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HomeMy WebLinkAbout2022.07.26 PPFD Agenda PacketPasco Public Facilities District Board Building Regional Facilities through Community Partnerships AGENDA Rescheduled Meeting Tuesday, July 26, 2022, 4:00 p.m. Pasco City Hall – Council Chambers Microsoft Teams meeting Join on your computer or mobile app Click here to join the meeting Or call in (audio only) +1 323-676-6197,,73646304# United States, Los Angeles Phone Conference ID: 736 463 04# A. Call to order and roll call B. Recognition of Visitors/Public Comments C. Approval of Minutes: A. June 14, 2022, Meeting Minutes D. Claims Approval: E. Financial Report: F. Old Business: A. Brief PPFD Charter & Bylaws Update (Eric Ferguson) B. New Business: A. PFFD Staffing Scope of Work (Dave Zabell & Zach Ratkai) • Executive Director B. PPFD Budget for 2022 and First Quarter 2023 C. Process Map or a Visual timeline of what is in store for the PPFD. C. Other Business: D. Close of Meeting: June 14, 2022 PPFD Minutes Page - 1 PASCO PUBLIC FACILITIES DISTRICT BOARD JUNE 14, 2022 SPECIAL MEETING MINUTES (Replacing the 6.21.22 Mtg) Call to Order: Pasco Public Facilities District (PPFD) President Morrissette called the meeting to order at 4:03 PM the in the Council Chambers at Pasco City Hall and via Microsoft Teams Meeting. Roll Call: BOARD MEMBERS CAROLINE BOWDISH Board Member– Secretary / Treasurer Present LEONARD DIETRICH Board Member Present MARIE GILLESPIE Board Member – Vice President Present SPENCER JILEK Board Member Present MARK MORRISSETTE Board Member – President Present COUNCIL & STAFF CRAIG MALONEY Council Liaison Present Alternate Council Liaison DAVE ZABELL City Manager Present ERIC FERGUSON City Attorney Present ZACH RATKAI Administrative & Community Srvs. Director Present DEBBY BARHAM City Clerk Present Approval of Minutes: MOTION: Mr. Dietrich moved, and Dr. Jilek seconded a motion to approve the minutes of the May 17, 2022, regular meeting. The motion carried unanimously. Old Business: A. Pasco Public Facilities District (PPFD) Charter Amendments and Drafting Bylaws (Eric Ferguson) Mr. Ferguson referred to the current Pasco Public Facilities District (PPFD) Restated Charter *(October 2021), noting that the Pasco City Council is currently the authority that must approve the changes within the PPFD Charter. The PPFD Board and Mr. Ferguson further discussed changes needed to the Charter and the need to create PPFD Bylaws, which included: • Transferring specific duties to the PPFD Board such as hiring PPFD staff; • Updates needed due to the recent changes in the Open Public Meetings Act (OPMA); June 14, 2022 PPFD Minutes Page - 2 • Possibly moving specific Officer information into the Bylaws; • Possibly adding language related to public participation into the Bylaws; • Possible updates needed within the Discrimination Section 8.10 of the Charter. The PPFD Board concurred with amending the Charter and creating Bylaws as recommended by Mr. Ferguson and to reduce any duplication within both documents. B. Process for Project Manager Selection (Zach Ratkai and Dave Zabell) Mr. Ratkai and Mr. Zabell provided a brief update on the next steps for the remainder of the year and into 2023 in terms of budget, anticipated expenditures, the need to update the PPFD Charter and the process for hiring a PPFD Project Manager. They described the skill set needed for a Project Manager noting that this position would report to the PPFD Board directly. City staff will bring back job description and salary range for this position along with specifics on the City services available to the PPFD staff for the remainder of the year. If all goes as planned, the PPFD Project Manager could facilitate the PPFD aquatic facility planning and start of the construction in will occur in 2023 with the goal of opening the aquatic facility in 2024. New Business: A. Interlocal Agreement Framework (Zach Ratkai) Mr. Ratkai described various items that may be addressed in a new interlocal agreement between the PPFD and the City of Pasco. Then the PPFD continued talking about the attributes of a Project Manager. B. Department of Commerce Review (Zach Ratkai) Mr. Ratkai stated that he will be meeting with staff from the Washington State Department of Commerce to prepare the required financial feasibility review as the PPFD takes on new debt. He provided a list of items that will need to be provided to the WA ST Department of Commerce, which included: • Description of the proposed facility or facility improvement – covering such items as location, design concept, and building space program by use; • Three to five years of historical data covering operating revenues and expenses including PPFD net position changes plus appropriate supporting documentation; • Annual tax revenue generated by or for the PPFD over at least the last five years; • Construction schedule including potential disruption to existing PPFD operations and/or vicinity area uses; • Estimated construction cost by major line item – including source(s) of cost estimate, and status of construction/contractor commitments; • Statement for sources and uses of funds – indicating status of commitments for planned sources of funds including bond issuance and/or other project financing; June 14, 2022 PPFD Minutes Page - 3 • Debt financing schedules – including forecasts of tax or other revenues pledged to repayment of debt financing; • Operating income and expense projections – from opening year to stabilized utilization including a description of the basis for projections (as from prior experience and/or income/expense statements for comparable facilities); • Updated PPFD financials/year end reports – with income statement and balance sheet for the most recent year, with history extending back over 10 years as available; • Interagency agreements – related to development and management responsibilities, capital cost and/or operating support from non-PPFD sources; • Current bond-related documentation – as with bond rating, bond resolution, and/or preliminary official statement (as available). Mr. Ratkai stated that this will be about a three-month process. C. Revised Budget for 2022 (Zach Ratkai) Mr. Ratkai provided a current list of expenses: • $40K for the Department of Commerce review; • $179K for the recent election costs; • consultant services budget line item will need to be updated, as well as the administrative services line item; • Costs for a project manager; • Anticipated legal, financial advisor and bond counsel expenditures; and • Anticipated public meetings in a variety of places over the next year. Mayor Pro Tem Maloney encouraged the public private partnerships as the facility opens. He also suggested that a subcommittee of PPFD Board or the PPFD project manager contact the Washington State Public Facilities District group, as well as the Cities of Kennewick and Richland’s PFD and learn how their organizations run. Next meeting was scheduled for Tuesday, July 19, 2022. Close of Meeting: There being no other further business, the meeting closed at 5:11 PM. APPROVED this ___ day of ______________________, 2022 ________________________________ __________________________________ Mark Morrissette, President Debra Barham, Pasco City Clerk Scope and JD Answering to the Pasco Public Facility District Board of Directors JOB SUMMARY: Under the general supervision of the Pasco Public Facility District Board of Directors, this position will be responsible for the following functions: establishment of a vision, mission, and core values of the PPFD, establish general business practices, oversee primary business and financial management, coordination of accounting & bookkeeping, coordination of accounts receivable & payable, financial reporting and forecasting, human resources management, day to day operations, contract management, facilities development, purchasing, and the development and maintenance of organizational policies & procedures. DUTIES AND RESPONSIBILITIES: Manages assigned operations to achieve goals within budgeted funds and available personnel, plans and organizes the planning, design, and development of the Pasco Aquatic Center, reviews work orders and work progress, develops and sets priorities and schedules to assure work is performed in a timely and efficient manner. Provides planning leadership and direction and develops short- and long-range plans, goals and objectives for all operations of the PPFD. Gathers, interprets and prepares data for studies, reports and recommendations, coordinates department programs with regional partners such as the City of Pasco, and ensures effective communication within the department and with community partners. Directs the selection, supervision, and evaluation of departmental staff. Establishes work rules, safety requirements and performance standards. Conducts and/or oversees performance evaluations and sets standards for evaluating quality assurance. Provides for the training and motivation of team and board members to make full use of individual capabilities and to meet changing systems and regulations. General Management • Establish daily practices, mission, and vision for the Pasco PFD Coordinate and prepare reports for monthly meetings of the Public Facilities District Board and Standing Board Committees (as assigned). • Draft board resolutions and ordinances. • Oversee administrative office scheduling and functions. • Oversee purchasing, and general accounting for the PFD. • Other general management tasks as assigned. Systems and Support • Oversee the management of contracts, billing and payments for sub-contractors, architecture and engineering contractors, public outreach, media and marketing, accounting and legal. • Coordinate with the Pasco PFD Board to facilitate the most efficient and cost-effective use of PPFD facilities, resources and personnel. • Ensure the most efficient and effective internal communications, systems, and scheduling processes. Facilities • Oversee the development and successful implementation of the Pasco Aquatic Center Oversee management of project development and construction schedules. • Oversee the prioritization, scheduling, and completion of major capital repair/replacement/improvement projects. • Set policies and procedures to ensure timely meeting of goals and timelines. • Ensure compliance with all applicable laws and internal policies for purchasing and procurement. Financial Management • Ensure the proper entry and maintenance of all accounting activities: ▪ Accounts Payable ▪ Accounts Receivable ▪ Journal entries ▪ Monthly reconciliation of bank and investment statements ▪ Payroll, taxes, and benefits • Oversee the development and implementation of internal controls. • Oversee the District’s annual financial and accountability audit by Washington State Auditor’s Office. • Ensure the proper and timely payment of all local, state, and federal taxes and fees. • Generate monthly financial reports and forecasts for review and approval by the Finance Committee, and Board of Directors. • Oversee the development of the organization’s annual operating and capital budgets. 2022 Budget Projections (Sept‐Dec) Account Description 2022 Adopted Budget 2022 Proposed Revised Budget September October November December REVENUESc $500,000 $500,000City of Pasco Grant $20,000 $20,000City of Pasco Loan $300,000 $300,000Interest Incomes $200 $200Total Revenue $520,200$820,200EXPENDITURES Adverts/Publications $500 $12,500 $3,000 $3,000 $3,000 $3,000Legal Services $1,200 $13,200 $3,000 $3,000 $3,000 $3,000Kennewick PFD $500,000 $500,000Professional Services Executive Director $5,000 $45,000 $10,000 $10,000 $10,000 $10,000Design/Architecture/Engineering $173,846 $173,846Community Engagement/Outreach$15,000 $15,000 $10,000Insurance $3,150 $3,150Admin Services $12,000 $24,000 $3,000 $3,000 $3,000 $3,000Election Charges $179,000 $179,000Dept of Commerce Review $40,000 $40,000Professional Memberships/Affilations$2,500 $2,500Financial Advisor/Bond Initiation Bond Attorney Total Expenditures $521,850$819,350Net Change ($1,650)$850Beginning Fund Balance $17,115$17,115Ending Fund Balance $15,465$17,965 2023 Budget Projections (Q1) Account Description 2022 Proposed Revised Budget January February March April REVENUESc $500,000City of Pasco Grant $20,000City of Pasco Loan $1,161,569 $1,161,569Interest Incomes $200Total Revenue $1,681,769EXPENDITURES Adverts/Publications $12,000 $3,000 $3,000 $3,000 $3,000Legal Services $12,000 $3,000 $3,000 $3,000 $3,000Kennewick PFD $500,000Professional Services Executive Director $40,000 $10,000 $10,000 $10,000 $10,000Design/Architecture/Engineering $695,384 $173,846 $173,846 $173,846 $173,846Community Engagement/Outreach $25,000 $15,000 $5,000 $5,000Financial Advisor/Bond Initiation $45,000 $25,000 $20,000Bond Attorney $100,000 $25,000 $25,000 $25,000 $25,000Bond Underwriter (fee based) $250,000 $250,000Insurance $5,000Admin Services $12,000 $3,000 $3,000 $3,000 $3,000Election Charges $0 $0Dept of Commerce Review $0 $0Professional Memberships/Affilations $2,500 $2,500Total Expenditures $1,698,884Net Change ($17,115)Beginning Fund Balance $17,115Ending Fund Balance $0