Port of Hood River Commission
Meeting Minutes of January 20, 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, Fred Duckwall, Don Hosford, and Hoby Streich (arriving at 5:35 p.m.); Attorney Jerry Jaques; from staff, Michael McElwee, Linda Shames, Mike Doke, and Laurie Borton

Absent: Commissioner Kathy Watson

Media: None

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 a change in the order of items listed under Report, Presentations and Discussion Items to accommodate guests.

2. PUBLIC COMMENT: None.

3. CONSENT AGENDA:
· Approve Meeting Minutes of December 16, 2008 Regular Session
· Approve Lease Renewal with Electronics Assemblers at Big 7 Building
· Approve Lease with Slingshot Sports LLC at Big 7 Building
· Approve Accounts Payable to Kreig Millwork & Building Supply in the Amount of $5,112 and to Jaques, Sharp, Sherrerd, Fitzsimons & Ostrye in the Amount of $5,408 for a Total of $10,520

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

4. Commissioner, Committee Reports:
§ Urban Renewal - Commissioner Hosford reported discussion on a draft Intergovernmental Agreement (IGA) involving the Port, City of Hood River, and Urban Renewal Agency related to project funding had been deferred at the request of City Manager Bob Francis until there was further discussion between the Port and City. Hosford did report, however, that the Committee did discuss interest rates that might be appropriate for the Funding IGA.

5. DIRECTOR'S REPORT: McElwee highlighted the following areas:
§ Staff & Administration - McElwee requested that any comments related to either the proposed staffing plan or his annotated 6-month Work Plan should be directed to his office. The 2009 state legislature has convened and the Special Districts Association of Oregon (SDAO) is tracking special interest bills; a listing will be provided for the Commissioners' information at the next meeting. McElwee also reported that SDAO had recently conducted a Risk Assessment and provided fall protection training for the maintenance crew.
§ Waterfront Recreation - The Hood River County Chamber of Commerce has expressed interest in reserving the Event Site for Harvest Fest 2009.
§ Waterfront Development - McElwee will meet with City Manager Bob Francis this week to continue discussions on draft IGAs regarding funding of waterfront urban renewal projects as well as the waterfront subdivision. Preparation of engineered plans for the new industrial street is now approximately 90% complete.
§ Airport - Maintenance staff has been doing trench work and placing culverts to divert water from flowing into the 'B' T-hangars. This flooding is something that has never-before occurred and McElwee reported there has been good tenant cooperation. McElwee suggested the Commissioners stop by the Fixed Base Operator (FBO) to welcome the new operator, Scott Gifford, and introduce themselves.

6. REPORTS, PRESENTATIONS AND DISCUSSION ITEMS:
§ Waterfront Flex Building Next Steps - A brief description of key steps was presented for discussion. McElwee said he would recommend moving forward as design concepts and cost estimates are nearly complete. McElwee was confident there would be pre-leasing commitments and he outlined the steps that would need to be taken if construction were to begin this fall. Commissioner Streich asked about the financing options and inquired if the March timeline for evaluating those options should be moved ahead one month. Streich also commented that even though there's an 8 to 10 month construction period, would it be prudent to wait six months before initiating the steps outlined in order to see if there's any change in the economy. Commissioner Bohn reiterated flex building discussions from the 2008 fall planning session that the economic downturn could result in a slow rate of return but that it was the Port's role as an economic development agency to stimulate the economy, and a new industrial flex building could serve as a temporary stop-gap for UTS Portsite Building tenants who are in a building that's considered a teardown. Commissioner Duckwall offered his opinion that the Port needed to be in a position to be able to offer something. McElwee added that it would be important to 'set the target' and get momentum going for a change on the waterfront.
There was Commission consensus in moving forward to initiate the first steps identified in the outline. McElwee concluded that phased action items would be brought back to the Commission for approval.
§ Property Services Proposal - Give Them Wings, Inc. - McElwee reported that legal counsel is reviewing an agreement defining insurance and supervision (provided by Wings), and payment (provided by the Port) for work opportunities for at-risk young men to work on Port landscape and maintenance projects. With more projects than the Port's maintenance staff can address, McElwee said help from Wings would benefit both parties. McElwee then introduced Allyson Pate (Wings Founder and Executive Director) and AmeriCorps volunteer Adam Dickinson, who explained the Wings program and work piece. Pending legal counsel's review of the agreement, approval of the relationship is anticipated at the February 3 meeting. Streich did recommend, however, that staff notify T-hangar and moorage tenants of potential airport and marina projects.
§ Review Draft Governance Policy - An updated draft Governance Policy was provided for Commission review. McElwee asked that any comments or questions be directed to staff over the next few weeks and that adoption of the revised Policy was anticipated for the second meeting in February or a March meeting.
§ Economic Stimulus Package Infrastructure Projects - Marketing Manager Mike Doke reported he would attend a Hood River County Economic Development meeting that was scheduled for the purpose of updating the Needs & Issues List in preparation for possible funding opportunities of infrastructure projects through federal or state stimulus packages. The Port has submitted North Riverside Drive (improvements to current street standards necessary to allow expansion and development of industrial businesses); Portway Avenue (improvements including sidewalks and utilities to allow creation of lots for subdivision); and Waterfront Flex Building (development of a building with office space to allow creation and expansion of local businesses). McElwee noted that proposed federal legislation allocates $30 billion for transportation infrastructure. If this is distributed by formula to states the local share could be quite small.

7. ACTION ITEMS:
a) Authorize Approval of Insurance Policy Renewals to Special Districts Association of Oregon for General Liability & Property Coverage in the Amount of $61,167 and to Durham and Bates for Bridge Coverage in the Amount of $190,894: Finance Manager Linda Shames informed the Commission inspections are provided to the bridge insurer for review as well as the Port's insurance agent of record, Scott Reynier. Shames introduced Reynier who commented that bridge premiums are higher again this year because of bridge incidents (collapses) in the Midwest and elsewhere. Reynier commented that a quote was requested from another insurer but that the Durham & Bates policy came in $40,000 less than Traveller's quote. On the General Liability and Property Coverage insurance, Reynier commented that an SDAO inspection team looks at every location so the inspection removes the burden from the Commission, Port staff, and his office if anything comes into question. Reynier also said the Port consistently scores in the highest 1% of a 'Best Practices" questionnaire, which speaks to a great job that is being done by Port staff.

Motion: Move to Authorize Approval of Insurance Policy Renewals to Special Districts Association of Oregon for General Liability & Property Coverage in the Amount of $61,167 and to Durham and Bates for Bridge Coverage in th Amount of $190,894.
Move: Bohn
Second: Streich
Vote: Aye: Bohn, Duckwall, Hosford, and Streich
Absent: Watson
MOTION CARRIED

b) Authorize Execution of Contract with Century West Engineering for Design and Construction Services Associated with the North Apron Crack Sealing and Expansion Project in an Amount Not to Exceed $90,581.20 Plus Reasonable Reimbursable Expenses: Doke explained the renovation and expansion to add nearly one acre of asphalt to the northern tie-down area is a project identified by the Airport Advisory Committee as a priority for this year. Funding is available from the Federal Aviation Administration's (FAA) Airport Improvement Program and Doke reported that he had already been working with FAA staff to secure a grant offer, which would pay 95 percent of the costs associated with Century West Engineering's design and construction services. Doke stated the Port's share would be about $4,530. Doke informed the Commission that action to accept FAA grant funds for the northern apron expansion would be brought to the Commission in February.

Motion: Move to Authorize Execution of Contract With Century West Engineering for Design and Construction Services Associated with the North April Crack Sealing and Expansion Project in an Amount Not to Exceed $90,581.20 Plus Reasonable Reimbursable Expenses.
Move: Streich
Second: Hosford
Vote: Aye: Bohn, Duckwall, Hosford, and Streich
Absent: Watson
MOTION CARRIED

8. COMMISSION CALL: Streich commented on Urban Renewal, reporting the Oak Street project was close to being 100% complete, and he also highlighted terms of the recently signed Memorandum of Understanding signed by the Urban Renewal Agency (URA) and the City of Hood River, the URA Administrator.

9. EXECUTIVE SESSION: At 6:30 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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