Port of Hood River Commission
Meeting Minutes of August 19, 2008 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 (arrived at 6:07 p.m.), and Kathy Watson (arrived at 5:53 p.m.); Attorney Jerry Jaques; from staff, Michael McElwee, Mike Doke, and Laurie Borton

Absent: Commissioner Don Hosford; from staff, Linda Shames

Media: None

1. CALL TO ORDER: President Fred Duckwall called the regular session to order at 5:53 p.m. when a quorum of the Commissioners was present.
a) Modifications, Additions to Agenda: Two requests for event fee waivers were added to the Consent Agenda; an airport-related Action Item regarding a grass runway was added to the agenda; a revised Waterfront Industrial Street Funding Agreement was provided; and Executive Director Michael McElwee stated an Action Item may result from Executive Session discussions. With no further modifications, President Duckwall announced the Agenda was set.

2. PUBLIC COMMENT: None.

3. CONSENT AGENDA:

· Approve minutes of the July 15, 2008, regular session meeting
· Approve appointments of Jim Grady and Tim Mayer to the Waterfront Recreation Committee as representatives of the Columbia Gorge Kiteboarding Association and the Columbia Gorge Windsurfing Association with their terms ending June 30, 2009
· Approve lease renewals, effective September 1, 2008, for Prigel Machine and Metal Fabrication; the Boeing Company; Jim Haun; Equal Exchange, Inc.; and Drox, Inc.
· Approve contract with Extreme Access, Inc. for Hood River Pedestrian Bridge inspection in the amount of $3,165
· Approve amendment to Intergovernmental Agreement with Columbia Gorge Community College
· Approve Accounts Payable to Jaques, Sharp, Sherrerd, Fitzsimons & Ostrye in the amount of $7,328
· Approve Marina Park fee waivers for the Hood River County Chamber of Commerce Cross Channel Swim and the History Museum Cars of Yesteryears events

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

4. COMMISSIONER, COMMITTEE REPORTS:
§ Committee Appointments - With no objections stated, Duckwall said committee appointments for 2008-2009 would remain the same as the previous year.

5. DIRECTOR'S REPORT: McElwee highlighted the following areas:
§ Schedule - Due to the September 1 Labor Day holiday, McElwee recommended canceling the September 2 Commission meeting and stated a Special Meeting could be called, if needed, prior to the September 16 meeting.
§ Staff & Administration: The Commission was asked to review the updated Key Projects List and Executive Director's Work Plan and provide staff with comments.
§ Waterfront Recreation - Three Marina sublease agreements have been approved to date and staff has begun the process of verifying "true" moorage Waiting Lists, which will require interested persons to return a form with a non-refundable $100 fee that is not applied to moorage lease rates when a slip becomes available. Staff received written confirmation from Oregon State Parks and Recreation Department for Riverfront Trail funding; however, grant documents have not yet been received. The U.S. Army Corps of Engineers will hold a public outreach meeting at the Marina Center Boardroom on September 24 to discuss the delta assessment and sand-moving permit for the Event Site.
§ Waterfront Development - The Waterfront Urban Renewal Plan has been approved by the Hood River City Planning Commission and the City Council. McElwee noted that Hood River Distillers withdrew its appeal of the Plan (related to concerns for a pedestrian path connecting the industrial street to Portway Avenue), which lead to the industrial street funding agreement that will be discussed during Action Items.
§ Airport - The runway paving project will commence in August ahead of schedule; however, Mike Doke, Marketing Manager, stated the paving would not interfere with WAAAM's (Western Antique Aeroplane and Automobile Museum) September 5-7 fly-in and that the paving project would resume in October. Doke also reported that he would be attending an Airport Master Plan pre-application conference the following week as well as attending an Airport Advisory Committee meeting.
§ Bridge - Staff is pleased with the Acuren Inspection, Inc. and Extreme Access crews that are working on cleaning and painting the gas pipeline on the bridge. Staff hopes to bring a Scope of Work and cost estimate to the September 16 meeting for painting a span as a test to enable the Port to better define and estimate the painting cost for the bridge.

6. REPORTS, PRESENTATIONS AND DISCUSSION ITEMS:
§ Waterfront Development Update - McElwee commented the list of tasks completed in 2007 included a development strategy, Expo Center re-development, and property disposition policy; and the tasks completed in 2008 included the subdivision plan, urban renewal district, industrial street, and survey and utility mapping. With these tasks completed, a turning point had been reached and McElwee commented the Commission could now focus on development-specific projects in the next 12 to 18 months. Commissioner Bohn said it was her opinion the odor from the City's wastewater treatment plant continued to be a hindrance and felt it was a key item that should be at the forefront of tasks to be addressed.
§ Marina Park Picnic Shelter - Operations Manager Linda Hull summarized a report from architect Kevin Cooley who evaluated the condition and options of the existing picnic shelter. Hull said staff's opinion concurred with Cooley's recommendation to refurbish the existing structure rather than restoring and expanding the picnic shelter, or demolishing and rebuilding the structure. There was Commission consensus that restoration of the roof to protect the integrity of the trusses and structure was a priority and the Marina Park Picnic Shelter was added to the agenda as an Action Item.
§ Business Retention Efforts - Doke provided the Commission with an updated business retention and follow-up contacts list stating that the summary served as an important tool when meeting with local businesses to determine future needs.
§ Strategic Financial Planning Model - The draft financial model presenting baseline financial impacts and various revenue and expense categories was reviewed by McElwee who commented the model would serve as a tool to test assumptions going forward and that the model would be useful in making long-term financial planning decisions. The Commission was asked to provide staff with comments.

7. ACTION ITEMS:
a. Approve Contract with Group Mackenzie in an Amount Not to Exceed $32,500 for Conceptual Design of Waterfront Commercial Building and On-Call Architectural Services:

McElwee commented that he had been satisfied with Group Mackenzie's work to date and that he had anticipated using them for this project.

Motion: Move to Approve Contract with Group Mackenzie in an Amount Not to Exceed $32,500 for Conceptual Design of Waterfront Commercial Building and On-Call Architectural Services.
Move: Watson
Second: Streich
Vote: Aye: Bohn, Duckwall, Streich, and Watson
Absent: Hosford
MOTION CARRIED

b. Approve Contract with Group Mackenzie in an Amount Not to Exceed $15,000 for Waterfront Business Park Subdivision Final Plat Services: McElwee recommended the use of Group Mackenzie's expertise for the final plat services.

Motion: Move to Approve Contract with Group Mackenzie in an Amount Not to Exceed $15,000 for Waterfront Business Park Subdivision Final Plat Services.
Move: Bohn
Second: Watson
Vote: Aye: Bohn, Duckwall, Streich, and Watson
Abstain: Hosford
MOTION CARRIED

c. Approve Execution of Funding Agreement with Hood River Distillers and Hood River Juice Company for the Waterfront Industrial Street and Authorize a Port Funding Contribution in an Amount Not to Exceed $84,000: McElwee commented a commitment had not yet been made, but the City is willing to consider the concerns of Hood River Distillers and Hood River Juice Company about not wanting to invite pedestrian traffic onto the industrial street between Portway Avenue and Riverside that will be heavily used by truck traffic. A possible solution would be the relocation of pedestrian traffic along the west side of the Expo Center Building and then along the east and west portion of the industrial street that will connect to N. Second Street. McElwee stated the Port would not proceed too far into the design of the industrial street or commit funding until the City's decision on the pedestrian pathway is known. McElwee also commented that should one or both parties decide to pull out of the Funding Agreement, discussion regarding design and construction of the industrial street could be addressed by the Urban Renewal Agency.

Motion: Move to Approve Execution of Funding Agreement with Hood River Distillers and Hood River Juice Company for the Waterfront Industrial Street and Authorize a Port Funding Contribution in an Amount Not to Exceed $84,000.
Move: Bohn
Second: Watson
Vote: Aye: Bohn, Duckwall, Streich, and Watson
Absent: Hosford
MOTION CARRIED

d. Grass Runway Design Services [agenda addition]: Doke apologized to the Commission for not providing this item in advance but the grass runway design proposal was received this date. This project at the Ken Jernstedt Airfield is not included in the current Airport Master Plan; therefore, FAA funding is not available. The grass runway has become a top priority of the Airport Advisory Committee as pilots of antique aircraft prefer soft-turf runways. Commissioner Streich inquired if the Port's insurance carrier had been contacted regarding liability issues and Doke responded that contact had not been made but that he would do so.

Motion: Move to Approve Scope of Work with Slca Consulting Civil Engineers in an Amount Not to Exceed $5,000 for Grass Runway Design Services and with GRI in an Amount Not to Exceed $4,000 for Geotechnical Services for Earthwork and Grading.
Move: Bohn
Second: Streich
Vote: Aye: Bohn, Duckwall, Streich, and Watson
Absent: Hosford
MOTION CARRIED

e. Marina Park Picnic Shelter [agenda addition]: There were no additional comments from the 'Reports, Presentations and Discussion Items' discussion, and it was the consensus of the Commission that restoration of the roof to protect the integrity of the trusses and structure was a priority.

Motion: Move to Approve Refurbishing the Existing Marina Park Picnic Shelter Structure in an Amount Not to Exceed $15,000.
Move: Watson
Second: Bohn
Vote: Aye: Bohn, Duckwall, Streich, and Watson
Absent: Hosford
MOTION CARRIED

8. COMMISSION CALL: None.

9. EXECUTIVE SESSION: At 7:01 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 7:34 p.m. No action was taken as a result of Executive Session.

10. ADJOURN: President Duckwall adjourned the meeting at 7:34 p.m.

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Airport Advisory Committee Meeting
Minutes
August 26, 2008

PRESENT: Committee members Chair Jeremy Young, Dayle Harris, Richard Clarke, Gennaro Avolio, Bill Vetch, John Benton, FBOs Anne Yannotti and Denny Kindig, and Port Marketing Manager Mike Doke. Guests: Eric Walker, Hood River County senior planner; Scott Keillor, Columbia Planning and Design, LLC; Stu Watson, Hood River County community outreach.

INTRODUCTIONS
Chair Jeremy Young called the meeting to order at 10:10 a.m.

AIRPORT MASTER PLAN UPDATE
Mike Doke introduced Hood River County Senior Planner Eric Walker and Columbia Planning and Design Planning Consultant Scott Keillor, who will be involved with the airport master plan adoption at the county level. He also introduced Stu Watson, who prepares press releases for Hood River County. Walker and Keillor reviewed the August 21 pre-application meeting which included representatives from the Port, county and Farmers Irrigation District. Keillor emphasized that the master plan was focused on airport safety, longevity and facilities.
Walker added that the county would like to adopt any required zoning or other land-use items that would be generated by airport master plan adoption, stating it is best to include these goals in the comprehensive plan at the same time as master plan adoption. These objectives may include rezoning properties for airport development, and adopting a consistent height zone on properties near the airport.
Jeremy Young said public meetings should stress the importance of enhancing safety on and around the airfield. John Benton noted the importance to maintain the airport's vitality.
A date was set for the project's first public outreach session. It will be from 7-9 p.m. Thursday, Sept. 25.

TIEDOWN UPDATE
Doke reported that Port maintenance is installing new tiedowns at the northern tiedown area, with a goal of completing the project before the Sept. 5-7 Hood River Fly-In. Recent rains delayed the work.

GRASS RUNWAY UPDATE
Young and Doke will meet with an engineer immediately after the committee meeting to walk the grass landing strip site.

PAVEMENT MAINTENANCE PROGRAM UPDATE
Doke reported that the Oregon Department of Aviation's Pavement Maintenance Program project at the airport began two months earlier than expected. Not all of the work was done when the crew was on-site in mid-August and workers will return in September or early November to finish the project. Anticipated slurry sealing will not occur, Doke reported.

SECURITY GATES UPDATE
Doke reported the gates have been repaired. There was an issue about the northern gate being propped open to allow pedestrians to access WAAAM. Doke said this practice should not occur since the gates are designed to fully close. Committee members asked for the same access code for both the northern and southern gates, recommending the Unicom code, 1228.

2008 HOOD RIVER FLY-IN
Young noted the Hood River Fly-In returns Sept. 5-7. Minor airport maintenance projects were reviewed. Young noted 208 aircraft had already been registered to participate in the event. There will be a Saturday pancake breakfast. Airplane rides, antique cars, food and a variety of other activities are planned, too.

OTHER ITEMS
Committee members expressed concern regarding the NW Skysports' commercial glider operation based at Ken Jernstedt Airfield. Concerns included NW Skysports' staff driving on the taxiways, launching gliders with a winch-towing system, unsafe flight patterns, driving on access ramps and staging gliders near Runway 25 around the clock. Doke said he'd discuss these issues with Executive Director Michael McElwee.
There was also a brief discussion about Twin Peaks restaurant. The owner has expressed a desire to retire the business and sell the building, which is located west of Runway 7. Committee members felt the Port should explore acquisition of this site.
Anne Yannotti announced her business, Flightline Services, would not respond to an upcoming Request for Proposals to select a Fixed Base Operator, and that her operation on the airfield would end with the current contract, which expires Dec. 31, 2008. Committee members expressed appreciation to Flightline Services, which has been operating at the airport since 1995. Doke outlined the RFP solicitation schedule: An RFP will be issued in September with a goal of identify a new FBO by mid-November. Committee members were concerned that the schedule was tight, but Doke felt a new FBO could be on board by January 1, 2009.

NEXT MEETING
No meeting date was set.