Minutes of October 2, 2001 Port of Hood River Work Session/Commission Meeting
Expo Center Conference Room
4:00 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, Melissa Child, and Laurie Borton

Absent: Commissioner Bob Nichols

Media: Christopher Huggins, Radio Station Q104 (regular session only)

President Bill Lyons called the work session to order at 4:05 p.m.

1. EXPO CENTER: The Port of Hood River budget committee has raised the question the past two years about the future use of the Expo Center because the building has been operating at a revenue loss. President Lyons and Executive Director David Harlan reviewed the history of the Expo Building and explained that funding restrictions from the granting entities need to be evaluated in conjunction with the possible use options of the building.

The Commission heard comments and answered questions from audience members Craig Schmidt, Chamber Executive Director, Lynn Guenther, City Manager, Dave Meriwether, County Administrator, and Kaye White, Fruit Loop organizer.

Discussion on the Expo Center continued in regular session.

2. WATERFRONT: A presentation of overhead transparencies and explanations of cost comparisons provided background information on the waterfront conceptual plan designed by the Leland Consulting Group and modifications proposed by the Port. The Port's revised Waterfront Infrastructure Plan is driven by economic and marketing feasibility concerns, and is aimed at creating a quality, mixed-used development that is "doable." The Commission and Port staff addressed comments and questions from audience members Lynn Guenther, City Manager, Paul Cummings, Mayor, and City Councilors Chuck Haynie and Linda Rouches. The waterfront discussion continued in regular session.

President Lyons closed the work session at 6:30 p.m. and reconvened the regular session at 7:32 p.m.

1. INTRODUCTIONS: None.

2. MODIFICATIONS OR ADDITIONS TO THE AGENDA: None.

3. UNSCHEDULED ITEMS FROM THE GENERAL PUBLIC: None.

4. APPROVAL OF MINUTES:

Motion: Move to approve minutes of the September 25 (work session/regular), 2001 meeting as distributed.
Move: Duckwall

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

5. REPORTS:

a) Executive Director: Executive Director Harlan reported the U.S. Army Corps of Engineers will complete a pre-dredge survey of the cruise ship dock by mid-month; that Cruise West will be making electrical improvements to the boat basin barge dock for winter lay berthing of their ships; and that he had met with the City regarding the State and Tribal Assistance (STAG) Grant and that an intergovernmental agreement will need to be drafted.

b) Commissioners: None.

6. ITEMS FROM WORK SESSION:

a) Expo Center: President Lyons summarized the work session discussion and commented that further work sessions would be held on the future of the Expo Center.

Motion: Move that July 1, 2002 be the final date for accepting Expo Center bookings.
Move: Hosford

(The motion died for lack of a second.)

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Motion: Move that December 31, 2002 be established as the cutoff date for accepting Expo Center bookings.
Move: Bohn
Second: Duckwall
Vote: Aye: Bohn, Duckwall, and Hosford
Absent: Nichols
Abstain: Lyons
MOTION CARRIED

b) Waterfront: The proposed Waterfront Infrastructure Plan modifications discussed in the work session were reviewed by President Lyons. In preparation for a public presentation on the Waterfront Infrastructure Plan by the Waterfront Task Force, Port and City staff will schedule meetings with zoning consultant Angelo Eaton & Associates, and engineering and architectural consultants Stu Cato and Carl Perron to continue refining the Waterfront Infrastructure Plan by developing "next generation" drawings with added visual enhancements. Staff will also prepare data comparing the Leland plan to the proposed plan to include figures on existing budget requirements and priorities, including the Bridge Redecking Project currently projected to cost $8 million.

7. NEW BUSINESS:

a) Bridge Utilities Relocation - Bid Negotiation: Executive Director Harlan reported the negotiation is in progress and that bid numbers still need to be refined and reviewed by HNTB, the Port's bridge engineering firm. Harlan recommended setting a "not to exceed" cap for negotiation purposes and if the negotiated bid isn't close to that cap then the bid would be rejected and the job rebid.

Motion: Move to authorize a cap of $150,000 for the bridge utilities relocation project bid.
Move: Duckwall
Second: Hosford
Vote: Aye: Bohn, Duckwall, Hosford, and Lyons
Absent: Nichols
MOTION CARRIED

b) Toll Plaza Improvement Grant:

Motion: Move to authorize staff to submit a grant application for toll plaza improvements.
Move: Bohn
Second: Duckwall
Vote: Aye: Bohn, Duckwall, Hosford, and Lyons
Absent: Nichols
MOTION CARRIED

c) Airport Environmental Remediation Project: Mike Doke reported quotes for the septic tank remediation were requested from fourteen firms and three bids were received.

Motion: Move to accept Clearwater Environmental Services, Inc. bid in the amount of $7,400.00.
Move: Hosford
Second: Bohn
Vote: Aye: Bohn, Duckwall, Hosford, and Lyons
Absent: Nichols
MOTION CARRIED

Linda Shames stated the Clearwater bid does not include backfill delivery, nor concrete and soil transportation and that those costs would be brought back to the Commission for payment approval.

Doke also reported the placement of the Ken Jernstedt Airfield sign should be engineered by the end of this month. Doke reported that our airport is on a Federal Aviation Association list to receive an automated weather observation station and that a petition would be submitted to the Federal Aviation Administration to move the Ken Jernstedt Airfield up the list.

d) Accounts Payable: None

8. Executive Session: At 8:36 p.m., President Lyons called the Commission into Executive Session under ORS 192.660(1)(e), Real Estate.

At the conclusion of Executive Session, the Commission was called back into regular session at 8:39 p.m. The following action was taken as a result of Executive Session.

Motion: Move to authorize Executive Director to enter into an agreement to accept Heelside's payment plan to bring their account current by December 31, 2001.
Move: Bohn
Second: Hosford
Vote: Aye: Bohn, Duckwall, Hosford, and Lyons
Absent: Nichols
MOTION CARRIED

The next Commission meeting will be held on Tuesday, October 23, 2001 at the Expo Center Conference.

President Bill Lyons adjourned the meeting at 8:40 p.m.

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Minutes of October 11, 2001 Port of Hood River Commission Special Meeting
Expo Center Conference Room
3:00 P.M.

Present: Commissioners Bill Lyons, Fred Duckwall, and Sherry Bohn; Attorney Jerry Jaques; from staff, David Harlan and Linda Hull

Absent: Commissioner Bob Nichols and Don Hosford

Media: None

The Special Meeting was called to order by President Bill Lyons at 3:00 p.m. for the purpose of awarding the Bridge Utilities Relocation bid. Executive Director David Harlan presented a background memo which included the recommendation to award the bid to Mill Plain Electric after the original bid of $175,500 was negotiated down to $151,835. Harlan also presented a resolution to authorize the intrafund transfer of the funds in the budget.

Motion: Move to adopt Resolution No. 2001-02-2 - Transferring Funds from One Appropriation Category to Another Appropriation Category within the Bridge Repair and Replacement Fund.
Move: Duckwall
Second: Bohn
Vote: Aye: Bohn, Duckwall, and Lyons
Absent: Hosford and Nichols
MOTION CARRIED

Harlan explained the reduced bid reflects reductions in material costs, adjusted daily work hours, and anticipated flagging hours. Future reductions in flagging hours will benefit both the Port and the contractor and will result in additional cost savings. The project should be completed by December 15, 2001, because the company is ready to start the work immediately.

Motion: Move to award the contract to Mill Plain Electric in the amount of $151,835.00, subject to adjustments of actual quantities of unit price items cited in the contract.
Move: Bohn
Second: Duckwall
Vote: Aye: Bohn, Duckwall, and Lyons
Absent: Hosford and Nichols
MOTION CARRIED

Harlan stated that labor savings would result from changing their work hours on the bridge from 7- to 8-hour days. Staff will publicize their operational hours to minimize effects on driving time for bridge users.

President Lyons asked Executive Director Harlan to discuss possible changes to the Expo Center rental policy, including increasing fees for commercial events. Harlan was asked to bring recommendations to the next Commission meeting.

President Lyons stated he has been thinking about the Commission committee structure and will bring recommendations to the Commission at the next regular meeting for Standing, Activity, and Special Committees. Attorney Jaques suggested the Governance be updated to reflect any changes in committee structure and composition.

The meeting was adjourned at 3:15 p.m..