05/24/2004 - Minutes City of Tigard, Oregon
Budget Committee
Meeting Minutes
May 24, 2004
Members Present: Mike Benner, George.Burgess, Craig Dirksen, Mark Haldeman,
Forrest Nabors, Sydney Sherwood, Nick Wilson, and Tom Woodruff
Members Absent: Brian Moore, Irene Moszer, and Susan Yesilada.
Staff Present: Margaret Barnes, Maureen Denny, Bill Dickinson, Tom Imdieke, Bill
Monahan, Al Orr, Craig Prosser, and Michelle Wareing.
Visitors: Henrietta Cochrun, Ambra Farrier, Dan Gill, Marland Henderson, Mike Marr,
Jamey McDonald, Katie Schwab, Glen Scruggs, and Jason Snider.
Call to Order: Mark Haldeman called the meeting to order at 6:41 PM
Approval of Minutes: The meeting minutes of May 17, 2004 were approved. MSP
Craig asked the Committee to keep in mind the four options for approving the budget—
approve the budget as amended, add one or both items from the list, add items with
offset with cuts, or add items in anticipation of new revenues.
Library options discussion: With the WCCLS levy failing to achieve the necessary
50% voter turnout, Margaret Barnes presented two funding options. The first would be
to adopt the "white pages" budget as originally presented on May 3`d to the Committee.
The Library would reduce the number of hours it is open to 50 hours a week or less.
The second option would be to transfer funds from the Facility Fund to the General
Fund (the Library's operating fund). These funds would be from the bequest money
from the Grace Tigard Houghton estate. Margaret has spoken to Mr. Curtis Tigard and
he agreed that such a transfer of funds is in keeping with the wishes of his sister and
the spirit of the bequest.
This option would provide additional operational funding for a 12-week special
introduction of the new Library to the community, approximately mid-August to mid-
November providing the opportunity for people to have a positive experience at the new
Library in terms of hours, programs, and services in anticipation of a successful
outcome of the November election. This second option would authorize the transfer of
$24,002 from the Facility Fund to provide temporary staffing for the 12-week period
allowing the Library to be open 54 hours a week.
George Burgess motioned to transfer $24,002 from the Facility Fund to the General
Fund. All were in favor. MSP
Discussion of the List (Cityscape addition and Police addition): The two items on
The List were the addition of the three Cityscape issues at a cost of$16,500 ($7,500 for
'*mop' production/printing and $9,000 for postage) and funding the two Police Officer positions
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at a cost of$133,659. Forrest Nabors asked that both issues be discussed before any
decisions were made.
Craig Dirksen stressed the importance of communication to the citizens of Tigard. He
has felt the impact of not having monthly issues, however; he has had no complaints.
The Committee discussed the use of the website for getting information to the public on
a timely matter. Mike Benner asked if it was possible to cut the number of issues to six.
The Committee decided it would be too long in between issues to be effective, nine
issues allow more flexibility.
The second item on the list is funding the two frozen Police Officer positions. Mike
Benner asked about the possibility of eliminating the Social Services and Community
Events Budget to provide some or all of the money needed to fund this position. Bill
Monahan stated that $32,500 was already committed by long-term agreement. Atfalati
Recreation District has an agreement that they will be granted $5,000 annual for the
next several years. Community sponsored events such as Broadway Rose Theatre,
Festival of Balloons, and the Fourth of July have a three-year agreement on funding.
Tom Woodruff stated he was not in favor of cutting Social Services. As a member of
this sub-committee, he stated they had already cut back as much as they felt they could
on these programs.
Nick Wilson suggested the Committee hold off for six months and see what happens
with the Bull Mountain annexation and what impact it would have on revenue to the City.
He reminded the Committee of the possibility of future layoffs if funding is not available.
Craig Prosser presented graphs showing the General Fund Financial Forecast
Projected Ending Fund Balance with three possible scenarios. The first one showed the
current projected ending fund balance with no additional Police positions. The fund
would not show negative until FY 2008-09 with an ending fund balance of approximately
$1,000,000 for FY 2007-08. The second graph showed the impact of restoring funding
the two positions. The fund would show a negative balance in FY 2008-09, however;
the ending fund balance in FY 2007-08 would only be $118,000. The last graph
reflected the change in ending fund balance if the positions were funded mid-year.
Again, the ending fund balance would be negative in FY 2008-09 and the ending fund
balance for FY 2007-08 would be approximately $184,000.
Sydney Sherwood asked about the amount of the dues for the National League of Cities
(NLC) and the Oregon League of Cities (OLC) as well as the cost of the related
conferences as a potential budget cut. Craig Dirksen stated he would rather not see
the Council drop the NLC or OLC memberships as it is an effective tool communicating
with other cities.
George Burgess moved to fund one position and review the issue after annexation is
decided. Tom Woodruff seconded the motion. The motion failed due to lack of
majority.
George Burgess moved to fund two positions. Sydney Sherwood seconded motion.
MSP
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Craig listed four options for finding the additional funds for the Police positions. The
Council Budget items — NLC and/or OLC, Social Services and Community Events,
Database Integration, and Contingency/Ending Fund balance. Craig Dirksen asked
Chief Bill Dickinson how funding the two positions would affect the Department's
overtime budget. Chief Dickinson stated it would be difficult to determine exact figures
and due to the six-month training period, it would be minimal but should still realize
savings. The Police overtime budget was added to the list of possible sources of
funding.
Final Decisions: Tom Woodruff moved to take $33,659 from the Police overtime
budget, $50,000 from the Contingency Fund, and $50,000 from the Data Integration
Fund. Sydney Sherwood seconded the motion. All were in favor with the exception of
George Burgess. MSP
It was determined no vote was necessary for the Cityscape issue as there was no
support to add the three additional issues.
Craig Prosser discussed a memo that was sent out to the Committee members last
week. In the memo Craig requested a budget amendment to the FY 2004-05 Proposed
Budget to transfer $24,000 from the Central Services Fund contingency to the Finance
Department, Administration Division, Professional Services to pay for Tigard's share of
the NW Natural Franchise audit.
Sydney Sherwood motioned to include the $24,000 to cover the cost of the audit.
Forrest Nabors seconded the motion. All were in favor. MSP
Public Comment: Mike Marr, on behalf of the Downtown Tigard Association,
expressed his thanks to the Committee for their work and efforts in working towards a
better community.
Approve Budget: Nick Wilson moved for approval of the FY 2004-05 City of Tigard
Budget as amended. George Burgess seconded the motion. All Committee members
were in favor. MSP
Forrest Nabors moved for approval to levy the City of Tigard's permanent tax rate of
$2.51310 per $1,000 and to levy taxes necessary to pay up to $721,642 in debt service
on the City's General Obligation Library Bond. George Burgess seconded the motion.
All Committee members were in favor. MSP
Process Debriefing: Craig Prosser asked for feedback from the Committee on what
worked and what didn't work in the budget process. Craig welcomed any feedback and
gave his email to facilitate. The Committee gave favorable feedback on the Issue Paper
format. Nick Wilson said it helped to have this additional information in order to make
an informed decision.
Role of Budget Committee in mid year: Craig Prosser noted that in previous years
the Committee would meet quarterly throughout the year at the Council's work sessions.
This allows discussion of significant issues. This year there will be several issues
including labor negotiations, possible Bull Mountain annexation, and the WCCLS levy.
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Budget Committee Schedule for FY 2004-2005: Craig Prosser will put together a
schedule in conjunction with the City Council meetings and advise the Committee of the
dates.
Adjourn: The Budget Committee was adjourned at 8:35 PM.
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