Present: Commissioners Sherry Bohn, Fred Duckwall, Don Hosford, Bill Lyons, and Hoby Streich; Attorney Jerry Jaques; consultants Dick Hill (first session only of Executive Session) and David Blum; from staff, David Harlan, Mike Doke, Linda Hull, Linda Shames, and Laurie Borton

Absent: None

Media: None

President Don Hosford called the work session to order at 6:03 p.m.

1. Executive Session: President Hosford called the Commission into Executive Session at 6:03 p.m. under ORS 192.660(1)(e) Real Property; ORS 192.660(1)(f) Exempt Public Records; and ORS 192.660(1)(h) Litigation.

At the conclusion of Executive Session, the Commission was called back into Work Session at 7:02 p.m. No action was taken as a result of Executive Session.

President Hosford closed the work session at 7:02 p.m., and called the regular session to order at 7:10 p.m.

1. INTRODUCTIONS: Audience members Linda Maddox, Cory Roeseler, Kathy Watson, and Stu Watson introduced themselves and were welcomed to the meeting by President Hosford; Matt Kosmata arrived at 7:15 p.m.

2. MODIFICATIONS, ADDITIONS TO AGENDA BY COMMISSIONERS: None.

3. UNSCHEDULED ITEMS FROM THE GENERAL PUBLIC: None.

4. APPROVAL OF MINUTES:

Motion: Move to approve the minutes of the January 20, 2004 work session/regular session meeting.
Move: Lyons
Second: Bohn
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Streich
MOTION CARRIED

5. REPORTS

a) Executive Director:
· Bridge Redecking Project: Executive Director David Harlan reported that contractors would be on the bridge February 4 for additional survey work and that weekday intermittent daytime bridge closures would begin when the contractor returns to Hood River on February 9. Discussions on the staging area continue, and Harlan stated that Lot 1 would likely be involved; however, space would be reserved for Harvest Fest in October. A forum has been scheduled February 18 for employers/business owners, and emergency responders; and a commuter forum will be scheduled for March. Harlan also reported that Mike Doke and Ed Hoyle, HNTB's on-site project manager, will attend a Klickitat County Transportation Commission meeting on February 4 to discuss the bridge project.
· Waterfront Development: Harlan reported the Port was in receipt of a signed Memorandum of Understanding; and that New Business agenda items included discussions on a budget adjustment and modification to the consultant's scope of work. The City Council will be discussing the Waterfront Zone at their February 9 meeting, which Harlan reported he would attend.
· Big 7 - Community College: Harlan reported that attorney Jerry Jaques is drafting an Intergovernmental Agreement and that allocation of costs for building improvements remains an ambiguous issue, however, pushing for more 'up front' cash, an increased lease rate, or reduced improvements are options that can be negotiated with the College. Architectural services will be discussed later under New Business.
· Wasco Business Park: Harlan reported he had met earlier in the day with Humanities Software with discussions targeting cost reductions and that another meeting was scheduled for next week to discuss a Memorandum of Understanding. Harlan also reported a meeting with JAL Construction would be necessary to finalize the Port's liquidated damage claim and JAL's cost overrun issues. Harlan reported that a property purchase update would be discussed during Executive Session following the close of Regular Session.
· Miscellaneous: A Special Districts Association of Oregon annual meeting will be held in Sunriver the end of this week, which will be attended by Harlan, Mike Doke, and Commissioners Hosford and Streich. Harlan also requested a meeting of the Finance Committee to discuss bridge redecking project change orders. The Commission was reminded that as a precursor to the budgeting process, a spring planning session will be scheduled for mid to late March.

b) Other -
· Community Relations Committee: Final revisions to a Community Relations Plan are being reviewed, which Executive Director Harlan reported would be brought to the Commission for approval. The committee has also been working on a Port newsletter and informational forums with regard to the bridge redecking project.
· Real Estate Committee: No report.

6. ITEMS FROM WORK SESSION:

a) Memorandum of Understanding: Executive Director Harlan reported on the January 30 meeting with Bill Smith, and that a signed Memorandum of Understanding had been received at the close of business on February 2.

Motion: Move to approve the Memorandum of Understanding with William Smith Properties, Inc. and authorize the document to be signed by the Commission President.
Move: Lyons
Second: Bohn
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Streich
MOTION CARRIED

7. NEW BUSINESS:

a) Budget Adjustment: Executive Director Harlan summarized information provided by Accounting Manager Linda Shames reporting that an intrafund transfer of funds from one category to another does not change the total budgeted appropriations. The transfer is relative to waterfront development and legal fees.

Motion: Move to approve Resolution No. 2003-04-4 authorizing the transfer of $125,000 from the Capital Outlay appropriation category to the Materials and Services appropriation category within the Revenue Fund.
Move: Duckwall
Second: Streich
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Streich
MOTION CARRIED

b) Consultant Scope of Work: Modifications to the waterfront consultants' Scope of Work takes the development project through June 30, 2004. Harlan stated the work focus could be adjusted as directed by the Commission and staff. With a signed Memorandum of Understanding now in place, Harlan recommended approving Modification #4.

Motion: Move to approve Modification #4 of the Richard Hill Associates Scope of Work in the amount of $79,500.00.
Move: Duckwall
Second: Bohn
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Streich
MOTION CARRIED

Commissioner Bohn requested that invoicing from Richard Hill Associates differentiate between waterfront and industrial land acquisition activities.

c) Columbia Gorge Community College-Project Update: Mike Doke reported on the Scope of Work presented by Carl Perron Architect representing architectural and professional services with regard to the Big 7 Building. Doke commented that architectural and engineering services are covered by U.S. Forest Service grant dollars. Linda Shames stated that plans for bid documents result from the work being performed by Carl Perron Architect.

Motion: Move to approve an amount not to exceed $8,467.50 to Carl Perron Architect for professional services for the Columbia Gorge Community College tenant improvements at the Big 7 Building.
Move: Lyons
Second: Duckwall
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Streich
MOTION CARRIED

Commissioner Bohn emphasized the allocation of costs to be negotiated with the College is a priority. Executive Director Harlan stated attorney Jaques is currently drafting an Intergovernmental Agreement.

d) Accounts Payable: None.

8. EXECUTIVE SESSION: President Hosford called the Commission back into Executive Session at 7:40 p.m. under ORS 192.660(1)(e) Real Property.

At the conclusion of Executive Session, the Commission was called back into Regular Session at 7:50 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 February 17, 2004 at the Expo Center Conference Room.

President Hosford adjourned the meeting at 7:51 p.m.

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Absent: None

Media: RaeLynn Ricarte, Hood River News

The Work Session scheduled to begin at 5:30 p.m. was canceled. President Don Hosford called the regular session to order at 7:01 p.m.

1. INTRODUCTIONS: A special welcome was extended to Bob Francis, Hood River city administrator and Ed Hoyle, HNTB bridge construction manager. Audience members John Harvey, Linda Maddox, Ann Frodel, Matt Kosmata, and Susan Froehlich introduced themselves and were welcomed to the meeting by President Hosford.

2. MODIFICATIONS, ADDITIONS TO AGENDA BY COMMISSIONERS: President Hosford announced he was reserving time for discussion on the draft Waterfront zone under Agenda item 6a, Items from Work Session.

3. UNSCHEDULED ITEMS FROM THE GENERAL PUBLIC: John Harvey, owner of Harvey's Texaco at Interstate 84 Exit 62, asked if there would be provisions to reopen the bridge to allow commuters to cross rather than driving to Cascade Locks or The Dalles once the nighttime closures began? Executive Director David Harlan commented that essentially no provisions could be made for opening the bridge to allow for commuting traffic, and that the Oregon Department of Transportation (ODOT) would not approve any temporary structure for vehicle crossings. Harlan invited Harvey to attend the employer/business owner information meeting the afternoon of February 18. Commissioner Streich commented that he would be attending the meeting and would be available to meet with Harvey to answer questions if he was unable to attend.

4. APPROVAL OF MINUTES:

Motion: Move to approve the minutes of the February 3, 2004 work session/regular session meeting.
Move: Duckwall
Second: Bohn
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Streich
MOTION CARRIED

5. REPORTS

a) Executive Director:
· Bridge Redecking Project: Executive Director Harlan asked Ed Hoyle, the on-site project manager, to update the Commission on the bridge redecking project. Hoyle reported on the first construction meeting held February 13, and that he would be attending a pre-fabrication meeting in Vancouver, Washington on February 18, but would be back in Hood River in time for the employer/business owner and emergency responder informational meetings that same afternoon. Hoyle explained the decking and guardrail systems were being constructed at different out-of-state locations and would then be shipped to the staging area for final assembly. Christie Constructors has designed a specialized truck that will allow them to transport the new deck assembly to the bridge, which will be held in place until the old panel is removed, and then the new panel will be installed. Harlan reported the staging area set up by Christie Constructors east of the Expo Center would expand once materials began to arrive, but that space would still available for Harvest Fest's outdoor activities.
· Community College: Mike Doke, economic development marketing assistant, reported he had a good meeting with City staff on the pre-application meeting for classroom occupancy at the Big 7 Building. Doke stated that engineering services included for approval under Accounts Payable would produce documents allowing for bids to be obtained for structural engineering, electrical, and parking lot designs. Once firm dollar figures are identified, both the Port and College would be in a better position to negotiate "ownership" of building improvement issues. Harlan reported an additional earmark of $49,750 in Funds for the Improvement for Postsecondary Education (FIPSE) would be used for equipment purchases, and that attorney Jerry Jaques had starting drafting an Intergovernmental Agreement to address equipment licensing and ownership.
· Wasco Business Park: Harlan reported that meetings with Humanities Software and the building architect are identifying possible adjustments to the building that may have to be made dependent upon funding dollars. Harlan also commented that Jaques was drafting a Letter of Understanding to be signed by Humanities Software. Harlan reported the Port has been in discussions with the U.S. Postal Service for a site visit to the Wasco Business Park.
· Pacific Northwest Waterways Association (PNWA) Annual Mission: Harlan reported that he and President Hosford were scheduled to attend the PNWA Annual Mission in Washington, D.C. February 22-27.
· Oregon Public Ports Association (OPPA)/Oregon Ports Group (OPG) Update: Harlan commented on the cyclical discussions regarding the dues structure, which funds lobbying efforts, and that the Port may see a minor increase.
· Waterfront Planning: Harlan reiterated President Hosford's comment that waterfront zone deliberations would be discussed later in the meeting under Items from Work Session.
· Marina Planning Committee: A mandate to the Commission from the Budget Committee requires that the marina becomes a self-sufficient cost center, and Harlan reported that further discussion would take place during the spring planning session.
· Special Districts Association of Oregon Conference: Harlan reported that he, Mike Doke, and Commissioners Hosford and Streich attended the annual SDAO conference February 6-7 in Sunriver, and that one evening they had a dinner meeting in Bend with William Smith Properties.
· Spring Planning Session: March 23 was potentially set aside as the date for the Spring Planning Session, but the date will be confirmed once Commission and staff check calendars for any conflicts.

b) Other -
· Community Relations: Commissioner Streich, committee chair, thanked the committee members and staff for their hard work on this final draft of the Community Relations Plan presented to the Commission for approval. Streich stated the Plan would be revisited annually for amendments. Executive Director Harlan recommended approval of the Plan.

6. ITEMS FROM WORK SESSION:

a) Waterfront Deliberation: The Hood River City Council concluded testimony on Ordinance 1851; deliberations began at the February 9, 2004 council meeting and will be continued February 23 utilizing a 17-point Position Statement prepared by City staff which summarizes the position of the draft ordinance, Port, Planning Commission, Citizens for Responsible Waterfront Development, and CC-1999, a reference to the City Council's perspective in 1999. The Commission reviewed and discussed the 17 items individually, inviting comment from guest Bob Francis, City Administrator. In addition, Commissioner Bohn reviewed her notes from the February 9 Council meeting taking into account consensus directions given by the Council to city staff.

Motion: Move to approve the Port Commission Position Statement of items 1 through 17, as deliberated, to be signed by the Commission President and delivered to the City Council President and Mayor for consideration by the Council at their continued deliberations on February 23, 2004.
Move: Duckwall
Second: Lyons
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Streich
MOTION CARRIED

7. NEW BUSINESS:

a) Community Relations Plan:

Motion: Move to approve the Community Relations Plan as drafted.
Move: Streich
Second: Duckwall
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Streich
MOTION CARRIED

b) Accounts Payable: Invoices presented for approval included Big 7 Building consultant services payable to McCann Engineering, Tenneson Engineering, HK Electrical Engineering, and Charles Warren Engineering; and legal services payable to Ramis Crew Corrigan & Bachrach, LLP, and Jaques Sharp Sherrerd & Fitzsimons.

Motion: Move to approve Accounts Payable in the total amount of $24,765.92.
Move: Bohn
Second: Lyons
Vote: Aye: Bohn, Duckwall, Hosford, Lyons, and Streich
MOTION CARRIED

8. EXECUTIVE SESSION: President Hosford called the Commission into Executive Session at 9:28 p.m. under ORS 192.660(1)(e) Real Property; ORS 192.660(1)(f) Exempt Public Records; and ORS 192.660(1)(h) Litigation.

At the conclusion of Executive Session, the Commission was called back into Regular Session at 9:48 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 March 2, 2004 at the Expo Center Conference Room.

President Hosford adjourned the meeting at 9:48 p.m.