Port
of Hood River Commission
Meeting Minutes of August 18, 2009 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, Jon Davies, Fred Duckwall, Hoby Streich and Kathy Watson; Attorney Jerry Jaques; from staff, Michael McElwee, Linda Shames, Mike Doke, and Laurie Borton
Absent: None
Media: None
1.
CALL TO ORDER: President Hoby Streich called the meeting to
order at 5:30 p.m.
a) Modifications, Additions to Agenda: Revised minutes were
presented to the Commission that clarified a contract amount;
and Streich added an item to Commissioner, Committee Reports.
2. PUBLIC COMMENT: None.
3. CONSENT AGENDA: The Commission was informed, as noted above, that corrected minutes clarified a contract amount for Group Mackenzie as $9,800 (the number 4 had been used rather than the "$" sign); Commissioner Davies requested the City of Hood River permit fees be moved to Action Items for discussion; and Streich stated he would like further discussion in Action Items regarding the Executive Director Work Plan. Hearing no other corrections and receiving Commission consensus to the modifications, Streich announced the Consent Agenda was set.
·
Approve Minutes of August 4, 2009 Regular Session Meeting,
as clarified
· Authorize Accounts Payable in the Amount of $2,829.00
- to Randy Miler in the Amount of $977.50 for Professional
Services Related to the Public Contract Exemption Process
for the Halyard Building; and to Thiel Landscape Architecture
in the Amount of $1,851.50 for Riverfront Trail Construction
Management Services, Including Final Walkthrough and Punch
List
· Approve Contract Addendum No. 3 in the Amount of
$4,450 to Richard Brown Architect, AIA for Halyard Building
Additional Services
· Authorize Agreement with Milstead & Associates,
Inc. for Inspection Services Related to Anchor Way and Waterfront
Business Park in an Amount Not to Exceed $16,770
Motion:
Move to approve Consent Agenda, as modified.
Move: Duckwall
Second: Watson
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED
4.
Commissioner, Committee Reports:
· SDAO Board Member Training - Davies: Special Districts
Association of Oregon provided Board Member training in Bend
on August 14 that Commissioner Davies attended. Davies reported
the training was beneficial and, for him as a newly-elected
Commissioner, raised the issue for the need for transparency
and to be mindful of the Governance Policy regarding Commission
e-mail.
· Oregon Department of Aviation Meeting [agenda addition]:
Streich reported he had attended the opening of the Oregon
Aviation Board meeting held on August 11 at the Best Western
Hood River Inn, and he thanked Commissioners Duckwall and
Davies and Executive Director
McElwee for attending the reception sponsored by the State
Aviation Board the evening of August 11 and hosted by the
Port at the Western Antique Aeroplane and Automobile Museum
(WAAAM).
5.
DIRECTOR'S REPORT: McElwee highlighted the following areas:
· Schedule - Commissioner Davies will join McElwee
for the September 21 radio program.
· Waterfront Recreation - The National Marine Fisheries
Service of the National Oceanic and Atmospheric Administration
(NOAA) provided comments to the U.S. Army Corps of Engineers
offering an opinion that a marina expansion was not likely
to jeopardize the continued existence of ten fish species
listed on the Endangered Species Act. This opinion did, however,
include some conservation measures that would need to be implemented,
pending permit approval by the Corps. Operations Manager Laurie
Borton is working on the Request for Proposals that would
be issued in September for permitting kiteboard concessions
for the three year period 2010-2012. A Waterfront Recreation
Committee meeting will be scheduled, which will include discussion
on the provisional use of the Event Site's eastern portion
to pump, dry and carry inflated kites.
· Waterfront Development - A Notice to Proceed has
been issued to Cascade Equipment & Construction for construction
of Anchor Way. City Council unanimously approved the N. 8th
Street vacation and the final subdivision plat should be approved
in the next two to three weeks. The Port was not successful
in obtaining Economic Development Administration funding for
Riverside improvements. Marketing Manager Mike Doke reported
that although the project "didn't rise to the top"
and EDA funding ran out there would be other funding opportunities.
· Airport - A phased construction of the grass runway
is underway and additional top soil will be added in September
after WAAAM's Fly-In. Doke reported the north ramp crack seal
project should be completed within a few days and that a 'slurry
seal' covering the entire area is being considered, after
which striping would be done. McElwee reported there were
challenges at the airport involving glider rides on August
12. Out of state high school students were being shuttled
by vehicle from the FBO to a residential property south of
the runway. Immediate action to prevent further recurrences
could be handled by fencing residential properties south of
the runway; however, McElwee recommended staff continue working
on a draft Through-the-Fence (TTF) policy as the glider season
winds down this fall and winter. Approval of a TTF Policy
by the Federal Aviation Administration would have a greater
impact when fencing is anticipated to be done next spring.
· Bridge/Transportation - Results on stakeholder interviews
regarding bicycle and pedestrian access across the Hood River-White
Salmon Interstate Bridge was provided for informational purposes.
The Alta Planning & Design intern will now explore options
with a report anticipated by mid-September.
6.
REPORTS, PRESENTATIONS AND DISCUSSION ITEMS:
· Halyard Building Leasing - Lee Ast, Current Commercial:
Ast, the Port's designated broker, first updated the Commissioners
on Insitu's Request for Information. The Port of Hood River
was one of 30 respondents to the RFI issued by Insitu, a Gorge
defense contractor looking for 300,000 SF for an office, production
and warehouse campus development. Ast commented that Insitu
will look to the Port in the next four to six weeks to discuss
options, which could include the Halyard Building. Ast was
confident the Halyard Building should be built as there would
be companies that could pay the lease rate and because the
building is going to be an image statement to the tenant's
employees and customers. Ast continued by saying the Halyard
Building is the type of thing that we, the community, should
move forward with.
Although the building could be divided into flex space for
up to six tenants, Ast commented he knew of a single tenant
that was capable of paying the higher lease rate. Ast did
acknowledge the Halyard Building would not be affordable for
someone incubating out of their garage. Questions from the
Commissioner were addressed and Ast was thanked for his presentation.
7.
ACTION ITEMS:
a) Approve Payment of $16,615.85 $16,815.85 to City
of Hood River for Halyard Building Permit Fee (from Consent
Agenda): Davies commented that he requested moving this item
from the Consent Agenda because he felt it was appropriate
to first hear Ast's presentation on Halyard Building leasing.
Staff also clarified this payment to the City was actually
for a plan review that is part of the building permit process.
Motion:
Move to Approve Payment of $16,615.85 $16,815.85 to
City of Hood River for Halyard Building Plan Review.
Move: Bohn
Second: Duckwall
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED
b) Approve List of General Contractors Selected for RFP Phase of Halyard Building: McElwee commented on his appreciation of the time spent by the evaluation committee to review seventeen Proposals for Qualifications on a limited timeframe. McElwee was a member of the committee and summarized there was a clear indication of the top five. Commissioner Bohn also evaluated the proposals and commented that because the basis of the qualifications was so thorough the evaluation process became black and white for her and she felt the top five respondents really want to construct a showcase building.
Motion:
Move to Affirm the Evaluation Committee's Recommendation to
Select Andersen Construction Remik Construction, Kirby Nagelhout
Construction Company, Emerick Construction Company, and Robinson
Construction as the Top Five Respondents to the Halyard Building
Request for Qualifications and That These Five Contractors
Are Selected to Respond to the Request for Proposals.
Move: Duckwall
Second: Watson
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED
c) Approve Executive Director Work Plan for FY 09/10 Dated 08/18/09 (from Consent Agenda): Streich questioned two items related to Airport projects and thought the timelines for the Orchard Road Vacation and Corrective Action Plan regarding Through-the-Fence agreements should be more aggressive. After discussion, there was Commission consensus to modify the road vacation item (IV. 6) to 02/01/10 from 04/01/10 and the TTF item (IV. 7) to 04/01/10 from 06/01/10.
Motion:
Move to Approve Executive Director Work Plan for FY 09/10
Dated 08/18/09, As Amended.
Move: Watson
Second: Davies
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED
8. COMMISSION CALL: Bohn suggested the Waterfront Recreation Committee should discuss the need for an Event Site Host in 2010 as she had heard about numerous thefts of gear from the Event Site. After having walked the Riverfront Trail with a constituent, Davies said that he had a list of items to discuss with staff and that some items would be appropriate for the Waterfront Recreation Committee. Commissioner Watson suggested staff should check into recycling program options for the various recreational sites. Streich thanked the Commission and asked that they continue to support staff and attend events when at all possible.
9. EXECUTIVE SESSION: The Commission was called into Executive Session at 7:05 p.m. under ORS 192.660(2)(e) Real Estate. The Commission was called back into Regular Session at 7:38 p.m. The following action was taken as a result of Executive Session.
Motion:
Move to Approve a Lease Amendment with Gorge Networks for
3,821 SF in the Big 7 Building and Approve Landlord Lien Subordination
and Lender Access Agreement Contingent Upon Legal Counsel
and Staff Review.
Move: Bohn
Second: Duckwall
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED
10.
ADJOURN: President Streich adjourned the meeting at 7:22 p.m.
Port
of Hood River Commission
Meeting Minutes of August 4, 2009 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, Jon Davies, Fred Duckwall, Hoby Streich and Kathy Watson; Attorney Jerry Jaques; from staff, Michael McElwee, Linda Shames, Mike Doke, and Laurie Borton
Absent: None
Media: None
1.
CALL TO ORDER: President Hoby Streich called the meeting to
order at 5:30 p.m. Commissioners Davies and Watson were delayed
until 5:35 p.m. due to summer traffic congestion.
a) Modifications, Additions to Agenda: Revised minutes were
presented to the Commission that modified language regarding
the July 21 Public Hearing; the lease rate for Common Good
Foods was verified as 45 cents S.F. which differed from 50
cents as noted in Consent Agenda memo; an Action Item to consider
a traffic analysis for the Halyard Building was added to the
agenda; and a discussion of the Halyard Building Leasing Outlook
by Lee Ast was tabled to the August 18 meeting due to a family
emergency.
2. PUBLIC COMMENT: None. Columbia Area Transit Executive Director, Dan Schwanz, was available to address the Commission if there were questions on the Consent Agenda item to approve the Columbia Area Transit building design.
3. CONSENT AGENDA: The Commission was informed, as noted above, that minutes had been revised to reflect Public Hearing verbiage changes, and a lease rate of 45 cents per square foot for Common Good Foods was verified. Hearing no other corrections, Streich announced the Consent Agenda was set.
·
Approve Minutes of July 21, 2009 Regular Session and Contract
Review Board Meeting
· Authorize Big 7 Lease Renewals with Common Good Foods
and with Equal Exchange
· Approve Commissioner Assignments to Committees for
FY 2009-2010
· Approve Columbia Area Transit Building Design
· Approve Supplemental Agreement Number 1 with HNTB
Corporation to Extend Termination Date for the Agreement for
Professional Services from December 31, 2009 to December 31,
2010 and Amend the Compensation Limit from $25,000 to $50,000
as Outlined in Task Order Number 4
Motion:
Move to approve Consent Agenda, as modified.
Move: Duckwall
Second: Bohn
Vote: Aye: Bohn, Duckwall, and Streich
Absent: Davies and Watson
MOTION CARRIED
4.
Commissioner, Committee Reports:
§ Airport Advisory - A written report of the July 16,
2009 meeting was provided to complement the verbal report
given by Mike Doke, Marketing Manager, at the July 21 meeting.
There were no further questions of Doke.
5.
DIRECTOR'S REPORT: McElwee highlighted the following areas:
§ Schedule - The meeting schedule for August is now back
on track, with the next meeting date set for August 18. The
second meeting in September, however, may need to be rescheduled
to September 22 instead of September 15.
§ Staff & Administration - McElwee requested suggestions
or comments from the Commission regarding his draft Work Plan
for FY 09/10 and stated a final version would be presented
for approval at the August 18 meeting. Landscaping at the
Marina Center Building is now underway. In response to Chamber
Executive Director Mary Closson's request at the July 21 meeting
for a Harvest Fest fee waiver, and supporting comments by
Visitors Council President Carol York, McElwee recommended
an event fee reduction for use of the Event Site and Lot 1
for Harvest Fest on October 16-18. McElwee commented that
he was not suggesting a waiver because there was staff time
and material costs associated with assisting the Chamber.
The typical fee for any three-day exclusive use of the Event
Site is $2,250 and McElwee proposed a fee of $1,000. Commissioner
Bohn voiced her concern that the Port does not always receive
recognition and that should be considered as a requirement
for fee reductions or waivers as staff prepares a formal policy
later this year.
§ Waterfront Recreation -Compliments on the Waterfront
Trail were passed along to the Commission from the City Planning
Commission.
§ Waterfront Development - A pre-construction meeting
on the Anchor Way portion of the EDA-funded improvement project
is scheduled for Thursday, August 6; and preliminary approval
has been received by electronic mail from the U.S. Department
of Commerce, Economic Development Administration, to issue
a Notice of Award to Cascade Equipment and Construction for
this project at a cost of $693,438.13. August 11 is the deadline
for general contractors to respond to the Halyard Building
"Request for Qualifications" and a short list of
contractors will be provided at the August 18 meeting. McElwee
attended the August 3 City Planning Commission meeting providing
an update of Waterfront development projects. Streich asked
for an update on the Wastewater Treatment Plant construction
upgrades and McElwee responded that more information would
be provided at the August 18 meeting.
§ Airport - Construction of the grass runway is back
on track and the project will begin on August 5.
§ Bridge/Transportation - McElwee commented that a recent
discussion with White Salmon Mayor David Poucher should resolve
a misunderstanding by the White Salmon-Bingen Police Department
and law enforcement crossings will soon be accounted for by
use of, most likely, non-revenue tickets rather than transponder
usage.
6.
REPORTS, PRESENTATIONS AND DISCUSSION ITEMS:
§ Frontage Road Feasibility Study - Wayne Bauer, WH Pacific;
and Steve Litchfield, HNTB Corporation, addressed the Commission
on draft findings, which basically illustrate there is no
one option that will mitigate long-term traffic access and
circulation issues involving Exits 63 and 64 on Interstate
84, Button Bridge and 2nd Street from Oak north to Portway
Avenue. Bower and Litchfield said they are working in concert
with the Oregon Department of Transportation Interchange Area
Management Plan team (IAMP) and that a final report on the
Frontage Road Feasibility Study should be wrapped up by mid-September.
Linda Shames, Finance Manager, reported the IAMP team met
last week to continue discussions on alternatives, including
one-way traffic in downtown Hood River or construction of
another exit off I-84. A final report will be presented to
the Executive Team comprised of local officials in a couple
weeks after which a public meeting will be scheduled to present
findings.
§ Halyard Building Leasing Outlook - Lee Ast, Current
Commercial, was unable due to a family emergency. This item
was held over to the August 18 meeting.
§
Insitu RFI (Request for Information) - Insitu, largely based
in Bingen, Washington, is in need of property for expansion
and has issued a Request for Information regarding a Campus
Development project. In concept, the Port of Hood River has
available waterfront property and staff is preparing a response
to the August 14 RFI deadline with the caveat that property
still needs to be available on the waterfront for other uses
and needs. McElwee noted there have been collaborative meetings
about the RFI with Columbia Gorge Community College, Mid-Columbia
Economic Development District, the Port, City and County of
Hood River, Port of Cascade Locks, and other private developers
and he commented further that he felt good about the communication
and collaboration.
There was Commission consensus that staff should move forward
in preparing a response to Insitu's "Request for Information"
and that President Streich would sign a 'Letter of Cooperation'
that would accompany the proposal indicating a collective
desire to keep Insitu in the Columbia River Gorge.
7.
ACTION ITEMS:
a) Halyard Building Traffic Analysis (Agenda addition): At
a pre-application conference held on July 28, 2009, City staff
required a traffic analysis letter as part of the Site Plan
Review process. McElwee commented that Dunn Traffic Engineering
was well versed with the City and had also provided services
for Naito Development regarding the Nichols Boat Basin redevelopment
project.
Motion:
Move to Approve Contract with Dunn Traffic Engineering for
a Traffic Analysis Letter for the Halyard Building in an Amount
Not to Exceed $2,000.
Move: Duckwall
Second: Bohn
Discussion: The question was asked if an analysis would be
required for any Port project
done on the waterfront and McElwee responded affirmatively.
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED
b) Harvest Fest Fee Reduction (Agenda Addition):
Motion:
Move to Approve Event Fee Reduction for the October 16-18,
2009 Harvest Fest for a Payment of $1,000 by the Hood River
County Chamber of Commerce.
Move: Watson
Second: Davies
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED
8. COMMISSION CALL: Watson inquired about Equal Exchange transitioning to a new location in Portland by the end of the calendar year. Doke commented that East Coast operations had determined the travel needs (I-5 corridor and international airport) best fit the company's requirements. Streich commented that he had been unable to connect with former Commissioner Don Hosford and had missed the June 23 meeting recognizing Hosford's twelve years of service to the Port of Hood River district. By way of acknowledgment in the formal records of Commission minutes, Streich thanked Don Hosford for his mentorship, leadership and commitment to the Port of Hood River.
9. EXECUTIVE SESSION: The Commission was called into Executive Session at 6:40 p.m. under ORS 192.660(2)(e) Real Estate. The Commission was called back into Regular Session at 7:38 p.m. The following action was taken as a result of Executive Session.
Motion:
Move to Authorize Contract with DiLoreto Architecture, LLC
for Architecture Services in an Amount Not to Exceed $2,400
Plus Reasonable Reimbursable Expenses to Construct a Second-floor
Demising Wall at the Wasco Business Park Building.
Move: Duckwall
Second: Bohn
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED
= = = = = = = = =
Motion: Move to Approve Contract with Group Mackenzie in an
Amount Not to Exceed 49,800 $9,800
Plus Reasonable Reimbursable Expenses to Provide Insitu RFI
(Request for Information) Assistance.
Move: Bohn
Second: Watson
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED
10.
ADJOURN: President Streich adjourned the meeting at 7:40 p.m.
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