CenterFuse Board of Directors Meeting REGULAR MEETING Agenda Wednesday March 13, :00-5:30 pm

Transcription

1 CenterFuse Board of Directors Meeting REGULAR MEETING Agenda Wednesday March 13, :005:30 pm 1. Call to order 2. Approval of the agenda* 3. Approval of minutes* February 13, 2019 meeting 4. Board Business 1. State Audit (Carolyn/Holly Conti City Finance) 2. EBDA/City Interlocal Agreement Updates 3. Subcommittee Reports a. Operations (Linda) Marketing (Jared) Financials (Grant) b. SpaceForce (Steve) c. Innovation (Bill) 5. Executive Director report 6. Public Comment 7. Adjournment NEXT MEETING: April 10, 2019 at 4:00 PM Council Conference Room Board Members: Bill Provaznik Council Liaison: Bruce Tabb Linda Schactler, Chair Scott Fendley Jared Vallejo, Vice Chair Steve Townsend Staff: Carolyn Honeycutt Grant Clark, Treasurer Deborah Bezona John Perrie, Secretary James Jankowski EBDA AGENDA December 12, 2018

2 ELLENSBURG BUSINESS DEVELOPMENT AUTHORITY BOARD OF DIRECTORS MEETING MINUTES REGULAR MEETING Wednesday, February 13, :00 pm City Hall Council Conference Room 501 N. Anderson Street, Ellensburg In attendance: John Perrie, Bill Provaznik, Jared Vallejo, Grant Clark, Linda Schactler, Deborah Bezona, James Jankowski. Staff Carolyn Honeycutt. Excused absence: Steve Townsend, Scott Fendley. Chair Schactler called the meeting to order at 4:00 PM Motion to approve the agenda of the February 13, 2019 Meeting of the EBDA. Board Member Perrie; second Member Bezona. Approved. Motion to approve December 12, 2018 corrected minutes and January 9, 2019 Minutes. Board Member Clark; second Member Vallejo. Approved. Board Business a. Board approved a two absences (February and March) for Board Member Scott Fendley. Member Fendley can request additional time in April if needed. Motion to appoint Member Perrie as Interim Secretary. Board Member Clark; second Member Vallejo. Approved. b. Marketing: Member Vallejo shared an update on the status of the work with Design Plus. Staff shared an update on the search for a CWU student intern to work on a database and website. c. Chair Schactler and staff shared updates on Bowers Field Airport and continued talks between County Commissioners and CWU. At this time CWU s future at the airport is very uncertain. d Workplan Chair Schactler reviewed the workplan and assignments. Each group is to meet and provide updates at future meetings. Member Jankowski will create a template to for goals and progress sharing. Motion to accept Strategic Workplan as a framework for Board Member Bezona; second Member Clark. Approved. e. Motion to approve letter of support for County legislative request for expansion of I90 lanes from Easton to Cle Elum. Board Member Clark; second Member Jankowski. Approved. Board authorized staff to write and sign future letters of support and them to the board for feedback, in order to expedite future letters. If a member has a concern

3 it will be discussed at the next meeting. f. Member Clark review financial reports and an update on CD.[CH please spell out and define] Motion to approve opening a $100 savings account and $75,000 16month CD at Solarity Credit Union. Board Member Clark; second Vallejo. Approved. Executive Director Report Staff is a judge for the Enterprise Challenge Grant and will continue to be an instructor for NxLeveL. Staff and Chair Schactler attended at Chamber of Commerce initial meeting on County Economic Development. Staff is working with Community Development on zoning issues, which will go to Planning Commission and then there will be a public outreach. Board is encouraged to participate in the outreach. Staff recently worked with 3 entities on development issues and assisted in finding a solution for Meda Nova to stay in their current location. Member Perrie shared appreciation for the staff of the City Community Development office. Adjournment: Meeting adjourned 5:15 PM Drafted: 2/14/2019 Approved:

4 March 13, 2019 MEMO TO: FROM: SUBJECT: Washington State Auditor s Office Ellensburg Business Development Authority Approval of the 2018 Annual Report The Ellensburg Business Development Authority Officers have reviewed the 2018 Annual Report prepared for the Washington State Auditor s Office. By signing below, we confirm the accuracy of the required components of the Annual Report as submitted: Linda Schactler, Chair Date Jared Vallejo, Vice Chair Date Grant Clark, Treasurer Date John Perrie, Secretary Date 501 North Anderson Street Ellensburg, WA ci.ellensburg.wa.us

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11 Ellensburg Business Development Authority Fund Resources and Uses Arising from Cash Transactions For the Year Ended December 31, 2018 Beginning Cash and Investments Reserved Unreserved 388 / 588 Prior Period Adjustments, Net Revenues 310 Taxes 320 Licenses and Permits 330 Intergovernmental Revenues 340 Charges for Goods and Services 350 Fines and Penalties 360 Miscellaneous Revenues Total Revenues: Expenditures 520 Public Safety 530 Utilities 550 Natural and Economic Environment 560 Social Services 570 Culture and Recreation Total Expenditures: Excess (Deficiency) Revenues over Expenditures: Other Increases in Fund Resources , 596 Debt Proceeds 397 TransfersIn 385 Special or Extraordinary Items 386 / 389 Custodial Activities 381, 395, 398 Other Resources Total Other Increases in Fund Resources: Other Decreases in Fund Resources Capital Expenditures , 599 Debt Service 597 TransfersOut 585 Special or Extraordinary Items 586 / 589 Custodial Activities Total Other Decreases in Fund Resources: Increase (Decrease) in Cash and Investments: Ending Cash and Investments Reserved Unreserved Total Ending Cash and Investments 202,502 (2,408) 16,284 29, , ,262 45,831 45, ,431 7,560 7,560 43, , ,592 (87,601) 112, ,493 The accompanying notes are an integral part of this statement.

12 Ellensburg Business Development Authority Schedule 01 For the year ended December 31, 2018 MCAG Fund # Fund Name BARS Account BARS Name Amount General Unreserved Cash and Investments Beginning General Local Grants, Entitlements and Other Payments General Other Planning and Development Services $202,502 $16,284 $29, General Other Interest $ General Rents and Leases $99, General Miscellaneous Other $1, General Economic Development $ General Economic Development $45, General Unreserved Cash and Investments Ending $112, General Agency Type Collections $7, General Prior Period Adjustment (s) $2, General Refund of Deposits $ General Debt Repayment Property Development General Interest and Other Debt Service Cost Property Development General Capital Expenditures/Expenses Community Planning and Economic Development $147,848 $6,027 $43,467

13 Ellensburg Business Development Authority Schedule 22 Audit Assessment Questionnaire (unaudited) For Fiscal Year ended December 31, 2018 Reference # Question Answer Explanation INSTRUCTIONS FOR PREPARER The term "entity" as used in this Schedule 22 refers to the local govenment completing this Scheule 22. The term "governing body" is used in this Schedule 22 to describe the elected or appointed governing board of your entity. If the government preparing this questionnaire did not have any revenue activity during the year, please click the "Help" button to request more information about completing this Schedule 22. For guidance to these questions, please refer to the document at, Please click, " Next," to begin the Schedule 22. You may use the numbers above circled in blue to quickly navigate to a specific section of the Schedule 22. As with the rest of the Annual Report submission, it does not need to be completed all at once; you may leave and return to the Schedule 22 as needed. FINANCIAL ACTIVITY MONITORING 1 2 Bank Reconciliation Identify the personnel in charge of the following: 1) performing the reconciliation between bank accounts/county treasurer to the general ledger or books, 2) person in charge of reviewing the reconciliation. Note: The job position/title will be sufficient for the identification purpose. Entries Process Identify the personnel in charge of posting journal entries into the government's general ledger and, if applicable, the personnel in charge of reviewing and monitoring the journal entries being posted, both during the year and at yearend. Note: The job position/title will be sufficient for the identification purpose. If the government does not use accounting software, please indicate NA 1) City of Ellensburg Accountant II 2) City of Ellensburg Finance Director City of Ellensburg Accountant II and City of Ellensburg Accounting Manager Report based on unaudited annual report submissions as of 2/14/2019 Page: 1 of 6

14 Reference # Question Answer Explanation 3 Preparation of Financial Reports Has there been any change in the process or procedure for the preparation of financial statements (including the Schedule 01), including posting yearend journal entries? If yes, please identify the significant changes that occurred (for example, turnover). No PERMANENT FILES 4 Entity Has the entity contracted out for, or recently assumed Yes There is an inter local responsibility for, any major governmental function? For agreement for professional example, the government now performs fire protection services between the City of services for another government or assumes a new water Ellensburg and the Ellensburg system from another government. Includes annexations. Business Development Authority (2017) 5 Please indicate which of the following best describes the entity's own internal accounting system: A) It uses the BARS chart of accounts; B) It uses a chart of accounts that is compatible with BARS; C) It uses a chart of accounts that requires manual adjustments to file the Schedule 01; D) Not Applicable: the Entity does not use its own accounting software or system and uses the County Treasurer only. (A) 6 Is this the most current BARS chart of accounts? Yes 7 Entity Has there been any additions or changes in software applications used in the entity's operations from the previous year? For example, significant updates, changes in providers, new software for a certain function or activity, etc. 8 Entity Were there any events which you consider significant Yes Carolyn Honeycutt took the during the year, for example new debt, major construction, position of Executive Director in new software, change in key positions? early Margaret Reich (Communications/Government Relations Officer City of Ellensburg) had been the Interim Executive Director. 9 Entity Were any new significant contracts entered into during the year? No No Report based on unaudited annual report submissions as of 2/14/2019 Page: 2 of 6

15 Reference # Question Answer Explanation 10 Entity Does the government utilize a purchasing cooperative to procure goods or services? 11 Entity Did the government make any significant updates to Yes Billing Policy administrative, personnel, or financial policies? If so, please Attachments attach the newest policy. Billing policy.pdf 12 MATERIAL COMPLIANCE REQUIREMENT Entity Did the entity enter into, or modify any existing, interlocal agreements? If so, please attach. 13 Entity Does the government use a service organization to Yes City of Ellensburg provides perform any function of the government? Note: Service professional services organizations are separate entities or organizations that provide services to the government that include performance of a key process (for example, payroll, billing, or receipting)? No No 14 Did the Entity receive any nonsao audits during the year (including the work of internal auditors)? No 15 Is the government currently involved in any Yes Hobart Machine (a past tenant) lawsuits? We may be requesting an update on the is currently being handled by status of legal matters during the audit. Liberty Mutual insurance company. Ellensburg Business Development Authority has a counterclaim for back rent. 16 Are there any licensing, regulatory, contracting, or granting agencies with the ability to impose material penalties that would play a role in the entity's ability to continue? If so, please list the agency that could impose them. No REVENUES AND EXPENDITURES Please describe any new sources of revenues or expenditure streams (new activities, special levies, etc.), or state that there were none. Does the entity receipt cash locally (using its own staff, issuing receipts) or use a third party vendor to bill or receipt payments? none Receipts Locally Report based on unaudited annual report submissions as of 2/14/2019 Page: 3 of 6

16 Reference # Question Answer Explanation Cash Receipting Please list the locations where revenues are receipted. Does the entity have any petty cash, change funds, travel or imprest accounts? Please mark all that apply to the entity: Fuel Card; Credit Card; Open Accounts with Businesses. City of Ellensburg No Open Store Accounts How many physical credit cards does the government have? 0 How many open accounts does the government have? 2 SAFEGUARDING OF ASSETS 27 Does the government have a system or process to record information about its capital assets, including buildings, equipment, etc.? Yes TBD/EDC/IDC SPECIFIC QUESTIONS Best Practice 50 Are all en ty opera ons accounted for in the crea ng government's general ledger and subject to the same processes and controls over the crea ng government's transac ons? Yes 51 How is the en ty accounted for on the crea ng government's financial statements? Related Party/Related Organization in the City of Ellensburg's notes REQUIRED ATTACHMENTS (see instructions for required details) Report based on unaudited annual report submissions as of 2/14/2019 Page: 4 of 6

17 Reference # Question Answer Explanation Informational Informational Informational 72 Meeting Minutes Attach the meeting minutes and Attached Attachments resolutions for all governing body meetings held 1 January 2018.pdf during the last year. 2 February 2018.pdf 3 March 2018.pdf 4 April 2018.pdf 5 May 2018.pdf 6 June 2018.pdf 7 July 2018.pdf 8 August 2018.pdf 9 September 2018.pdf 10 October 2018.pdf 11 November 2018.pdf 12 December 2018.pdf Budget Resolution pdf 73 Revenue Summary Attach a copy of the yearend Attached Attachments County Treasurer's report that show the total receipts 1 Jan 2018.pdf for the year by revenue source. If the County does 2 Feb 2018.pdf not act as your Treasurer, please upload bank 3 Mar 2018.pdf statements for the year that comprise the entity's 4 Apr 2018.pdf financial statements. 5 May 2018.pdf 6 June 2018.pdf 7 July 2018.pdf 8 Aug 2018.pdf 9 Sept 2018.pdf 10 Oct 2018.pdf 11 Nov 2018.pdf 12 Dec 2018.pdf 74 Detailed Expenditure List Attach warrant Attached Attachments registers, payroll registers, check registers and/or EBDA CHECKBOOK 2018.xlsx petty cash log detailing all expenditures made during the year. This includes those expenditures paid by the County on a government's behalf due to Treasurer responsibilities. Report based on unaudited annual report submissions as of 2/14/2019 Page: 5 of 6

18 Reference # Question Answer Explanation Informational Informational Informational 75 Cash Receipting Policy Attach a detailed description Attached Attachments of the entity's invoicing, cash and check receiving and Revenue and expense PROCESS deposit process. The description should include name detail EBDA 2018.docx of positions completing tasks in the process and all Cash Receipting Policy.pdf reconciliations and reviews performed. Include a copy of your written Cash and Check Receipting Policy or procedure if you have one. This request applies to all districts that invoice for a service (including third party billing services) or receive funds other than at the county treasurer (including charges for services or goods, fees, donations, grants, etc.). 76 Elected Official List Attach a listing of the names of Attached Attachments all governing body members present during the year, 2018 Board of Directors and include any business interest a governing body Ellensburg Business member or his/her household members hold. Please Development Authority.docx avoid sending Boardmember/employees/volunteers SSI numbers or other personal information such as addresses, date of birth, etc. 77 Rates and Fees Attach rate and fee schedule in Attached Attachments effect during the fiscal year and any related billing or EBDA Leases as of 12.docx fee policy. Billing policy before EBDA board approval.docx Preparer 78 Local Government Contact Information for Preparer: Name: Telephone number: Holly Conti City of Ellensburg Accounting Manager contih@ci.ellensburg.wa.us address: Report based on unaudited annual report submissions as of 2/14/2019 Page: 6 of 6

19 CENTERFUSE OPERATIONS Task Target Date Lead Board Development Join IEDC Apr19 Attend conference Apr19 Outreach Develop launch strategy May19 Develop collateral materials May19 Build website May19 Britton Update to Council (Spring) May19 Carolyn Update to Council (Fall) Nov19 Carolyn Daily Record guest column #1 May19 Daily Record guest column #2 Sep19 Organize and conduct at least 2 "pitch" meetings Jul19 Sustainability Reapply for Distressed County Sales Tax for 2020 Jun19 Carolyn Develop "reward" system analysis and recommendatsion for board Jul19 Develop and submit Rural USDA grants for Community Economic Development Oct19 SPACEFORCE Task Target Date Lead Conduct a feasibility study of the sale of airport facility May19 Evaluate and prioritize property for development and recommend to Board for approval Jul19 Apply for CDBG Economic Opportunity Grant Jul19 Apply for CERB grant for new facility Jul19 Qualified Opportunity Fund Jul19 Examine and address rate inconsistencies/gaps at Incubator and Airport May19 Review airport land lease May19 LOCAL INNOVATION AND BUSINESS DEVELOPMENT Task Target Date Lead Review business visits and needs assessments completed in 2018 Apr19 Finalize competitive position analysis Create a business institute that teaches business operations strategies Engage in Chamber s Enterprise Challenge Grant as judge/panelist Develop a plan to develop local innovation May19 Oct19 Feb19 Carolyn May19

20 Notes Complete Include property search (Intern Britton Hayes) Notes Owner Notes Choose up to 5 areas address and create an action plan Owner broadband, water, electricity, taxes, property inventory

21 P a g e 1 CENTERFUSE 2019 WORKPLAN February 6, 2019 The following outline continues the goals of the 2018 workplan, identifies new strategies and goals, and realigns subcommittees with goals for The plan proposes three committees to accomplish 2019 priorities, suggests CenterFuse members for each committee, and denotes a proposed committee lead with an asterisk (*). A checkmark ( ) indicates activities that have been accomplished. The CenterFuse Executive Director, Carolyn Honeycutt, will support each subcommittee and help to identify community resources that may help support the work of the committee. Resources may include community members, databases, local and state agencies and organizations, or other. CenterFuse Operations Charge: Develop CenterFuse as an organization. Position it to fulfill the Core Proposition, Values, and Brand Personality CenterFuse ignites business development by making strategic connections within Ellensburg. CenterFuse Members (proposed) Linda Schactler* Jared Vallejo James Jankowski Grant Clark 1. Board Development: Articulate 2019 goals Evaluate Subcommittees, charge, and members. April 2019 Join IEDC, attend conference and leverage trainings (quarterly training for board) 2. Outreach: Complete rebranding: Launch strategy; collateral; website with property search May 2019 Council relations: keep council apprised of CenterFuse goals, strategies, and accomplishments with a minimum of two presentations per year Mar 2019 Two Daily Record guest columns May, Sept Connect with government and quasigovernmental orgs Ongoing Organize and conduct at least 2 pitch meetings to bring new business July 2019 Work with Chamber on Countywide development issues Ongoing 3. Policy: Monitor area economic development policies and voice positions that advance Ellensburg s economic development position and quality of life. Ongoing Actively engage in Land Use (ZonIng) and Comprehensive Plan development working closely with Community Development and Planning Commission Dec 2019 Workforce how can we encourage more skilled labor resources into County 4. Sustainability (Grant lead) Reapply for Distressed County Sales Tax (.09 funding) for 2020 June 2019 Develop reward system analysis and recommendations for board July 2019 Develop and submit Rural USDA grants for Community Economic Development Oct /6/2019 4:01 PM

22 P a g e 2 Space Analysis and Development (SpaceForce) Charge: Develop datadriven analysis that informs capital development and acquisition decisions. Consult with executive director on daytoday property management issues. CenterFuse Members Steve Townsend* Deborah Bezona John Perrie James Jankowski 1. Conduct a feasibility study of the sale of airport facility May 2019 Impact of loss of revenue; estimated demand and sale price for airport facility; evaluate current local sf rates for office, retail, and light industrial Recommend action to Board. 2. Evaluate and prioritize property for development and recommend to Board for approval. Examination should prioritize properties 1) within the Ellensburg City limits and 2.) within the Urban Growth Area; consider range of development costs; costrecovery strategies; development potential /how the property can support business needs, etc. 3. Develop capital acquisition resources: Apply for CDBG Economic Opportunity Grant Apply for CERB grant for new facility 4. Property Management / Tenant Relations (existing) Board members and other resources are consulted for input on leasing, maintenance and repair, and other tenantrelated issues. Examine and address rate inconsistencies/gaps at Incubator and Airport Review airport land lease July 2019 July 2019 May 2019 Ongoing 2/6/2019 4:01 PM

23 P a g e 3 Local Innovation and Business Development Charge: Develop strategies to assist businesses in growth and expansion, and to turn local innovation into new business. CenterFuse Members (proposed) Bill Provaznik* Jared Vallejo Scott Fendley Linda Schactler 1. Complete local business needs assessment. Review business visits and needs assessments completed in 2018 and choose up to 5 areas address and create an action plan some may be addressed in other areas of this document or may be satisfied by other entities. April 2019 Finalize competitive position analysis: broadband, water, electricity, taxes, property inventory May Create strategies to support local business needs. Create a business institute that teaches business operations strategies Support the EDA s Entrepreneur Training NxLeveL course as an instructor (currently staff and one board member) and as a sponsor Engage in Chamber s Enterprise Challenge Grant as judge/panelist 3. Develop a plan to develop local innovation, which may consider Partneringin or creating a new businessidea event to generate new business (partners: Chamber Enterprise Challenge, I4IE/CWU, Commerce, EDA) Create and implement guide strategies to help local businesses know how to expand, renew, or change. Provide to web contractor to incorporate in website Organize annual business exchange and training sessions Innovator incubation space Oct 2019 Ongoing Mar 2019 Oct 2019 May /6/2019 4:01 PM

24 As of March 1, 2019 EBDA ACCOUNTS RECEIVABLE AGING SUMMARY >90 TOTAL Airport Unit 1 CW Property Restorations $ 1, $ 1, Unit 2 ASI Arden Solutions $ $ Unit Bagels $ $ Unit 4 CWU Brewing Program $ 2, $ 2, Total Airport $ 3, $ 3, Ellensburg Incubator Bay 1 Modern Millwork $ $ Bay 2 Scott Faulkner Design $ $ Bays 3, 4, 5 Whipsaw Brewing LLC $ 1, $ 1, Total Incubator $ 2, $ 2, Bad Debt* Bay 4 Ellensburg Distillery (Incubator) $ $ $ $ 4, $ 4, MicroLoan* AudraJien Fuller $ $ $ $ $ Wade A Morissete Hays Total MicroLoan $ $ $ TOTAL $ 11, *NOTE: Microloan for Hays submitted for legal action November Principal judgement $3, plus interest plus cost of suit ($310) plus attorney fees ($750) payment = 8/7/18 $116.67, 9/12/18 $333.35, 10/5/18 $336.43, 11/6/18 $458.20, 12/11/18 $366.68, 1/8/19 $351.30, 2/8/19 $444.05; 3/7/19 $ **NOTE: Ellensburg Distillery signed agreement with EBDA in Aug 2016 to pay $200 per month. Last payment received 2/12/19, reminder sent 2/27/19 Fuller Microloan: Original note $25,000 (5 yr, 8%) Balance as of Mar 1, 2019 $6, Security Agreement signed for trailer valued at $3,500 June 2018

25 Ellensburg Business Development Authority Balance Sheet As of Feburary 28, 2019 ASSETS Cash Operating Cash Cashmere Valley Bank 41,091 Solarity CD and Savings 75,100 Notes Receivable (Microloan) 7,162 Rent Receivable 19,448 Total Current Assets 142,801 Building, Furniture, Fixtures 807,961 Less: Accumulated Depreciation (326,868) Net Building, Furniture, Fixtures 481,093 TOTAL ASSETS 623,894 LIABILITIES Accounts Payable Accrued Leasehold Taxes 3,591 Security Deposits and Prepaid Rent 11,500 TOTAL LIABILITIES 15,091 EQUITY Unreserved Fund Balance 127,709 Reserved 481,093 TOTAL LIABILITIES AND EQUITY 623,894

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28 ELLENSBURG BUSINESS DEVELOPMENT AUTHORITY For the Two Months Ending Thursday, Feburary 28, Feb 2019 Remaining % of Budget Budget Actual YTD Actual Budget Remaining Revenues Operations 40, , % Airport 59, , , , % Incubator 46, , , , % Microloan % Total EBDA Revenues 146, , , , % Expenditures Operations 60, , , % Airport 29, , , , % Incubator 8, , , % Microloan Total EBDA Expenditures 98, , , , % Net Profit 48, , , , % Operations Revenue 40, , % Expenditures 60, , , % Contribution To/From Fund Balance (20,850.00) (926.14) (7,270.34) (13,579.66) 65.13% Airport Revenue 59, , , , % Expenditures 29, , , , % Contribution To/From Fund Balance 30, , , , % Incubator Revenue 46, , , , % Expenditures 8, , , % Contribution To/From Fund Balance 38, , , , % Microloan Revenue % Expenditures Contribution To/From Fund Balance %