Port of Hood River Commission
Minutes of May 6, 2008 Regular Meeting
Marina Center Boardroom 5:30 P.M.

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

Absent: Commissioner Kathy Watson; and Linda Hull, 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: Commissioner Hosford requested the addition of an Urban Renewal Committee Report; Commissioner Bohn stated an Action Item may result from the Waterfront Recreation Committee Report; Executive Director Michael McElwee requested to move the Big 7 Loading Dock from Reports, Presentations and Discussion Items to Action Items; and Duckwall announced the Commission would be discussing a potential Litigation item in Executive Session.

2. PUBLIC COMMENT: Mark Barnes, a Columbia Gorge Kiteboarding Association (CGKA) board member, spoke to the Commission about kiting from the Event Site. Barnes stated that he would like the date extended past April 30 rather than decreasing the time when kiters are allowed to launch from the Event Site, and eventually he hoped there would be no restrictions. Barnes acknowledged there are "hot doggers" in both sports of kiting and windsurfing but that he had not seen any conflicts or problems and that both groups are coming together in support of water recreation. Barnes, who represents the Stevenson launch site, said Stevenson is bending over backwards to support CGKA for the economic gains the sport brings to that town and Hood River should be looking at the untapped monetary market that can be brought by improving amenities at existing launch points and building more sites. Forrest Rae, a CGKA board member who represents the Lyle launch site, spoke to the Commission to question the events that lead to the Waterfront Recreation Committee's recommendation to reduce the timeframe for the shared access at the Event Site. Rae read a letter which asked, in part, to review the events in question; request that equal funding and attention be given to kiters; and that the CGKA and CGWA (Columbia Gorge Windsurfing Association) be represented equally on the Waterfront Recreation Committee. Barnes and Rae both thanked the Commission for being allowed an opportunity to speak and Duckwall thanked them for their comments.

3. CONSENT AGENDA:

· Approve minutes of the April 14, 2008 special meeting, the April 15, 2008 regular meeting, and the April 30, 2008 budget meeting

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

4. COMMISSIONER, COMMITTEE REPORTS:
· Waterfront Recreation Committee - Bohn summarized the April 17 meeting by stating there was a consensus from the Committee that the marina expansion was a good plan as well as consideration of a sublease policy. The committee also discussed amending the October 1 through April 30 timeframe for kiteboard launching from the Event Site that was approved by the Commission on November 20, 2007. Due to conflicts seen in April, the committee recommended a motion, which passed by unanimous vote, to change the off-season timeframe to October 1 to March 31. Bohn asked for questions from the Commission. Commissioner Streich's questions about the subleasing policy were addressed by Bohn, Marina Manager Laurie Borton, and audience member Josh Sceva who chairs the "Port Committee" of the Hood River Yacht Club. Bohn then asked if there were questions regarding the off-season kiteboard launching policy at the Event Site but there were no questions or further discussion.
· Urban Renewal Committee - Hosford reported the Oak Street construction project between 3rd and 5th Streets should be completed by May 16; the City had hired Ron Geason as the new finance director to replace Steve Everroad who is retiring; and a meeting will be held with the downtown businesses to determine if there's interest in a 1- or 2-tiered parking structure.

Audience members were still discussing the Waterfront Recreation Committee's recommended motion so President Duckwall asked Bohn to read the motion from the committee minutes. The motion read, "Ann Frodel moved to change the Event Site kiteboarding off-season timeframe to October 1 through March 31. Motion was seconded by Mike Schock. Motion passed by unanimous vote." A member of the audience asked if they could make a motion regarding the subject and Bohn informed them that only the Commission could make motions. Mr. Rae then asked the Commission to delay taking action on the motion. President Duckwall stated further discussion would continue under Action Items on the agenda.

5. DIRECTOR'S REPORT: McElwee highlighted the following areas:
· Staff & Administration - McElwee commented that he is in the last 60 day period of his two year contract, which has provisions for a three year extension. President Duckwall stated that he would appoint another Commissioner to discuss the next steps for Commission consideration.
· Waterfront Development - A public hearing on the waterfront subdivision is scheduled to go before the City Planning Commission on May 19. Staff's recommendation for the industrial street will be brought back to the Commission on May 20 or early June.
· Bridge/Transportation - A final draft Intergovernmental Agreement (IGA) regarding the Interchange Area Management Plan (IAMP) is being reviewed and staff hopes to have a final for Commission consideration in June.

6. REPORTS, PRESENTATIONS AND DISCUSSION ITEMS:
· simp.L Site Plan for Marina Center Building - A preliminary program diagram and list of improvements by priority ranking, with estimated project costs, were provided for discussion. Bohn said it was her opinion that the Commission should take a hard look at the projects because she was shocked that the cost estimate for the six high priority projects was close to $156,000. The Commission did agree that improvements to the parking lot should be a high priority, and Duckwall concurred that asphalt was a big ticket item (the estimate was $72,300).
· Big 7 Loading Dock Improvement - This item was moved to Action Items.
· Bridge Bearing Repair - Finance Manager Linda Shames provided photos of the Oregon Department of Transportation (ODOT) project that cleaned and reset the expansion bearings. The project was completed ahead of schedule and under budget.

7. ACTION ITEMS:
a. Authorize Execution of Change Order No. 1 with Columbia Planning & Design, LLC Related to the Airport Master Plan Adoption in an Amount Not to Exceed $4,940 for Additional Scope of Work Services: Mike Doke, Marketing Manager, reported an unexpected task had been added as a result of meeting with the Hood River County Planning Department and speaking with the state's Department of Land Conservation and Development (DLCD) when reviewing the Airport Master Plan. The County has obtained a DLCD grant to help pay for the planning effort, and $10,000 of the $15,000 grant will be provided by the County for the Port's planning management; however, additional fees will be necessary to identify land use exceptions to allow a potential eastward runway shift onto lands zoned Exclusive Farm Use.

Motion: Move to Authorize Execution of Change Order No. 1 with Columbia Planning & Design, LLC Related to the Airport Master Plan Adoption in an Amount Not to Exceed $4,940 for Additional Scope of Work Services.
Move: Bohn
Second: Hosford
Vote: Aye: Bohn, Duckwall, Hosford and Streich
Absent: Watson
MOTION CARRIED

b. Authorize Execution of Personal Services Contract with Summersett Civil Engineering in an Amount Not to Exceed $4,400 for Final Design and Construction Cost Development of a Big 7 Loading Dock: If approved by the Commission, Doke reported the dock would serve Equal Exchange Coffee Company which would expand into the building's second floor. Equal Exchange has agreed to a non-binding Memorandum of Understanding to share costs of the development and sign a five-year lease with renewal options. Costs of the improvements would be amortized into the lease rate.

Motion: Move to Authorize Execution of Personal Services Contract with Summersett Civil Engineering in an Amount Not to Exceed $4,400 for Final Design and Construction Cost Development of a Big 7 Loading Dock.
Move: Hosford
Second: Bohn
Discussion: Bohn asked if Equal Exchange would walk away from a lease if the loading dock was not built. Doke responded the company is a good long-term tenant, and the loading dock is a long-term building improvement. Doke commented, however, that the company is looking at other locations for their West Coast headquarters but they want to be here and the dock would not be built without a lease. Streich asked if benchmarks could be written into a lease agreement. Attorney Jerry Jaques recommended staff make sure Equal Exchange is serious before more staff and legal time is involved.
Vote: Aye: Bohn, Duckwall, Hosford, and Streich
Absent: Watson
MOTION CARRIED

c. Authorize Amendment to November 20, 2007 Policy Regarding Kiteboard Launching from the Event Site During the Shoulder Season of October 1 to April 30: No motion resulted at this time. Bohn asked for clarification and Duckwall responded the policy remains status quo if a motion is not entertained. Members of the audience opposed a unilateral decision and requested more input in order to address questions raised. As a result, there was consensus to direct staff to review the compliation of the committee to ensure fair representation; and McElwee solicited an invitation for staff to attend their board meetings.

8. COMMISSION CALL: None.

9. EXECUTIVE SESSION: At 6:20 p.m. President Duckwall called the Commission into Executive Session under ORS 192.660(2)(e) Real Property, and ORS 192.660(2)(h) Litigation. The Commission was called back into Regular Session at 7:00 p.m. No action was taken as a result of Executive Session.

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

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Port of Hood River Commission
Minutes of May 20, 2008 Regular Meeting
Marina Center Boardroom 5:30 P.M.

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

Absent: Commissioner Hoby Streich

Media: Sue Ryan, Hood River News

1. CALL TO ORDER: The regular session was called to order at 5:30 p.m. by President Fred Duckwall.
a) Modifications, Additions to Agenda: A discussion on bids received Monday for the Wasco Business Building parking lot was added as an Action Item, and a potential litigation discussion was added to Executive Session.

2. PUBLIC COMMENT: Jim Grady, president of the Columbia Gorge Kiteboarding Association (CGKA) introduced himself and told the Commission he appreciated the outcome of the May 6 meeting regarding the Commission's decision not to change the kiteboard launching dates at the Event Site. Grady said he looked forward to an ongoing, productive, and safe season; and he commented that due to the current high pool levels he personally didn't feel it was safe for any kiter or windsurfer to be out on the water. Forrest Rae, a kiter, asked the Commission to consider a less expensive season pass for The Spit as the site did not have the amenities that are available at the Event Site. Duckwall informed Rae that his comment would be referred to staff and the Waterfront Recreation Commission.

3. CONSENT AGENDA:
· Approve minutes of the May 6, 2008 regular meeting
· Approve lease with Da Kine Hawaii, Inc. at the Expo Center Building

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

4. COMMISSIONER, COMMITTEE REPORTS:
§ Urban Renewal Committee - Commissioner Hosford reported the committee met Ron Geason, the new finance director; monument directories are now located throughout downtown Hood River; the recycling can project should be in place soon; and the Urban Renewal budget passed, although there may be a supplemental budget if the downtown urban renewal district extends to the waterfront.

5. DIRECTOR'S REPORT: McElwee highlighted the following areas:
§ Schedule - The Commission was reminded that the June 3 regular meeting would also include the Budget Hearing. McElwee will also report at the June 3 meeting on the "Renewable Energy Analysis for Port of Hood River Facilities" Request for Qualifications (RFQs) that are due May 30.
§ Waterfront Development - The Request for Proposals (RFPs) for the industrial street engineer have been received and a committee was selected to score the proposals. McElwee commented that it was not imperative to start the project until grant funding was determined. There was good attendance at the May 8 public hearing and questions from the public regarding an urban renewal district for the waterfront were addressed by McElwee, Hood River City Manager Bob Francis, and consultants Jeff Tashman and Elaine Howard. At the May 19 City Planning Commission meeting,

the City requested a continuance on the waterfront subdivision request as a result of City staff report comments submitted by the Port.
§ Airport - McElwee reported staff and legal counsel continue concession negotiations with a glider operator.

6. REPORTS, PRESENTATIONS AND DISCUSSION ITEMS:
§ Chamber Tourism/Marketing Update - A PowerPoint presentation on the Hood River County Chamber of Commerce's 2007 Marketing Annual Report was presented by Executive Director Mary Closson and Interim Marketing Director Erin Rue. The report focused on destination marketing for the county. Closson acknowledged Port Marketing Manager Mike Doke as one of nine members who serves on the Visitors Council that determines the distribution of City, County, and TRT (transient room tax) funds. Rue commented the annual tourism report could be found on the Chamber's website www.hoodriver.org. Closson also introduced the branding process the Chamber is working on, and Closson said the graphics have not been finalized yet for the tag line "Always in Season."
§ Marina Sublease Policy - A draft of the marina sublease policy was provided for Commission comment. McElwee noted the draft had not yet been reviewed by legal counsel and staff would also be requesting input from current moorage tenants. It is hoped the policy will be brought to the Commission in June for approval.
§ Waterfront Recreation Summer Update - Operations Manager Linda Hull reported the booths at the Event Site and The Spit opened for the 2008 season the weekend of May 17 and will continue to be open weekends only until full staffing levels are available for daily operation the first part of June. Reserved recreational uses of Port properties have begun and will continue through Labor Day. Hull reported two food concessions have been permitted and a third will begin soon. The Recreational Management Plan conceived in 2007 will remain in effect for 2008 and Hull credited CGKA for being more involved and specifically thanked President Jim Grady for his liaison role with the Port. Hull reported the windsurfing and kiteboarding schools' request for additional portable restrooms with more frequent cleanings will be accommodated. Hull also stated she would be working with the Columbia Gorge Windsurfing Association (CGWA) for water access from the Luhr Jensen site on Portway Avenue and she anticipated an agreement for 2008 would be approved for the second year. Commissioner Bohn asked about a regular dust abatement program for the Hook and Spit access roads, and this item will be referred to Port maintenance.

7. ACTION ITEMS:
a. Authorize Execution of Contract with Bob Sady Painting, Inc. in an Amount Not to Exceed $13,733 to Paint the Exterior of the Expo Building: Commissioner Watson suggested the name of a consultant if staff needed assistance in choosing a paint color.

Motion: Move to Authorize Execution of Contract with Bob Sady Painting, Inc. in an Amount Not to Exceed $13,733 to Paint the Exterior of the Building Formerly Known as the Expo Center.
Move: Bohn
Second: Hosford
Vote: Aye: Bohn, Duckwall, Hosford and Watson
Absent: Streich
MOTION CARRIED

b. Authorize Execution of Contract with D.J. Dahlstrom Roofing in an Amount Not to Exceed $18,170 for Roofing the Marina Center Building with Genconsolar to Remove and Reinstall the Solar Panels:

Motion: Move to Authorize Execution of Contract with D.J. Dahlstrom Roofing in an Amount Not to Exceed $18,170 for Roofing the Marina Center Building with Genconsolar to Remove and Reinstall the Solar Panels.
Move: Hosford

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

c. Authorize Execution of Contract with Pathfinder Development Corp. for Additional Parking Spaces at the Wasco Business Building (agenda addition): Finance Manager Linda Shames reported bids were solicited from three firms but that only two responses were received. Shames noted the information was just received the previous day and apologized for not providing time for the Commission to review the information prior to the meeting but staff felt it was appropriate to bring the item for consideration at this meeting since the City stipulated the additional parking spaces needed to be completed by the end of June. Shames also commented there was a difference of only $450 between the two bidders.

Motion: Move to Authorize Execution of Contract with Pathfinder Development Corp. in an Amount Not to Exceed $49,500 for the Wasco Business Building parking lot.
Move: Bohn
Second: Watson
Vote: Aye: Bohn, Duckwall, Hosford, and Watson
Absent: Streich
MOTION CARRIED

8. COMMISSION CALL: Duckwall acknowledged McElwee's service on the Oregon Connect II Committee stating it was very helpful to the Mount Hood Railroad in funding repairs of the tracks damaged in the November 2006 flood.

9. EXECUTIVE SESSION: At 6:40 p.m. President Duckwall called the Commission into Executive Session under ORS 192.660(2)(e) Real Property, and ORS 192.660(2)(h) Litigation. The Commission was called back into Regular Session at 7:12 p.m. No action was taken as a result of Executive Session.

10. ADJOURN: President Duckwall adjourned the meeting at 7:12 p.m.