Minutes of September 5, 2006 Regular Meeting
Expo Center Conference Room
5:30 P.M.

Present: Commissioners Sherry Bohn, Fred Duckwall, Don Hosford, Hoby Streich, and Kathy Watson; Attorney Jerry Jaques; from staff, Michael McElwee, Mike Doke, Linda Shames, Linda Hull, and Laurie Borton

Absent: None

Media: None

1. Call to Order: President Sherry Bohn called the meeting to order at 5:30 p.m. There were no agenda modifications or additions.

2. Information - Communications - Announcements: Linda Hull, Executive Assistant, informed the Commission that Attorney Jaques would be unavailable September 7-11.

3. Public Comment: None

4. Approval of Minutes:

Motion: Move to approve the August 1, 2006 regular session meeting minutes.
Move: Hosford
Second: Duckwall
Vote: Aye: Bohn, Duckwall, Hosford, Streich, Watson
MOTION CARRIED

5. Commissioner, Committee Reports:
a) Industrial Lands Work Group: Mike Doke, Marketing Manager, reported the September 12 meeting had been canceled and the next meeting was scheduled for October 3. Doke commented that chair Bill Fashing expected the group would only meet a couple more times.
b) Affordable Housing Work Group: Doke reported this group no longer meets and it was his understanding that chair Cindy Walbridge had presented the draft report only to the Hood River City Council. Commissioner Watson is also a member of this committee and has a copy of the draft report along with Doke, who stated he would provide McElwee with a copy.

6. Director's Report:
· Schedule: McElwee briefed the Commission on upcoming meetings he would be attending in September. He further commented that a detailed discussion was needed regarding the next steps in the waterfront development process, which could take place as a work session at the September 19 meeting or included in the Fall Planning Session.
· Administration: McElwee thanked the Commissioners for meeting with him individually to discuss his draft Work Plan and requested continuing input from the Commission as he focuses on work efforts during the 2006/2007 fiscal year. McElwee reported he would also meet individually with office staff to discuss his Work Plan and a list of Key Projects, which will be used to track milestones, staff responsibilities, and ensure successful project completion.
· Waterfront Recreation: With Labor Day marking the end of another busy recreational season, McElwee complimented the efforts of the regular and summer staff. Hull was also praised for her work with Wayne Tengwall of the Hood River Lions in developing a bilingual sign depicting swimming dangers associated with drop offs and strong currents, which will be posted prior to next year's summer season. A draft Request for Proposal for Kiteboard Instruction Concessions for the 2007-2009 seasons was discussed. Hull reminded the Commission that it was the recommendation and vote of the Waterfront Recreation Committee to reduce the number of permitted schools from seven to five for safety reasons due to the land area constraints. Commissioner Streich recommended that the six-month concession permit be more clearly defined, which would also provide Port staff with a clear understanding of the time allotment for maintenance issues.
· Waterfront Development: McElwee reported a zone change from Light Industrial to general Commercial had been approved by the Hood River City Council on the Nichols Boat Works site and that the applicant, Bob Naito, had been invited to a future Commission meeting to make a brief presentation. A resolution clarifying the public outreach process involving the Expo Building was discussed in further detail under Action Items. In a follow-up matter related to the August 6 inter-agency meeting regarding parks and maintenance concerns, McElwee reported that he would participate in a committee, which Hood River Valley Parks and Recreation District will facilitate, to further investigate needs and options and define the process/strategy of assessing public support. Commissioner Streich volunteered to join the Executive Director at these meetings.
· Airport: No report.
· Transportation: McElwee and Finance Manager Linda Shames reported on the outcome of suspended tolls, at the toll takers discretion, when traffic is backed up from the 4-way stop intersection to the tollbooth. The process was implemented August 4 and to date tolls have been waived for 90 vehicles, which staff feels is an illustration that the tollbooth plays a minor role in the congestion problem. Shames commented that many commuters she has spoken with have the misunderstanding that tolls would be waived when backups occur due to congestion at the Exit 64 exits and from Highway 35 traffic. McElwee suggested continuing the toll suspension into the foreseeable future and that he would report on the trial when Oregon Department of Transportation staff meets with the Port on September 27. The Commission recommended that staff issue an updated press release regarding the discretionary lifting of tolls, and that a handout explaining how a determination is made on the toll suspension could be prepared for the toll collectors to distribute to the bridge users. Hull commented that the handout could also invite the bridge users to sign up for the e-mail update list. Staff will report on the results of the September 7 bid opening of the Toll Plaza Improvement Project at the September 19 Commission meeting.
· Other: No report.

7. Action Items:
a) Authorize Appointment of Steve Gates to Waterfront Park Development Committee: Port of Hood River appointee Joanie Thomsen has resigned her seat on the Park Development Committee (PDC) and committee co-chairs Christine Knowles and Mark Zanmiller have recommended the appointment of Steve Gates, who has requested the Commission's support and endorsement.

Motion: Move to authorize the appointment of Steve Gates as the Port's representative to the Waterfront Park Development Committee created by the resignation of Joanie Thomsen.
Move: Hosford
Second: Watson
Vote: Aye: Bohn, Duckwall, Hosford, Streich, Watson
MOTION CARRIED

b) Approve Final Change Order to Bridge Deck Replacement Project: McElwee and Shames reported on the negotiated change order that has been proposed to complete the project. The two-year delay of the project closeout centered around archaeological issues at the demolition site on the Washington side of the bridge. McElwee noted that while the Port was not responsible for Christie Constructors' retainage being withheld by the Oregon Department of Transportation (ODOT), the issues were very complex and involved many different parties, all of whom participated in the solution for a reasonable agreement with the end result requiring an increase in the ODOT construction authorization.

Motion: Move to approve the final change order to the Bridge Deck Replacement Project in an amount not to exceed $292,448.91.
Move: Duckwall
Second: Hosford
Vote: Aye: Bohn, Duckwall, Hosford, Streich, Watson
MOTION CARRIED

c) Authorize Resolution No. 2006-07-2 Directing Staff to Evaluate Expo Center: McElwee explained the resolution was an important due diligence process that the Port needed to take, as the building owner, to identify recommendations and timelines for the renovation and re-use of the Expo Center. During the evaluation process, the Port will work with the Hood River County Chamber of Commerce and facility stakeholders. Commissioner Duckwall was concerned with a public perception that it would be the Port's sole burden to identify an alternative site for local and community events. McElwee noted a working group of stakeholders would be formed to address that task.

Motion: Move to adopt Resolution No. 2006-07-2 directing staff to initiate an evaluation of the economic impact and re-use potential of the Exposition Center.
Move: Watson
Second: Streich
Vote: Aye: Bohn, Duckwall, Hosford, Streich, Watson
MOTION CARRIED

d) Authorize Contract with Hennebery Eddy Architects: A Scope of Work outlining a study of the feasibility of adapting the Expo Center building to accommodate a corporate office and/or manufacturing tenant was presented. McElwee had worked with this firm in the past and highly recommended Hennebery Eddy because of their work product and ability to produce results within a quick timeline. Commissioner Watson suggested if the Commission was pleased with the results she was hopeful the firm could be used for future projects.

Motion: Move to approve the Expo Center Adaptive Re-use Study with Hennebery Eddy Architects in a not-to-exceed amount of $20,000.
Move: Watson
Second: Duckwall
Vote: Aye: Bohn, Duckwall, Hosford, Streich, Watson
MOTION CARRIED

e) Bridge Inspection Intergovernmental Agreement: Federal regulations now require each State Transportation Department to be responsible for bridge inspections within its boundaries, regardless of ownership. Shames reported the Port's bridge inspections have always been done according to AASHTO (American Association of State Highway and Transportation) guidelines, so the only change affected by the IGA is that ODOT will now contract and pay for the inspections, which should save the Port approximately $100,000. Shames did note, however, that she had negotiated with ODOT that the Port be responsible for bidding and contracting a painting maintenance program.

Motion: Move to ratify the Executive Director's signature on the Intergovernmental Agreement between the Oregon Department of Transportation and the Port of Hood River for statewide bridge inspections.
Move: Hosford
Second: Duckwall
Vote: Aye: Bohn, Duckwall, Hosford, Streich, Watson
MOTION CARRIED

f) Accounts Payable:

Motion: Move to approve Accounts Payable to Jaques, Sharp, Sherrerd & Fitzsimons in the amount of $8,169 and ratify the Finance Committee's approval of $19,325 payable to Hood River Chrysler-Jeep-Dodge.
Move: Duckwall
Second: Watson
Vote: Aye: Bohn, Duckwall, Hosford, Streich, Watson
MOTION CARRIED

8. Commission Call: Commissioners Streich and Watson reported on their meeting with Hal Hiemstra, lobbyist with Ball Janik LLP. Innovative "green solutions" to the wastewater treatment plant's odor problems were discussed, which Commissioner Watson thought waterfront users would appreciate; and Commissioner Streich wondered if the Commission should write a letter in support for the City's efforts to obtain grant funds to assist in the solution. McElwee commented that the feasibility and timing of a Letter of Support would best be determined in the Needs & Issues Priority process so it was his recommendation to wait a couple of months. McElwee further commented that the City continues to work on the odor problem, and Hull reported that City Manager Bob Francis asked to be notified immediately by the Port or its tenants of odors so the treatment plant could determine the source. Commissioner Watson commented that she often stops and talks to the toll takers on the late shift and found out that many had not had an opportunity to meet the Executive Director. McElwee stated that he had already discussed hosting an ice cream social for Port staff. President Bohn reminded the Commission and staff that she would be unavailable September 7-11. Bohn also commented on the Hood River News article in the September 6 edition regarding the E-commerce zone designation, which could benefit occupants of a developed waterfront.

9. Executive Session: President Bohn called the Commission into Executive Session under ORS 192.660(2)(h) Litigation at 6:33 p.m. Upon conclusion of Executive Session, the Commission was called back into regular session at 6:40 p.m. No action was taken as a result of Executive Session.

10. Adjourn: The meeting was adjourned at 6:40 p.m.

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Port of Hood River Commission
Minutes of September 19, 2006 Special Meeting
Expo Center Conference Room
11:30 A.M.

Present: Commissioners Sherry Bohn, Fred Duckwall, Don Hosford, Hoby Streich, and Kathy Watson; Attorney Jerry Jaques; from staff, Michael McElwee, Linda Hull

Absent: Linda Shames, Laurie Borton, Mike Doke

Media: Sue Ryan, Hood River News

President Sherry Bohn called the Special Meeting to order at 11:35 a.m. for the purpose of discussing the Toll Facility Improvement Project and Bridge Lighting Repairs. An Executive Session under ORS 192.660(2)(h) Litigation was added as an agenda item at the end of the meeting.

Executive Director Michael McElwee informed the Commission that Wildish Standard Paving Co. from Eugene, Oregon was the only bidder for the project. The Port required bidders to respond to two Bid Options. Bid Option 1 described temporary features & appurtenances, reconstruction of the Oregon approach and construction of a new toll booth. Bid Option 2 included the above work plus rehabilitation of the bridge span lock and new concrete deck overlay. The bid amounts from Wildish exceed the engineer's estimates by approximately 25%.

McElwee explained, however, that the project is very unique with multiple complex parts and the bidding climate is challenging at this time; these could be reasons for receiving only the one bid. Wildish is pre-qualified in all classes of the work and can self-perform, if necessary. They have an excellent reputation for quality work. The bid is under the Port's budgeted amount for this project.

If the Commission deems the Wildish bid to be non-responsive, staff would consult with the project engineer and likely re-bid the project this winter. However, completion of the project by next summer would not be possible and there would be uncertainty about whether additional responsive bids may be obtained. Also, any new bids may exceed the current Wildish proposal.

If the Commission chooses to award the bid to Wildish, staff will formally issue the Port's Intent to Award the contract, subject to Wildish identifying their first-tier subcontractors. Work could then begin this fall. Staff could work with the contractor and engineer to pursue cost reduction proposals prior to and during construction. McElwee's recommendation to the Commission was to award the bid to Wildish.

Commissioner Streich asked if one category was more excessive in the bid line items than the engineer's estimate. McElwee said the toll house structure was far above the estimate, but it is a climate of rising prices and sometimes the contractors have a more realistic viewpoint on actual costs than engineers do.

Motion: Move to authorize the Executive Director to issue a Notice of Intent to Award the Toll Facility Improvement Project and execute a construction contract with Wildish Standard Paving Co. in an amount not to exceed $2,399,829.
Move: Duckwall
Second: Watson
Vote: Aye: Bohn, Duckwall, Hosford, Streich, and Watson
MOTION CARRIED

McElwee told the Commission that the light fixtures (luminaires and housing) on the bridge are failing and need to be replaced as quickly as possible. The existing 20-year old fixtures were removed and re-attached to new poles during the redecking project in 2004. HNTB engineers believe these recent six failures may be due to the age of the lights and increased vibration being transmitted from the new bridge decking. The Port has been fortunate that no lights have fallen on vehicles crossing the bridge to date; however, immediate action is required at this time. McElwee also said two poles have been struck by vehicles and are damaged beyond repair and may have contributed to their light failure. Commissioner Bohn asked if these poles should be replaced at this time? McElwee said to replace them now would be quite expensive and he will be exploring other options and strategies to bring before the Commission at a later date.

Because of EC Company's recent work on the bridge lighting system, they were contacted for solutions. HNTB and EC Company were very responsive to the Port's request to expedite the project. Dependent upon delivery, the replacement of the lights can take place within four to six weeks. EC Company's proposal to furnish the labor, equipment and supervision to replace 20 luminaires did not include flagging, which the Port will provide. Commissioner Duckwall asked if the owners of the vehicles that hit the light poles could be held liable for repairs? McElwee stated the owners of the vehicles did not report the damage and are unknown.

Motion: Move to authorize payment to EC Construction for replacement of all light fixtures on the Hood River Bridge in an amount not to exceed $11,200.
Move: Hosford
Second: Streich
Vote: Aye: Bohn, Duckwall, Hosford, Streich, and Watson
MOTION CARRIED

President Bohn called the Commission into Executive Session under ORS 192.660(2)(h) Litigation at 11:45 a.m. Upon conclusion of Executive Session, the Commission was called back into regular session at 11:50 a.m. No action was taken as a result of Executive Session.

President Bohn adjourned the meeting at 11:50 a.m.