Loading...
HomeMy WebLinkAbout2026.08.18 PPFD MinutesPasco Public Facilities District Board MINUTES 4:00 PM - Tuesday, August 18, 2026; Pasco Aquatic Center, 5204 Road 108, Pasco, WA 99301 & Microsoft Teams Meeting 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, Board Member Craig Maloney, and Board Member Spencer Jilek Board Members Remote: Secretary/Treasurer Caroline Bowdish Board Staff Present: PPFD Executive Director Matt Watkins, PPFD Attorney Tyler Whitney, Heath Gardner, Owner's Representative City Council & Staff Present: Finance Director Kevin Hebdon, Interim Parks & Recreation Director Angela Pashon, PAC Manager Tony Tuck, and Deputy City Clerk Krystle Shanks RECOGNITION OF VISITORS/PUBLIC COMMENTS There were no public comments. Mr. Maloney arrived at 4:02 PM. APPROVAL OF MINUTES Approve PPFD Board Minutes Mr. Jilek moved to approve the PPFD Board minutes from the July 28, 2026 special meeting. Ms. Gillespie seconded. The motion carried 3-1, with Mr. Maloney abstaining. CLAIMS APPROVAL Approval of PPFD Monthly Accounts Payable Claims The Board reviewed the July 2026 claims and expenditures. The July expense activity report reflected total expenses of approximately $800,210.21. The Board discussed several of the larger expenditure categories and invoices. Page 1 of 7 The full claims listing had inadvertently not been included in the meeting packet. The Board was provided a verbal overview of the expenditures, and a printed copy was subsequently made available. The Board also discussed the timing of costs associated with the City's services under the Interlocal Agreement (ILA). The intent is for ILA costs to be billed monthly so the Board has more current information for financial decision -making. Because the complete claims report was not initially included in the packet, the Board elected to defer approval until the report could be reviewed. Mr. Maloney moved to defer the motion approving accounts payable claims until they have a chance to review the claims. Ms. Gillespie seconded. The motion carried unanimously. FINANCIAL REPORT July 2026 Balance Sheet, Budget Performance Report, Local Tax Distribution Report, Local Sales Tax Percentage, and Aquatic Center Budget Tracker Report (Hebdon) Mr. Hebdon provided an overview on the financial reports. The Board reviewed the budget performance report and balance sheet, including July sales tax revenue of approximately $427,000, year-to-date sales tax revenue of approximately $2.17 million, facility revenues of approximately $375,000, and accounts payable of approximately $763,000. The Board also discussed City billings under the ILA and the development of an indirect cost allocation plan. It was shared that Staff Accountant, Ms. Perez, has resigned from the City of Pasco. The Board and staff expressed their appreciation for her hard work and contributions to the PPFD and wished her all the best. REPORTS FROM COMMITTEES Design & Construction Committee (Gillespie & Jilek; Alternate Morrissette) Ms. Gillespie shared that it has been a quiet month with no notable items to report. The Board discussed the future role of the committee structure now that construction of the Aquatic Center is substantially complete. Members discussed whether the existing Design and Construction Committee could take on additional responsibilities, including innovation -related matters. Page 2 of 7 Budget & Finance Committee (Morrissette & Bowdish; Alternate Jilek) The Budget and Finance Committee met on August 7, 2026. Members reported that the committee discussed: • The proposed request for proposals for a new Executive Director; • The proposed Executive Director scope of services; and • Potential members of the Executive Director selection/interview committee. Ms. Bowdish joined the meeting remotely at 4:33 PM. She had attempted to join earlier but was waiting to be admitted. The Board then discussed opportunities for the Pasco Aquatic Center to improve quality of life for adults and seniors through aquatic exercise, community outreach, and social engagement. Staff anticipated expanding programming beginning in mid -September or early October. The Board supported developing a related strategic goal and discussed future strategic planning. No formal action was taken. The Board also discussed the future committee structure now that major construction activities are nearing completion. Members discussed whether the existing committees should be maintained, modified, or expanded and whether a third committee could be appropriate. The Board expressed interest in retaining an effective decision -making structure as the PPFD moves from construction into ongoing operations and future capital projects. No formal action was taken. OLD BUSINESS Seating of new board member, Craig Maloney Mr. Morrissette welcomed Mr. Maloney, as the newly appointed Board Member. NEW BUSINESS Election of Officers: President, Vice -President, Secretary/Treasurer (Whitney) Mr. Whitney reviewed the process for the annual election of officers, noting that the bylaws provide for election of a President, Vice President, and Secretary - Treasurer at the first regular meeting following the appointment or reappointment of Board members. He explained that Board members may nominate themselves or others and that nominees should have an opportunity to briefly state their interest in the position. If multiple candidates are nominated, the positions would Page 3 of 7 be considered individually; if there is only one candidate for each position, the Board may vote accordingly. The Board opened nominations for President, Vice President, and Secretary - Treasurer. Mark Morrison was nominated for President, Marie Gillespie for Vice President, and Craig Maloney for Secretary -Treasurer. No additional nominations were received. Mr. Jilek moved to elect the slate of officers consisting of Mr. Morrissette for President, Ms. Gillespie for Vice -President and Mr. Maloney for Secretary/Treasurer. Seconded by Mr. Maloney. The motion carried unanimously. RFP for New Executive Director (Whitney) Mr. Whitney provided a brief report on the request for proposals process for a new Executive Director, noting the selection of an Executive Director Advisory Committee. The Board reviewed a draft Request for Proposals (RFP) for Executive Director services. Staff explained that the PPFD's 2024 resolution establishing procedures for service -provider RFPs provides the authority to issue the proposed RFP, and therefore a separate resolution would not be required. The Board discussed the proposed scope of services, the RFP process, and the process for evaluating proposals. Board members were encouraged to review the draft RFP and provide markups or redline edits with any recommended changes. The Board discussed maintaining flexibility in the process depending on the number and quality of proposals received. The Board discussed establishing a Selection/Interview Committee to conduct an initial review of proposals, identify qualified candidates, conduct initial interviews, and make a recommendation to the Board for final consideration. Ms. Bowdish and Mr. Morrissette agreed to serve on the committee along with Matt Watkins, Paul Whitemarsh, and Angela Pashon. Staff will incorporate the Board's comments and proposed revisions into the RFP for further consideration and issuance. Updated Fees and Hours (Pashon & Tuck) Ms. Pashon and Mr. Tuck presented proposed changes to the Aquatic Center's hours and fees as the facility transitioned from summer operations to the fall schedule. Beginning September 8, 2026, the facility was expected to operate with an indoor -only capacity of approximately 250. Staff discussed continuing weekend open swim sessions and developing weekday programming that could include open swim, lap swim, fitness, water exercise, and other activities. Page 4 of 7 The Board discussed the proposed fall fee schedule and whether the fees would generate sufficient revenue to support operations, including operating costs, anticipated attendance, cash reserves, and prior market and financial studies. Mr. Maloney moved to approve the proposed hours and amended fee schedule, with each proposed fee increased by $1.00. Mr. Jilek seconded. Ms. Gillespie expressed support for an additional $1.00 increase, for a total increase of $2.00 from the originally proposed fees. The motion carried 4-1, with Ms. Gillespie dissenting. Association of Washington State Public Facilities District (AWSPFD) Annual Conference, September 9th-11th in Bremerton, WA (Watkins) Mr. Watkins discussed the upcoming annual conference hosted by the Association of Washington State Public Facilities Districts (AWSPFD). He noted that PPFD may attend as an associate member, as the PPFD does not currently pay membership dues, and the Board may wish to consider membership in the future. Mr. Maloney moved to authorize Caroline Bowdish and Matt Watkins to attend the Association of Washington State Public Facilities District Annual Conference on behalf of the PPFD. Mr. Jilek seconded. The motion carried unanimously. Discussion of Pasco Aquatic Center Facilities Maintenance Policy, Capital Improvement Plan, and Renewal and Replacement Reserve Policy (Tuck) Mr. Tuck provided a brief report on a proposed maintenance policy. The Board discussed the need to develop policies addressing Aquatic Center maintenance, capital improvements, reserves, and delegated spending authority. The discussion included a request to install a larger adult -sized changing table, estimated at approximately $8,000, as well as the distinction between routine maintenance, emergency repairs, and facility improvements. The Board also discussed the current $5,000 spending limitation, whether a higher spending threshold should be established, the City's authority under the ILA, and the need for future maintenance and capital improvement policies and delegated spending authority within the Board -approved budget. The Board discussed an interim approach that would allow the City to proceed with the specific changing table project while longer -term policies are developed. Page 5 of 7 Mr. Maloney moved by reference to give guidance to the City that the accommodation is within the scope of the ILA. Mr. Jilek seconded. The motion caried unanimously. OTHER BUSINESS Pasco Operations and Maintenance Report (Pashon & Tuck) Mr. Tuck provided an operations and maintenance update. The Aquatic Center is open and operational, with staff continuing to address: • Closeout activities; • Operations and maintenance manuals; • Punch -list items;Warranty tracking; Contractor response times; and • Remaining facility issues.Staff reported that warranty response times had improved, although some outstanding items continued to require follow- up. The Board was advised that future reports may be provided periodically rather than at every meeting as construction -related activities wind down. PPFD Attorney Report (Whitney) Mr. Whitney had nothing to report. Owner's Representative Report (Gardner) Mr. Gardner provided an update regarding construction closeout and remaining warranty items. The Board was advised that: • Warranty items continue to be tracked; • Some items remain open or awaiting final verification; • Concrete -related issues will be reviewed again in September; • Construction contingency and savings continue to be monitored; and • The planned future slide tower project remains in the design and engineering phase. The current schedule anticipates breaking ground on the slide tower project around January, with an anticipated opening in approximately May, subject to design and construction progress. Page 6of7 The Board discussed the importance of retaining an mechanism for the upcoming capital project even Center construction project is substantially complete. Ambassador Committee Report The Committee had nothing to report. PPFD Executive Director Report (Watkins) Mr. Watkins provided a brief report. appropriate decision -making though the major Aquatic Next PPFD Board Meeting Scheduled for Tuesday, September 15, 2026 CLAIMS APPROVAL CONTINUED Approval of PPFD Monthly Accounts Payable Claims Mr. Jilek moved to approve the July 2026 PPFD claims (accounts payable) in the amount of $800,210.21. Mr. Maloney seconded. The motion carried unanimously. ADJOURNMENT There being no further business, the meeting was adjourned at 6:30 pm. PASSED AND APPROVED THIS 16 DAY OF Iab?, O 2� APPROVED: Mark Morrissette, Pr ident Kry Shanks, Clerk Page 7 of 7