Minutes of November 6, 2001 Port of Hood River Work Session/Commission Meeting
Expo Center Conference Room
6:00 P.M.

Present: Commissioners Sherry Bohn, Fred Duckwall, Don Hosford, Bill Lyons, and Bob Nichols; Attorney Jerry Jaques (regular session only); from staff, David Harlan, Mike Doke, Linda Hull, Linda Shames, Melissa Child, and Laurie Borton

Absent: None

Media: None

President Bill Lyons called the work session to order at 6:04 p.m.

1. BRIDGE: Executive Director David Harlan stated the work session would primarily focus on three items: Utility Relocation Project-Project Management Services, Inspection Report, and Redecking Project-Final Engineering Services. Tom Cossette of the Port's bridge engineering firm HNTB was at the meeting to answer Commission questions and review illustrations of the Port's past and current bridge projects.

The utility relocation project bid has been awarded to Mill Plain Electric. The anticipated start/completion date is December 12, 2001 to January 31, 2002. The Commission reviewed whether the project should be managed in-house, contracted to an individual, or contracted to a firm or organization.

Cossette stated the bridge inspection report completed by Burgess & Niple was thorough and that HNTB found no surprises when reviewing the report. Cossette did recommend that cleaning and painting by maintenance staff be an ongoing project and continued after the deck replacement project is completed.

President Lyons discussed funding availability relative to the redecking project. In response Cossette said the deck replacement could be done in phases over a number of years by targeting the most critical repairs first, however, mobilization redundancy would be a cost factor to consider. Cossette also commented that he did not perceive any permitting problems would be encountered.

Discussion on the bridge continued in regular session.

2. AIRPORT REMEDIATION: Executive Director Harlan reported the volume of contaminated soils and associated costs will exceed this year's budget for the work and that more costs will be incurred. Files are being reviewed to identify remedies in terms of seeking compensation from other parties relative to the commingling of contaminants from the septic system and previously removed underground fuel tanks. The airport remediation discussion continued in regular session.

President Lyons closed the work session at 7:23 p.m. and reconvened the regular session at 7:35 p.m.

1. INTRODUCTIONS: None.

2. MODIFICATIONS OR ADDITIONS TO THE AGENDA: The Commission unanimously consented that a discussion on contaminated water disposal associated with the airport remediation project would be added under New Business-Approval of Accounts Payable.

3. UNSCHEDULED ITEMS FROM THE GENERAL PUBLIC: None.

4. APPROVAL OF MINUTES:

Motion: Move to approve minutes of the October 2 (work session/regular), 2001 meeting.
Move: Duckwall
Second: Bohn
Vote: Aye: Bohn, Duckwall, Hosford, and Lyons
Abstain: Nichols
MOTION CARRIED

Motion: Move to approve minutes of the October 11 (special), 2001 meeting.
Move: Bohn
Second: Duckwall
Vote: Aye: Bohn, Duckwall, and Lyons
Abstain: Hosford and Nichols
MOTION CARRIED

5. REPORTS:

a) Executive Director: Executive Director Harlan reported that two CruiseWest ships will arrive November 8 and 20 for winter lay berthing at the boat basin barge dock; the maintenance crew will be installing an automated sprinkler system in the marina park, from the maintenance shop to the windsurfing school sheds, and that the invoice will be brought back to the Commission for approval; and that staff is working on a Scope of Work to look at the options for remodel of the Port Administration Building. Harlan requested work sessions for reviewing 2002 hangar and marina rates, and a discussion on industrial land development and establishing an enterprise zone. Following proper guidelines, Jaques stated a 1994 ordinance restricting development of commercially zoned property not already developed could be amended or repealed by the Port.

Commissioner Duckwall inquired about the timeframe for a public presentation on the Waterfront. Harlan stated a meeting could be arranged within the next two to three weeks.

b) Commissioners: Commissioner Hosford reported on the Pacific Northwest Waterways Association meeting that he and Executive Director Harlan attended. Harlan commented that he had spoken with Washington Congressman Brian Baird about bridge funding and that they will discuss this further with Congressman Baird during the PNWA Mission in Washington, D.C. in February 2002.

Commissioner Hosford asked about the status of the Jernstedt Airfield sign and the River Walk Committee. Mike Doke responded the sign would be in place by the end of the month and that the River Walk Committee would be meeting on November 13, 2001.

6. ITEMS FROM WORK SESSION:

a) Bridge Utility Relocation Project:

Motion: Move to enter into an agreement with HNTB, not to exceed $14,430, to provide project management services for the bridge utility relocation work.
Move: Hosford
Second: Nichols
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Nichols
MOTION CARRIED

b) Bridge Redecking Project: President Lyons proposed that action not be taken until a financial analysis and funding for phased construction can be fully explored. Executive Director Harlan stated this information could be available for a work session at the November 20, 2001 Commission meeting.

c) Airport Environmental Remediation: Action will be taken in New Business-Approval of Accounts Payable.

7. NEW BUSINESS:

a) Needs and Issues Inventory: Executive Director Harlan reviewed for the Commission the strategy for the placement priority of six projects listed on the Needs and Issues Inventory: Hood River Technology Center, Waterfront Second Street Improvement, Business Park Infrastructure Development, Hood River Bridge Redecking, Toll Plaza Improvement, and Expo Center Conversion.

Motion: Move to approve the prioritization list for our Annual Needs and Issues Inventory.
Move: Duckwall
Second: Hosford
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Nichols
MOTION CARRIED

b) Channel Deepening Resolution:

Motion: Move to adopt Resolution No. 2001-02-03 supporting the Columbia River Channel Deepening Project.
Move: Bohn
Second: Hosford
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Nichols
MOTION CARRIED

c) Expo Center Commercial Event Fee Increase: Staff provided information for Commission review comparing costs of various facilities to the Expo Center. President Lyons recommended further discussion take place in a work session in which set-up and breakdown fees should also be considered as well as reviewing the fee waiver policy.

d) Accounts Payable: In addition to an invoice in the amount of $18,863.73 from Clearwater Environmental Services for the airport remediation project, Mike Doke reported on an additional $2,845.00 to be paid for the removal of contaminated ground water.

Motion: Move to approve payment to Clearwater Environmental Services in the amount of $21,708.73.
Move: Duckwall
Second: Bohn
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Nichols
MOTION CARRIED

8. Executive Session: At 8:38 p.m., President Lyons called the Commission into
Executive Session under ORS 192.660(1)(e), Real Estate and ORS 192.660(1)(h) Litigation.

At the conclusion of Executive Session, the Commission was called back into regular session at 9:13 p.m. The following action was taken as a result of Executive Session.

Motion: Move to direct Staff and Counsel to pursue lease modifications with Heelside and Electronic Assemblers.
Move: Duckwall
Second: Bohn
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Nichols
MOTION CARRIED

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Motion: Move to direct Staff and Counsel to finalize a deficiency letter to Leland Consulting Group to pursue closure on the Waterfront Plan.
Move: Hosford
Second: Duckwall
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Nichols
MOTION CARRIED

The next Commission meeting will be held on Tuesday, November 20, 2001 at the Expo Center Conference.

President Bill Lyons adjourned the meeting at 9:15 p.m.

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Minutes of November 20, 2001 Port of Hood River Commission Work Session/Regular Meeting
Expo Center Conference Room
6:30 P.M.

Present: Commissioners Sherry Bohn, Fred Duckwall, Don Hosford, and Bill Lyons; Attorney Jerry Jaques; from staff, David Harlan, Mike Doke, Linda Hull, Linda Shames, and Laurie Borton

Absent: Commissioner Bob Nichols

Media: None

President Bill Lyons called the work session to order at 6:33 p.m.

1. BRIDGE REDECKING: Executive Director David Harlan presented four alternative cost projections for the bridge redecking project. President Lyons commented the project was originally scheduled to begin in the fall of 2001 but was postponed as part of continuing efforts to secure federal funding assistance. The best federal funding opportunity now appears to be the TEA 21 Congressional Reauthorization process anticipated for the fall of 2003. President Lyons requested that staff prepare a timeline analysis indicating immediate safety fixes, engineering, and funding strategies.

2. T-Hangar and Marina Rates for 2002: During last spring's budget process, the Port of Hood River Budget Committee noted that operating costs exceeded revenues and recommended the Port reevaluate its tenant fees. Executive Director Harlan reported rates for the T-hangars and marina slips had not been increased since 1999. Rate comparisons were provided for Commissioner review. A 15 percent T-hangar rate increase and an 8 percent marina rate increase (excluding boathouses) have been recommended.

3. Expo Center Commercial Event Fees: Staff is recommending an increase in Expo Center user fees for commercial events and the establishment of move-in/move-out fees for both commercial and private events to become effective January 1, 2002. Commercial is defined as those events that charge admission. No changes are being recommended at this time for rental of the Expo Center Atrium.

President Lyons closed the work session at 7:33 p.m. and reconvened the regular session at 7:33 p.m.

1. INTRODUCTIONS: None.

2. MODIFICATIONS OR ADDITIONS TO THE AGENDA: None.

3. UNSCHEDULED ITEMS FROM THE GENERAL PUBLIC: Guests Matt Kosmata and Tom Drach did not have any items for discussion.

4. APPROVAL OF MINUTES:

Motion: Move to approve minutes of the November 6 (work session/regular), 2001 meeting.
Move: Bohn
Second: Duckwall

Vote: Aye: Bohn, Duckwall, Hosford, and Lyons
Absent: Nichols
MOTION CARRIED

5. REPORTS:

a) Executive Director: Executive Director Harlan reported the Ken Jernstedt Airfield sign has been installed; dredging at the cruise ship basin has begun and that approximately 15,000 yards of spoils will be removed and dispersed back into the river's main channel by the flow; and that a public Waterfront Task Force meeting will be held on Tuesday, November 27, 2001 at the Sprint Waucoma Center from 6:00 to 8:00 p.m.

b) Commissioners: None.

6. ITEMS FROM WORK SESSION:

a) Bridge Redecking Project: Commission directed staff to prepare a timeline analyzing immediate safety fixes, engineering, and funding strategies. A decision on final engineering is expected at the December 4 Commission meeting.

b) T-Hangar and Marina Rates: Rates for hangars and moorage slips have not been raised since 1999. The Commission suggested rates be reviewed annually rather than making a larger "inflationary catch-up" increase every couple of years. A cover letter detailing the Port of Hood River Budget Committee's recommendation to increase rates will be included when the 2002 agreements are mailed in December.

Motion: Move to approve 15% increase in T-hangar rates for 2002.
Move: Duckwall
Second: Hosford
Vote: Aye: Bohn, Duckwall, Hosford, and Lyons
Absent: Nichols
MOTION CARRIED
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Motion: Move to approve 8% increase in moorage rates (excluding boathouses) for 2002.
Move: Hosford
Second: Bohn
Vote: Aye: Bohn, Duckwall, Hosford, and Lyons
Absent: Nichols
MOTION CARRIED

c) Expo Center Commercial Event Fees: The waiver policy for all events will be further defined and brought back for Commission review in December. The Expo Center fee increase will become effective January 1, 2002.

Motion: Move to raise Expo Center fees for commercial events from $500 to $750; raise cleaning deposit for commercial events from $150 to $300; and add move-in/move-out fees of $100 for private events and $150 for commercial events.

Move: Duckwall
Second: Bohn
Vote: Aye: Bohn, Duckwall, Hosford, and Lyons
Absent: Nichols
MOTION CARRIED

7. NEW BUSINESS:

a) Committee Structure: President Lyons discussed reforming the committee structure to make committees more effective in supporting the operations of the Port of Hood River. Provisions for Port committees can also be found in the Port's Governance policy. Lyons requested the Port's two newest Commissioners, Bohn and Duckwall, review the Governance policy and note any changes they felt should be made. Commissioner Duckwall commented that all committees should be considered "standing committees" with the exception of "ad hoc committees" which would be defined as a committee whose goal would be accomplished in less than two years. President Lyons stated changes to the written Governance policy need to be made and brought back to the Commission for approval.

b) Accounts Payable: One invoice was presented to the Commission for approval relative to the airport remediation project.

Motion: Move to approve payment in the amount of $62,446.39 to Chemical Waste Management of the Northwest.
Move: Duckwall
Second: Bohn
Vote: Aye: Bohn, Duckwall, Hosford, and Lyons
Absent: Nichols
MOTION CARRIED

8. Executive Session: At 8:43 p.m., President Lyons called the Commission into
Executive Session under ORS 192.660(1)(e), Real Estate and ORS 192.660(1)(h) Litigation.

At the conclusion of Executive Session, the Commission was called back into regular session at 9:10 p.m. The following action was taken as a result of Executive Session.

Motion: Move to approve the Consent of Mutual Release between the Port of Hood River and Leland Consulting Group and authorize the Commission President to sign.

Move: Duckwall
Second: Hosford
Vote: Aye: Bohn, Duckwall, Hosford, and Lyons
Absent: Nichols
MOTION CARRIED

The next Commission meeting will be held on Tuesday, December 4, 2001 at the Expo Center Conference.

President Bill Lyons adjourned the meeting at 9:11 p.m.

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Minutes of November 27, 2001 Port of Hood River Commission Special Meeting
Waucoma Building Conference Room
6:00 P.M.

Present: Port Commissioners Sherry Bohn, Fred Duckwall, Don Hosford, Bill Lyons, and Bob Nichols; Attorney Jerry Jaques; from staff, David Harlan, Mike Doke, Linda Hull, Linda Shames, and Laurie Borton; from City Council, Paul Cummings, Linda Rouches, Andrea Klaas, and Paul Thompson; from City staff, Lynn Guenther, and Anita Smith

Absent: From City Council, Chuck Haynie, Carrie Nelson, and Scott Reynier

Media: RaeLynn Gill, Hood River News; and Chris Huggins, Radio Station Q104

President Bill Lyons called the special meeting to order at 6:08 p.m. for the purpose of a presentation by the Waterfront Task Force regarding the modified Waterfront Plan.

Mayor Paul Cummings stated a quorum of City Council was present, however, no deliberations would take place at this meeting.

President Lyons and Executive Director David Harlan reviewed modifications the Port of Hood River is proposing to the waterfront conceptual plan developed by the Leland Consulting Group. A series of overhead transparencies and board illustrations outlined the economic feasibility, engineering feasibility, and transportation access issues along with cost comparisons between the plans that would result in a reduction of roughly $5.2 million. Harlan reiterated the Port's goal continues to be bringing quality, mixed-use development on the Hood River waterfront. The Task Force Draft #1 presented at the meeting will continue to evolve as blanks are filled in, such as zoning and marketing issues.

President Lyons and Executive Director Harlan addressed comments and questions, and thanked the approximate twenty-five audience members for coming to the meeting with their questions and comments.

President Bill Lyons adjourned the meeting at 7:53 p.m.