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HomeMy WebLinkAbout2023.10.17 PPFD Meeting PacketPasco Public Facilities District Board Building Regional Facilities through Community Partnerships AGENDA 4:00 PM - Tuesday, October 17, 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 streamed at and www.pasco-wa.gov/psctvlive page Facebook City’s the at and on 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 who specific to access have members to directed best are staff 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 September 19, 2023 Meeting Minutes MOTION: I move to approve the PPFD Board minutes from the September 19, 2023, meeting. IV.Claims Approval 8 A.Approval of PPFD Monthly Expenses (Darcy Buckley) MOTON: I move to approve the September 2023 PPFD Expenses in the amount of $38,400.54. 9 B.Approval of Association of Washington State Public Facilities Districts (AWSPFD) Membership Dues (Matt Watkins) I move to approve the membership dues for the Association of Washington State Public Facilities Districts for the years from 2021 through 2023 in the amount of $1,550. Page 1 of 14 V.Financial Report 10 - 12 A.September 2023 Balance Sheet, Third Quarter Budget Performance Report, and Monthly Cash Flow Budget Analysis (Darcy Buckley) VI.Reports from Committees A.Design & Construction Committee (Marie Gillespie & Mark Morrissette; Alternate Spencer Jilek) B.Audit & Finance Committee (Mark Morrissette & Caroline Bowdish; Alternate Spencer Jilek) VII.Old Business 13 A.2023 Budget Review and Adoption (Darcy Buckley) MOTION: I move to adopt the 2023 PPFD Budget as presented. B.Establishment of a Working Group (Matt Watkins) VIII.New Business 14 A.2024 Budget Draft Presentation (Darcy Buckley) Presentation and Discussion B.Districts Facilities State Public of Association Washington (AWSPFD) Conference Report (Attendees: Morrissette, Bowdish, Jilek, Watkins, Gardner, & Hofstetter) IX.Other Business A.Owner’s Representative Report (Heath Gardner) B.PPFD Executive Director Report (Matt Watkins) 1. Underwriter and Bond Counsel RFQ 2. Council Liaison, Appointment by Mayor 3. Visit Tri-Cities and Tri-Cities Legislative Counsel 4. City of Pasco Mission to Colima C.PPFD Board Meeting Schedule *Tuesday, November 21, 2023  Tuesday, December 19, 2023 Page 2 of 14  Tuesday, January 16, 2024  Tuesday, February 20, 2024  Tuesday, March 19, 2024  Tuesday, April 16, 2024 X.Executive Session XI.Adjournment Page 3 of 14 Pasco Public Facilities District Board MINUTES 4:00 PM - Tuesday, September 19, 2023; Pasco City Hall, Council Chambers WELCOME, CALL TO ORDER, AND ROLL CALL Pasco Public Facilities District (PPFD) President Morrissette welcomed members of the audience and called the meeting to order at 4:00 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: City Attorney Eric Ferguson, Interim Administrative & Community Services Director Jesse Rice, and City Clerk Debby Barham RECOGNITION OF VISITORS/PUBLIC COMMENTS Brandon Potts, Vice President with Bouten Construction Company, commented on his company's submission. Ms. Bowdish arrived to the meeting at 4:04 PM. FINANCIAL REPORT Discussion of August 2023 Monthly Cash Flow Budget Analysis, Budget Performance Report, Balance Sheet, and Tax Distribution Summary(Darcy Buckley) Ms. Buckley provided a brief report related to the August 2023 Cash Flow Budget Analysis, Budget Performance Report, Balance Sheet, and Tax Distribution Summary. Mr. Rice arrived at 4:07 PM. Ms. Buckley also briefly discussed the "Overview of Debt Financing Project" memorandum distributed to the PPFD Board at the meeting. Page 1 of 4Page 4 of 14 APPROVAL OF MINUTES Approve PPFD Board Meeting Minutes MOTION: Ms. Bowdish moved to approve the PPFD Board minutes from the August 15, 2023, meeting. Mr. Dietrich seconded. Motion carried unanimously. CLAIMS APPROVAL Approval of PPFD Monthly Expenses MOTON: Dr. Jilek moved to approve the August 2023 PPFD Expenses in the amount of $196,552.72. Mr. Dietrich seconded. Motion carried unanimously. REPORTS FROM COMMITTEES Design & Construction Committee (Marie Gillespie & Mark Morrissette; Alternate Spencer Jilek) Ms. Gillespie announced that PPFD received seven (7) submissions for the Design Build Requests for Qualifications (RFQ). Mr. Dietrich asked for a status of creating a subcommittee related to the project. Mr. Watkins responded the recent public outreach efforts. He also commented on the community soliciting regarding Group discussions with recent Wenaha members (subject matter experts) as an advisory group. Mr. Watkins requested PPFD Board prepare a summary of the purpose/goals of the advisory group. OLD BUSINESS Mr. Morrissette asked about noticing a community outreach meeting with the full PPFD Board in attendance. Mr. Ferguson replied that it would be noticed as a special meeting and include the topics that will be discussed at the special meeting. NEW BUSINESS Resolution No. 2023-11 - Underwriter Services Request for Qualifications for Issuance of Securities Mr. Watkins provided a brief overview of the proposed request for qualifications for the issueance of securities. Page 2 of 4Page 5 of 14 MOTION:Dr. Jilek moved the approve Resolution No. 2023-11, approving the posting of the underwriter services for the issuance of securities Request for Qualifications, on September 22, 2023, selection, negotiation, to Director Executive PPFD further authorize and the execute the contract. Mr. Dietrich seconded. Motion carried unanimously. Resolution No. 2023-12 - Special Counsel Request for Qualifications for Bonding Services Mr. Watkins provided a brief overview of the proposed request for qualifications for Bonding counsel. MOTION: Resolution 2023-12, No. approve to moved Jilek Dr. approving the posting of the special Counsel Request for Qualifications commencing on September 22, 2023, selection, negotiation, and further authorize the PPFD Executive Director to execute the contact. Ms. Bowdish seconded. Motion carried unanimously. OTHER BUSINESS PPFD Executive Director Report (Matt Watkins) Mr. Watkins reminded the PPFD Board that the Association of Washington Public Facilities Districts Conference is scheduled for September 28th through 30th. He also provided a brief recap of the public outreach during the Fiery Foods Festival held on September 9, 2023. Owner’s Representative Report (Heath Gardner) Mr. Gardner provided a brief report related to the Design Build Requests for Qualifications, which yielded seven submissions. The next step is review the RFQs and reduce the list to three to four companies and issue a Request for Proposals upcoming for meeting kick-off a He commented them. to on community outreach at community events, which will include hosting listening sessions, a survey opportunity and posting information on social media outlets. It is hoped to receive a gauge of what amenities the community desires, as well as and activities that will be held at the aquatic facility. Lastly, he stated that it is to educate the community on the project and its two phases, with the hope to identify individuals to participate in the community advisory group. Next PPFD Board Meeting Scheduled for Tuesday, October 17, 2023. EXECUTIVE SESSION PPFD Board adjourned into Executive Session at 4:45 PM for 30 Page 3 of 4Page 6 of 14 minutes to consider possible site selection or acquisition of real estate purchase or lease if likelihood that disclosure would increase price per RCW 42.30.110(1)(b) with the PPFD Executive Director, Deputy City Manager, and City Attorney. At 5:15 PM Mr. Morrissette announced that the Executive Session would continue for another 15 minutes. Mr. Morrissette called the meeting back to order at 5:30 PM. ADJOURNMENT There being no further business, the meeting was adjourned at 5:30 pm. PASSED AND APPROVED THIS ___ DAY OF __________, 20__ APPROVED: Mark Morrissette, President Debra Barham, CMC Page 4 of 4Page 7 of 14 G/L Date Journal Type Description/Project Source Budget 9/24/2023 JE A/P Invoice Entry Accounts Payable Invoice Number Invoice Date Payment Number 6437191-1 THREE 8/16/2023 842541 6437091-1- THREE 8/16/2023 842542 6437210-1- THREE 8/17/2023 842543 6429494-1- THREE 8/17/2023 842544 6429243-1- THREE 8/17/2023 842545 9/5/2023 JE A/P Invoice Entry Accounts Payable Invoice Number Invoice Date Payment Number 17999 9/6/2023 258687 9/26/2023 JE PPFD ILA agreement Base Compensation to City of Pasco Sept 9/5/2023 JE A/P Invoice Entry Accounts Payable Invoice Number Invoice Date Payment Number 014 9/1/2023 258768 9/18/2023 JE A/P Invoice Entry Accounts Payable Invoice Number Invoice Date Payment Number 3580 9/9/2023 259093 Grand Total: $38,400.54 Month Total: September 2023 $27,149.54 Total: $17,149.54 WENAHA GROUP INC SERVICES FOR PPFD/AQUATIC CENTER Check $17,149.54 $17,149.54 Vendor Description Payment Type Amount Distribution Amount 2023-00004733 AP $17,149.54 Total: $10,000.00 WATKINS ENDEAVOR LLC SERVICES FOR PPFD/08/1/2023- 8/31/2023 Check $10,000.00 $10,000.00 Vendor Description Payment Type Amount Distribution Amount 2023-00004365 AP $10,000.00 Month Total: September 2023 $9,500.00 2023-00004736 GL $9,500.00 Month Total: September 2023 $876.00 Total: $876.00 KERR FERGUSON LAW PLLC PPFD LEGAL SERVICES Check $876.00 $876.00 Vendor Description Payment Type Amount Distribution Amount 2023-00004435 AP $876.00 Month Total: September 2023 $0.00 $875.00 Total: $875.00 US BANK CARD SVCS (EFT ONLY) 5025 GARZA - PFD CONF REGISTRATION FOR M.WATKINS EFT $175.00 $175.00 US BANK CARD SVCS (EFT ONLY) 5025 GARZA- PFD CONFERENCE REGISTRATION FOR M.HOFSTETTER EFT $175.00 $175.00 US BANK CARD SVCS (EFT ONLY) 5025 GARZA - PFD CONF REGISTRATION FOR S.JILEK EFT $175.00 $175.00 US BANK CARD SVCS (EFT ONLY) 5025 GARZA - PFD CONF REGISTRATION FOR M. MORRISETTE EFT $175.00 $175.00 US BANK CARD SVCS (EFT ONLY) 5025 GARZA - PFD CONF REGISTRATION FOR C.BOWDISH EFT $175.00 $175.00 Vendor Description Payment Type Amount Distribution Amount 2023-00004029 AP $875.00 Actual CITY OF PASCO Expense Ledger Detail Listing From Date: 9/1/2023 - To Date: 9/30/2023 Journal Sub Ledger Reference Encumbrance user: Monica Hofstetter Pages 1 of 1 Monday, October 9, 2023 Page 8 of 14 ASSOCIATION OF WASHINGTON STATE PUBLIC FACILITIES DISTRICTS Invoice 10-05-2023 Dues for the following years 2021 $500.00 2022 $500.00 2023 $550.00 Total Due $1550.00 Please make checks payable to: Association of Washington State Public Facilities District 1900 7”‘Avenue,Longview,WA 98632 (360)957-2515 Page 9 of 14 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 1,856,137.22 1.29 1,856,135.93 143,886,506.20 10 - Totals $1,856,137.22 $1.29 $1,856,135.93 143,886,506.20% 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 $1,856,137.22 $139,010.56 $1,717,126.66 1,235.25% LIABILITIES AND FUND EQUITY LIABILITIES 21 21.2105 Accounts Payable .00 8,387.10 (8,387.10)(100.00) 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 $0.00 $368,723.53 ($368,723.53)(100.00%) LIABILITIES TOTALS $0.00 $368,723.53 ($368,723.53)(100.00%) 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 (2,733,523.88) Fund Expenses 647,673.69 FUND EQUITY TOTALS $1,856,137.22 ($229,712.97)$2,085,850.19 908.02% LIABILITIES AND FUND EQUITY TOTALS $1,856,137.22 $139,010.56 $1,717,126.66 1,235.25% 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 $0.00 +++ Page 1 of 1Run by Monica Hofstetter on 10/09/2023 08:38:46 AM Balance Sheet Through 09/30/23 Detail Listing Include Rollup Account/Rollup to Base Page 10 of 14 Cash Flow Budget Analysis Pasco Public Facilities District Beginning Balance: (229,712.97) 70,259.03 1,124,641.64 2,431,442.75 Original Budget New Budget YTD Actual Q1 Q2 Q3 Q4 Revenues PPFD Retail Sales Tax (2/10th)3,250,000 2,683,329 331,807.00 1,117,207.11 1,234,314.45 Regional Retail Sales Tax 500,000 500,000 492,534 61,693.00 205,553.60 225,287.26 Pasco Subsidy PFD 20,000 20,000 5,835 5,001.00 833.50 - Total Revenues 520,000 3,770,000 3,181,697 398,501.00 1,323,594.21 1,459,601.71 Expenses Advertising 500 1,500 568 - 568.00 - Legal 1,200 12,000 7,742 3,294.00 2,190.00 - Organization Service 500,000 500,000 424,253 61,693.00 205,553.60 72,710.06 Insurance Premium 3,150 3,542 3,542 3,542.00 - - Professional Services 5,000 120,000 77,150 30,000.00 37,150.00 10,000.00 Wenaha 787,819 52,698 - - 51,090.54 Other Expenses 250,000 - - - - Design Costs - - - - Property Purchase - - - - Cost Allocation 12,000 108,000 43,285 - 23,750.00 19,000.00 Total Expenses 521,850 1,782,861 609,238 98,529.00 269,211.60 152,800.60 Net Revenue/(Expense)299,972.00 1,054,382.61 1,306,801.11 - Ending Balance 70,259.03 1,124,641.64 2,431,442.75 2,431,442.75 Page 11 of 14 Row Labels Sum of Accumulation Amount Accommodation and Food Services 30,295.02$ Administrative and Support and Waste Management and Remediation Services 10,408.94$ Agriculture, Forestry, Fishing and Hunting 565.84$ Arts, Entertainment, and Recreation 2,218.68$ Construction 60,436.84$ Educational Services 465.54$ Finance and Insurance 1,375.60$ Health Care and Social Assistance 349.86$ Information 6,715.64$ Management of Companies and Enterprises 0.31$ Manufacturing 5,076.17$ Mining 4.73$ Other Services (except Public Administration)11,848.02$ Professional, Scientific, and Technical Services 4,455.78$ Public Administration 214.04$ Real Estate Rental and Leasing 10,270.87$ Retail Trade 192,757.30$ Transportation and Warehousing 9,587.97$ Utilities 148.86$ Wholesale Trade 26,785.24$ WA DOL 8,740.28$ Grand Total 382,721.53$ Accumulation 382,721.53$ Pool 1,006.86$ Admin Fee (3,837.28)$ Distribution 379,831.11$ September 2023 Pasco Public Facilities District $30,295.02 $10,408.94 $565.84 $2,218.68 $60,436.84 $465.54 $1,375.60 $349.86 $6,715.64 $0.31 $5,076.17 $4.73 $11,848.02 $4,455.78 $214.04 $10,270.87 $192,757.30 $9,587.97 $148.86 $26,785.24 $8,740.28 Total Accommodation and Food Services Administrative and Support and Waste Management and Remediation ServicesAgriculture, Forestry, Fishing and Hunting Arts, Entertainment, and Recreation Construction Educational Services Finance and Insurance Health Care and Social Assistance Information Management of Companies and Enterprises Manufacturing Mining Other Services (except Public Administration) Category NameSum of Accumulation Amount Page 12 of 14 Adopted Budget Amendments Amended Budget Fund REVENUE 31 31.1341 3,850,000.00$ 3,850,000.00$ 31.1311 840,000.00$ 840,000.00$ 31 Totals 4,690,000.00$ 4,690,000.00$ 34 -$ 34.4527 5,834.00$ 5,834.00$ 34 Totals 5,834.00$ 5,834.00$ 36 -$ 36.6900 -$ -$ 36 Totals -$ -$ -$ 4,695,834.00$ 4,695,834.00$ EXPENSE -$ 53 -$ 53.321 Forms Stationary Bus Cards 50.00$ 50.00$ 53 Totals 50.00$ 50.00$ 54 -$ 54.4524 Advertising 1,700.00$ 1,700.00$ 54.4530 Legal Combined Services 11,650.00$ 11,650.00$ 54.4540 Organizational Services 925,500.00$ 925,500.00$ 54.4510 Dues Subscriptions 1,500.00$ 1,500.00$ 54.4512 Training Registration Tuition 1,000.00$ 1,000.00$ 54.4541 Professional Services 985,000.00$ 985,000.00$ 54.4635 Insurance Premiums 3,550.00$ 3,550.00$ 54 Totals 1,929,900.00$ 1,929,900.00$ 56 -$ 56.6110 Land & Land Improvements 500,000.00$ 500,000.00$ 56 Totals 500,000.00$ 500,000.00$ -$ 2,429,950.00$ 2,429,950.00$ -$ REVENUE TOTALS 4,695,834.00$ 4,695,834.00$ EXPENSE TOTALS 2,429,950.00$ 2,429,950.00$ 2,265,884.00$ 2,265,884.00$ PPFD EXPENSE TOTALS Pasco Public Facility District Totals PPFD REVENUE TOTALS Pasco Public Facility District 2023 Budget Local Sales Tax PFD Sales Tax PFD Pasco Support Refunds, Reimbursements, Rebates Page 13 of 14 Adopted Budget Amendments Amended Budget Fund REVENUE 30 30.9999 2,265,884.00$ 31 31.1341 4,200,000.00$ 4,200,000.00$ 31.1311 840,000.00$ 840,000.00$ 31 Totals 5,040,000.00$ 5,040,000.00$ 36 -$ 36.6900 -$ -$ 36 Totals -$ -$ -$ 5,040,000.00$ 5,040,000.00$ EXPENSE -$ 53 -$ 53.321 Forms Stationary Bus Cards 100.00$ 100.00$ 53 Totals 100.00$ 100.00$ 54 -$ 54.4524 Advertising 500.00$ 500.00$ 54.4530 Legal Combined Services 12,000.00$ 12,000.00$ 54.4540 Organizational Services 954,000.00$ 954,000.00$ 54.4510 Dues Subscriptions 500.00$ 500.00$ 54.4512 Training Registration Tuition 1,000.00$ 1,000.00$ 54.4541 Professional Services 1,050,000.00$ 1,050,000.00$ 54.4635 Insurance Premiums 3,600.00$ 3,600.00$ 54 Totals 2,021,600.00$ 2,021,600.00$ 56 -$ 56.6110 Land & Land Improvements 3,000,000.00$ 3,000,000.00$ 56 Totals 3,000,000.00$ 3,000,000.00$ -$ 5,021,700.00$ 5,021,700.00$ -$ BEGINNING BALANCE 2,265,884.00$ 2,265,884.00$ REVENUE TOTALS 5,040,000.00$ 5,040,000.00$ EXPENSE TOTALS 5,021,700.00$ 5,021,700.00$ 2,284,184.00$ 2,284,184.00$ PPFD REVENUE TOTALS PPFD EXPENSE TOTALS Pasco Public Facility District Totals Beginning Balance Pasco Public Facility District 2024 Budget Local Sales Tax PFD Sales Tax Refunds, Reimbursements, Rebates Page 14 of 14