Port of Hood River Commission
Meeting Minutes of February 26, 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, Don Hosford, and Hoby Streich; Attorney Jerry Jaques; from staff, Michael McElwee, Mike Doke, Linda Hull, Linda Shames and Laurie Borton

Absent: Commissioner Kathy Watson

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: Executive Director Michael McElwee requested modifications to revise a Consent Agenda contract amount, add an Action Item related to the Airport Master Plan, and stated that an Action Item may result from Executive Session.

2. PUBLIC COMMENT: Sue Ryan commented on the subscription renewal campaign that was currently underway at the Hood River News.

3. CONSENT AGENDA: Commissioner Bohn requested moving Accounts Payable to Action Items for further discussion.

· Approve minutes of February 12, 2008 regular session meeting
· Approve Letter of Support for County-Wide Transportation Planning
· Approve Contract Amendment with MFIA to Prepare Plan for Marina Electrical Upgrades in the amount of $2,050
· Approve One Year Lease Extension with ServPro for the UTS Portsite Building

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

4. COMMISSIONER, COMMITTEE REPORTS:
· Airport Advisory Committee - Mike Doke, Marketing Manager reported maintenance projects discussed at a subcommittee meeting the previous week would be brought to the spring planning session for further discussion; the Airport Master Plan had been reviewed with Hood River County Planning Director Mike Benedict; and that T-Hangar inspections had been completed.
· Urban Renewal Committee - Commissioners Hosford and Streich reported the Oak Street project between 3rd and 5th Streets, which is the last urban renewal project, has had a few glitches but that in general it's going good and that any money left can be carried over to other projects. It was also reported that if a waterfront tax increment financing district or a parking structure project on Columbia Street moves forward the current urban renewal committee would oversee those projects. Streich also commented the City will be looking at the feasibility of solar parking meters.

5. DIRECTOR'S REPORT: Michael McElwee highlighted the following areas:
§ Schedule - Only one meeting in March, on the 18th, will be scheduled to accommodate staffing conflicts and preparations for the spring planning meeting on April 1.
§ Staff & Administration - McElwee addressed questions from the Commission regarding the updated staff 'Key Projects List.'
§ Waterfront Development - Group Mackenzie and Terra Surveying are under contract and will be assisting the Port with the subdivision pre-application process; staff will determine a date in April for public outreach on various Port (and other) projects; i.e., waterfront subdivision, industrial road, and urban renewal district; Frontage Road Feasibility; Delta; Naito's development; and the City's sewage treatment plant.
§ Bridge/Transportation - Finance Manager Linda Shames reported that traffic closures would not be required for a crew that would be under the bridge later in the week taking measurements for the bridge bearing maintenance project.

6. REPORTS, PRESENTATIONS AND DISCUSSION ITEMS:
§ Urban Renewal Update - McElwee briefed the Commission with highlights of a memo dated February 19 addressed to the Port and City Manager Bob Francis from Tashman Johnson LLC. The plan is still in draft form and McElwee commented the Port and City would mutually prioritize potential projects prior to the plan being finalized or projects would be prioritized by the Urban Renewal Committee following plan adoption.
§ Harvest Fest Planning - Conceptual layouts utilizing tents at the Event Site were presented by McElwee, who reported the Chamber Board had unanimously approved the Event Site for Harvest Fest 2008 with the proviso that approval of the Port Commission was still required. McElwee stated there was still work to be done to determine electrical and water service needs, and that there was a question of whether or not any trees would need to be removed from the north side of Portway Avenue. McElwee asked Ray Felton, who had served as the Chamber's interim director, for comments. Felton first thanked McElwee and Doke for their support last year and for McElwee stepping up with Harvest Fest planning. Felton then stated that the Chamber felt if Harvest Fest were moved from the waterfront that attendance and gate revenue would be lost. Felton said he believed Harvest Fest at the Event Site could be even better than it had been at the Expo Center Building, and that it would open up opportunities for other venues at the Event Site. McElwee added the location of future Harvest Fests would need to change as the Waterfront develops. Bohn reiterated her opinion that use of Port waterfront property could set the wrong precedent with parking requirements, potential costs to the Port for water and electrical services, and she was concerned with the possibility of needing to remove landscaped trees. Bohn asked Felton about the Chamber's profit margin for Harvest Fest and he responded it was between $35,000 and $38,000 and that the Chamber had already received sponsorship inquiries. Felton also commented that power could be provided by generators rather than electrical upgrades; the Chamber understood the event may have to move to another location in a year or two but that it was an important event to the community as a connection with the farmers, and for the Chamber's budget. Hosford said it was his opinion that Harvest Fest fit into the Port's mission of economic development and he thought there should be support for this community event. With Commission consensus, President Duckwall added an Action Item to the agenda for a decision on using the Event Site for Harvest Fest 2008.
§ SWCA Final Report on Nichols Basin - McElwee summarized the final report by stating there were no issues with the water quality that were any different than the Columbia River and he would not recommend pursuing further testing this summer.
§ BreezeBy Update - Shames explained to the Commission the differences between TollTex (the software provider) and HNTB (the hardware provider). Samples of reports generated

from the electronic tolling system were provided. By conference call, HNTB engineer Jerry Hautamaki then presented a live-action demonstration of the system.

7. ACTION ITEMS:
a. Authorize Execution of Contract with Kerr Construction in an Amount Not to Exceed $13,360.79 to Remove Accumulated debris Adjacent to the Expo Building: McElwee noted the amount to be authorized should be amended to an amount not to exceed $15,000. Kerr, the contractor for the City's Oak Street urban renewal project as well as the Waterfront Park construction, has equipment onsite to crush old concrete and debris into useable materials for road grading. Material has accumulated over the years around the Expo Center and the Port approached Kerr for a proposal to crush the debris.

Motion: Move to authorize execution of contract with Kerr Construction in an amount not to exceed $15,000 to remove accumulated debris adjacent to the Expo Building.
Move: Bohn
Second: Streich
Vote: Aye: Bohn, Duckwall, Hosford, and Streich
Absent: Watson
MOTION CARRIED

b. Approve Contract Amendment with HNTB Corporation for Additional Services to Complete the Electronic Toll Collection System in an Amount Not to Exceed $21,345: Shames explained that although some of the services required to finish implementation of the BreezeBy toll collection system fell within the scope of the original contract, there were unforeseen operational issues unique to the Port's facility that required HNTB's assistance. Shames commended HNTB for their immediate response when issues arose. Shames also reported that beyond completion of the system, the Port was also requesting a separate contract amendment for technical services and maintenance for one year in a time and material format. It was further noted by Shames that the contract amendment was still within the budget for the project.

Motion: Move to approve contract amendment with HNTB Corporation for additional services to complete the electronic toll collection system in an amount not to exceed $21,345.
Move: Bohn
Second: Hosford
Vote: Aye: Bohn, Duckwall, Hosford, and Streich
Absent: Watson
MOTION CARRIED

c. Authorize Contract with Columbia Planning and Design, LLC (agenda addition): At the October 2, 2007 meeting the Commission approved Scott Keillor, of Icon West, to lead the Airport Master Planning effort. Keillor has since left Icon West and formed a new company, Columbia Planning and Design. As a "housekeeping" item, staff requested approval of an updated agreement to reflect the name change and remaining budget of the $15,000 that was initially approved.

Motion: Move to authorize contract with Columbia Planning and Design, LLC in an amount not to exceed $9,000 plus reasonable reimbursable expenses associated with the Airport Master Planning effort.
Move: Streich
Second: Bohn
Vote: Aye: Bohn, Duckwall, Hosford, and Streich
Absent: Watson
MOTION CARRIED

d. Authorize use of Event Site for Harvest Fest 2008 (agenda addition):

Motion: Move to authorize use of Event Site for Harvest Fest 2008.
Move: Hosford
Second: Bohn
Discussion: Streich asked for more detail about use of the site during October relative to a public relations issue with other users and their safety. McElwee responded the Event Site parking lot had always been used for Harvest Fest parking and that only a few would be affected because October was the start of the windsurfing and kiteboarding 'shoulder season.' Streich asked about a backup plan for parking as he believed the Lot 1 site was not user friendly in bad weather. McElwee commented the Port may need to spend a minimal amount to clean up the property directly south of the Event Site. McElwee also stated he was confident that patching any holes created by tent stakes in the Event Site parking lot would be satisfactorily done. Bohn agreed that Harvest Fest was a great community event but she was still concerned about setting precedence if other events request use of the Event Site. Bohn also said it was her opinion that the Chamber should have taken the lead to relocate Harvest Fest rather than McElwee, who is an ex-officio (non-voting) member of the Chamber Board. McElwee responded the Chamber did investigate other options, such as the grounds at the Western Antique Aeroplane and Automobile Museum and the Fruit Company, but each site had its own obstacles. Streich commented that he thought it was good to use the Event Site for venues other than water-related. Hosford stated it was important for events to be successful. Duckwall stated it was his opinion the Port was providing the site, not the financial subsidy. Bohn ended the discussion by recommending the Port's logo should be used and due credit be given.
Vote: Aye: Bohn, Duckwall, Hosford, and Streich
Absent: Watson
MOTION CARRIED

e. Approve Accounts Payable in the Amount of $7,762.50 to TollTex (moved from Consent Agenda): Bohn commented that contract amendments are a result of semi-custom programs; and she was concerned that backup was needed for Shames who was currently the only person on staff working with programmers and engineers to create and streamline reports and review trends and notice events that may signal problem areas.

Motion: Move to approve Accounts Payable in the amount of $7,762.50 to TollTex.
Move: Bohn
Second: Hosford
Vote: Aye: Bohn, Duckwall, Hosford, and Streich
Absent: Watson
MOTION CARRIED

8. COMMISSION CALL: None.

9. EXECUTIVE SESSION: At 7:05 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 7:25 p.m. The following action was taken as a result of Executive Session.

Motion: Move to authorize expenditures in an amount not to exceed $10,000 to determine the feasibility of a potential property acquisition.
Move: Streich
Second: Bohn
Vote: Aye: Bohn, Duckwall, Hosford, and Streich
Absent: Watson
MOTION CARRIED

10. ADJOURN: President Duckwall adjourned the meeting at 7:26 p.m.