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Home My WebLink About2023.07.18 PPFD Meeting PacketPasco Public Facilities District Board Building Regional Facilities through Community Partnerships AGENDA 4:00 PM - Tuesday, July 18, 2023; Pasco City Hall, Council Chambers REMOTE MEETING INSTRUCTIONS - Individuals, who would like to provide public comment remotely, may continue to do so by filling out the online form via the City’s website (www.pasco-wa.gov/publiccomment) to obtain access information to comment. Requests to comment in meetings must be received by 1:00 p.m. on the day of each meeting. To listen to the meeting via phone, call (562) 247-8422 and use access code 990-372-793. PPFD Board meetings are broadcast live on PSC-TV Channel 191 on Charter/Spectrum Cable in Pasco and Richland and streamed at www.pasco-wa.gov/psctvlive and on the City’s Facebook page at www.facebook.com/cityofPasco. Page I. Welcome, Call To Order, and Roll Call II. Recognition of Visitors/Public Comments - This item is provided to allow the public the opportunity to bring items to the attention of the Pasco Public Facilities District Board or to express an opinion on an issue. Its purpose is not to provide a venue for debate or for the posing of questions with the expectation of an immediate response. Some questions require consideration by Board over time and after a deliberative process with input from a number of different sources; some questions are best directed to staff members who have access to specific information. Public comments will normally be limited to three minutes by each speaker. Those with lengthy messages are invited to summarize their comments and/or submit written information for consideration by the PPFD Board outside of formal meetings. III. Approval of Minutes 4 - 7 A. Approve PPFD Board June 20, 2023 Meeting Minutes MOTION: I move to approve the PPFD Board minutes from the June 20, 2023 meeting. IV. Claims Approval 8 A. Approval of June 2023 PPFD Expenses MOTION: I move to approve the July 2023 PPFD Expenses V. Financial Report 9 - 11 A. June 2023 Balance Sheet, Budget Performance Report and Monthly Cash Flow Budget Analysis Page 1 of 11 VI. Reports from Committees A. Design & Construction Committee (Marie Gillespie & Mark Morrissette) B. Audit & Finance Committee (Mark Morrissette & Caroline Bowdish) VII. Old Business A. Alternative Contracting PRC Review, July 27, 2023, 1 p.m. (Heath Gardner & Matt Watkins) • Engagement of Pasco Public Works as team members • Engagement of Robynne Thraxton • Dress Rehearsal and Planned Participants B. Special Counsel RFQ Update (Heath Gardner and Matt Watkins) • RFQ Release • Two Respondents • Selection Team Evaluation and Choice of Preferred Candidate • Negotiation with Preferred Candidate • Agreement VIII. New Business A. PPFD Committee Backups (Matt Watkins) IX. Other Business A. Owner’s Representative Report (Heath Gardner) • Introduction and Engagement with City of Pasco Code Enforcement (Hartwig of Wenaha, Hendren of Pasco, and Watkins) • Activities expected after PRC approval • Master schedule progress B. PPFD Executive Director Report • Progressive Design Build (PDB) Training • Broadmoor Property and Campus Concept Progress • Commerce Review and Bonding Planning Page 2 of 11 • Annual Review C. Next PPFD Board Meeting Scheduled for Tuesday, August 15, 2023. X. Executive Session XI. Adjournment Page 3 of 11 Pasco Public Facilities District Board MINUTES 4:00 PM - Tuesday, June 20, 2023; Pasco City Hall, Council Chambers WELCOME, CALL TO ORDER, AND ROLL CALL Pasco Public Facilities District (PPFD) President Morrissette called the meeting to order at 4:04 PM. Board Members Present: President Mark Morrissette, Vice President Marie Gillespie, Secretary/Treasurer Caroline Bowdish, Board Member Leonard Dietrich, and Board Member Spencer Jilek Board Staff Present: PPFD Executive Director Matt Watkins City Council & Staff Present: Council Liaison Craig Maloney, City Attorney Eric Ferguson, Interim Administrative & Community Services Director Jesse Rice, and City Clerk Debby Barham RECOGNITION OF VISITORS/PUBLIC COMMENTS Fred LaMothe congratulated the PPFD Board for the decision for the future site of the Aquatic Facilities. However, if that site does not come to fruition, then he welcomes the PPFD Board to reconsider the Life Quest property for placement of the Aquatics Facility. APPROVAL OF MINUTES Approve PPFD Board Meeting Minutes MOTION: Mr. Dietrich moved to approve the PPFD Board minutes from the May 16, 2023, Meeting. Seconded by Dr. Jilek. Motion carried unanimously. MOTION: Mr. Dietrich moved to approve the PPFD Board minutes from the May 26, 2023, Retreat as amended (updating Ms. Bowdish as excused from attending the Retreat). Seconded by Dr. Jilek. Motion carried unanimously. FINACIAL REPORT May 2023 Financial Report Ms. Buckley briefed the PPFD Board on the May 2023 PPFD Financial Report regarding the report she distributed to the Board members. She introduced Monica Page 1 of 4Page 4 of 11 Hofstetter, the newly hired accountant who will oversee the PPFD accounting activities. Ms. Buckley also noted that the financial reports will be provided on a monthly basis moving forward. The PPFD Board and Ms. Buckley briefly discussed the PPFD finances. NEW BUSINESS Resolution No. 2023-06 - Stakeholder Register Mr. Watkins and Mr. Gardner, Wenaha Group Sr. Project Manager and PPFD's Owner's Representative, provided a brief overview of the proposed Stakeholder Register. The discussion included Agenda Item D, "Approval Thresholds Discussion" and Mr. Watkins introduced financial approval thresholds to allow the Aquatics Facility project to move forward. The PPFD Board, Mr. Watkins, Mr. Ferguson, Ms. Buckley and Mr. Gardner discussed the approval thresholds. Mr. Watkins stated that if the PPFD Board is interested in approval thresholds, then he would work on a policy and will bring it back for the Board's consideration in the next meeting or two. The PPFD Board and staff returned to the proposed Stakeholder Register, and staff answered clarifying questions from the Board members. MOTION: Dr. Jilek moved to approve Resolution No. 2023-06, to utilize a Stakeholder Register and Decision Matrix for the design and construction of the Aquatics Facility. Seconded by Ms. Bowdish. Motion failed unanimously 0-5. MOTION: Ms. Gillespie moved to approve an amend Exhibit A in Resolution No. 2023-06, to utilize a Stakeholder Register and Decision Matrix for the design and construction of the Aquatics Facility, with the language that any item requiring approval must complete all consult/inform prior to approval activities. Seconded by Mr. Dietrich. Motion carried unanimously 5-0. MOTION: Ms. Gillespie moved to adopt Resolution No. 2023-06 as amended. Seconded by Dr. Jilek. Motion carried unanimously 5-0. Resolution No. 2023-07 - Alternative Contracting Procedures Mr. Watkins and Mr. Gardner provided a brief history of the traditional and alternative contracting procedures and the recommendation is to pursue the Progressive Design Build Contracting process. Page 2 of 4Page 5 of 11 PPFD Board and staff discussed the merits of Progressive Design Build Contracting process versus the traditional Design, Bid, Build Contracting process. MOTION: Ms. Gillespie moved to amend Resolution No. 2023-07, Section 3, at the end of the last sentence, to add "legal staff" and strike "Perkins Coie staff". Seconded by Dr. Jilek. Motion carried unanimously MOTION: Dr. Jilek moved to approve Resolution No. 2023-07, as amended, to pursue alternative Public Works Contracting Procedures for the Pasco Aquatics Facility project. Seconded by Ms. Bowdish. Motion carried unanimously. Resolution No. 2023-08 - Special Counsel for CPARB-PRC Mr. Watkins provided a brief report on the proposed special Counsel for the CPARB-PRC process. Ms. Gillespie moved to approve Resolution No. 2023-08, approving the posting of the Special Counsel Request for Qualifications commencing on June 21, 2023, selection, negotiation, and further, authorize the PPFD Executive Director to execute the contract documents. Seconded by Mr. Dietrich. Motion carried unanimously. Public Facilities District Washington State Department of Commerce Financial Review Discussion Mr. Watkins provided a brief report on the next steps for the approval from Washington State before the PPFD may incur any indebtedness. He noted that a resolution will come back once an interlocal agreement is ready for approval. OTHER BUSINESS PPFD President's Report Mr. Morrissette provided a brief recap of his recent visit to the Slidewaters Water Park located in Chelan, WA. He distributed a recap of his visit to the PPFD Board. Dr. Jilek and Mr. Dietrich commented on the amount of land needed for current and future use for the Aquatics Facility. The PPFD Board requested the Mr. Watkins to bring back six-acre, eight-acre and ten-acre purchase options back to the Board. Page 3 of 4Page 6 of 11 PPFD Executive Director Report Mr. Watkins reported on the recent Tri-Cities Chamber of Commerce's Local Government Affairs Committee Meeting. Mr. Morrissette announced the next PPFD Board Meeting is scheduled for Tuesday, July 18, 2023. ADJOURNMENT There being no further business, the meeting was adjourned at 5:37 pm. PASSED AND APPROVED THIS ___ DAY OF __________, 20__ APPROVED: Mark Morrissette, President Debra Barham, CMC Page 4 of 4Page 7 of 11 G/L Date Journal Type Description/Project Source Budget 6/6/2023 JE A/P Invoice Entry Accounts Payable Invoice Number Invoice Date Payment Number 17943 6/2/2023 256663 6/6/2023 JE A/P Invoice Entry Accounts Payable Invoice Number Invoice Date Payment Number JUNE 2023 6/2/2023 256662 6/5/2023 JE A/P Invoice Entry Accounts Payable Invoice Number Invoice Date Payment Number 011 6/1/2023 256746 6/27/2023 JE A/P Invoice Entry Accounts Payable Invoice Number Invoice Date Payment Number 012 7/1/2023 257231 $0.00Month Total: June 2023 $0.00 $20,000.00 Total: $10,000.00 WATKINS ENDEAVOR LLC SERVICES FOR PPFD 06/01/23- 6/30/2023 Check $10,000.00 $10,000.00 Vendor Description Payment Type Amount Distribution Amount 2023-00002884 AP $10,000.00 Total: $10,000.00 WATKINS ENDEAVOR LLC SERVICES FOR PPFD 5/01/23-5/31/23 Check $10,000.00 $10,000.00 Vendor Description Payment Type Amount Distribution Amount G/L Account Number: 931.13.590-54.4541 Professional Services 2023-00002441 AP $10,000.00 Month Total: June 2023 $78,094.44 Total: $78,094.44 KENNEWICK PUBLIC FACILITIES DISTRICT PFD SALES TAX REC'D BY PASCO AND SENT TO KEN FOR MAY 23 Check $78,094.44 $78,094.44 Vendor Description Payment Type Amount Distribution Amount G/L Account Number: 931.13.590-54.4540 Organizational Services 2023-00002441 AP $78,094.44 Month Total: June 2023 $1,859.00 Total: $1,859.00 KERR FERGUSON LAW PLLC PPFD LEGAL SERVICES/MAY 2023 Check $1,859.00 $1,859.00 Vendor Description Payment Type Amount Distribution Amount 2023-00002441 AP $1,859.00 Actual G/L Account Number: 931.13.590-54.4530 Legal Combined Services CITY OF PASCO Expense Ledger Detail Listing From Date: 6/1/2023 - To Date: 6/30/2023 Journal Sub Ledger Reference Encumbrance user: Monica Hofstetter Pages 1 of 1 Tuesday, July 11, 2023Page 8 of 11 Current YTD Prior Year Account Account Description Balance Total Actual Net Change Change % Fund Category External Fund Type Fund 931 - Pasco Public Facility District ASSETS 10 10.1010 Cash 1,230,322.23 1.29 1,230,320.94 95,373,716.28 10 - Totals $1,230,322.23 $1.29 $1,230,320.94 95,373,716.28% 12 12.1210 Taxes Receivable - Sales .00 139,009.27 (139,009.27)(100.00) 12 - Totals $0.00 $139,009.27 ($139,009.27)(100.00%) ASSETS TOTALS $1,230,322.23 $139,010.56 $1,091,311.67 785.06% LIABILITIES AND FUND EQUITY LIABILITIES 21 21.2105 Accounts Payable 10,000.00 8,387.10 1,612.90 19.23 21.2128 Due to Other Govt .00 150,120.00 (150,120.00)(100.00) 21.2225 A/P Year End Accrual .00 210,216.43 (210,216.43)(100.00) 21 - Totals $10,000.00 $368,723.53 ($358,723.53)(97.29%) LIABILITIES TOTALS $10,000.00 $368,723.53 ($358,723.53)(97.29%) FUND EQUITY 29 29.2900 Fund Balance (229,712.97)(229,712.97).00 .00 29 - Totals ($229,712.97)($229,712.97)$0.00 0.00% FUND EQUITY TOTALS Prior to Current Year Changes ($229,712.97)($229,712.97)$0.00 0.00% Prior Year Fund Equity Adjustment .00 Fund Revenues (1,726,260.38) Fund Expenses 276,225.18 FUND EQUITY TOTALS $1,220,322.23 ($229,712.97)$1,450,035.20 631.24% LIABILITIES AND FUND EQUITY TOTALS $1,230,322.23 $139,010.56 $1,091,311.67 785.06% Fund 931 - Pasco Public Facility District Totals $0.00 $0.00 $0.00 +++ Fund Type Totals $0.00 $0.00 $0.00 +++ Fund Category External Totals $0.00 $0.00 $0.00 +++ Grand Totals $0.00 $0.00 $0.00 +++ Page 1 of 1Run by Monica Hofstetter on 07/11/2023 15:25:13 PM Balance Sheet Through 06/30/23 Detail Listing Include Rollup Account/Rollup to Base Page 9 of 11 YTD Budget - YTD Transactions Transactions 1,449,013.22 (1,449,013.22) 267,247.14 232,752.86 $1,716,260.36 ($1,216,260.36) 10,000.02 9,999.98 $10,000.02 $9,999.98 $1,726,260.38 ($1,206,260.38) $1,726,260.38 ($1,206,260.38) $1,726,260.38 ($1,206,260.38) 568.29 (68.29) 5,483.50 (4,283.50) 199,481.54 300,518.46 67,150.00 (62,150.00) 3,541.85 (391.85) .00 12,000.00 $276,225.18 $245,624.82 $276,225.18 $245,624.82 $276,225.18 $245,624.82 $276,225.18 $245,624.82 1,726,260.38 (1,206,260.38) 276,225.18 245,624.82 $1,450,035.20 ($1,451,885.20) EXPENSE TOTALS 521,850.00 Fund 931 - Pasco Public Facility District Totals ($1,850.00) Fund 931 - Pasco Public Facility District Totals REVENUE TOTALS 520,000.00 Prog 590 - PPFD Admin Totals $521,850.00 Dept 13 - City Mgr Totals $521,850.00 EXPENSE TOTALS $521,850.00 54.4900 I/F Admin Services 12,000.00 54 - Totals $521,850.00 54.4635 Insurance Premiums 3,150.00 54.4540 Organizational Services 500,000.00 54.4541 Professional Services 5,000.00 54.4524 Advertising 500.00 54.4530 Legal Combined Services 1,200.00 EXPENSE Dept 13 - City Mgr Prog 590 - PPFD Admin Prog 590 - PPFD Admin Totals $520,000.00 Dept 13 - City Mgr Totals $520,000.00 REVENUE TOTALS $520,000.00 34.4527 PFD Pasco Support 20,000.00 34 - Totals $20,000.00 31 - Totals $500,000.00 34 31.1310 Local Sales Tax .00 31.1311 PFD Sales Tax 500,000.00 Prog 590 - PPFD Admin 31 Fund 931 - Pasco Public Facility District REVENUE Dept 13 - City Mgr Budget Performance Report Fiscal Year to Date 06/30/23 Include Rollup Account and Rollup to Base Adopted Account Account Description Budget Run by Monica Hofstetter on 07/11/2023 03:03:16 PM Page 1 of 1Page 10 of 11 Cash Flow Budget Analysis Pasco Public Facilities District Reference A Beginning Balance (229,713) (232,506) (237,413) 122,452 434,953 850,386 1,182,324 1,453,266 1,724,708 1,996,150 2,267,592 2,538,534 Original Budget New Budget Jan-23 Feb-23 Mar-23 Apr-23 May-23 Jun-23 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Revenues PPFD Retail Sales Tax (2/10th)3,250,000 - 4,866 326,941 323,051 422,197 371,959 325,000 325,000 325,000 325,000 325,000 325,000 Regional Retail Sales Tax 500,000 500,000 - - 61,693 59,694 78,094 67,766 60,000 60,000 60,000 60,000 60,000 60,000 Pasco Subsidy PFD 20,000 20,000 1,667 1,667 1,667 1,667 1,667 1,667 1,667 1,667 1,667 1,667 1,667 1,667 Total Revenues 520,000 3,770,000 B 1,667 6,533 390,301 384,412 501,958 441,392 386,667 386,667 386,667 386,667 386,667 386,667 Expenses Advertising 500 1,500 - - - 568 - - 500 - - - 500 - Legal 1,200 12,000 918 1,440 936 - 331 1,859 1,000 1,000 1,000 1,000 1,000 1,000 Organization Service 500,000 500,000 - - - 61,693 59,694 78,094 60,000 60,000 60,000 60,000 60,000 60,000 Insurance Premium 3,150 3,542 3,542 - - - - - - - - - - - Professional Services 5,000 120,000 - 10,000 20,000 150 17,000 20,000 10,000 10,000 10,000 10,000 10,000 10,000 Owner's Representative 208,350 - - - - - - 34,725 34,725 34,725 34,725 34,725 34,725 Design Costs Cost Allocation 12,000 108,000 - - 9,500 9,500 9,500 9,500 9,500 9,500 9,500 9,500 9,500 9,500 Total Expenses 521,850 953,392 C 4,460 11,440 30,436 71,911 86,525 109,453 115,725 115,225 115,225 115,225 115,725 115,225 Net Revenue/(Expense)D (2,793) (4,907) 359,865 312,501 415,433 331,938 270,942 271,442 271,442 271,442 270,942 271,442 E Ending Balance (232,506) (237,413) 122,452 434,953 850,386 1,182,324 1,453,266 1,724,708 1,996,150 2,267,592 2,538,534 2,809,976 Reference: A = Beginning Cash Available B = Monthly Revenues C = Monthly Expenses D = Monthly Net Revenue/(Expense) E = Ending Cash Available, based on actual or anticipated monthly activity Actual Budget Page 11 of 11