Minutes of July 6, 2004 Port of Hood River Commission Regular Meeting
Expo Center Conference Room
7:00 P.M.

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

Absent: Commissioner Hoby Streich

Media: None

President Don Hosford called the Commission into regular session at 7:00 p.m.

1. INTRODUCTIONS: Bob Francis, Hood River City Manager and Jennifer Donnelly, Hood River Senior Planner introduced themselves. Francis commented that he would be getting married on August 7 and introduced Holly, his fiancée. The guests were welcomed to the meeting by President Hosford. Linda Maddox arrived after introductions were made.

2. Election of Officers: There was Commission consensus to vote on a slate of officers. Prior to the nomination, Commissioner Lyons thanked Don Hosford on behalf of his fellow Commissioners for his firm, yet jovial hand during his year as President of the Port Commission and for fostering a working relationship with the City during the waterfront process.

Motion: Move to appoint the following officers for 2004-2005:
President - Sherry Bohn
Vice President - Fred Duckwall
Secretary - Don Hosford
Treasurer - Hoby Streich
Move: Lyons
Second: Duckwall
Vote: Aye: Bohn, Duckwall, Hosford, and Lyons
Absent: Streich
MOTION CARRIED

3. MODIFICATIONS, ADDITIONS TO AGENDA BY COMMISSIONERS: Executive Director David Harlan requested that a discussion on Bridge Change Order No. 4 be added to the agenda under New Business.

4. UNSCHEDULED ITEMS FROM THE GENERAL PUBLIC: None.

5. APPROVAL OF MINUTES:

Motion: Move to approve the June 15, 2004 work session/regular session meeting minutes, and the June 28, 2004 special meeting minutes.
Move: Duckwall
Second: Hosford
Vote: Aye: Bohn, Duckwall, Hosford, and Lyons
Absent: Streich
MOTION CARRIED

6. REPORTS:

a) Executive Director:
· Bridge Update: Executive Director David Harlan reported the addition of one-hour lane restrictions prior to and immediately following the 9:30 p.m. to 5:00 a.m. bridge closure. An average of two deck panels are being replaced per night closure unless prevented by strong wind conditions. An additional flagger at the 4-way stop intersection south of the toll plaza has helped ease traffic congestion problems, and case-by-case decisions have been made to waive tolls for safety concerns with traffic backups on I-84/Highway 35/SR14. Construction project manager Ed Hoyle worked with the City to resolve Site Plan concerns with Christie Constructor's staging yard east of the Expo Center. In the absence of a "rub rail" at the base of the guardrail, bridge engineers HNTB are looking into the possibility of adding flexible reflectors that alert motorists if their vehicle is too close to the guardrail. Harlan reported on initial meetings with the regional office of the Oregon Department of Transportation (ODOT) to discuss I-84 Exit 64 traffic problems, the Exit 64 overpass scheduled for replacement by ODOT in 2006, toll plaza roundabouts and/or a road parallel to I-84 to keep local traffic off the Interstate, and SR35 study recommendations.
· Waterfront Update: The Hood River Planning Commission will hold its deliberation on the waterfront zone (Ordinance 1851) on July 14. Harlan reported another meeting has been scheduled for July 13 with William Smith Properties and that a Real Estate Committee meeting would follow shortly thereafter. Harlan also stated that attorney Jerry Jaques will be working on a draft Intergovernmental Agreement (IGA) as a result of the June 28 passage of Port Resolution No. 2003-04-8 and a meeting will need to be scheduled with the City to discuss the IGA and park development. Harlan reported he met with the City on July 1 to discuss a final approach to Goal 5 issues. A Professional Services contract for conducting an ESEE (environmental, social, energy, and economic) analysis will be considered under New Business, and Harlan commented the results would feed into the zoning process and help move us forward. Guest Jennifer Donnelly, Senior Planner with the City of Hood River's planning department, stated she thought the Scope was straight forward and what the City expected, and further commented that a work session involving the Planning Department, City Council, and Port would be scheduled to serve as an educational tool to bring everyone up to speed on the riparian habitat inventory process. Harlan also commented that market research interviews were conducted by Eric Hovee on July 1 and 2.
· Big 7/College Update: Mike Doke, Marketing Manager, reported the remodel is on schedule. Doke and Dennis Whitehouse, Campus Services Director for Columbia Gorge Community College, met with the City to discuss parking, and the best option appears to be the installation of parking meters along Wasco Street. An IGA between the City and Port would provide for Port reimbursement of the meter installations from parking revenues.
· Wasco Business Park Update: Bids on the Wasco Street Office Building will be opened on July 8, and Executive Director Harlan stated he would meet with Humanities Software the following week to review bid dollars and lease rates. Harlan also reported that state funding assistance is being pursued to help keep the lease rates down for Humanities. JAL Construction, who was awarded the infrastructure bid last year, met with the Port to discuss liquidated damages but has not yet provided documentation supporting their claim. The Port is in receipt of a letter from the U.S. Postal Service, which identifies the Wasco Street property as their primary candidate for a Carrier Unit.
· Waterfront Recreational: City Police have begun ticketing unattended vehicles parked in the red tow zone at the Event Site; repairs to the underground sprinkler system at the Event Site damaged during Windfest will be billed back to the sponsor; some small fires ignited by illegal fireworks on July 4 were quickly extinguished; and Gorge Games's request for free bridge tolls has been declined. Harlan reported staff is drafting a letter and revised lease agreement for review by attorney Jaques that will be delivered to Port Marina Park tenant Mid Columbia Marina.
· Industrial Development: No report.
· Airport: The pinched wire on the Automated Weather Observation System (AWOS) secured through Federal Aviation Administration funding has been repaired and the system is now fully operational. Staff will issue a press release on the AWOS.
· Other: Executive Director Harlan reported he would be attending the Oregon Economic and Community Development Department's Quarterly Ports meeting this week. Harlan also stated that a meeting of the Port's Public Relations Committee would need to be scheduled to discuss signage and the Chamber of Commerce "Business After Hours" event that will be hosted by the Port in September.

b) Other: None.

7. ITEMS FROM WORK SESSION: None.

8. NEW BUSINESS:

a) Revised Personnel Policies & Procedures: The Policy was referred back to staff for clarification on vacation accrual, compensatory time for pager duty and holiday pay, as well as Return to Work and Light Duty Work Assignment procedures.

b) Goal 5 Professional Services: Director Harlan requested that the consultant who conducted the Port's Goal 5 inventory, which ended up replacing a problematic inventory and map done by a City consultant, continue the work by conducting an ESEE (environmental, social, energy and economic) analysis that the Oregon Department of Land, Conservation and Development is requiring of the City, which will enable the City to move forward with adopting its Goal 5 Riparian Setback ordinance by the end of September. Harlan stated the analysis is in the best interest of the Port as well as the interest of our developer, William Smith Properties.

Motion: Move to authorize staff to negotiate a contract with Vigil Agrimis for professional services to conduct the Goal 5 ESEE analysis (environmental, social, energy and economic) in an amount not to exceed $43,000.
Move: Duckwall
Second: Lyons
Vote: Aye: Bohn, Duckwall, Hosford, and Lyons
Absent: Streich
MOTION CARRIED

c) Accounts Payable: Invoices presented for payment that require Commission approval include legal fees payable to Jaques, Sharp, Sherrerd & Fitzsimons in the amount of $5,412; 2004-2005 workers' compensation policy with Special Districts Association of Oregon in the amount of $11,649.30; and ratification of the Finance Committee's approval of a property appraisal fee to Gail R. Webb in the amount of $6,250.

Motion: Move to approve Accounts Payable in the total amount of $23,311.30, which includes ratification of the Finance Committee's approval of the Gail R. Webb property appraisal invoice.
Move: Lyons
Second: Duckwall
Vote: Aye: Bohn, Duckwall, Hosford, and Lyons
Absent: Streich
MOTION CARRIED

d) Bridge Change Order No. 4: Linda Shames, finance manager, explained that after placement in the approved location on State Route 14, the Washington State Department of Transportation requested that a bridge project sign be relocated.

Motion: Move to approve Bridge Change Order No. 4 in the amount of $475 for a project sign relocation on Washington SR-14.
Move: Hosford
Second: Lyons
Vote: Aye: Bohn, Duckwall, Hosford, and Lyons
Absent: Streich
MOTION CARRIED

9. EXECUTIVE SESSION: None.

10. NEXT MEETING DATE: The next regular meeting of the Port of Hood River Commission will be held on Tuesday, July 20, 2004 at the Expo Center Conference Room.

President Bohn adjourned the meeting at 7:59 p.m.

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Minutes of July 14, 2004
Port of Hood River Commission Special Meeting
Expo Center Conference Room
5:00 p.m.

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

Absent: Commissioners Fred Duckwall, Hoby Streich

Media: None

President Sherry Bohn called the Special Meeting to order at 5:00 p.m. for the purpose of discussing the Wasco Street Office Building bid results.

Executive Director David Harlan told the Commission that the overall bid was favorable. The tenant improvement section of the bid was difficult for the contractors to distinguish and resulted in a wide variance among bidders because of the ambiguity.

Harlan stated he has met with Humanities Software, the potential tenant associated with the tenant improvement section, and they are committed to being in the Wasco Street Office Building. They are willing to write a letter of intent to lease the building outlining the terms agreed to. Attorney Jaques said the letter would not be binding, however.

Commissioner Lyons said his preference is to fast track preparation of a lease agreement for them first. Then, at the next meeting on July 20, the Commission may award the bid, if the Wisconsin office agrees to the terms. The proposed lease rate is within their parameters according to Harlan.

It was agreed that Jaques will prepare a draft lease agreement for the Real Estate Committee to review as soon as possible. Provisions will be made within the lease to execute the document electronically and by facsimile. The Commission can award the bid at Tuesday's regular meeting if the lease is fully executed.

The meeting was adjourned at 5:45 p.m.

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Minutes of July 20, 2004 Port of Hood River Commission Regular Meeting
Expo Center Conference Room
7:00 P.M.

Present: Commissioners Sherry Bohn, 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 consultant David Blum

Absent: Commissioners Fred Duckwall and Don Hosford; and Executive Director David Harlan, from staff

Media: None

President Sherry Bohn called the Commission into regular session at 7:01 p.m.

1. INTRODUCTIONS: Bob Francis, Hood River City Manager and Port consultant David Blum introduced themselves. Linda Maddox, Ann Frodel, and Mary Gumm arrived after introductions were made.

2. MODIFICATIONS, ADDITIONS TO AGENDA BY COMMISSIONERS: Items added to the agenda at the request of Mike Doke, Marketing Manager, included discussions on a Goal 5 work session and Windmaster Sewer District request under Reports by the Executive Director, and notice the Commission would be called into Executive Session under ORS ORS 192.660(1)(e) Real Property.

3. UNSCHEDULED ITEMS FROM THE GENERAL PUBLIC: None.

4. APPROVAL OF MINUTES:

Motion: Move to approve the July 6, 2004 regular session meeting minutes, and the July 14, 2004 special meeting minutes.
Move: Lyons
Second: Streich
Vote: Aye: Bohn, Lyons, and Streich
Absent: Duckwall and Hosford
MOTION CARRIED

5. REPORTS:

a) Executive Director: Mike Doke, Marketing Manager, presented the Executive Director's report in David Harlan's absence.
· Bridge Update: Doke reported the project is on schedule and that two decks panels per night closure are being replaced.
· Waterfront Update: President Bohn announced the City Planning Commission deliberation on the waterfront zone (Ordinance 1851) scheduled for July 21 had been postponed and asked for comments from City Manager Bob Francis. Francis stated the Port's Waterfront Development Resolution No. 2003-04-8 had been submitted as public record without the City Council having deliberated on the Resolution, considering any changes to Ordinance 1851 that may be necessary, or providing any guidance to the Planning Commission. Francis stated the Council would be discussing the Resolution at their July 26 meeting and that the Planning Commission deliberations may be rescheduled for August 4. Francis further stated it was City attorney Alexandra Sosnkowski's belief that any changes made to Ordinance 1851 would not necessitate a reopening of the public process at the Planning Commission level because the opportunity would exist once the Planning Commission sent the zone back to the City Council. President Bohn stated she would be out of town and not available to attend the July 26 City Council meeting; Commissioner Streich said he would attend.
· Big 7/College Update: Doke commented the Port had not yet received an Intergovernmental Agreement regarding parking meters that was being drafted by the City, but he did report that a meeting of the Big 7 tenants and neighborhood businesses was scheduled for July 21 to see if a parking compromise could be reached. City Manager Bob Francis would also be attending the meeting. Doke also reported on the possibility of a construction change order extending the project completion date by one week being brought to the next Commission meeting.
· Wasco Business Park Update: The Port is waiting for a response from the Post Office on information that had been provided. Discussions involving Humanities Software will take place during Executive Session.
· Waterfront Recreational: No report.
· Airport: No report.
· Other: A joint Port Commission and City Council/Planning Commission work session to review the Goal 5 draft has been scheduled by the Goal 5 consultant for August 2 at 6:00 p.m. at the Hood River Valley Adult Center. Doke reported on a County Commission work session he attended regarding the Windmaster sewer system and the Port being asked by the County to help pay for the system. There was consensus to address this item at the August 3 Commission meeting.

b) Other:
· Committee Appointments by the President: Based on officer elections, President Bohn and Vice-President Duckwall will serve on the Personnel Committee. The only other committee change announced by President Bohn was that she would replace Commissioner Hosford on the Real Estate Committee.
· Real Estate Committee: Commissioner Lyons reported that a draft lease had been provided to Humanities Software for their relocation to the Wasco Street property; the committee discussed a payment plan request from Big 7 tenant Century Moulding; and a possible boundary line adjustment, or binding agreement to limit types of uses on Lot 5 at the waterfront, had been discussed to address the concerns of Hood River Distillers.
· Community Relations Committee: The committee, along with planning the Port-hosted "Business After Hours" this September, discussed promotional projects for publication in the Hood River News and the fall edition of the Port Newsletter. The committee also discussed preparing a Request for Proposal for a professional public relations firm to work on a retainer basis, which has been budgeted for the 2004-2005 fiscal year. Signs identifying properties as "Port developed, owned, or operated" will be completed this week and sign applications are being filed with the City.

6. ITEMS FROM WORK SESSION: None.

7. NEW BUSINESS:

a) Revised Personnel Policies & Procedures: Discussion on the revised policies was tabled until all Commissioners were present. Attorney Jerry Jaques commented that he concurred with the answers provided by Special Districts Association of Oregon in response to policy questions raised by Commissioner Duckwall.

b) Bridge Structural Inspection Contract: Finance Manager Linda Shames reported the routine structural inspection is a required Federal Highway Administration inspection and that dollars have been budgeted. Burgess & Niple provided an alternative contract amount in case the work started after October 1, 2004.

Motion: Move to approve the Burgess & Niple Proposal to provide engineering services in the amount of $39,870 for a Routine Structural Inspection of the bridge for work starting prior to October 1, 2004.
Move: Lyons
Second: Streich
Vote: Aye: Bohn, Lyons, and Streich
Absent: Duckwall and Hosford
MOTION CARRIED

c) Humanities Lease: This discussion was deferred to Executive Session.

d) Wasco Building Bid Award: This discussion was deferred to Executive Session.

e) Big 7 Parking Meters Intergovernmental Agreement: The Port had not yet received an Intergovernmental Agreement, which the City was drafting. There was consensus to address this item at the August 3 Commission meeting.

f) Accounts Payable: None.

8. EXECUTIVE SESSION: President Bohn called the Commission into Executive Session at 7:47 p.m. under ORS 192.660(1)(e) Real Property. The Commission was called back into Regular Session at 8:08 p.m. and the following action was taken as a result of Executive Session.

Motion: Move to authorize the Commission President to sign the Scope of Work dated July 20, 2004, for a waterfront valuation report to be prepared by Integra Realty Resources in an amount not to exceed $12,000.
Move: Lyons
Second: Streich
Vote: Aye: Bohn, Lyons, and Streich
Absent: Duckwall and Hosford
MOTION CARRIED

The Commission was called back into Executive Session at 8:10 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 8:53 p.m. No further 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, August 3, 2004 at the Expo Center Conference Room.

President Bohn adjourned the meeting at 8:53 p.m.

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Minutes of July 23, 2004 Port of Hood River Commission Special Meeting
Port of Hood River Office Building
1:00 p.m.

Present: Commissioners Don Hosford, and Hoby Streich; Bill Lyons by telephone conference call; Attorney Jerry Jaques; from staff, Mike Doke, Linda Shames, and Linda Hull

Absent: Commissioners Fred Duckwall, Sherry Bohn; from staff, David Harlan

Media: None

Secretary Don Hosford called the Special Meeting to order at 1:05 p.m. for the purpose of discussing the Wasco Street Office Building and any additional matters agreed upon by the Commission.

Attorney Jerry Jaques told the Commission that the Lease Agreement with Renaissance Learning, Inc. for the new Wasco Street Office Building was approved by their corporate office in Wisconsin and signed by Paula O'Gorman in Hood River on July 22, 2004, and that the Commission can now award the construction bid for the building. The Real Estate Committee was in concurrence with the final lease terms.

Motion: Move to approve the bid from Betz Construction in the amount of $1,790,000 and to authorize Secretary Don Hosford to sign the Notice of Award.
Move: Lyons
Second: Hosford
Vote: Aye: Hosford, Lyons, and Streich
Absent: Bohn, Duckwall
MOTION CARRIED

Motion: Move to approve the Lease Agreement with Renaissance Learning, Inc. for the Wasco Street Office Building and to authorize Secretary Don Hosford to sign.
Move: Streich
Second: Lyons
Vote: Aye: Hosford, Lyons, and Streich
Absent: Bohn, Duckwall
MOTION CARRIED

Linda Shames explained that an HVAC unit in the Big 7 Building was budgeted to be replaced this year. Betz Construction can do it now as part of the college tenant improvements for an amount of $3,311, which is reasonable.

Motion: Move to approve the change order for Betz Construction for the Big 7 Tenant Improvement Project in the amount of $3,311.00.
Move: Lyons
Second: Streich
Vote: Aye: Hosford, Lyons, and Streich
Absent: Bohn, Duckwall
MOTION CARRIED

The meeting was adjourned at 1:15 p.m.