9. ADJOURNMENT. The first Ordinance passed will be Ordinance 18-TBD-18 The first Resolution passed will be Resolution 18-TBD-22.

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Prosser TRANSPORTATION BENEFIT DISTRICT MEETING REGULAR MEETING AGENDA Council Chambers, 601 7th Street, Prosser WA 99350 Tuesday, May 1, 2018 @ 6:30 PM Page 1. CALL TO ORDER 2.

1 Prosser TRANSPORTATION BENEFIT DISTRICT MEETING REGULAR MEETING AGENDA Council Chambers, 601 7th Street, Prosser WA Tuesday, May 1, 6:30 PM Page 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. BOARD REPORTS AND COMMENTS 5. CONSENT AGENDA a. Approval of the March, 2018 Financial Statement for the period ending March 31, Financial Statement b. Approval of Check Nos for Refunds Due to Jurisdictional Errors by Washington State and for banking fees in the Amount of $ Refund Checks c. Approval of a funding request in the amount of $19, to compensate the City of Prosser for maintenance and administrative costs. Funding Request d. Approval of the 2017 Annual Report. Annual Report e. Approval of February 6, 2018 TBD Meeting Minutes. TBD Mtg Mins BOARD DISCUSSION a. TBD Funds Use Eligibility/Large Projects Review 7. PUBLIC HEARING a. Transportation Plan and Material Change Policy Amendments TBD PH Notice 8. BOARD ACTION a. Consideration of Resolution TBD-18- updating the Transportation Plan for 2018 due to a material change in the scope, schedule, and cost. Resolution Adopt Resolution 18-TBD- amending the TBD's Transportation Plan. The first Ordinance passed will be Ordinance 18-TBD-18 The first Resolution passed will be Resolution 18-TBD Page 1 of 41

2 9. ADJOURNMENT The first Ordinance passed will be Ordinance 18-TBD-18 The first Resolution passed will be Resolution 18-TBD-22 Page 2 of 41

3 Agenda Title: Approval of the March, 2018 Financial Statement for the period ending March 31, Item Type: Consent Agenda CITY OF PROSSER, WASHINGTON AGENDA BILL Meeting Date: May 1, 2018 Transportation Benefit District Meeting Department: Public Works Director: Toni Yost Contact Person: Toni Yost Phone Number: Cost of Proposal: N/A Fund Name and Number: Amount Budgeted: Reviewed by Finance Department: TY 4/20/2018 Attachments to Agenda Packet Item: 1. March, 2018 Financial Statement Summary Statement: Attached is a copy of the financial statement for the period ending March 31, Consistent with Council Goal: Goal #2: Financial Sustainability, Goal #4: Infrastructure & Transportation, Goal #5: Operational Excellence & Communication Recommended City Council Action/Suggested Motion: Approve of the financial statement for the period ending March 31, Reviewed by Department Director: Reviewed by City Attorney: Approved by City Administrator: Page 3 of 41

4 Toni Yost N/A Date: Apr 20, 2018 Date: Date: Page 4 of 41

5 Prosser Transportation Benefit District (TBD) March, 2018 Financial Statement Page 5 of 41

6 PROSSER TRANSPORTATION BENEFIT DISTRICT FINANCIAL STATEMENT For the Period Ending March 31, 2018 Fund Number and Name 10 ransportation Benefit District a pen Beginning Net Cash and Investments $136, $135, Revenues and Other Sources 310 Taxes $0.00 $ Licenses and Permits $0.00 $ Intergovernmental $0.00 $ Charges for Goods and Services $90, $20, $120 in refunds 350 Fines and Forfeits $0.00 $ Miscellaneous $0.00 $ Capital Contributions $ Other Financing Sources $0.00 $0.00 Total Revenues and Other Sources $90, $20, % Total Resources $226, $155, % Operating Expenditures: 510 General Government 520 Public Safety 530 Physical Environment 540 Transportation $226, Chip Seal and Administration 550 Economic Environment 560 Mental and Physical Health 570 Culture and Recreation Total Operating Expenditures $226, $ Debt Service $0.00 $ Capital Outlay $0.00 $0.00 Total Expenditures $226, $ Other Financing Uses $0.00 $0.00 Total Expenditures and Other Uses $226, $35.00 Excess (Deficit) of Resources Over Uses $0.00 $155, Nonrevenues (Except 384 and ) $0.00 $ Nonexpenditures (Except 584 and ) $0.00 Ending Net Cash and Investments $0.00 $155, Page 6 of 41

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8 Agenda Title: Approval of Check Nos for Refunds Due to Jurisdictional Errors by Washington State and for banking fees in the Amount of $ Item Type: Consent Agenda CITY OF PROSSER, WASHINGTON AGENDA BILL Meeting Date: May 1, 2018 Transportation Benefit District Meeting Department: Finance Director: Toni Yost Contact Person: Elia Lara Phone Number: Cost of Proposal: Fund Name and Number: Amount Budgeted: Reviewed by Finance Department: TY 4/20/18 Attachments to Agenda Packet Item: 1. Check Register # through Summary Statement: Check Nos for Refunds Due to Jurisdictional Errors by Washington State in the Amount of $ Additionally, included in this summary is a $35 charge issued by Banner Bank for a stop payment issued. This stop payment was necessary becuase the non-resident did not receive the check and it was necessary to issue the stop payment and also re-issue the refund. Consistent with Council Goal: Goal #2: Financial Sustainability, Goal #5: Operational Excellence & Communication Recommended City Council Action/Suggested Motion: Approval of Check Nos for Refunds Due to Jurisdictional Errors by Washington Page 8 of 41

9 State and banking fees in the Amount of $ Reviewed by Department Director: Toni Yost Reviewed by City Attorney: N/A Approved by City Administrator: Date: Apr 20, 2018 Date: Date: Page 9 of 41

10 Transportation Benefit District Accounts Payable - Items for Approval Check Date Description of Transaction Debit (-) /6/18 John Mitchell $ /27/18 Sunhaeven Farms $ ACH 3/27/18 Banner Bank-Stop Payment Fee chk #13028 $ /27/18 Sunhaeven Farms $ VOID 3/27/18 Check# Sunhaeven Farms $ (20.00) $ Page 10 of 41

11 Agenda Title: Approval of a funding request in the amount of $19, to compensate the City of Prosser for maintenance and administrative costs. Item Type: Consent Agenda CITY OF PROSSER, WASHINGTON AGENDA BILL Meeting Date: May 1, 2018 Transportation Benefit District Meeting Department: Finance Director: Toni Yost Contact Person: Toni Yost Phone Number: Cost of Proposal: $19, Fund Name and Number: Amount Budgeted: $226,000 Reviewed by Finance Department: TY 4/20/18 Attachments to Agenda Packet Item: 1. Funding Summary Summary Statement: This request is made up of two parts which are outlined below: Maintenance Costs: As outlined in the approved local Transportation Plan, the City in cooperation with the TBD have implemented the outlined street maintenance program for It is estimated that the costs for 2018 will be approximately $19,000. Staff is recommending that this funds be provided to the City to carry out the maintenance and once the project is complete additional funds can be provided for overages and surplus funds returned to the TBD. Administrative Costs: The staff of the city manage various aspects of the TBD programs. Attached you can find information regarding these costs and their purpose. Initially the TBD provided $5,000 to support administrative expenses, routinely it is important to review the expenditures and replenish the funding. Staff is recommending that funds in the amount of $ be provided to the City to replenish the fund. Page 11 of 41

12 Consistent with Council Goal: Goal #1: Livability & Quality of Life, Goal #2: Financial Sustainability, Goal #3: Promote Economic Development & Jobs, Goal #4: Infrastructure & Transportation, Goal #5: Operational Excellence & Communication Recommended City Council Action/Suggested Motion: Approve a funding request in the amount of $19, to compensate the City of Prosser for maintenance and administrative costs. Reviewed by Department Director: Toni Yost Reviewed by City Attorney: N/A Approved by City Administrator: Date: Apr 20, 2018 Date: Date: Page 12 of 41

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21 Agenda Title: Approval of the 2017 Annual Report. Item Type: Consent Agenda CITY OF PROSSER, WASHINGTON AGENDA BILL Meeting Date: May 1, 2018 Transportation Benefit District Meeting Department: Finance Director: Toni Yost Contact Person: Toni Yost Phone Number: Cost of Proposal: N/A Fund Name and Number: Amount Budgeted: Reviewed by Finance Department: TY 4/20/2018 Attachments to Agenda Packet Item: 1. Annual Report 2017 Summary Statement: Please find attached a copy of the 2017 Annual Report for the Prosser TBD. This report covers activity that occurred from January 1, 2017 through December 31, It is also important to note that this report is subject to change and is unaudited. Consistent with Council Goal: Goal #2: Financial Sustainability, Goal #4: Infrastructure & Transportation, Goal #5: Operational Excellence & Communication Recommended City Council Action/Suggested Motion: Approval of the 2017 Annual Report. Reviewed by Department Director: Reviewed by City Attorney: Approved by City Administrator: Page 21 of 41

22 Toni Yost N/A Date: Apr 20, 2018 Date: Date: Page 22 of 41

23 Prosser Transportation Benefit District (TBD) Annual Regort Financial Statement Page 23 of 41

24 MCAG NO Prosser Transportation Benefit District FUND RESOURCESAND USES ARISING FROM CASH TRANSACTIONS For the Year Ended December 31, 2017 BARS CODE Total for All Funds Beginning Cash and Investments Reserved $0.00 $ Unreserved $146, $146, Prior Period Adjustments ( and ) $0.00 $0.00 Operating Revenues: 310 Taxes $0.00 $ Licenses and Permits $0.00 $ Intergovernmental $0.00 $ Charges for Goods and Services $97, $97, Fines and Penalties $0.00 $ Miscellaneous Total Revenues Operating Expenditures: $0.00 $97, $0.00 $97, General Government $0.00 $ Public Safety $0.00 $ Physical Environment $0.00 $ Transportation $109, $109, Economic Environment $0.00 $ Mental and Physical Health $0.00 $ Culture and Recreational $0.00 $0.00 Total Operating Expenditures $109, $109, Nonoperating Revenues: Debt Proceeds $0.00 $ ,380,395,398 Other Financing Sources $0.00 $ Transfer-In $0.00 $0.00 Total Non-Revenue $0.00 $0.00 Nonoperating Expenditures: Debt Service $0.00 $ Capital Expenditures $0.00 $ , 596,599 Nonexpenditures (Except 584) $0.00 $ Other Financing Uses $0.00 $0.00 Total Non-Expenditures $0.00 $0.00 Increase (Decrease in Cash and investments: $135, $135, Ending Cash and Investments: Reserved $0.00 Unreserved $135, The Accompanying Notes Are An lntegru/ Part OfThisStatement. Page 24 of 41

25 MCAG NO Prosser Transportation Bene?t District SCHEDULE04/05 DETAILOF REVENUESAND OTHERSOURCES For the Vear Ended December 31, 2017 MCAGNO. Fund Number Fund Name Account Code Account Description Transportation Bene?t District Beginning Fund Balance Transportation Benefit District Transportation Benefit District Fees Transportation Benefit District Investment Interest Transportation Benefit District Other Miscellaneous Revenue Transportation Benefit District Professional Services Transportation Benefit District intergovernmental and Other Payments Transportation Benefit District Ending Cash Balance Page 25 of 41

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27 I H H ' Prosser Transportation Benefit District MCAG# 2960 Annual Report for the period ending 12/31/2017 Schedule 22 - Required Attachments 123: BASIC&SEC={35976BB4 86C7 45D6 852Dr 32AEC97C7BBA} 12: see attached file 13: n/a 14: see attached file 15: Deposits are received directly from the State of WA and deposited into TBD account. 16: 2017 Maintenance Project $104, : 2017 Board Members 1R6i: Siemens,_TBD/Crhairii Bob Elder, TBD Vice Chair 3 gstebhaniegroom j5morgan Everett ioonaubrefm 7 [MaryRuth Edwards \stejebeicrken j{ré h}= I Shaw,TBiI)"S'ecretary3 18: Banner Bank ; $135, : TBD Car Tab Fee of $20 Page 27 of 41

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29 Annual Report 2017 Prosser Transportation Benefit District Pursuant to RCW , each year the TBD is required to issue an annual report, indicating the status of transportation improvement costs, expenditures, revenues, and construction schedules to the public. General Summary The Prosser Transportation Benefit District was established in March of A TBD car tab of $20 was established by Ordinance 09 TBD 02. Receipts for these tabs began in September. TBD Meetings are held on the first Tuesday of each quarter except that, beginning in October, meeting are held monthly at 6:30 p.m. and are open to the public. Meetings Council Chambers located at 601 7" Street in Prosser. are held in the City of Prosser Board Members include Don Aubrey (chair), Bob Elder (vice chair),stephanie Randy Taylor, Steve Becken, and Scott Hamilton. Groom, Morgan Everett, Revenues In 2017, The Prosser Transportation Benefit District received $97,771 and issued $180 in refunds (9 refunds). Expenditures In 2017, and in accordance with the adopted transportation plan, the TBDfunded $104,518 for Chip Seal Program Improvements, Additionally, the TBD reimbursed $2,722 in administrative costs. Page 29 of 41

30 CITY OF PROSSER WASHINGTON 601 7TH STREET CITY COUNCIL CHAMBERS TRANSPORTATION BENEFIT DISTRICT MEETING TUESDAY, FEBRUARY 6, 2018 CALL TO ORDER Chairman Siemens called the Regular Meeting of the Transportation Benefit District (TBD) to order at 6:30 p.m. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was recited. ROLL CALL Board Members Aubrey, Edwards, Everett, Elder, and Becken were present. Board Member Groom had requested an excused absence. Others in attendance were Secretary Shaw, Treasurer Yost, Planning and Economic Development Director Zetz and City Administrator Stockdale. BOARD REPORTS AND COMMENTS Board Member Aubrey reminded everyone to vote for the school bond levy. BOARD ACTION ELECTION OF OFFICERS Chairman Siemens opened the floor for nominations. A motion was made by Board Member Everett, seconded by Board Member Aubrey to nominate Board Member Groom as Chair of the Transportation Benefit District and Board Member Siemens as the Vice Chair. Chairman Siemens said he takes the position of Chairman very seriously and would like to continue in that position. Board Member Aubrey explained each Board Member should have an opportunity as the Chairman. Board Member Groom has not yet had that opportunity. Discussions ensued regarding Chairman Siemen s continued role as Chairman or Vice Chairman. Chairman Siemens repeated the motion and called for a vote. Motion passed 4 YES, 2 NO (Siemens, Elder) 1 ABSENT (Groom). [Secretary s Note: The gavel remained with Chairman Siemens as the newly elected Vice Chairman in the absence of Chairwoman Groom.] CONSENT AGENDA A motion was made by Board Member Everett, seconded by Board Member Edwards, to approve Consent Agenda Items A C. Motion passed 6 YES, 0 NO, 1 ABSENT (Groom). a) Approval of Resolution 18-TBD-21Providing for Officials Authorized to Sign Warrants for Payments, Checks, Drafts, Notes and Other Payables. Page 30 of 41

31 b) Approval of December 5, 2017 TBD Meeting Minutes. c) Approval of Check Nos for Refunds Due to Jurisdictional Errors by Washington State in the Amount of $ BOARD DISCUSSION INCREASED TRANSPORTATION BENEFIT DISTRICT VEHICLE LICENSE FEE PROPOSAL The Board discussed the proposal for an increase to vehicle license fees as recommended by staff. After much discussion, the Board directed staff to not bring the item back for consideration until budget discussions along with a plan for projects that an increase in fees could support. ADJOURNMENT There being no further business before the Board at this time, the Transportation Benefit District Meeting was adjourned at 6:56 p.m. Attest: Rachel Shaw, Secretary Stephanie Groom, Chairwoman Page 31 of 41

32 City of Prosser, Washington TRANSPORTATION BENEFIT DISTRICT Transportation Plan and Material Change Policy Notice is hereby given by the undersigned Secretary/City Clerk of the City of Prosser, Washington that the Prosser Transportation Benefit District will conduct a public hearing at 6:30 pm, or as soon as possible, on Tuesday, May 1, 2018 for the purpose ofreceiving public comment regarding proposed changes to the Transportation Plan pursuant to the Material Change Policy. The hearing will be held in the Council Chambers, Prosser City Hall, 601 7th Street, Prosser, Washington. All interested persons are invited to attend. The Board will consider both oral and written comments. No qualified individuals with a disability shall be excluded or denied the benefit of participating in the public hearing. If you require assistance to comment at the public hearing, please contact Prosser City Hall at (509) at least 7 days prior to the date of the public hearing to make the proper arrangements. Copies of the proposed Transportation Plan will be available for inspection beginning April 2, 2018 during normal business hours, at Prosser City Hall 601 7th Street, or on the City of Prosser's webpage: Dated March 28, flk_ju C fll\ S'1 I({ b Rachel Shaw Secretary/City Clerk Publication Dates: Wednesday, April 18, 2018 Wednesday, April 25, 2018 Page 32 of 41

33 Agenda Title: Consideration of Resolution TBD-18- updating the Transportation Plan for 2018 due to a material change in the scope, schedule, and cost. Item Type: Action CITY OF PROSSER, WASHINGTON AGENDA BILL Meeting Date: May 1, 2018 Transportation Benefit District Meeting Department: Public Works Director: Steve Zetz Contact Person: Steve Zetz Phone Number: Cost of Proposal: $19,000 Fund Name and Number: Amount Budgeted: $221,000 Reviewed by Finance Department: TY 4/20/2018 Attachments to Agenda Packet Item: 1. TBD Resolution 18-TBD- amending the TBD Transportation Plan. Summary Statement: The TBD's Material Change Policy requires that if the scope, schedule, or cost of the transportation plan project changes by 20% or more, then notice must be made to the public and board regarding the change. The public are given the opportunity to comment of the proposed changes and plan, prior to board action. This action had been prepared to amend the scope and schedule of crack seal maintenance. In the attached schedule you can review the listing of streets and the updated schedule of maintenance for the following years. To be the clear, it is recommended the that maintance for 2018 be limited to crack seal but extended to more streets. It is estimated that the cost of the 2018 maintenance is $19,000. Consistent with Council Goal: Goal #2: Financial Sustainability, Goal #4: Infrastructure & Transportation, Goal #5: Page 33 of 41

34 Operational Excellence & Communication Recommended City Council Action/Suggested Motion: Adopt Resolution 18-TBD- amending the TBD's Transportation Plan. Reviewed by Department Director: Toni Yost Reviewed by City Attorney: Approved by City Administrator: Date: Apr 20, 2018 Date: Date: Page 34 of 41

35 PROSSER TRANSPORTATION BENEFIT DISTRICT RESOLUTION NO. 18-TBD- A RESOLUTION OF THE PROSSER TRANSPORTATION DISTRICT AMENDING THE DISTRICT S TRANSPORTATION PLAN TO ACCOUNT FOR A MATERIAL CHANGE IN BOTH THE PLAN S SCOPE. WHEREAS, the Prosser Transportation Bene?t District (hereinafter TBD ) staff consulted with the Board Chair regarding potential material changes to the TBD Transportation Plan; and WHEREAS, Due to procedural changes with the annual chip seal contracting, it has been recommended that chip sealing be postponed for 2018 and in its place, staff will expand the scope of crack seal maintenance; and WHEREAS, This change will adjust the scope of the transportation plan for 2018 by more than 10%, a material change, it is necessary to amend the adopted transportation plan; and WHEREAS, after considering all comments of the TBD Board Members and all public comments, the TBD Board determined it would be in the best interest of the TBD to modify the TBD Transportation Plan as provided for on Exhibit A attached hereto and incorporated herein as if fully set forth; NOW THEREFORE BE IT RESOLVED by the Board of the Prosser Transportation Bene?t District, as follows: The Transportation Plan attached hereto as Exhibit A is adopted as the Transportation Plan of the Prosser Transportation Bene?t District. APPROVED: STEPHANIE GROOM, CHAIR Page 35 of 41

36 TBD Transportation EXHIBIT A Plan 0 Transportation projects included in the adopted Comprehensive Plan/Capital Facility Plan 0 Projects listed the approved Six Year Transportation Improvement Plan (STIP). I Roadways as listed on the attached Annual Street Maintenance Program. o The Annual Street Maintenance Program is revolving. Therefore, once the last cycle is completed, the?rst cycle begins again. 0 Depending upon available funding, the TBD may decide to fund additional roadways included but omitted from maintenance in the o previous year s scope or included in the next year s scope. This schedule is subject to change depending upon funding and changes will be process pursuant to Material Change Policy. 0 It is important to note that annual maintenance includes; crack seal, chip seal, and striping. Page 36 of 41

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CITY OF PROSSER, WASHINGTON AGENDA BILL. Contact Person: Elia Lara

CITY OF PROSSER, WASHINGTON AGENDA BILL. Contact Person: Elia Lara City Of Prosser TRANSPORTATION BENEFIT DISTRICT MEETING SPECIAL MEETING AGENDA Council Chambers, 601 7th Street, Prosser WA 99350 Tuesday, December 5, 2017 @ 6:30 PM Page 1. CALL TO ORDER 2. PLEDGE OF