Minutes of June 4, 2002 Port of Hood River Commission Work Session/Regular Meeting
Expo Center Conference Room
6:00 P.M.

Present: Commissioners Sherry Bohn, Fred Duckwall, Don Hosford, and Bill Lyons; Attorney Jerry Jaques (arriving at 6:55 p.m.); 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 6:05 p.m.

1. BRIDGE REDECKING PROJECT: A letter submitted by HNTB, the Port's bridge engineering firm, regarding proposed lane and bridge closures and construction-duration criteria was presented for the Commission's review and approval. Executive Director David Harlan discussed funding issues regarding the redecking project and how financial decisions could impact other projects. Linda Shames summarized three bonding scenarios.

2. COLUMBIA GORGE AIR QUALITY: The Columbia Gorge Air Quality Advisory Committee is now being formed by the Oregon Department of Environmental Quality and the Washington Department of Ecology. One seat on this advisory committee has been reserved for Ports within the Columbia River Gorge National Scenic Area. The Columbia Gorge Economic Development Association is endorsing Executive Director Harlan for Port representation on this advisory committee. Harlan discussed how the metropolitan area impacts the air quality in the Gorge and how the perception of a problem may prevent companies from establishing business in the Gorge. Harlan stated he would attend monthly meetings and that the time commitment may fluctuate.

President Lyons closed the work session at 7:00 p.m. and reconvened the regular session at 7:05 p.m. at which time he also opened the budget hearing stating the hearing would be open the next 45 minutes for public comment.

1. INTRODUCTIONS: Guests Hoby Streich, Matt Kosmata, and Art Carroll introduced themselves.

2. MODIFICATIONS OR ADDITIONS TO THE AGENDA: The State Tribal Assistance Grant (STAG) intergovernmental agreement was added to the agenda for discussion under "Items from Work Sessions."

3. UNSCHEDULED ITEMS FROM THE GENERAL PUBLIC: Matt Kosmata had a budget comment and President Lyons said Kosmata's comment would be taken later in the meeting. Art Carroll reported he would be available for questions and comments regarding Executive Director David Harlan's report on the Indian Creek Trail Update.

4. APPROVAL OF MINUTES:

Motion: Move to approve the April 25 (budget committee) and May 7 (work session/regular session), 2002 meeting minutes.
Move: Duckwall
Second: Bohn

Vote: Aye: Bohn, Duckwall, Hosford (May 7, 2002 minutes) and Lyons
Abstain: Hosford (April 25, 2002 minutes)
Absent: Nichols
MOTION CARRIED

5. REPORTS:

a) Executive Director: Executive Director Harlan reported a finance committee meeting would be scheduled to review the auditing services Request For Proposals. Harlan stated an offer had been received on the Columbia Building but that no action had been taken due to a 24-hour response time deadline. Art Carroll summarized the Indian Creek Trail project stating a significant portion of the trail was already in place and that he was contacting the private property owners along the trail to obtain access easements. At its February 6, 2001 meeting, the Commission approved a motion to allow continued access of the Indian Creek Trail across parcels owned by the Port. No action was taken at this meeting, however, on Harlan's recommendation to donate Port property along the Indian Creek Trail to the Hood River County Parks and Recreation Department. Harlan reported the Port would be receiving a $33,600 grant from the U.S. Forest Service which would be used for architectural and engineering services for the Technology Center project, and that the Port would be required to provide a 25% match. Four Requests for Qualifications have been received for the Wasco Business Park project. Harlan also reported bids were being obtained to demolish a portion of the west end of the Western Power Products building; and that the Lady Washington, a full-scale square rigged replica of the first American vessel to explore the Pacific Northwest coast, is scheduled to dock in Hood River on June 6, 11 and 12. Harlan also reported that he and Mike Doke attended a Business Retention task force meeting sponsored by the Hood River County Chamber of Commerce earlier today.

b) Commissioners: None.

6. ITEMS FROM WORK SESSION:

a) Bridge Redecking Project: No action was taken. The bridge redecking project will be an agenda item at the next meeting.

b) STAG Intergovernmental Agreement:

Motion: Move that the Real Estate Committee review the State Tribal Assistance Grant (STAG) intergovernmental agreement with staff and attorney and direct the President to sign.
Move: Bohn
Second: Hosford
Vote: Aye: Bohn, Duckwall, Hosford and Lyons
Absent: Nichols
MOTION CARRIED

At 7:45 p.m. public testimony on the budget hearing was accepted. Guest Matt Kosmata recommended the stringer repair funds be allocated from the general revenue fund rather than the repair and replacement fund. Linda Shames provided rationale for the allocation. The budget hearing was closed at 7:50 p.m. and the regular meeting continued.

7. NEW BUSINESS:

a) Second Street-KPFF Proposal: KPFF Consulting Engineers submitted a proposal to update earlier engineering work and prepare bid documents for the new entrance road to the waterfront. Attorney Jaques stated the Port had established the Commission as its contract review board for the purpose of reviewing professional services proposals. This allows the Port latitude in considering professional expertise and special knowledge to sole source work if it's determined in the best interest of the Port.

Motion: Move to approve KPFF civil engineering design services proposal for Second Street in an amount not to exceed $55,000.00.
Move: Duckwall
Second: Hosford
Vote: Aye: Bohn, Duckwall, Hosford and Lyons
Absent: Nichols
MOTION CARRIED

b) Budget Resolution No. 2001-02-6:

Motion: Move to accept Resolution 2001-02-6 adopting the 2002-2003 budget in the amount of $9,645.290.00.
Move: Hosford
Second: Duckwall
Vote: Aye: Bohn, Duckwall, Hosford and Lyons
Absent: Nichols
MOTION CARRIED

c) Approval of Accounts Payable: None.

8. EXECUTIVE SESSION: At 8:10 p.m., President Lyons called the Commission into
Executive Session under ORS 192.660(1)(e), Real State and ORS 192.660(1)(h), Litigation.

At the conclusion of Executive Session, the Commission was called back into regular session at 8:35 p.m. The following motion was made as a result of Executive Session:

Motion: Authorize staff to obtain two appraisals not to exceed $10,000.00 on waterfront property.
Move: Duckwall
Second: Bohn
Vote: Aye: Bohn, Duckwall, Hosford and Lyons
Absent: Nichols
MOTION CARRIED

President Lyons adjourned the meeting at 8:36 p.m.

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Minutes of June 28, 2002 Port of Hood River Commission Special Meeting
Port Office - West Wing
11:00 a.m.

Present: Commissioners Don Hosford, Sherry Bohn, Bill Lyons; from staff, David Harlan, Mike Doke, Linda Shames and Linda Hull

Absent: Commissioner Bob Nichols and Fred Duckwall

Media: None

President Bill Lyons called the Special Meeting to order at 11:05 a.m.

1. USDA Forest Service Grant Application for Integrated Technology Center: Executive Director David Harlan explained that the grant application to the Forest Service Rural Community Assistance Program is for a grant of $33,600 for architectural and engineering design for the Integrated Technology Center. The Port's contribution will be $8,400 for a total amount of $42,000.

Motion: Move to authorize staff to submit application to the USDA Forest Service for a $33,600 grant for architectural and engineering design services for the Hood River Integrated Technology Center, with the Port's contribution to be $8,400 a totaling $42,000; and authorizing Executive Director David Harlan to sign all grant documents.

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

2. Wasco Business Park Engineering Proposal Selection: Proposals were submitted by Berger/ABAM Engineers Inc., KPFF Consulting Engineers, Lee Engineering, Inc., and Seaborn Engineering. Harlan asked the Commission for approval to negotiate the final scope of work with Seaborn Engineering, the lowest proposal of the four firms. Work needs to start soon on the survey work for lot line adjustments to meet the 1031 exchange timeline for a buyer. The engineering firm will have the final design and bid documents ready by mid-August so that the project infrastructure can go out for bid by the end of summer. Harlan told the Commission he will be meeting with the OECDD Regional Team on July 17 to discuss the funding strategies for the project.

Motion: Move to authorize staff to negotiate the contract for engineering services for Wasco Business Park with Seaborn Engineering for the approximate amount of $22,534.

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

3. Accounts Payable:
Motion: Move to ratify two payments: 1) $150,000.00 payment to the City of Hood River for the Port's contribution to the City Waterline Project; and 2) $177,252,96 to the Oregon Economic Development Department to pay off Port Revolving Loan #040-101, for a total of $327,552.86. (Both payments previously approved by the Finance Committee on June 14, 2002)

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

Motion: Move to approve payment to Carl Perron Architect for preparation of Waterfront drawings in the amount of $5,000.00, and payment to Special Districts Association of Oregon for Workers' Compensation assessment in the amount of $8,127.88 for a total of $13,127,88.

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

The meeting was adjourned at 11:20 a.m.