OF DIRECTORS
OF
TIGARD RECREATION ASSOCIATION
Effective: December 18, 2001
We the undersigned, the directors of Tigard Recreation Association (The"Association"),
having been duly called for a meeting of the Board of Directors on December 18, 2001, at
Tigard United Methodist Church, each waive notice of the proposed revisions to the
Association's Bylaws and consent to the transaction of any and all business by the
directors which may properly come before this meeting, including, the discussion and
approval of revisions to the Bylaws.
Effective December 18, 2001, and the Board of Directors consented to this action as shown
by the signatures below.
APPROVED:
Barbara Myshak Kathleen Penner
Julie Spisak Marie JPj son
DIRECTORS
Tigard Recreation Association
12/18/01
The Board Elects the Executive Committee. The other
Term of Board is 2 Board members are the prior year Prez,VP,&Sec.&Treas.
years Board of Directors Ideally,we would also have an attorney and a CPA on the
Up to 9 Members Board.
These are Committees of Executive
the Board and have the Committee is Executive Committee
ability to make decisions Chaired by Three Members Must be Church Liason
on behalf of the Board the Board Members
with later Board approval. president
These are working
committees that require
Corporate Policies Legal& Risk Public Relations& approval of decisions,etc.
Finance & Procedures I Management Newsletter Technology Special Events Programs by the Executive Committee
Committee Committee 11 Committee Committee Committee Committee Committee and subsequent review/
approval by the Board
Music Dance Indoor Play park
Coordinator Coordinator Coordinator
I _ Mr. Bob I I Dance Instructor I Dance Instructor Toy Cleaner
Independent Independent I Employee Employee
Contractor Contractor
File Name: TRA Board Structure.vsd
About TRA
igard
The Tigard Recreation Association,
TRA, is a non-profit, volunteer run
organization dedicated to providing
affordable, educational, and recrea-
tional programs to our community.
TRA began in 1990 when parents ecreatZon
approached the city of Tigard to
ask for assistance in establishing an
indoor play park program. In 1991
space was located at the Metzger
Community Center and the Tiny
Tykes Indoor Park was established
as an ongoing library program
through Educational Services. ssociation
1994 saw the end of the affiliation
with the city of Tigard, and Tigard
Recreation Association became an
independent non-profit organiza-
tion.
Since then TRA has grown to in- ,
clude dance classes for all ages ZlJhen you're ready
along with music classes for our lit- to,D/aY!f.
tlest participants. HOW TO REACH TRA
Currently, Tiny Tykes and Music P.O. Box 230854
Tel: 503-524-8794
are held at the Tigard United
Tigard, OR 97281
Methodist Church, off H" 99, in
Tigard. Dance is held at the Tigard Message phone: 503-524-8794
Grange on HWY 99.
Tiny Tykes
�. TRA's Indoor Park is a parent-
i
supervised indoor play area for
children up through 5 years old.
TRA Music
It offers:
TRA Dance
• Clean & Safe environment
The TRA Music program is designed The TRA Dance program offers low
as an early introduction to music for • Parent cooperative cost dance classes to the commu-
young children, ages I to 5. • Free Craft times nity for boys and girls, ages 4 to
adult.
• Unique opportunity for par-
It offers:
ents to network and make It offers:
• Fast-paced interactive classes
friends
• Singing, listening, playing instru- Tap, Ballet, Jazz and Hip Hop
ments and moving to the music • A wide array of toys, puz- classes
• Fun and engaging parent and
zles and books Progressive classes that work
child participation towards a Spring Dance Recital
• New classes starting fall, win- An opportunity to learn new
ter, and spring dance skills, make new friends,
and build self-confidence
• Classes by age group if
• Highly skilled dance instructors
with years of teaching experi-
ence
5
,R
t_EARNINCj ADVUNTIA_RES
A 5Cr1(c)3 Nov�+rof%t OK? 'zat oN
Craig Prosser January 21, 2002
Finance Director
City of Tigard
13125 SW Hall Blvd
Tigard, OR 97223
Ref: Second Annual Children's Summer Camp at Cook Park
Dear Mr. Prosser
Again this year Learning Adventures is planning a Children's Summer Camp ages 5-12 at Cook Park.
The focus on Tigard's underprivileged children (k-12) was so successful last year, it will be our priority
this year: I am writing to ask for two things: first, for the City to waive Cook Park rental fees to allow us
to stretch our summer 2002 programs budget further; and two, for the City to donate $500 for 5
additional scholarships.
Learning Adventures is a non-profit 501(c) 3, whose mission is to fully integrate the natural
environment with ages K -12 curricula through the use of multiple instructional strategies outside of
traditional four-wall classrooms. Learning Adventures was formed to provide summer educational
opportunities to Tigard children, in addition to their public school education. We use all volunteer
administrative persons, modestly paying only the qualified Teachers. Our organization is unique in
that one of our primary goals is to provide scholarships to the city's underprivileged children, allowing
;`them to attend summer educational programs.
e n the summer of 2001, we had 108 children attend our camps, 38 of who were able to attend
because of our scholarship program. We had an additional 50 applicants from underprivileged Tigard
-f families, which was more than our funds could provide scholarships for. Also you should know, the
City is not alone in supporting this benefit for Tigard families. We received scholarship funds from
�;rk Barik of America, and individual civic minded persons and businesses. McDonalds and R.E.I. were
NK also large contributors. Please see the attached newsletter of all donors, contributors and in-kind
:services provided from Tigard. These and other civic-minded businesses are being invited to
participate this year.
Due to our success last year, we can easily for see the need this year will be greater. We understand
that the City may not make a final decision on our request until June. This does not present an
obstacle to our ability to provide scholarships. Last year, we had a waiting list of children needing
scholarships; Bank of America's $1,000 donation was not released until July. We called parents of
children on the scholarship waiting list, and filled the new positions easily at the last minute.
We look forward in partnering with our City for our children's sake. Please call with any questions or
concerns.
Sincerely,
P.O. Box 230575 Tigard, Oregon 97218-0575 Bus. 503-524-5411 Cell 503-936-6196 Email: LearninAdventure@aol.com
CITY OF TIGARD, OREGON
13125 SW HALL BLVD.
TIGARD, OREGON 97223
503-639-4171
TY 2002-03
SOCIAL SERVICE FUNDING REQUEST
Agency Name: u- f s'1 J i/(-dl fU r-e
Address: YO 60X- -,�305 -75—
City,
7SCity, State, Zip: - 0
Contact Name: P to L L( -e.r-1( e-�
Telephone Number: U 5 JL- - S9 I
1. Request (express in whole dollar amounts only)
Cash — ' C,I��1c:\��n t�; �vrr,e r`P-V-_ $ 6-00, 0,
In-Kind Services (use of City property,City staff support, $ y U
etc. Please explain the services requested on a separate sheet)
0�.
Total Request $ �5-0
2. Describe the Agency's mission:
`,jcJ
V� CFc
a
fu lcarn -
3. what group of citizens in "higard does your organization target?
4a. What types of'Services will be provided in the funding request year?
SUry�(Y-\E L Ct nl�
5
Or � �C,r}
)
4b. flow many "Tigard residents will be served? � CZ
S,
O. /
S, < 5 <; t'Ct t� -5 2 10,��L(l� C1 if I erX4eG1)
t
.J - l� L,
C 1- z �C ff� -nS
�
cz ncC ,� '�. j
1n�r� C_ a �11c-4, C a- m z- �1,0M C ti arias I ► ��c�c�l �( ���l e r
^ "CCIt C;h�c;1 J
f "l
4c. NVhat percentage of your operation is dedicated to service in Tigard? f(� r-.
1 u rd CUe.S !I a.v4e— ck-
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 2000-01 FY 2001-02 FY 2002-03
(ofI on ACUN $ $ $ 156A),vk
$ $
$ $ $
G. Have the financial records of the agency for the last fiscal year been audited?
1'cs No
If no, please explain:
C)Pe(-C--6 .
vC<<�� Cc-► �'
7. Please list any in-kind services you are requesting from the city dr,rigard.
Please estimate the value of these services and show the total in #1
In Kind Service: iJo CIS` r��� C` Estimated Value:�`�Sb
8. I'lease submit the following information with this request:
a. Detailed budget, including FY 2000-01 actual expenditures, F1' 2001-
02 Adopted Budget, and FY 2002-03 Proposed Budget. The Budgct
should identify beginning and ending balances, major revenue
sources, major expenditure categories, and nunawr of authorized
positions.
b. Audited financial staten►ents for the last fiscal year. If not available,
please explain in #G.
C. Names, addresses, occupations, and telephone numbers for your
Board of Directors.
d. A cop}- of your 501(c)(3) certification. If not available, please explain.
C'. A copy of your ArlicleS of Incorporation or Bylaws.
Learning Adventures Board Members:
Debi Lorence, President Suzie Long-Clark, Vice President
Teacher, Grant Writer Director and Teacher"Tigard Playschool"
12950 SW Walnut Street 15602 SW 149th
Tigard, OR 97223 Tigard, OR 97223
(503) 524—5411 or(503)936-6196 (503) 639-8110 or(503) 579-9181
Kristina Oliveira, Treasurer Debrah Fiddes, Secretary
Non Profit CPA Computer Analysis
888 SW 5th Avenue 10454 SW Kent Street
Portland, OR 97204 Tigard, OR 97223
(503) 221-0141 ext.246 or(503) 626-7068 (503) 639-7692
Wendy Dominguez Jolaine Davis
Business&Marketing Consultant Curriculum &Instruction Specialist
11815 SW 125th Court 111967 SW 125th Court
Tigard, OR 97223 Tigard, OR 97223
(503) 524-0593 (503) 524-5517
Stan Baumhofer Norm Butcher
Director of Marketing for Portland's Pioneer Square Non Profit CPA
11575 SW.Pacific Hwy 6363 Pilkington way
#111 Lake Oswego, OR 97035
Tigard, OR 97223 (503) 635-8787
(503) 709-7669
Scot Sutton Rick &Joanne DeNeffe
Architect& Planning Commissioner, City of Tigard Business Owners
15312 SW Kenton Drive 2300 NW 160th Avenue
Tigard, OR 97224 Beaverton, OR 97006
(503) 715-3253 or(503) 639-5887 (503) 466-1233
BY LAWS OF: LEARNING ADVENTURES, NONPROFIT CORPORATION
Article 1: Purpose
"chis corporation shall be organized and operated exclusively for charitable,scientific,literacy,religious,and
educational purposes. Subject to the limitations stated in the Articles of Incorporation,the purposes of this corporation
shall be to engage in any lawful activities,none of which are for profit,for which corporations may be organized under
Chapter 65 o the Oregon Revised Statutes(or its corresponding future provisions)and s501 (c)(3) of the Internal
Revenue Code of 1954(or its corresponding future provisions).
This corporation's primary purpose shall be educational.
Article 11: Non membership
"This corporation shall have no members as that term is defined by Oregon Revised Statutes Chapter 65,but shall have
members for other purposes. These members shall have none of the rights or duties described in ORS Chapter 65(or
any corresponding future statute.)"
Article 111:Board of Directors
Section 1.Duties.
The affairs of the corporation shall be managed by the Board of Directors.
Section 2.Number(and Qualifications).
The number of Directors may vary between a minimum of three and a maximum of fifteen.
Section 3.Term and Election.
The term of office for Directors shall be two years. A director may be reelected without limitation on the
number of terms s/he may serve. The board shall elect its own members,except that a Director shall not
vote on that member's own position.
Section 4.Removal.
Any Director may be removed,with or without cause,by vote of two thirds of the Directors in office.
Section 5.Vacancies.
Vacancies on the Board of Directors and newly created board positions will be filled by a majority vote of
the Directors then on the Board of Directors.
Section 6.Quorum and Action.
A quorum at a board meeting shall be a majority of the number of Directors. If a quorum is present,action
is taken by the majority vote of the directors present,except as otherwise provided by these bylaws. Where
the law requires a majority vote of the directors in office to establish committees to exercise Board
functions,to amend the Articles of Incorporation,to sell assets not in the regular course of business,to
merge,or dissolve,or for other matters,such action shall be by that majority as required by law.
Section 7.Regular Meetings.
Regular meetings of the Board of Directors shall be held at least annually, and place to be determined by
chairman. Written notice to each director of the date,time,place,purpose of these meetings is required,
unless waived.
Section 8.Special Meetings.
Special meetings of the Board of Directors shall be held at the time and place to be determined by the
chairman. Notice of such meetings,describing the date,time,place,and purpose of the meeting,shall be
delivered to each Director personally or by telephone or by mail not less than ten days prior to the special
meeting,unless waived.
Section 9. Meeting by Telecommunic2tion.
Any regular or special meeting of the Board of Directors may be held by telephone or telecommunications
in which all Directors participating may hear each other.
Section 10. No Salary.
Directors shall not receive salaries for their Board services, but may be reimbursed for expenses related to
Board services.
Section 11. Action by Consent.
Any action required by law to be taken at a meeting of the board,or any action which may be taken at a
board meeting,may be taken without a meeting if a consent in writing,setting forth the action to be taken
or so taken, shall be signed by all the Directors.
1
Article IV: Committees
Section 1. Executive Committee.
The Board of Directors may elect an Executive Committee. The Executive Committee shall have the
power to make on-going decisions between Board meetings and shall have the power to make financial and
budgetary decisions subject to Board of Directors approval.
Section 2.Other Committees.
The Board of Directors may establish such other committees as it deems necessary and desirable. Such
committees may exercise functions of the Board of Directors or may be advisory committees.
Section 4.Quorum and Action.
A quorum at a Committee meeting exercising Board functions shall be a majority of all Committee
members in office immediately before the meeting begins. If a quorum is present,action is taken by
majority vote of Directors present.
Section 5.Limitations on the Powers of Committees.
No committee may authorize payment of a dividend or any part of the income or profit of the corporation to
its directors or officers;may approve dissolution,merger,or the sale,pledge,or transfer of all or
substantially all of the corporation's assets;may elect,appoint, or remove directors or fill vacancies on the
board or on any of its committees;nor may adopt,amend,or repeal the Articles, Bylaws,or any resolution
by the Board of Directors.
Article V:Officers
Section 1.Titles.
The officers of this corporation shall be the President and Secretary.
Section 2.Election.
The Board of Directors shall elect the President and Secretary to serve one year terms. An officer may be
reelected without limitation on the number of terms the officer may serve.
Section 3.Vacancy.
A vacancy of the office of President or Secretary shall be filled not later than the first regular meeting of
the Board of Directors following the vacancy.
Section 4.Other Officers.
The Board of Directors may elect or appoint other officers,agents and employees as it shall deem
necessary and desirable. They shall hold their offices for such terms and have such authority and perform
such duties as shalt be determined by the Board of Directors.
Section 5.President.
The President shall be the Executive Director of the corporation and shall act as the Chair of the Board.
The President shall have any other powers and duties as may be prescribed by the Board of Directors.
Section 6.Secretary.
The Secretary shall have overall responsibility for all record keeping and corporate funds. The Secretary
shall perform,or cause to be performed,the following duties: (a)official recording of the minutes of all
proceedings of the Board of Directors meetings and actions;(b)provisions for notice of all proceedings of
the Board of Directors; (c)authentication of the records of the corporation;
Section 7.Treasurer(a)keeping of full accurate accounts of all financial records of the corporation;(b)
deposits of all monies and other valuable effects in the name and to the credit of the corporation in such
depositories as may be designated by the Board of Directors;(c)disbursement of all funds when proper to
do so; (d)making financial reports as to the financial condition of the corporation to the Board of
Directors;and(e)any other duties as may be prescribed by the Board of Directors.
Section 8. Assistant Secretary.
To carry out Secretary duties if Secretary is absent.
Article VI: Corporate Indemnity
This corporation will indemnify its officers and directors to the fullest extent allowed by Oregon Law.
Article VII: Amendments to Bylaws
These Bylaws may be amended or repealed, and nex% Bylaws adopted,by the Board of Directors by a majority vote of
directors present, if quorum is present. prior to the adoption of'the amendment.each Director shall he given at least
two days notice of the date,time,and place of the meeting at which the proposed amendment is to be considered,and
the notice shall state that one of the purposes of the meeting is to consider a proposed amendment to the Bylaws and
shall contain a copy of the proposed amendment.
LEARNING ADVENTURES NONPROFIT CORPORATION
Date Bylaws Adopted: ( //ZI U C)
President:�" 41�
Secretary: [ .
3
Internal Revenue Service Department of the Treasury
P. O. Box 2508
Cincinnati, OH 45201
Date: January 18, 2001 Person to Contact:
Paul Perry 31-07423
Customer Service Representative
Learning Adventures Toll Free Telephone Number:
% Debi Lorence 8:00 a.m.to 9:30 p.m.EST
12950 SW Walnut St 877-829-5500
Tigard, OR 97223-1710 Federal Identification Number:
93-1293005
Advance Ruling Period Begins:
October 2000
Advance Ruling Period Ends:
August 31, 2004
Dear Sir or Madam:
This is in response to your telephone inquiry of January 18, 2001 requesting a copy of your
organization's determination letter. This letter will take the place of the copy you requested.
Our records indicate that by a determination letter issued in October of 2000 your organization
was recognized as exempt from federal income tax under section 501(c)(3) of the Internal
Revenue Code,
Because your organization was newly created, we did not at that time make a final
determination of its foundation classification under section 509(a) of the Code. However,
based on information submitted with the application, we classified your organization as one
that is not a private foundation within the meaning of section 509(a) of the Code because it
can reasonably expect to be a publicly supported organization described in section 509(a)().
According to this advance ruling, your organization will be treated as a publicly-supported
organization and not as a private foundation until the end of the advance ruling period as
shown above. Within 90 days from the end of the advance ruling period, your organization
must submit to us information needed to determine whether it has met the requirements of the
applicable support test during the advance ruling period. This information is currently supplied
on the Form 8734, Support Schedule forAdvance Ruling Period.
Grantors and contributors may rely on the determination that your organization is not a private
foundation until 90 days after the end of its advance ruling period. If the organization submits
the required information within 90 days, grantors and contributors may continue to rely on the
advance determination until the Service makes a final determination of your organization's
foundation status.
The classification discussed in paragraph three (3) was based on the assumption that your
organization's operations would continue as stated in its application. If your organization's
sources of support, or its character, method of operations, or purposes have changed, please
let us know so we can consider the effect of the change on your organization's exempt status
and foundation status.
Your organization is required to file Form 990, Return of Organization Exempt from Income
Tax, only if its gross receipts each year are normally more than $25,000. If a return is
required, it must be filed by the 15th day of the fifth month after the end of the organization's
annual accounting period. The law imposes a penalty of $20 a day, up to a maximum of
$10,000, when a return is filed late, unless there is reasonable cause for the delay.
-2-
Learning Adventures
93-1293005
All exempt organizations (unless specifically excluded) are liable for taxes under the Federal
Insurance Contributions Act (social security taxes) on remuneration of $100 or more paid to
each employee during a calendar year. Your organization is not liable for the tax imposed
under the Federal Unemployment Tax Act (FUTA).
Organizations that are not private foundations are not subject to the excise taxes under
Chapter 42 of the Code. However, these organizations are not automatically exempt from
other federal excise taxes.
Donors may deduct contributions made to your organization as provided in section 170 of the
Code. Bequests, legacies, devises, transfers, or gifts to your organization or for its use are
deductible for Federal estate and gift tax purposes if they meet the applicable provisions of
sections 2055, 2106, and 2522 of the Code.
Your organization is not required to file federal income tax returns unless it is subject to the tax
on unrelated business income under section 511 of the Code. If your organization is subject to
this tax, it must file an income tax return on the Form 990-T, Exempt Organization Business
Income Tax Return. In this letter, we are not determining whether any of your organization's
present or proposed activities are unrelated trade or business as defined in section 513 of the
Code.
The law requires you to make your organization's annual return available for public inspection
without charge for three years after the due date of the return_ You are also required to make
available for public inspection a copy of your organization's exemption application, any
supporting documents and the exemption letter to any individual who requests such
documents in person or in writing. You can charge only a reasonable fee for reproduction and
actual postage costs for the copied materials. The law does not require you to provide copies
of public inspection documents that are widely available, such as by posting them on the
Internet (World Wide Web). You may be liable for a penalty of $20 a day for each day you do
not make these documents available for public inspection (up to a maximum of $10,000 in the
case of an annual return).
Because this letter could help resolve any questions about your organization's exempt status
and foundation status, you should keep it with the organization's permanent records.
If you have any questions, please call us at the telephone number shown in the heading of this
letter.
This letter affirms your organization's exempt status.
Sincerely,
12
John E. Ricketts, Director, TE/GE
Customer Account Services
LEARNING ADVENTURES SUMMARY RESULTS SUMMER PROGRAMS 2001
CLASSES # KIDS Volunteers# PAID TOTAL PD REVENUES LISTED:
Beading 4 2 1 $250.00 Tuition Pd 8,299.00
Painting 13 7 2 $500.00 Cash Donations:
Ms.Andrew: $300.00 open
Ceramics 13 8 2 $410.00 Ms.McKeev $50.00 open
Cedar Landscs $150.00 scholarshp
REI 16 10 1 $160.00 Westside Musi $50.00 open
Manna Tech. $597.00 open
BirdhouseE 15 9 2 $410.00 Mr. Statter $150.00 scholarshp
Blue Cross $150.00 scholarshp
Basketball 8 2 2 $410.00 Manna Tech. $18.96 open
Mr.DeNeff� $275.00 B.Booth
Cheerleadi 7 2 3 $250.00 MannaTech $999.39 open
B of A $1,000.00 scholarshp
Baseball 13 6 2 $250.00 TACS Grant $487.50 PT
Soccer 19 11 2 $500.00 Total $ Scholarships $1,450.
TOTALS 108 57 14
Scholarshps 38 35%of total <$5,700.>
Paychex Inc. $315.55
Employee's Payd $3,455.55
Taxes, Quarterly's, End of Year $250.00
Gift Certificates bought: $365.25
Advertisement:
brochures, paper, stamps, $1,736.61
Community Paper $45.00
T-shirts $1,100.00
Tigard Balloon Festival Booth $275.00
Benefits: Mileage Reimburseme $368.19
Camp Supplies: $2,731.41
Snack,water too
Misc. Costs:
Parents Reimbursed $365.00
Membership Dues $100.00
City of Tigard Rental: $500.00
Insurance $775.00
Mobile phone $426.39
TOTAL PROJECT COSTS: $12,493.40 REVENUE TOTAL $12,526.85
Learning Adventures, Inc. ein 93-1293005
Operating budget
Fiscal year ended 8-31-01
REVENUES
Contributions-Unrestricted $2,500
Tuition fee revenue 4,700
TOTAL REVENUES $7,200
EXPENSES
Salaries and Wages 2,400
Fringe benefits 466
Advertising-booth rental 300
Other 100
Dues and subscriptions 140
licences and permits 560
Office Supplies 150
Postage, Freight, Delivery 100
Printing 1,750
Professional fees 160
Park rental 500
Camp supplies 1,500
Camp snacks 500
Camp insurance 800
Office expense 200
Consulting 100
TOTAL EXPENSES 9,726
EXCESS OF EXPENSES OVER REVENUES ($2,526)
FY 2002-03 Budget Review
Department: City Administration
Budget Pages: 146-169
Includes the following divisions: Mayor& Council, City Management, Human
Resources, Network Services, and Risk Management
Budget Summary
FY 2000-01 FY 2001-02 FY 2002-03 % Change
Actual Adopted Proposed from Adopted
FTE 15.80 19.80 19.80 0.00%
Personal
Services $1 ,128,251 $1,417,255 $1,538,804 8.58%
Materials
Services 831,814 1,007,177 987,879 -1 .92%
Capital
Outlay 2,868 8,000 0 -100.00%
Total $1,962,933 $2,432,432 $2,526,683 3.87%
t
FY 2002-03 Budget Review
Department: City Administration
Division: Mayor & Council
Budget Pages: 149-152
Department Results Statement:
♦ Basic city services provided to citizens are cost effective and are delivered without
interruption.
♦ Tigard's interest in regional and statewide issues is coordinated with appropriate
agencies and jurisdictions.
♦ Tigard citizens are involved in the community and participate effectively.
♦ Programs and activities are available in the community to meet the needs of a diverse
population.
♦ External and internal City assets are well managed and utilized.
2002-03 Goals and Objectives:
♦ Transportation—Explore funding sources, work with Tri-Met to develop better
service, and work with the Oregon Department of Transportation on state-funded
facilities.
♦ Parks and Recreation—Complete City Parks Master Plans and continue to support
youth activities (Youth Forum, Skateboard Park Task Force).
♦ Downtown—Plan for commuter rail station, review zoning and comprehensive plan
standards, and work with the Tigard Central Business District Association, Tigard
Area Chamber of Commerce, and other interest groups for downtown redevelopment.
♦ Water—Continue to evaluate options for a long-term water supply.
♦ Growth Management Evaluate the results of the Bull Mountain Study and work
with residents to develop a course of action; monitor progress of the Durham Quarry
development, consider ways to support affordable housing; support implementation
of the Washington Square Regional Center Plan; and evaluate the feasibility of
acquiring a Tigard Post Office (instead of a branch post office).
♦ Library—Council members will individually support promotion of the library
construction bond.
2
♦ Communication—continue to meet with local, county, regional, and state partners;
continue to improve and expand communication with Tigard citizens through a
variety of formats; and support English-as-a-Second-Language Programs in Tigard.
Workload Measurements:
1999/00 2000/01 2001/02 2002/03
Population served 37,760 39,672 43,040 43,900
Number of Council meetings 36 36 36 36
Average hours of Council meetings 3.40 3.50 3 3
Number of ordinances adopted 31 30 26 30
Number of resolutions adopted 90 75 79 75
Effectiveness Measures:
1999/00 2000/01 2001/02 2002/03
Goals for the City of Tigard are
reviewed and updated by
January 31 of each year N/A 100% 100% 100%
Council takes final action on agenda
items requesting Council action N/A 95% 95% 95%
A budget for the City of Tigard is
adopted by June 30 of each year N/A 100% 100% 100%
Budget Highlights:
• Overall budget is down 25.70%.
• Materials & Services is down 39.98%. This is due mainly to attorney fees being
removed from the Professional Services line item and placed in City Attorney. All
attorney fees will be budgeted in City Attorney to better manage and track these
expenditures.
3
Budget Summary
FY 2000-01 FY 2001-02 FY 2002-03 % Change
Actual Adopted Proposed from Adopted
FTE 0.00 0.00 0.00 0.00%
Personal
Services $36,983 $46,716 $45,019 -3.63%
Materials
Services 61,587 72,195 43,328 -39.98%
Capital
Outlay 0 0 0 0.00%
Total $98,570 $118,911 $88,347 -25.70%
4
FY 2002-03 Budget Review
Department: City Administration
Division: City Management
Budget Pages: 153-157
Department Results Statement:
♦ Tigard citizens have access to accurate information on current issues in a variety of
formats.
♦ Plans and programs are in place for coordinated management of the City's assets.
♦ Tigard citizens participate in programs and activities that connect them with decision-
makers and community members.
♦ City goals are met and progress communicated through coordinated efforts of citizens
and progress is communicated to citizens.
♦ Volunteer spirit is maximized through community-wide coordination of volunteers.
2002-03 Goals and Objectives:
♦ Pursue grant programs to fund existing, high priority City programs and projects.
♦ Continue to explore new ways to facilitate two-way communications with the
community and City staff, including enhancing the format and appearance of the
Cityscape, adding people to the Community Connector program, cable television
programming, and offering more services and information on the City's web page.
♦ Conduct Council packet training on an annual basis.
♦ Increase use of volunteer assistance in all City departments.
♦ Explore potential of producing Cityscape online and maintaining a mailing list for
those who would prefer to receive the publication in the U.S. Mail.
Workload Measurements:
1999/00 2000/01 2001/02 2002/03
Cityscape published each month 12 12 12 12
Tentative agendas maintained and
distributed for review:
to staff 52 52 52 52
to Council 12 12 12 12
5
Council goals are monitored and a
report is issued four times a year N/A 4 4 4
Number of special cable broadcasts N/A 1 3 3
Number of Community Connectors N/A 50 38 100
Volunteer hours contributed 11,795 10,428 10,000 12,000
Effectiveness Measures:
1999/00 2000/01 2001/02 2002/03
Percentage of Cityscape articles
describing programs or services
that contain information or to give
input N/A 90% 100% 100%
Percentage of Cityscape issues that
are delivered to residents on or before
the last Saturday of the month N/A 80% 100% 100%
Percentage increase in number of
Community Connectors from
last fiscal year N/A 100% (24%) 163%
Percentage in number of press releases
that are submitted and then printed
by at least one media source N/A N/A 80% 90%
Percentage of volunteers satisfactorily
performing specific tasks as requested N/A N/A 100% 90%
Volunteers perform requested activities
in all departments (%) N/A N/A 100% 90%
Budget Highlights:
• Overall budget is up 6.45%.
• Materials & Services is up 34.38%. This is due to fees for Randall Corporation (grant
assistance). The City contracted with Randall Corporation in Fall 2001 to assist in
finding grant revenues.
6
Budget Summary
FY 2000-01 FY 2001-02 FY 2002-03 % Change
Actual Adopted Proposed from Adopted
FTE 5.80 5.80 5.80 0.00%
Personal
Services $428,324 $458,672 $463,151 0.98%
Materials
Services 100,048 89,971 120,903 34.38%
Capital
Outlay 0 0 0 0.00%
Total $528,372 $548,643 $584,054 6.45%
7
FY 2002-03 Budget Review
Department: City Administration
Division: Human Resources
Budget Pages: 158-161
Department Results Statement:
♦ The City attracts, develops, motivates, and retains high quality employees, with
consideration to financial resources and effectiveness.
♦ The City complies with local, state, and federal employment laws.
♦ Human resources support and assistance is provided to internal customers.
2002-03 Goals and Objectives:
♦ Continue progress on developing succession plans for the City departments.
♦ Work with the Finance Department to research and review new integrated Human
Resources/Finance information systems.
♦ Evaluate future health insurance costs and options, and implement any changes to the
health insurance benefit package for City employees.
s Update and revise personnel policies, compensation/benefit programs, and procedures
as needed to respond to workplace issues and organizational objectives.
♦ Develop and present citywide employee recognition and informational events.
♦ Continue to provide assistance and advice to department managers regarding human
resource issues.
♦ Provide on-site training for supervisory staff regarding important employment issues
and managerial tools.
Workload Measurements:
1999/00 2000/01 2001/02 2002/03
Number of recruitments 100 50 80 80
Total number of job applications
received 2,600 1,000 2,500 3,500
Total number of employees
attending City training classes 200 150 150 135
8
Total number of training classes
offered 14 10 8 6
Total number of City FTE 252.20 253.88 260.80 260.45
Effectiveness Measures:
1999/00 2000/01 2001/02 2002/03
Employees successfully
completing probation(%) N/A 75% 80% 80%
Employees participating in City
events (%) N/A 35% 50% 50%
Employees still employed after
five years (%) N/A 65% 61% 65%
Budget Highlights:
• Overall budget is down 4.93%.
• Materials & Services is down 33.05% because labor attorney fees have been moved
to the City Attorney budget unit.
Budget Summary
FY 2000-01 FY 2001-02 FY 2002-03 % Change
Actual Adopted Proposed from Adopted
FTE 3.50 4.00 4.00 0.00%
Personal
Services $246,263 $298,990 $312,017 4.36%
Materials
Services 91 ,876 98,690 66,075 -33.05%
Capital
Outlay 0 0 0 0.00%
Total $338,139 $397,680 1 $378,092 1 -4.93%
9
FY 2002-03 Budget Review
Department: City Administration
Division: Network Services
Budget Pages: 162-164
Department Results Statement:
♦ Staff provides the most comprehensive, timely information to the citizens of Tigard.
♦ Staff provides rapid, dependable communication to the citizens of Tigard.
♦ Network Services provides support and assistance to internal customers.
2002-03 Goals and Objectives:
♦ Install a new telephone system to achieve a more reliable, expandable
telecommunications system.
♦ Expand the use of gigabit data transmission speeds. This will increase the speed at
which staff and citizens will be able to acquire information.
♦ Continue to expand the use of the City's website. Changes and additions to the
website will be driven by City Council directives as well as citizen requests.
Workload Measurements:
1999/00 2000/01 2001/02 2002/03
Number of computers 200 225 260 275
Number of servers N/A 10 11 12
Volume of data used by City
departments (gigbytes) N/A 50 60 80
Number of service calls N/A N/A 1,700 1,800
Effectiveness Measures:
1999/00 2000/01 2001/02 2002/03
Network up-time (%) N/A 98% 99% 99%
Service calls fixed on first call (%) N/A 80% 80% 85%
City staff rating service good or
excellent (%) N/A N/A 85% 87%
10
Budget Highlights:
• Overall budget has increased 2.68% from FY 2001-02.
• Replacement cycle for personal computers is based on a three-year replacement cycle.
• Decrease of 15.88% in Materials and Services primarily due to cost savings from
new phone system and service and decrease in new and replacement equipment from
FY 2001-02.
• No change in FTE.
• One position in Network Services is being held vacant.
Budget Summary
FY 2000-01 FY 2001-02 FY 2002-03 % Change
Actual Adopted Proposed from Adopted
FTE 4.50 8.00 8.00 0.00%
Personal
Services $282,938 $466,241 $572,986 22.89%
Materials
Services 344,985 463,741 390,115 -15.88%
Capital
Outlay 2,868 8,000 0 -100.00%
Total $630,791 $937,982 $963,101 2.68%
11
FY 2002-03 Budget Review
Department: City Administration
Division: Risk Management
Budget Pages: 165-169
Department Results Statement:
♦ The City's employees and assets are protected from harm and adverse financial
impact.
♦ Prompt, effective, and efficient services are provided to internal and external
customers.
2002-03 Goals and Objectives:
♦ Reduce liability from poorly written contracts.
♦ Protect citizens, City operations, and provide response during emergencies citywide
♦ Reduce liability exposures from noise exposures in the work place.
♦ Maintain relationships with other organizations to keep services effective and
efficient.
♦ Complete job analysis review of more hazardous jobs to reduce injury liability.
♦ Review and coordinate citywide office space utilization to create better service for
customers and efficient work environments.
♦ Maintain and enhance communication with citizens.
♦ Vision process update.
Workload Measurements:
1999/00 2000/01 2001/02 2002/03
Customer Service
Number of risk staff dedicated
to risk work 1.08 1.08 1.08 1.08
Number of City FTE 252.20 253.88 260.80 260.45
Administration
Number of documents reviewed
for risk transfer or assessment N/A 10 35 50
Number of risk assessment
12
consultations conducted N/A 50 56 60
Property/Casualty Liability Claims
Number of claims 64 36 36 40
Number of claims closed 61 34 16 30
Number of liability claims closed with
no payment 32 21 10 20
Fleet
Number of vehicle accidents 32 15 22 26
Number of vehicles totaled 2 0 0 0
Number of preventable auto accidents 13 9 14 10
Real Property
Total insured value of City real
property (millions) $28.2 $29.0 $30.8 $32.0
Safety Committee
Number of safety hazards identified 32 50 40 70
Worker's Compensation
Number of claims processed 41 14 20 25
Number of employees with multiple
claims within 12 months 4 1 0 0
Number of claims resulting in appeal 3 1 0 0
Effectiveness Measures:
1999/00 2000/01 2001/02 2002/03
Customer Service
Direct customers surveyed who
rate risk management services as
good or better(%) N/A N/A 75% 75%
Administration
Contracts reviewed and returned
to departments for approval within
24 working hours of request (%) N/A N/A 83% 90%
Assessments conducted within
24 working hours of request N/A 50% 55% 65%
Citywide Safety Committee
hazards and deficiencies
corrected within sixty days of
inspection (%) 53% 54% 95% 96%
13
Worker's Compensation
Worker's Compensation experience
modification factor 0.97 1.02 0.88 0.85
(1.0 = industry average)
Budget Highlights:
• Overall budget is up 19.54%.
• Materials & Services is up 30.04%. This is due to the significant increase in property
and worker's compensation insurance costs for the entire City that is budgeted in this
Division.
• Professional Services is down due to attorney fees being moved to City Attorney.
Budget Summary
FY 2000-01 FY 2001-02 FY 2002-03 % Change
Actual Adopted Proposed from Adopted
FTE 2.00 2.00 2.00 0.00%
Personal
Services $133,743 $146,636 $145,631 -0.69%
Materials
Services 233,318 282,580 367,458 30.04%
Capital
Outlay 0 0 0 0.00%
Total $367,061 $429,216 $513,089 19.54%
14
FY 2002-03 Budget Review
Department: City Attorney
Budget Pages: 193
Budget Summary
FY 2000-01 FY 2001-02 FY 2002-03 % Change
Actual Adopted Proposed from Adopted
FTE 0.00 0.00 0.00 N/A
Personal
Services $0 $0 $0 N/A
Materials
Services 22,247 25,000 192,100 668.40%
Capital
Outlay 0 0 0 0.00%
Total $22,247 $25,000 $192,100 668.40%
Budget Highlights:
• Beginning in FY 2002-03, all City Attorney costs will all be charged to this program
rather than to individual department or program budgets. Budget also includes
money to pay the City's labor attorney to help in collective bargaining issues. This
was previously budgeted in Human Resources. Attorney costs will allocated out to
the appropriate City fund via the City's cost allocation program.