Port of Hood River Commission
Meeting Minutes of March 18, 2008 Regular Session 
Marina Center Boardroom
5:30 P.M.
          

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

Absent: Commissioners Don Hosford, Hoby Streich; and Linda Shames, from staff

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: Chuck Daughtry, Executive Director for the Port of Cascade Locks, thanked Executive Director Michael McElwee for the dinner invitation to meet with Oregon Congressman Greg Walden during the Pacific Northwest Waterways Association (PNWA) lobbying trip to Washington, D.C. Daughtry said he appreciated the opportunity to spend additional time with Walden to discuss various issues and that opportunity would not have happened without McElwee's invitation. President Duckwall then thanked Daughtry for the Port of Cascade Lock's hospitality at the February 27 joint board training session in Cascade Locks. Judy Nelson spoke to the Commission about a connecting waterfront trail.

3. CONSENT AGENDA:
· Approve minutes of February 26, 2008 regular session meeting
· Approve lease with Hitch Source LLC for UTS Portsite
· Approve Intergovernmental Agreement Between City and Port for Improvements to Wastewater Treatment Plant

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: None.

5. DIRECTOR'S REPORT: Michael McElwee highlighted the following areas:
§ Schedule - The Commission was reminded of the April 1 spring planning session that would begin at noon, to be immediately followed by regular session. McElwee anticipated the meetings would conclude by 5:00 p.m. McElwee also reported the budget committee meetings would be moved to the first of May and staff would confirm dates at a later time. A joint Special Meeting with City Council has been tentatively scheduled for April 7 for a waterfront urban renewal discussion. Staff would also confirm the date and time for the joint Special Meeting. A waterfront public outreach will be scheduled for April 16 from 5:00 p.m. to 7:00 p.m.
§ Staff & Administration - McElwee reported the March 2-6 PNWA "Mission to Washington, D.C." trip was excellent and two full days were spent in meetings with Oregon and Washington legislators who reported this will be a difficult budget year; however, infrastructure projects related to economic stimulus remain on the radar screens. The Port of Hood River's
redesigned website is now online and McElwee thanked Operations Manager Linda Hull for her work in transferring the information to the new, dynamic site.
§ Waterfront Development - The Recreational Trails Program grant application, which is funded by the Federal Highway Administration, was ranked 14 out of 32 and the request for $68,249 is unlikely to be awarded. McElwee noted, however, that the application would be used for a local government grant in April. McElwee also commented that he would be attending an Immediate Opportunity Funding (IOF) meeting the next day in Astoria to present that Port's request for a quarter million dollars for the Waterfront industrial street. McElwee acknowledged Mike Doke, Marketing Manager, for his work on the IOF application. The waterfront subdivision plans are being submitted to the City the end of the week and McElwee reported the preliminary plat would need to be coordinated with the Hood River Juice Company and Hood River Distillers boundaries. McElwee stated there is uncertainty about the Oregon Department of Transportation (ODOT) allowing left turns onto Riverside Drive from North 2nd Street but that an industrial street would provide a midpoint to alleviate truck traffic on Portway Avenue. Commissioners Bohn and Watson stated it would be important for ODOT to understand the Commission's position that truck traffic on Portway should be avoided if at all possible. McElwee acknowledged there were complexities that needed to be worked out. McElwee was unable to attend the March 17 Hood River Planning Commission meeting on the Naito Project. Written testimony was provided in which the Port asked the Planning Commission to consider two issues in their deliberations-that Naito work proactively with the Port and ODOT on the Frontage Road Feasibility and that Naito's development not restrict or limit use of the Spit road.

6. REPORTS, PRESENTATIONS AND DISCUSSION ITEMS:
§ Gorge Games 2008 - Josh Ryan, CEO, introduced Director of Operations, Sally Lynch, and said that Lynch would be coordinating all of the volunteer efforts for the July games. Ryan presented handouts to the Commission and displayed conceptual illustrations of Gorge-wide venue locations. Ryan stated the planning timelines are on track and that outreach meetings are being planned for community input before site plans are finalized. Ryan said they are diligently working to minimize the impact on the environment; he also pointed out that large sponsorships had been turned down in favor of promoting local businesses. Commissioner Bohn asked Ryan about the Adventure Village Campground proposed for Lot 1 stating that while she liked the tie-in to downtown she felt it set a dangerous precedent for camping on the waterfront. Ryan replied there would be security for the fenced site; that Lot 1 would be used only by participants with RVs and there would not be in-and-out privileges; and the Adventure Village Campground would be a "community" atmosphere with space for social areas, food, a medical tent, product demos and photo exhibit areas.
§ Port Maintenance Building Proposal - Doug Archbald, secretary for the Hood River Yacht Club (HRYC), presented his board's proposal for occupancy of the former maintenance yard, stating the proposal it was a work in progress and he would be happy to answer any questions to make sure it was headed in the right direction for both parties. Archbald stated the facility would provide a meeting and classroom space for the HRYC and provide members with a dry storage facility for boats and other small personal watercraft. Watson asked how many might be excluded from the dry storage facility if HRYC membership were a requirement. Archbald responded that anyone with an interest in sailing or boating is eligible for membership at a non-prohibitive cost of just $25 (non-voting member) or $50 (voting rights) for annual dues. Bohn stated she was personally excited to see this use happen, Watson said it was her opinion that the HRYC would be providing a great service, and Duckwall thanked Archbald and the HRYC Board for a great proposal. Brian Petros, HRYC Commodore, added that with the marina expansion plans, he believed the timing was perfect for the partnership. Andy Mack, Columbia Gorge Racing Association and organizer of the youth sailing program, spoke in support of the proposal and stated the HRYC's use of the former maintenance building and yard would allow their program to grow as it would provide ideal classroom space, storage space for their boats, and possibly allow their program to grow by adding spring and fall classes. There was Commission consensus for staff to continue working with the HYRC on the proposal and Duckwall thanked Archbald, Petros, and Mack for their comments.
§ Draft Real Estate Transaction Policy - McElwee briefly summarized the changes in the March 13 updated version of the draft Real Estate Transaction Policy and commented that final approval was anticipated mid-April. McElwee also asked the Commission to provide staff with any further comments.
§ Wasco Business Building Parking Lot and Cloud Cap Updates - Doke commented that design work and an engineer's cost estimate have been completed for the Wasco Business Building parking lot, which moves the Port closer to fulfilling the City's conditional use permit requirement of providing a minimum of eight new off-street parking spaces by June 30. Doke stated an Action Item was on the agenda authorizing staff to prepare bid documents and advertise for the Wasco parking lot. Doke also reported final lease negotiations are underway with False Summit Holdings LLC for the remaining space on the first floor of the Wasco Business Building.
§ Renewal Energy Strategies - McElwee provided the Commissioners with a detailed summary and recommendations for renewable energy practices in the design and management of Port facilities (see attached). It was McElwee's recommendation that a Request for Proposal (RFP) be issued to identify parties interested in implementation approaches for solar facilities and seek expertise to evaluate the potential for small-scale solar and wind installations and to also determine, with the assistance of Oregon Department of Energy staff, if there is a potential to initiate an Energy Savings Performance Contract (ESPC). McElwee stated that recommendations from these analyses would be brought back to the Commission in June or July. In a side note, McElwee reported several models of electric cars were test driven this winter. Although none of the maintenance employees liked the vehicles, McElwee predicted that some day the Port will operate a fleet of electric vehicles!

7. ACTION ITEMS:
a. Authorize Execution of On-Call Personal Services Contract with simp.L and Scope of Work for Landscape Planning and Design Services Associated with the Port Office Building in an Amount Not-to-Exceed $14,300 Plus Reasonable Expenses: Duckwall inquired about the project and questioned the amount to plan such a small area. McElwee responded he believed the long-term planning and design was more complex as the building is highly visible and the Port office and maintenance 'headquarters' warranted the expenditure. McElwee also stated an outcome would be a list of specific projects that may or may not be pursued over multiple budget years. Bohn questioned the motion title regarding "reasonable expenses" and McElwee stated the motion would need to be amended to read "reasonable reimbursable expenses."

Motion: Move to Authorize Execution of On-Call Personal Services Contract with simp.L and Scope of Work for Landscape Planning and Design Services Associated with the Port Office Building in an Amount Not-to-Exceed $14,300 Plus Reasonable Reimbursable Expenses.
Move: Watson
Second: Bohn
Vote: Aye: Bohn, Duckwall, and Watson
Absent: Hosford and Streich
MOTION CARRIED
b. Authorize Execution of on-Call Personal Services Contract with Tamara Thiel Landscape Architecture: McElwee explained that having a local landscape architect available on an on-call basis would allow projects to move forward more quickly. McElwee also clarified that future work by either simp.L or Thiel would require Commission approval regarding the Scope of Work and fee estimate.

Motion: Move to Authorize Execution of on-Call Personal Services Contract with Tamara Thiel Landscape Architecture.
Move: Bohn
Second: Watson
Vote: Aye: Bohn, Duckwall, and Watson
Absent: Hosford and Streich
MOTION CARRIED

c. Authorize Preparation of Documents to Advertise and Bid Wasco Business Building Parking Lot:

Motion: Move to Authorize Preparation of Documents to Advertise and Bid Wasco Business Building Parking Lot.
Move: Bohn
Second: Watson
Discussion: Bohn and Watson commented on their frustration that adequate parking had not been included in the initial design phase of the building construction. Both Commissioners emphasized the need to accommodate parking when planning future projects.
Vote: Aye: Bohn, Duckwall, and Watson
Absent: Hosford and Streich
MOTION CARRIED

d. Authorize Final Lease Negotiations with False Summit Holdings for Wasco Business Building: This item was discussed during Reports, Presentations and Discussion Items and there were no additional comments.

Motion: Move to Authorize Final Lease Negotiations with False Summit Holdings for Wasco Business Building.
Move: Bohn
Second: Watson
Vote: Aye: Bohn, Duckwall, and Watson
Absent: Hosford and Streich
MOTION CARRIED

8. COMMISSION CALL: None.

9. EXECUTIVE SESSION: None.

10. ADJOURN: President Duckwall adjourned the meeting at 6:50 p.m.