Port of Hood River Commission
Minutes of June 3, 2008 Regular Meeting
Marina Center Boardroom 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 Hull, Linda Shames, and Laurie Borton

Absent: None

Media: None

President Fred Duckwall opened the Budget Hearing at 5:30 p.m. Duckwall asked for public comment on the 2008-2009 budget but hearing none at this time he stated the Budget Hearing would remain open and run concurrently with Regular Session with an opportunity to comment before meeting adjournment.

1. CALL TO ORDER: The regular session was called to order at 5:30 p.m. by President Duckwall.
a) Modifications, Additions to Agenda: The Port's public PowerPoint presentation was removed from the agenda and will be rescheduled for the June 17 meeting.

2. PUBLIC COMMENT: Jim Grady, president of the Columbia Gorge Kiteboarding Association (CGKA), formally asked that the kiteboarding community be represented on the Port's Waterfront Recreation Committee. Grady also commented the sport is evolving as evidenced by a basically empty Event Site parking lot this past Friday and over the weekend and the Spit parking lot was at capacity. Grady did mention, however, that kiters could not walk from the Event Site to the sandbar because it was underwater due to high pool levels.

3. CONSENT AGENDA:
· Approve minutes of the May 20, 2008 regular meeting

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

4. COMMISSIONER, COMMITTEE REPORTS: None.

5. DIRECTOR'S REPORT: McElwee highlighted the following areas:
§ Schedule - McElwee noted that he will be unable to attend the Pacific Northwest Waterways Association (PNWA) mid-year meeting at The Inn at Otter Crest June 18-20 and Commissioner Hosford would represent the Port of Hood River.
§ Staff & Administration - McElwee asked the Commission for feedback on his annotated work plan. Commissioner Watson stated the plan was a testament to his hard work and progress this past year.
§ Waterfront Recreation - Regarding marina updates, McElwee reported the draft marina sublease policy is being submitted to moorage tenants for their comments; the consultant is determining permitting requirements for the marina expansion of C-Dock South and the outcome may change the expansion timeline significantly; and he reported meeting with two boathouse tenants regarding their concern that the fairway distance between the dock expansion and boathouses does not provide enough maneuverability for Hood River's wind conditions. Dust abatement options for the Spit and Hook roads are being evaluated. Future meetings include a June 10 meeting in Redmond with the Oregon Parks & Recreation Department to present the Riverfront Trail System application for grant funding consideration, a CGKA board meeting on June 13, and a U.S. Army Corps of Engineers public meeting on the Delta Assessment scheduled for June 16.
§ Waterfront Development - The subdivision plan was presented to the City Planning Commission the previous evening and McElwee reported on its tentative approval. The Planning Commission hearing did include discussions on Portway Avenue improvements, which will be negotiated with the City through an Intergovernmental Agreement (IGA) and pedestrian trail connectivity within the subdivision. McElwee also commented that he and Attorney Jerry Jaques are drafting a financial agreement for signature by Hood River Distillers and the Hood River Juice Company regarding construction of the north/south segment of the industrial road.
§ Airport - A glider concession has been permitted to Northwest Sky Sports, Inc. Because the concession involved a significant amount of staff and attorney time to complete to ensure the needs of the operator were met while maintaining the safety needs of the Ken Jernstedt Airfield, McElwee provided a copy of the Operations Plan for the Commissioners' review. McElwee and Jaques both commented on the need to review Port Ordinance No. 22 for possible revisions regarding commercial activity at the airport.
§ Bridge/Transportation: The IAMP (Interchange Area Management Plan) IGA is under review and will be discussed at the Oregon Department of Transportation (ODOT) Project Executive Team meeting on June 12.

6. REPORTS, PRESENTATIONS AND DISCUSSION ITEMS: The Port of Hood River public PowerPoint presentation was held over to the June 17 meeting.

7. ACTION ITEMS:
a. Authorize Execution of Grant Agreement with the U. S. Department of Commerce Economic Development Administration in the Amount of $500,000 for the Waterfront Industrial Alley: McElwee noted the conditions of the EDA Agreement had been reviewed by staff and legal counsel.

Motion: Move to Authorize Execution of Grant Agreement with the U.S. Department of Commerce Economic Development Administration in the Amount of $500,000 for the Waterfront Industrial Alley.
Move: Bohn
Second: Hosford
Discussion: Bohn commented that she felt discussion was needed because acceptance of the funds and the timeline for completion of the industrial alley will be intertwined with the subdivision requirements that will be placed on the Port by the City of Hood River, the Hood River Juice Company's (HRJC) development plans, Hood River Distillers (HRD) plans for expansion, and ODOT's requirements for improvements to Riverside Drive. Bohn speculated that costs for a number of projects may initially have to be Port-funded with the Port being reimbursed. McElwee noted some projects could be designated if the Urban Renewal District for the Waterfront moves forward; and if that doesn't happen, then a reimbursement district may be an option. McElwee reiterated comments from his Director's Report regarding the financial agreement he and Jaques are drafting that would address industrial alley funding gaps, and that an IGA with the City dealing with Portway Avenue issues would likely be necessary.

Vote: Aye: Bohn, Duckwall, Hosford, Streich, and Watson
MOTION CARRIED

8. COMMISSION CALL: Bohn inquired if safety flyers were being distributed from the booths at the Event Site and The Spit. Operations Manager Linda Hull responded the flyers are available but she would make sure the supply is well stocked.

It is noted for the record that the Budget Hearing closed at 6:12 p.m. with no comment.

9. EXECUTIVE SESSION: None.

10. ADJOURN: President Duckwall adjourned the meeting at 6:12 p.m.

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Port of Hood River Commission
Minutes of June 17, 2008 Regular Meeting
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 Fred Duckwall, Hoby Streich, and Kathy Watson; Attorney Jerry Jaques; from staff, Michael McElwee, Mike Doke, Linda Hull, Linda Shames, and Laurie Borton

Absent: Commissioners Sherry Bohn and Don Hosford

Media: None

1. CALL TO ORDER: The meeting was called to order at 5:30 p.m. by President Duckwall.
a) Modifications, Additions to Agenda: None.

2. PUBLIC COMMENT: None.

3. CONSENT AGENDA:
· Approve minutes of the June 3, 2008 Budget Hearing and Regular Session meeting
· Approve Resolution No. 2007-08-4 adopting the 2008-2009 Budget in the amount of $14,048,458
· Approve lease with Hood River Yacht Club for former Port maintenance building

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

4. COMMISSIONER, COMMITTEE REPORTS: None.

5. DIRECTOR'S REPORT: McElwee highlighted the following areas:
§ Schedule - McElwee reminded the Commission of his two-week vacation from June 23 through July 4 and suggested canceling the first meeting in July on the 1st. If Commission action is required prior to the July 15 meeting a Special Meeting could be noticed.
§ Staff & Administration - Linda Shames, Finance Manager, reported the Wasco Business Building parking lot has been completed in advance of the June 30 deadline required by the City.
§ Waterfront Recreation - The C-Dock South expansion will not occur until the U.S. Army Corps of Engineers permits the project and a biological analysis has been completed. Work will then be limited to the in-water work period of mid-November through mid-March. McElwee reported on his meeting with the Columbia Gorge Kiteboarding Association (CGKA) board and said that discussions would continue on opportunities, and limitations, for Spit improvements. Dust abatement options for Port properties are being researched and Shames stated initial cost estimates are within the budget. McElwee attended a June 10 meeting in Redmond to present the Riverfront Trail System application and the Oregon Parks & Recreation Department should announce results of the grant awards in August. McElwee also reported on his meeting the previous day with the U.S. Army Corps of Engineers regarding the Delta Assessment Study. The Corps will schedule a public meeting in late July or August to present their findings. McElwee commented that the modeling concluded the material that created the Delta in November 2006 rebuilds every two years at the mountain's headwaters but variable factors that determine future events are the combination of heavy, prolonged rainfall, snow-set, and temperature.
§ Waterfront Development - The subdivision plan has been approved by the City Planning Commission and McElwee commented that discussions with the City will continue regarding the north/south segment of the industrial street relative to sidewalks, and Portway Avenue improvements will be rolled forward into an Intergovernmental Agreement (IGA). The Urban Renewal Plan is being finalized for City Planning Commission action on July 7.
§ Airport - The Airport Advisory Committee is scheduled to meet on June 19. Mike Doke, Marketing Manager, reported the Master Plan review by the Hood River County Planning Commission has been held over until September. A runway pavement project will also be delayed until September but Doke reported he did not foresee a conflict with the Western Antique Aeroplane and Automobile Museum's September 5-7 Fly-In.

6. REPORTS, PRESENTATIONS AND DISCUSSION ITEMS:
§ Frontage Road Feasibility Study - Wayne Bower of WH Pacific, and Steve Litchfield of HNTB, updated the Commission on the completed tasks (project work plan and review of relevant studies, plans, data and policies) and commented that projects targeted for the next two months include traffic forecasting models and preliminary alignments. Cost details have not begun; however, discussions are ongoing with the Oregon Department of Transportation (ODOT) regarding the Interchange Area Management Plan (IAMP) for the areas surrounding Exits 62, 63 and 64 on Interstate 84; and with Naito Development (Bob Naito and project architects) regarding development plans for the Nichols Boat Basin. Bower commented that public input focused on the desire to maintain the pedestrian footbridge crossing the Hood River and access to the Spit for recreational uses; assumptions from initial public input indicate a Frontage Road may not be heavily utilized. McElwee also commented that HNTB will be involved in the Exit 64 re-engineering project and that HNTB's history and involvement with the Port and the Interstate Bridge will be invaluable. Litchfield commented ODOT's project will bid in 2009 but that Exit 64 improvements would not be completed until the end of 2011 or spring of 2012, so traffic congestion will continue. Bower and Litchfield were thanked by Duckwall for the updates.
§ Executive Director Performance Review - Duckwall apologized to the Commission for the timing miscue and not having the review completed prior to contract execution. Duckwall stated the review would be done at the July 15 meeting and the Executive Director's annotated work plan should be used as a guide in the review process. Duckwall also stated calendar notations would be made in April for a June review.

7. ACTION ITEMS:
a. Authorize Execution of Contract with Real Energy Solutions for Renewable Energy Consulting Services for Port Facilities in an Amount Not to Exceed $15,500 Plus Reasonable Reimbursable Expenses: McElwee commented this firm had demonstrated an experience in feasibility assessments for public and private entities and creating financial structures to implement solar projects.

Motion: Move to Authorize Execution of Contract with Real Energy Solutions for Renewable Energy Consulting Services for Port Facilities in an Amount Not to Exceed $15,500 Plus Reasonable Reimbursable Expenses.
Move: Streich
Second: Watson
Vote: Aye: Duckwall, Streich, and Watson
Absent: Bohn, and Hosford
MOTION CARRIED

b. Authorize Execution of Immediate Opportunity Fund Grant in the Amount of $250,000 with Oregon Department of Transportation for Waterfront Industrial Street: McElwee commented acceptance of this grant would increase funding for the industrial street to $750,000. Staff has reviewed, and is amenable with, the IOF Agreement; however, McElwee noted it was still in draft form and some minor changes may be needed prior to execution.

Motion: Move to Authorize Execution of Immediate Opportunity Fund Grant, With Any Amendments from the Draft Form Approved by Staff, in the Amount of $250,000 with Oregon Department of Transportation for the Waterfront Industrial Street.
Move: Watson
Second: Streich
Vote: Aye: Duckwall, Streich, and Watson
Absent: Bohn, and Hosford
MOTION CARRIED

c. Authorize Execution of Intergovernmental Agreement with Oregon Department of Transportation for the Interchange Access Management Plan and Frontage Road Feasibility Study: The IGA will allow completion of the IAMP and Frontage Road Feasibility Study and defines the cooperative efforts of the Port, ODOT, Hood River County, and the City of Hood River. McElwee noted all entities are comfortable with the IGA and recommended approval of the Agreement.

Motion: Move to Authorize Execution of Intergovernmental Agreement with Oregon Department of Transportation for the Interchange Access Management Plan and Frontage Road Feasibility Study.
Move: Streich
Second: Watson
Vote: Aye: Duckwall, Streich, and Watson
Absent: Bohn, and Hosford
MOTION CARRIED

d. Authorize Execution of Executive Director Contract:

Motion: Move to Authorize Execution of Executive Director Contract.
Move: Watson
Second: Streich
Discussion: Streich stated the Commission dropped the ball and that he was not pleased with the format of evaluating the Executive Director's performance following contract approval. Streich also said the full Commission should have been involved in contract discussions rather than a committee of two Commissioners.
Vote: Aye: Duckwall, and Watson
Nay: Streich
Absent: Bohn, and Hosford
MOTION FAILED FOR LACK OF MAJORITY VOTE OF FULL COMMISSION

Discussion: Streich commented that his vote was not against the contract but that it was a vote against the process. Duckwall reiterated his apologies and acknowledged the proper procedure had not been followed this year and informed Streich that if he did not have an issue with the contract that a Call for Reconsideration of the vote could be made. Streich then called for a reconsideration of the motion.
Vote: Aye: Duckwall, Streich, and Watson
Absent: Bohn, and Hosford
MOTION CARRIED

8. COMMISSION CALL: None.

9. EXECUTIVE SESSION: At 6:25 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 6:55 p.m. No action was taken as a result of Executive Session.

Streich requested to reopen the Frontage Road Feasibility Study discussion asking if the project shouldn't be reconsidered if there is an assumption the public won't use the road. Duckwall questioned a skewed study assumption saying the public viewpoint may not be representative due to a small turnout. Watson asked about the genesis of the project and Shames commented the initial project was a way to connect the Port's marina park and waterfront properties and that it had nothing to do with ODOT taking traffic volume between Exits 63 and 64 off the freeway. Shames informed the Commission there would be a decision point in September that could be further impacted by ODOT's consideration of a split diamond intersection at Exit 63 as well as Naito's development.

10. ADJOURN: President Duckwall adjourned the meeting at 7:00 p.m.