Minutes of August 2, 2004 Special Joint Meeting 
Port of Hood River Commission,  Hood River City Council, 
and City of Hood River Planning Commission 
                    Hood River Valley Adult Center-Senior Center 
6:00 P.M. 

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

City Council: Mayor Paul Cummings, Councilors Linda Rouches, Chuck Haynie, Andrea Klaas, and Paul Thompson; Attorney Alexandra Sosnokowski; from staff, Bob Francis, Cindy Walbridge, Jennifer Donnelly, and Jean Hadley

City Planning: Commissioners Jurgen Hess, Jon Everitt, Margaret Koenig, Theresa North, Paul Randall, Nicole Ricci, and Richard Sassara

Absent: City Councilors Carrie Nelson, and A. J. Kitt

Media: RaeLynn Ricarte, Hood River News; Mark Bailey, KIHR Radio; and Michael Friend, Columbia Gorge Weekly

The Port of Hood River Commission was an invited guest to the Hood River City Council and City Planning Commission joint meeting to hear a presentation reviewing the Goal 5 methodology, and to clarify any questions from the two City agencies relative to Port Resolution No. 2003-04-8. A quorum of the Port of Hood River Commission was present. As an invited guest to the City meeting, President Sherry Bohn did not formally call the meeting of the Port Commission to order.

1. Goal 5: Hood River Senior Planner Jennifer Donnelly, and Vigil-Agrimis, Inc. Senior Environmental Planner Susan Cunningham presented a methodology overview of the potential Economic, Social, Environmental, and Energy (ESEE) consequences of prohibiting, limiting, or permitting conflicting uses on the twelve resource areas along the Columbia River that have been determined to be significant under Statewide Land Use Goal 5. A draft of the Hood River Waterfront report is anticipated to be available by August 18, which will result in a proposed Ordinance regarding the riparian habitat inventory. There was a consensus of the City Council to establish hearing dates of August 25 for the Planning Commission and August 30 for City Council relative to a proposed Ordinance.

2. Port Resolution No. 2003-04-8: Following a period of comments, questions and answers, there was City Council consensus to send Ordinance 1851 back to the City Planning Commission, incorporated with Port Resolution No. 2003-04-8, for a public hearing. The City Council also consented that Planning Commission deliberations on Ordinance 1851 scheduled for August 4 would be postponed. The Port Commission will meet for regular session on August 3 and discuss whether or not any changes to Resolution 2003-04-8 need to be made as a result of this Special Joint Meeting.

Mayor Cummings called for a break in the meeting stating that it was not necessary for the Port Commission to participate in the fluoride ballot measure discussion, and the Port Commission was excused at 7:10 p.m.

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Minutes of August 3, 2004 Port of Hood River Commission Special Meeting
Expo Center Conference Room
6:00 p.m.

Present: Commissioners Sherry Bohn, Fred Duckwall, Don Hosford, Bill Lyons, and Hoby Streich; Attorney Jerry Jaques; from staff, David Harlan, Mike Doke, Linda Shames, Linda Hull, and Laurie Borton; and Richard Hill Associates consultants Dick Hill and David Blum

Absent: Mike Doke, from staff

Media: None

President Sherry Bohn called the Commission into work session at 6:04 p.m.

1. WATERFRONT PLANNING: A special joint meeting of the Port/City Council/City Planning Commission was held on August 2 at the Hood River Valley Adult Center-Senior Center to discuss the intent and impact of Port Resolution No. 2003-04-8 on Waterfront Ordinance 1851. As a result of that meeting, the Commission consented to modify the resolution "regarding park and mixed-use development north of Portway and Intergovernmental Agreement (IGA) covering same" as follows: the resolution will be renumbered because of the new fiscal year and identified as a supersedure; the park will be clarified as being 6.4 acres in size with references to 'contiguous' and 'open space' deleted; the maximum building height of 45 feet will be reduced to 30 feet thereby deleting a reference to windshadow language; verbiage was added regarding the size and depth of a contiguous piece of river frontage property should the City Council prefer a non-sited (floating) park or park located only partially on Lot 6; omit references to proportionately increased building footprint size in exchange for language that no one building exceeds the maximum 50,000 square foot footprint or maximum allowed height; and attach a separate "Port Priority Positions" statement in support of the resolution. Commissioners Streich and Duckwall expressed their opinions that the modification was a good compromise and indicated the Port was open to discussion and showed a good faith effort in working with the City.

The Commission then discussed an assignment in which they were to identify the types of waterfront development that was important to them. Executive Director David Harlan commented the purpose of the assignment was to identify a hierarchy of objectives that would guide the philosophy of the William Smith Properties negotiations. Commissioner Streich stated that he chose not to complete the assignment because he felt he did not have enough information on market studies, the status of the zone or Goal 5, or if there was going to be a reconfiguration of Second Street, and further commented that he would remain as a sounding board for his constituency. Executive Director Harlan then commented that Port consultants Dick Hill and David Blum, of Richard Hill Associates, would be sharing draft market study information that had just been received today. Commissioner Hosford stated his interest was in the development of a nice river walk with breakouts and a waterfront restaurant. Commissioner Duckwall stated that he would like to see a Farmers' Market located on the waterfront and also commented that a Master Plan needs to be based on market studies. Commissioner Bohn stated she found the assignment to be frustrating, but based on comments from constituents and a review of Waterfront Asset Management Technical Advisory Committee (WAMTAC) minutes her preferences included residential, a more attractive cruise ship dock, locating the Community College in the area, and emphasized a connectivity to the downtown business area. Commissioner Lyons envisioned some form of transition from the marina to the waterfront, and that the best use of the Barman property would be to make a statement as the entrance to the waterfront, with a farmers' market close by. Lyons continued to say that the south portion of Lot 1 could be used as residential with supporting services, and the north developed with attractors, such as a boutique hotel or brewpub. Lyons suggested the Expo could be converted to other uses or tied to attractor facilities, such as a convention/hotel complex on Lot 7. Lyons also envisioned the College being located somewhere on the waterfront, and a business park as well. Lyons was also of the opinion that the wastewater treatment plant should be cleaned up and screened and that housing, minus supporting services, could be located on the west bank.

Dick Hill and David Blum presented a summary of the initial draft marketing study prepared by E. D. Hovee & Company and requested that the Commission review the study and submit their questions and comments to staff by the end of the week, which would then be discussed at the August 9 Real Estate Committee meeting.

President Bohn closed the work session at 6:53 p.m., and called the regular session to order at 7:01 p.m.

1. INTRODUCTIONS: Linda Rouches, Jon Everitt, Nicole Ricci, Ann Frodehl, Susan Froelich, and Linda Maddox introduced themselves.

2. MODIFICATIONS, ADDITIONS TO AGENDA BY COMMISSIONERS: New items added to the agenda included Port Resolution No. 2004-05-1 under Items from Work Session, and Bridge Engineering Contract Modifications under New Business.

3. UNSCHEDULED ITEMS FROM THE GENERAL PUBLIC: None.

4. APPROVAL OF MINUTES:

Motion: Move to approve the July 20, 2004 regular session meeting minutes, and the July 23, 2004 special meeting minutes.
Move: Streich
Second: Lyons
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Streich
MOTION CARRIED

5. REPORTS:

a) Executive Director:
· Bridge Update: Executive Director Harlan reported that over 20% of the new deck panels have been placed; HNTB has completed the mechanical inspection and a report, which will include a remedy for the lift span locks, is expected in the next few weeks; and the routine inspection is being completed this week by Burgess & Niple. Harlan reported that HNTB is looking at options for the rub rail that is not being replaced with the new deck panels. The rails, which warn motorists that their vehicle is too close to the guardrail, are not allowed by the Federal Highway Administration without crash tests being performed.
· Waterfront Update: The City Planning Commission deliberation on Waterfront Ordinance 1851 scheduled for August 4 was postponed in order for the Port's resolution to be incorporated into 1851. City Attorney Alexandra Sosnokowski is in the process of drafting an Intergovernmental Agreement (IGA) relative to the Port Resolution for a waterfront park and mixed-use zone north of Portway Avenue. Port Attorney Jerry Jaques will initiate a call to Sosnokowski to identify the progress being made on the IGA.
· Big 7/College Update: A Change Order extending the completion date by one week will be discussed under New Business. The Port is again looking at the option of creating additional parking to the north of the Big 7 Building, which would likely result in the designation of ADA parking spaces in front of the building on Industrial Avenue. Columbia Gorge Community College and Sprint are working on an agreement for parking in the Sprint lot on Wasco Street.
· Wasco Business Park Update: The contract for construction of the Humanities building was signed earlier in the day by the Port and Betz Construction. The first pre-construction meeting is scheduled for Thursday of this week, and a groundbreaking ceremony will be scheduled within the next two weeks. Survey work to break out the available remaining lots will begin this week.
· Waterfront Recreational: Executive Director Harlan and Maintenance Supervisor Joe Pounders met with Acting Police Chief Kevin Lynch, who agreed to begin regular patrols of the Event Site parking lot to enforce the "no parking" zone along the fire lane.
· Airport: ANPC's interest in acquiring business property at the Ken Jernstedt Airfield will be taken to the Real Estate Committee.
· Other: Letters inviting current Port tenants and concessionaires to participate in the September 2 Port-hosted "Business After Hours" have been mailed. The Chamber of Commerce event will be held in the Expo Center Atrium from 5:00 to 7:00 p.m.

b) Other:
· Community Relations Committee: Commissioner Streich requested that another meeting date be set to discuss the "Business After Hours" affair.

6. ITEMS FROM WORK SESSION:

a) Port Resolution No. 2004-05-1:

Motion: Move to approve Resolution No. 2004-05-1 with the agreed to changes, which supersedes Resolution No. 2003-04-8, regarding a waterfront "park and mixed-use development north of Portway and Intergovernmental Agreement covering same."
Move: Lyons
Second: Duckwall
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Streich
MOTION CARRIED

7. NEW BUSINESS:

a) Revised Personnel Policies & Procedures:

Motion: Move to approve the Port of Hood River Personnel Policies & Procedures as Revised 2004.
Move: Hosford
Second: Lyons
Discussion: Commissioner Duckwall was still of the opinion that certain procedures did not promote an early return to work.
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Streich
MOTION CARRIED

Executive Assistant Linda Hull and Finance Manager Linda Shames were commended by Executive Director Harlan and the Commission for their diligent work on the Personnel Policies & Procedures, which had not been revised for ten years.

b) Big 7 Tenant Improvement Project Change Order: Project Manager Carl Perron informed the Port that after initial demolition of the finishes in the loft area, it was discovered the loft could be retained and some contract savings realized. The College is interested in the loft area but the cost for their utilization of the space has not yet been determined. Change Order #3 extends the completion date by one week because of the delay to the contractor when additional engineering was required for the loft.

Motion: Move to approve the Big 7 Building "Third Floor Tenant Improvement Project" Change Order #3 to extend the completion date by one week to August 21, 2004.
Move: Duckwall
Second: Streich
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Streich
MOTION CARRIED

c) Approval of Accounts Payable: None.

d) Bridge Engineering Contract Modifications: Finance Manager Linda Shames reported on two modifications for engineering services that are outside of the Scope of Work for the Hood River Interstate Bridge Open Grid Steel Deck Replacement. Shames stated the current contract with HNTB for construction and engineering services is going to be significantly under the not-to-exceed amounts that have already been approved. The first task involves modification to the new bridge deck for replacement of the rub rail, which is not currently allowed as part of the new highway standards. HNTB will look for and test new alternatives and provide a cost estimate for the roadway delineation alternatives. The second task involves the preparation of design plans, specifications, and cost estimates for the construction of new guardrails on the lift-span to match the bridge rail on the new deck. The lift-span portion of the bridge did not need new deck panels; however, from a safety standpoint Shames reported that replacing the existing lift span rails with taller rails matching the new guardrails was a worthwhile project.

Motion: Move to approve Supplemental Agreement Number 12 with HNTB Corporation for Roadway Delineation engineering services in the amount of $19,050.
Move: Lyons
Second: Duckwall
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Streich
MOTION CARRIED

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Motion: Move to approve Supplemental Agreement Number 12 with HNTB Corporation for Lift Span Guard Rail Modification engineering services in the amount of $15,728.
Move: Hosford
Second: Duckwall
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Streich
MOTION CARRIED

8. EXECUTIVE SESSION: None.

9. NEXT MEETING DATE: The next regular meeting of the Port of Hood River Commission will be held on Tuesday, August 17, 2004 at the Expo Center Conference Room.

President Bohn adjourned the meeting at 7:40 p.m.

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Minutes of August 17, 2004 Work Session/Regular Session Meeting
Port of Hood River Commission
Expo Center Conference Room, 6:30 P.M.

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

Absent: From staff, Linda Hull and Linda Shames

Media: None

President Sherry Bohn called the Commission into work session at 6:38 p.m.

1. WATERFRONT PLANNING: Executive Director David Harlan reported the Real Estate Committee met with developer Bill Smith, of William Smith Properties, Inc. (Smith), marketing analyst Eric Hovee, of E. D. Hovee & Company, and property appraiser Don Singer, of Integra Realty Services, on August 9 in Portland. As a result of that meeting Harlan and committee members Sherry Bohn and Bill Lyons stated there is a need for the Commissioners to focus in on their perspective on how the Waterfront is to be developed and make some policy decisions in order to get to a Development Agreement with William Smith Properties, Inc. The next meeting with Smith, scheduled for August 25, may be continued to a later date in order to allow time for internal Commission discussions and to work with the City as they finalize the waterfront zone. There was Commission consensus to advance the Fall Planning Session to a mid-September date and to pare back the activities of the Port's consultants, Richard Hill Associates and Richard Leonard, for a period of 30 to 45 days until the Commission provides more direction on work that needs to be done by the consultants.

President Bohn closed the work session at 7:00 p.m., and called the regular session to order at 7:03 p.m.

1. INTRODUCTIONS: Bob Francis, Hood River City Manager; Linda Maddox; and Mark Worth introduced themselves.

2. MODIFICATIONS, ADDITIONS TO AGENDA BY COMMISSIONERS: Items added to the agenda at this time included the City's request for the Port's support and endorsement to create a Waterfront Pedestrian/Bicycle Route under New Business; and Bob Francis was invited to stay for a portion of the Executive Session.

3. UNSCHEDULED ITEMS FROM THE GENERAL PUBLIC: Mark Worth of Columbia Gorge Kiteboarding, and a 2004 concessionaire, informed the Commission that he had chosen to invest $1,100 of his own money, and had used his own tractor on his own time, to place 100 yards of gravel at the circle end of the Spit roadway to mitigate the dust as a health benefit to him. Worth asked if the Commission might consider a 10% reimbursement, or more if so inclined, in the form of a rent reduction for his improvement to Port property. Commissioner Hosford requested that Worth's request be added to the agenda under New Business for further discussion.

4. APPROVAL OF MINUTES:
Motion: Move to approve the August 2, 2004 special joint meeting minutes, and the August 3, 2004 work session/regular meeting minutes.
Move: Lyons
Second: Streich
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Streich
MOTION CARRIED

5. REPORTS:
a) Executive Director:
· Senator Kerry Visit: Presidential nominee John Kerry made a campaign stop in Hood River on Saturday, August 14. Kerry was scheduled to windsurf off the Marina Beach, but when the winds did not cooperate, Kerry's time was spent visiting with constituents. Executive Director Harlan commended Mike Doke, Marketing Manager, for the good job in balancing his Port duties and his work with the Secret Service, US Coast Guard, and local law enforcement agencies to make the Kerry visit possible.
· Bridge Update: Executive Director Harlan reported that once the redecking project is north of the lift span and the bridge closes one hour earlier effective September 15, the contractor anticipates placing four deck panels per night, which may result in an earlier completion date. The Port's bridge engineering firm, HNTB, is presently considering various delineation measures. A final determination on the rub rail alternative of "rumble strips" installed on the deck's driving surface will be made upon testing several patterns for effectiveness. HNTB provided a scope of work to conduct a feasibility analysis of the Port constructing a new Columbia River bridge crossing, which Harlan stated would be discussed further under New Business.
· Waterfront Update: With the impending birth of the Executive Director's second child, the August 25 meetings with William Smith Properties, Inc. and the Oregon Department of Transportation (ODOT) will be rescheduled, which will also provide an opportunity for the Commission to further define their conceptual issues of the waterfront development. Harlan commented that discussion of a one month, date-only extension of the consultants' contracts would be discussed under New Business. Bob Francis, City Manager, reported the City's incorporation of Port Resolution 2004-05-1 into zoning Ordinance 1851 will be reviewed by City Council on August 23 and he anticipated a final zone within two months. Francis also reported the Goal 5 public hearing was on the City Planning Commission's August 25 agenda, and the City Council's August 30 agenda.
· Big 7/College Update: During construction of the college space, some dry rot was discovered. A roofing contractor identified no further damage of the decades-old condition and the roofer is lined up to repair the problem, which should not have an impact on Betz Construction's schedule nor the Open House scheduled by the College for September 23. Harlan stated the repair cost will be borne by the Port and that funds are available in the current budget. Marketing Manager Mike Doke's efforts to manage the unforeseen problem were commended by Harlan.
· Wasco Business Park Update: Executive Director Harlan reported there was good media coverage on the Humanities groundbreaking. Building permit, water hookup, and fire sprinkler issues are being resolved. Harlan reported that JAL Construction has not provided any documentation on their claim for liquidated damages so their contract for the infrastructure improvements at the Wasco Street site will be closed.
· Waterfront Recreational: Executive Director Harlan recommended a meeting of the Waterfront Recreation Committee be scheduled to discuss the City's application to ODOT for a waterfront pedestrian/bicycle route. President Bohn, who chairs the committee, noted there might be a scheduling problem since the City's application must be submitted by September 1.
· Airport: The Port is in receipt of a draft copy of the Airport Master Plan, and there have been discussions with the County regarding the Windmaster Corner sewer project.
· Other: Executive Director Harlan reported that he would attend an Oregon Senate Natural Resources Committee meeting on August 18 regarding the Columbia River Gorge Commission; the quarterly Ports meeting on September 17 will be held in Hood River, and all Commissioners were reminded of the September 2 Business After Hours.

b) Other:
· Community Relations Committee: Commissioner Streich, committee chair, reported that permits have been issued and signs identifying property names and year of institution will soon be placed on eight Port properties. Streich commented that the Expo Center and Event Site signs would be in place by the September 2 "Business After Hours" ice cream social. Streich also recognized Executive Assistant Linda Hull for her work in organizing the Port's first-time hosting of the Chamber event. The Summer 2004 Port News should arrive in mailboxes this week, and staff is currently working on a Fall ad campaign that will acknowledge Port tenants in the Wednesday edition of the Hood River News.
· Real Estate Committee: Commissioner Lyons had no further comments to add from the Work Session discussions.
· Waterfront Recreation Committee: Executive Director Harlan recommended a meeting of the committee be scheduled to discuss the City's application for ODOT funds to create a waterfront pedestrian/bicycle route.

6. ITEMS FROM WORK SESSION:
a) Waterfront Planning: There was Commission consensus to advance the date of the Fall Planning Session, tentatively scheduled for September 21, and that waterfront planning would be the primary focus of the half-day meeting.

7. NEW BUSINESS:
a) Bridge Replacement Program: Staff was directed to work with HNTB to strengthen the feasibility analysis identified as Task 3 (the Financial Strategy Plan) before proceeding with the proposed "Bridge Replacement Program Services" scope of work. Executive Director Harlan commented that HNTB's work has already been budgeted.

b) Consultant Contract Extension: Executive Director Harlan recommended extending the contracts for Port consultants Richard Hill Associates, and Richard Leonard, which are performance-based and have unexpended account balances for a one-month period.

Motion: Move to extend the Richard Hill Associates and Richard Leonard personal services contracts from August 31, 2004 to September 30, 2004.
Move: Duckwall
Second: Streich
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Streich
MOTION CARRIED

c) Approval of Accounts Payable: None.

d) Waterfront Pedestrian/Bicycle Route: As an affected property owner, the City of Hood River is requesting the Port's endorsement to create a Waterfront Pedestrian/Bicycle Route from funds hoped to be granted to the City from the ODOT 2007-2008 Transportation Enhancement program. Commissioner Lyons stated he could support the City's grant application and recommended the route be tied into the Waterfront Master Plan but to hold off on the City's request to grant an easement on Port property along the proposed route. President Bohn voiced her concern with congestion behind the Nichols and Hattenhauer properties and stated that separate Pedestrian Access Ways (PAWs) in that segment of the waterfront should be avoided. There was Commission consensus to direct staff to write a Letter of Support for the City's September 1 deadline to apply for funds from the ODOT 2007-2008 Transportation Enhancement Program.

e) Columbia Gorge Kiteboarding Request: Commissioner Hosford requested this item be added as New Business on the agenda to consider Mark Worth's request for a rent reduction. For personal health benefits, Worth placed gravel on the Spit roadway at his own expense and labor. Hosford was in favor of helping but was concerned about setting precedence. Commissioners Duckwall and Lyons informed Worth that if he saw the need for any improvements that Worth should have first approached the Port. Worth responded that he did receive permission to place the gravel, and that it was made clear to him by Port staff that he would not be reimbursed. Worth stated that he would be back in 2005 with his kiteboarding concession and that other kiters have already approached him with funding offers to help with improvements next year. Worth was thanked by the Commission for his well-expressed presentation, and staff was directed to look at the dust abatement improvement and bring a recommendation back to the Commission on Worth's request for a rent reduction.

f) Big 7 Building Repair: There was Commission consensus to authorize Brown Roofing to proceed, on an emergency basis, to repair the dry rot found in the ceiling framework of the Columbia Gorge Community College space at the Big 7 Building. The cost for the repair is a budgeted item for the Port.

8. EXECUTIVE SESSION: President Bohn called the Commission into Executive Session under ORS. 192.660(1)(e) Real Property at 8:12 p.m. Bob Francis, City Manager, was invited to participate in the portion of Executive Session related to Waterfront discussions. At the conclusion of Executive Session, the Commission was called back into Regular Session at 9:04 p.m. No action was taken as a result of Executive Session.

9. NEXT MEETING DATE: The next regular meeting of the Port of Hood River Commission will be held on Tuesday, September 14, 2004 at the Expo Center Conference Room.

President Bohn adjourned the meeting at 9:04 p.m.