Minutes of December 4, 2007
Regular Session
 Marina Center Boardroom
5:30 P.M.

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

Absent: Commissioner Fred Duckwall

Media: None

1. CALL TO ORDER: Vice President Streich called the regular session to order at 5:31 p.m.
a) Modifications, Additions to Agenda: None.

2. PUBLIC COMMENT: None.

3. CONSENT AGENDA: There was consensus to move the Hale Construction Contract Amendment for Change Order Nos. 1-6 from the Consent Agenda to an Action Item for further discussion.
· Approve minutes of November 20, 2007 regular session meeting
· Authorize Amendment No. 1 to Hood River County Chamber of Commerce lease reflecting a December 1, 2007 lease term
· Approve Accounts Payable to Jaques, Sharp, Sherrerd, Fitzsimons & Ostrye in the amount of $6,882

Motion: Move to approve Consent Agenda as amended.
Move: Watson
Second: Hosford
Vote: Aye: Bohn, Hosford, Streich, and Watson
Absent: Duckwall
MOTION CARRIED

4. COMMISSIONER, COMMITTEE REPORTS: None.

5. DIRECTOR'S REPORT: Michael McElwee highlighted the following areas:
§ Staff & Administration - Hal Hiemstra, lobbyist with Ball Janik, LLC will be in Hood River on Monday, December 10 to discuss federal priorities with Port, City, and County administrators.
§ Waterfront Development - An overview for forming a tax increment financing district on the waterfront was presented to the City Council by Elaine Howard Consulting, LLC. The Council will not take action, however, until December 10.
§ Bridge/Transportation - The Oregon Department of Transportation has agreed to delay the Exit 63 Interchange Area Management Plan (IAMP) to allow a coordinated local planning effort by the Port, City, and County. McElwee noted the IAMP delay will allow for greater coordination with the Frontage Road Feasibility Study but that any efforts to consider modifications to the Light Industrial Zone would also need to be delayed. An Intergovernmental Agreement will be drafted to define this agreement. McElwee and Commissioner Bohn also reported on the Washington State Regional Transportation Commission (RTC) meeting in which the merits of proceeding with a Final Environmental Impact Statement (FEIS) were discussed. Any federally funded project requires a FEIS and the total cost has been estimated between $850,000 to $1.3 million, and the RTC only has $575,000 from a federal earmark for this effort, so the Port may be asked to help fund the FEIS.

6. REPORTS AND PRESENTATIONS:
§ Industrial Lands Presentation - Bill Fashing, Hood River County Economic Development Coordinator: Fashing reported the findings of the Industrial Lands Committee whose members were appointed by the City, County, and Port of Hood River to study the 20-year employment land needs within the Hood River community. Goals and findings were provided in a written report [attached] along with fourteen recommendations briefly summarized as follows:
Update the 1999 Goal 9 findings; begin efforts to expand the Urban Growth Area (UGA); initiate an industrial and commercial property land bank; consider establishing a wetlands land bank; continue to build industry cluster networks; develop land owner assistance programs; plan infrastructure to serve the area south of the existing city and UGA; initiate planning with the Oregon Department of Transportation for a new business route connecting the UGA to Highway 35; continuing supporting firms working from residential areas while prioritizing solutions to provide adequate supply of facilities to accommodate relocation and growth; review currently developed employment lands to identify opportunities for redevelopment; develop and implement policies resulting in a no net-loss of industrial and commercial lands; identify improvements needed to service the employment lands; expand the Cascade Locks/Hood River Enterprise Zone; and continue to explore options for the addition of employment lands in the Odell area.
Fashing addressed questions from the Commission and staff while commenting on the report's supporting graphics and charts. Upon conclusion of the presentation it was determined that further meetings should be scheduled with Fashing to discuss specific actions with regarding the Port's leadership role to address the Industrial Lands needs within the community.

7. ACTION ITEMS:
a. Authorize Amendment to Hale Construction Contract in an Amount Not to Exceed $8,800 for change Order Nos. 1-6 for Tenant Improvements at the Wasco Building (moved from Consent Agenda): Two of the six Change Orders were the result of an elevator room wall being incorrectly placed in the original construction. The project manager for both the original and current projects is DiLoreto Architecture. The Commission discussed the necessity to proceed with the Change Orders so as not to delay the December 19 move-in date for Mid-Columbia Council of Governments. Staff was directed to explore cost sharing alternatives with DiLoreto Architecture for Change Order No. 2 in the amount of $2,313.80 to move the elevator room control panel and conduit, and Change Order No. 6 in the amount of $2,703 to relocate the elevator room wall.

Motion: Move to authorize amendment to Hale Construction contract in an amount not to exceed $8,800 for Change Order Nos. 1-6 for tenant improvements at the Wasco Building.
Move: Bohn
Second: Watson
Vote: Aye: Bohn, Hosford, Streich, and Watson
Absent: Duckwall
MOTION CARRIED

8. COMMISSION CALL: Commissioner Bohn informed staff that she would be out of town the week of December 10-14; Commissioner Hosford stated he would not be available to attend the December 18 meeting; and Commissioner Streich reported that he had used BreezeBy and was impressed with the electronic tolling system and complimented staff on a job well done.

9. EXECUTIVE SESSION: At 6:50 p.m. Vice President Streich called the Commission into Executive Session under ORS 192.660(2)(e) Real Property. The Commission was called back into Regular Session at 7:25 p.m. No action was taken as a result of Executive Session.

10. ADJ

OURN: Vice President Streich adjourned the meeting at 7:25 p.m.

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Minutes of December 18, 2007
Regular Session
Marina Center Boardroom
5:30 P.M.

THESE MINUTES ARE NOT OFFICIAL until approved by the Port Commission at the next regular meeting.

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

Absent: Commissioner Don Hosford; from staff, Linda Shames

Media: Sue Ryan, Hood River News

1. CALL TO ORDER: President Fred Duckwall called the regular session to order at 5:30 p.m.
a) Modifications, Additions to Agenda: None.

2. PUBLIC COMMENT: None.

3. CONSENT AGENDA: Items pulled from the Consent Agenda for further discussion under Action Items included the Big 7 electrical upgrades, at the request of Commissioner Streich; and the TollTex contract amendment, at the request of Commissioner Watson. The following items remained on the Consent Agenda:

· Approve minutes of December 4, 2007 regular session meetings
· Approve proposal for design services with Kevin Cooley Architect in an amount not to exceed $1,950 for Marina Center tenant improvements

Motion: Move to approve Consent Agenda as amended.
Move: Bohn
Second: Watson
Vote: Aye: Bohn, Duckwall, Streich, and Watson
Absent: Hosford
MOTION CARRIED

4. COMMISSIONER, COMMITTEE REPORTS: None.

5. DIRECTOR'S REPORT: Michael McElwee highlighted the following areas:
§ Schedule - With the first meeting of January falling on the New Year's Day holiday, McElwee recommended moving the January meetings dates out by one week-to January 8 and January 22. Commissioner Watson noted that she would not be available for the meeting on the 22nd.
§ Staff & Administration - McElwee briefed the Commission on the December 10 meeting with Ball Janik lobbyist Hal Hiemstra that included City Manager Bob Francis and County Administrator Dave Meriwether. Congress does not have an approved budget at the federal level so appropriations are unknown but the Port intends to move forward on the Frontage Road and Delta Assessment Study projects, and McElwee commented a Highway 35 transportation crossing remains a key issue for the City, County, and Port.
§ Waterfront Recreation - McElwee announced the Port will be receiving a statewide award from Special Districts Association of Oregon for the Delta Management Plan and congratulated Operations Manager Linda Hull who was instrumental in the coordination of the community teamwork to identify the safe use of the sandbar for all users. McElwee also reported on a second meeting with the Hood River Watershed Group regarding the Delta that involved a lengthy discussion on what to expect in the future. The U.S. Army Corps of Engineers also attended this meeting to get a better perspective on local issues.
§ Waterfront Development - McElwee reported he had attended a City pre-application meeting for Naito Development's planned 64-unit condo at the Nichols Boat Basin and that discussions also included transportation ingress and egress issues. The Economic Development Administration (EDA) grant request for funding necessary to develop roadway infrastructure on the waterfront separating industrial and recreational traffic is progressing through the bureaucracy and McElwee reported the City will need to be a co-applicant as it is expected the City will be the future owner of Portway Avenue. The Port has received notice from the City that an amendment to the Lot 6 Park Intergovernmental Agreement will be requested regarding the requirement for on-site versus on-street parking. Commissioner Bohn, who was President at the time the IGA was approved, provided background information for the parking discussion, and President Duckwall recommended deferring the IGA amendment until waterfront subdivision plans are underway for City approval.
§ Bridge/Transportation - The Frontage Road contract is now being reviewed by the Department of Justice (DOJ) at the Oregon Department of Transportation (ODOT). McElwee also commented on a bridge painting meeting with ODOT and the Port's bridge engineering firm HNTB. A summary of the SR-35 Study B-State Group's November 29 meeting was provided; McElwee commented the Commission would need to consider a Memorandum of Understanding in January addressing a multi-agency, bi-state effort for a bridge replacement. McElwee also noted the Port should expect a funding request to assist with the $400,000 that will be needed to complete the Final Environmental Impact Statement.

6. REPORTS AND PRESENTATIONS:
§ Conceptual Subdivision Plan: A preliminary subdivision and development concept was presented for discussion, with McElwee noting the plan was subject to modification and that staff had not yet had an opportunity to discuss the ideas with City staff, ODOT or adjacent property owners. Plan issues included parcel size and layout intended for a mix of smaller flex and industrial buildings intended to allow for development flexibility, with a key consideration being adequate truck and auto access to make these kinds of projects successful. The ODOT Interchange Access Management Plan (IAMP) may have a significant impact on the final street layout, i.e., street connectivity; and the potential dedication of N. 2nd Street and Portway Avenue as city streets need to be determined. Legal lot questions for the Expo property also need to be defined with technical questions needing to be answered regarding partitions and/or lot line adjustments. McElwee said that he anticipated submitting a subdivision plan application to the City by late January barring any unforeseen issues.
§ Conceptual Marina Expansion Plan: A final review draft of the marina basin planning study was presented for discussion. Additional discussion by the Waterfront Recreation Committee, with an invitation extended to moorage tenants and Hood River Yacht Club members, will be scheduled for January. Action by the Commission is anticipated for the January 22 meeting at which time cost proposals, including electrical upgrades to the existing marina, will be provided.
The Commission was asked to submit any further comments to staff regarding the waterfront subdivision and marina expansion plans.

7. ACTION ITEMS:
a. Approve Intergovernmental Agreement with the City of Hood River to Complete an Urban Renewal Plan for the Hood River Waterfront and Provide Funds in an Amount Not to Exceed $18,250: A waterfront urban renewal district is one financing tool that could assist with the required infrastructure investment to initiate development on the waterfront. At the December 10 Hood River City Council meeting, City staff was authorized to
continue the feasibility evaluation of forming an urban renewal district. The scope of work outlined in the IGA would authorize the consulting firm of Tashman Johnson to prepare a draft urban renewal plan and report, define eligible projects and associated costs, carry out public outreach efforts and seek City approval. The $36,500 cost for this work would be split between the City and Port if the project proceeds.

Motion: Move to approve the Intergovernmental Agreement with the City of Hood River to complete an Urban Renewal Plan for the Hood River Waterfront and provide funds in an amount not to exceed $18,250.
Move: Watson
Second: Streich
Vote: Aye: Bohn, Duckwall, Streich, and Watson
Absent: Hosford
MOTION CARRIED

b) Approve Contract with Gorge Electric for Electrical Upgrades at the Big 7 Building in an Amount Not to Exceed $7,886 with Costs Shared with Gorge Networks, and Authorized the Port's Share in an Amount Not to Exceed $3,943: Streich inquired if the power supply upgrade was based on safety or tenant need? Marketing Manager Mike Doke responded the upgrade was requested by Gorge Networks but that all tenants would benefit. A condition of the shared cost of the upgrade was that Gorge Networks would be responsible for costs above the $7,886 proposal and exercise its option to extend its lease five more years. Doke reported that Gorge Networks had agreed to the conditions. Bohn commented that she did not have a problem with upgrades that stayed in the buildings.

Motion: Move to approve a contract with Gorge Electric for Electrical Upgrades at the Big 7 Building in an amount not to exceed $7,886 with costs shared with Gorge Networks, and authorize the Port's share in an amount not to exceed $3,943.
Move: Bohn
Second: Streich
Vote: Aye: Bohn, Duckwall, Streich, and Watson
Absent: Hosford
MOTION CARRIED

c) Approve Contract Amendment with TollTex for Additional Compensation in an Amount Not to Exceed $25,000: Watson inquired if this was a second amendment to the TollTex contract and asked if more amendments were anticipated? Finance Manager Linda Shames was not available for comment, but Hull responded the only amendment for the electronic tolling system had been with HNTB and future amendments with TollTex were not expected. Although Shames had noted in a Commission memo that TollTex has been very responsive and timely with software changes, Watson suggested that software maintenance technical support should be written into a contract so that unexpected challenges would be taken care of.

Motion: Move to approve the contract amendment with TollTex for additional compensation in an amount not to exceed $25,000.
Move: Watson
Second: Bohn
Vote: Aye: Bohn, Duckwall, Streich, and Watson
Absent: Hosford
MOTION CARRIED

8. COMMISSION CALL: Bohn commented that she would have an outpatient procedure on December 31 and would be unavailable the five days following the surgery. Commissioner Watson stated that she had been hearing good comments on the BreezeBy electronic tolling system but that it would be a good idea to keep up the communication efforts. Operations Manager Linda Hull displayed a 2008 "Doors of Hood River" calendar being sold as a fund raiser by The Next Door and stated anyone interested in purchasing a calendar should contact Heidi Seymour at 386-6665.

9. EXECUTIVE SESSION: At 6:43 p.m. President Duckwall called the Commission into Executive Session under ORS 192.660(2)(e) Real Property. The Commission was called back into Regular Session at 7:35 p.m. No action was taken as a result of Executive Session.

Before the meeting adjourned, McElwee commented that he serves on a Chamber of Commerce Harvest Fest committee and that some members favored keeping the event on the waterfront, with the fairgrounds, the Fruit Company, and the Western Antique Aeroplane and Automobile Museum suggested as alternative sites. McElwee suggested the Port should somehow contribute to the continued success of Harvest Fest and stated that he would be meeting with Your Rental Center and tent companies from Portland. McElwee suggested tents could be placed on the paved parking lot at the Event Site and that ingress and egress issues would need to be determined. McElwee asked the Commissioners for feedback, and Watson said she favored the use of tents to keep an "outdoor flavor;" Bohn suggested Lot 6 as there would still be water access from the Event Site for windsurfing and kiteboarding; and Streich suggested the use of Lot 1 with parking at the Event Site. There was consensus from the Commissioners for McElwee to move forward with some type of waterfront planning for Harvest Fest in October 2008.

10. ADJOURN: President Duckwall adjourned the meeting at 7:45 p.m.