Port
of Hood River Commission
Meeting Minutes of July 21, 2009 Regular Session and Contract
Reveiw Board
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, Laurie Borton, and Mellissa Halseth
Absent: None
Media: None
1.
CALL TO ORDER: President Fred Duckwall called the meeting
to order at 5:30 p.m.
a) Oath of Office - Commissioner Jon Davies: Commissioner-elect
Jon Davies repeated the Oath of Commissioner when he was sworn
in for the 2009-2013 term by Mellissa Halseth, Notary Public
for Oregon. Davies and incumbents Fred Duckwall and Kathy
Watson also signed the Oath of Commissioner.
b) Modifications, Additions to Agenda: Davies requested that
the Consent Agenda item related to the reappointment of Columbia
River Insurance as Port insurance agent-of-record be moved
to Action Items. Duckwall thanked the Commission for the opportunity
to serve two years as president of the Commission and said
that he personally believed a term should not exceed two years
and a policy to this effect should be considered for adoption.
2.
ELECTION OF OFFICERS FOR 2009-2010: The following nominations
were made:
President - Hoby Streich
Moved by Sherry Bohn; seconded by Kathy Watson
Vice President - Kathy Watson
Moved by Sherry Bohn; seconded by Jon Davies
Secretary - Jon Davies
Moved by Kathy Watson; seconded by Hoby Streich
Treasurer - Sherry Bohn
Moved by Fred Duckwall; seconded by Kathy Watson
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED
President-elect Streich thanked his fellow Commissioners for the nomination, thanked Duckwall for serving as president the past two years and welcomed Davies to the Port of Hood River Commission.
3. PUBLIC HEARING: At 5:35 p.m. a public hearing was opened by President Streich regardnig findings on the exemption from the competitive bidding process for the proposed 'Halyard Building' on the Waterfront. President Streich stated the Hearing would remain open until the discussion of Action Items came before the Commission.
Executive Director Michael McElwee and Attorney Jerry Jaques summarized the process stating the Port Commission, acting as the Local Contract Review Board, can authorize to exempt the Halyard Building Project from the low competitive bid process and instead use a Request for Qualifications/Proposal (RFQ/RFP) competitive procurement process to select a general contractor to construct the project, based on findings that it is unlikely such exemption would encourage favoritism in the award of the contract or substantially diminish competition for the contract, and the award of a public contract by exemption would result in substantial cost savings to the Port. The exemption from the competitive bidding process and approval of the alternate contracting method (RFQ/RFP) are governed by ORS 279C.330 and 279C.335.
4. PUBLIC COMMENT: Hood River County Chamber of Commerce Executive Director Mary Closson requested the Commission consider a fee waiver for this year's Harvest Fest citing the event was a strong driver of economic development and tourism celebrating the Hood River valley's agricultural history. Carol York, Visitor Council chairperson, also asked the Commission to consider waiving fees and questioned why the Chamber was charged $1,000 more for the parking lot venues at the Event Site and Lot 1 in comparison to use of the Expo Center Building at a fee of $2,550 paid from 2004-2007. Streich thanked both Closson and York for their comments and said the fee waiver request would be referred to staff.
5. CONSENT AGENDA: Hearing no objects to the modification requested by Davies to move the reappointment of the insurance agent-of-record, Streich announced the Consent Agenda was set.
·
Approve Minutes of June 23, 2009 Regular Session Meeting
· Approve Accounts Payable in the Amount of $13,313.66;
for SDAO Workers Compensation Insurance in the Amount of $9,941.16;
for Airport Environmental Review to SLR International in the
Amount of $2,470; and for Riverfront Trail Construction Management
to Thiel Landscape Architecture in the Amount of $902.50
· Approve Renewal of Marina Sublease Policy
· Adopt Emergency Action Plan
Motion:
Move to approve Consent Agenda, as modified.
Move: Duckwall
Second: Bohn
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED
6.
Commissioner, Committee Reports:
· Airport Advisory - Mike Doke, Marketing Manager, reported
construction of the grass runway was on hold because of the
Federal Aviation Administration's requirement to close the
runway when major construction occurs within a 200 foot setback.
A closure at this high-use season would be detrimental to
many users, and the contractor has indicated he would be able
to hold his price if construction was delayed until fall or
early spring of 2010. The crack seal project is underway and
hangar tenants affected by the project have made tie-down
arrangements. Doke reported the Advisory Committee did not
support a new radio-controlled lighting system because it
was believed full-time lighting was necessary for aircraft
without radio capabilities. The committee will meet again
on September 1; and the Western Antique Aeroplane and Automobile
Museum (WAAAM) Fly-In starts on September 11.
· Urban Renewal - Streich reported the June meeting was
canceled.
7.
DIRECTOR'S REPORT: McElwee highlighted the following areas:
· Schedule - It was anticipated the meeting schedule
for August would get back on track; however, McElwee said
the Commission should expect to meet on August 4 but the second
meeting of the month may be scheduled for the 25th instead
of August 18 to accommodate timing of the potential selection
of a Halyard Building contractor.
· Staff & Administration - McElwee welcomed Davies
to the Commission. The Committee assignments for 2008-09 were
distributed with a request that the Commissioners contact either
President Streich or staff if changes were desired. Duckwall
and Watson recommended staff contact Scott Parsons and Jeff
Nichols regarding the Budget Committee vacancy created by
Davies election to the Commission; Davies volunteered to replace
Streich on the Waterfront Recreation committee and also move
from the public-to-Commissioner representative on the Hook
Improvement ad hoc committee. Bohn volunteered to serve on
the Hood River Urban Renewal Committee and there was consensus
that a second Commissioner did not need to be appointed to
represent the Port on the Pacific Northwest Waterways Association.
· Waterfront Recreation - McElwee gave high
compliments to the maintenance crew for the great job they
do and the work they put in before, during, and after the
July 4th holiday. The C-Dock expansion permit has passed from
the NOAA Fisheries staff level onto legal review and an approval
is expected to be passed on to the U.S. Army Corps of Engineers
within the next few weeks. Watson asked if staff had considered
a dedication ceremony for the Riverfront Trail. McElwee suggested
that a dedication would not be well attended and that staff
would prepare a press release announcing the trail's completion.
Watson said she felt strongly that a trail overlook should
be named in honor of former employee Linda Hull who passed
away from cancer in May; Watson also said she had talked to
Don Hull who indicated the family would be thrilled. Bohn
inquired if more was known about the Tidewater tug and 4 barges
that ran aground on the Delta sandbar. McElwee responded that
preliminary reports indicated the tug was outside of the navigation
channel.
· Waterfront Development - Design plans for the Halyard
Building are complete and the cost estimator should have information
to the Port by the end of the month. McElwee said he would
be attending City Planning Commission and Council meetings
in August with an update on development activities, including
a partial vacation of North 8th Street which should be complete
by the end of August.
· Airport - The Port has been asked to sponsor a reception
at WAAAM on August 11 for the Oregon Aviation Board (OAB).
This duty includes assembling a guest list for a small reception
of 30-35 people and providing funds that would be used by
OAB to arrange for food and local wine and beer. There was
consensus to proceed with a donation 'for the good of the
airport.'
McElwee also reported the Port had received a donation request
from WAAAM for the September Fly-In. Staff reported that past
donations were made directly to the Fixed Base Operator for
aircraft refueling and the FBO provided receipts to account
for the fuel sales. Jaques informed the Commission that criteria
for donations should be based on promoting commerce and the
Port of Hood River and cautioned that a donation of money
alone should not be made. McElwee commented that past precedent
had been set but that a policy for future requests was appropriate.
· Bridge/Transportation - A presentation by WH Pacific
to update the Commission on the Frontage Road Feasibility
Study is anticipated for the August 4 meeting. The Oregon
Department of Transportation is expected to bid the Exit 64
Interchange job this fall. ODOT has asked the Port to convey
or enter into an agreement at the 4-way stop intersection;
in turn the Port has requested that ODOT 'clean up' convoluted
ownership/right-of-way issues at the Marina Park property.
8.
REPORTS, PRESENTATIONS AND DISCUSSION ITEMS:
· Halyard Building Financing - McElwee presented draft
financial summary and assessment assumptions for discussion
purposes and reported a specific financing approach would
be available late August. The Commission will have to make
a decision in September as to whether or not the project will
proceed given the economic times and a tenant's ability to
pay higher costs per square foot to be located in a new building
on the waterfront.
At 6:40 p.m. President Streich closed the public hearing as there was no comment or testimony on the competitive bidding process for the 'Halyard Building' on the Waterfront.
9.
ACTION ITEMS:
a) Approve Reappointment of Jaques, Sharp, Sherrerd, FitzSimons
& Ostrye as Port Legal Counsel; Columbia River Insurance
as Port Insurance Agent-of-Record; and Onstott, Broehl &
Cyphers, CPAS PC as Port Auditor (from Consent Agenda): To
avoid the appearance of a conflict of interest Commissioner
Davies, an employee of Columbia River Insurance, stated his
vote on this agenda item was be an abstention.
Motion:
Move to Reappoint Jaques, Sharp, Sherrerd, FitzSimons &
Ostrye as Port Legal Counsel; Columbia River Insurance as
Port Insurance Agent-of-Record; and Onstott, Broehl &
ciphers, CPAS PC as Port Auditor.
Move: Duckwall
Second: Bohn
Vote: Aye: Bohn, Duckwall, Streich, and Watson
Abstain: Davies
MOTION CARRIED
b) Authorize Execution of Agreement with Hood River Juice Company to Convey Easement to Allow Vehicular Access: David Ryan, president of the Hood River Juice Company (HRJC), has requested an easement to allow access from the proposed Anchor Way industrial street to the north side of his waterfront property. A perpetual, non-exclusive easement would be conveyed upon City approval of Ryan's proposed juice facility and the granting of a certificate of occupancy. McElwee explained the Port may allow construction of the access driveway within the easement prior to completion of Ryan's project and that all driveway costs would be assumed by HRJC.
Motion:
Move to Authorize Execution of Agreement with Hood River Juice
Company to Convey Easement to Allow Vehicular Access.
Move: Watson
Second: Duckwall
Discussion: The question was asked who would sign the Agreement
and who would sign
the Easement. Jaques said that typically the Executive Director
could sign the Agreement and the Commission President could
execute the Easement.
Amended Motion: Move to Authorize Execution of Agreement to
Grant Easement with
Hood River Juice Company by the Executive Director and Authorize
Commission President to Execute Easement When Conditions Have
Been Satisfied.
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED
c) Authorize Contract With Kevin Cooley, Architect in an Amount Not to Exceed $8,790 Plus Reasonable Reimbursable Expenses for Development of Construction Documents for a Storage and Maintenance Building at the Marina Center: Finance Manager Linda Shames commented the building was budgeted last year and construction management services are included in the contract.
Motion: Move to Authorize Contract With Kevin Cooley, Architect in an Amount Not to Exceed $8,790 Plus Reasonable Reimbursable Expenses for Development of Construction Documents for a Storage and Maintenance Building at the Marina Center.Move: Duckwall
Second: Davies
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED
d)
Authorize Execution of Contract to Award to Cascade Equipment
& Construction, Inc. for the Waterfront Business Park
and Anchor Way Project in an Amount Not to Exceed $693,438.13
Subject to EDA Approval: Six bids were received, ranging from
Cascade's low bid to the high bid was $946,347. Shames reported
the contractor reviewed the detail of the other bidders and
is comfortable with his bid; and that Tim McGuire, the engineer
with Group Mackenzie, is satisfied that Cascade Equipment
is experienced and qualified to perform the contract. The
necessary documentation has been forwarded to the federal
Economic Development Administration (EDA) for approval and
award concurrence. EDA grant funds will pay 50% of Anchor
Way (street only) up to a maximum of $500,000 with the other
50% funded by Oregon Department of Transportation (ODOT) Immediate
Opportunity Funds ($250,000), and separate contributions not
to exceed $84,000 from the Port and adjoining property owners
Hood River Distillers and Hood River Juice Company. Anchor
Way sewer and storm drains (Part 2 of the Project) will be
funded by ODOT, the Port, and future Urban Renewal Agency
reimbursement. Part 3 of the Project, Portway Avenue improvements,
will be funded entirely by Port funds with future reimbursement
from the Urban Renewal Agency. With the contractor's low bid,
Shames indicated a request would be made of EDA to contribute
to Portway improvements as an economic stimulus funded project.
Shames also reported that EDA's funding was a reimbursable
grant while ODOT would make a $100,000 payment toward the
project upon contract signing.
Motion: Move to Authorize Execution of Contract to Award to
Cascade Equipment & Construction, Inc. for the Waterfront
Business Park and Anchor Way Project in an Amount Not to Exceed
$693,438.13 Subject to EDA Approval
Move: Bohn
Second: Watson
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED
e)
Approve Resolution No. 2009-10-1 Adopting Waterfront Business
Park Design Guidelines: McElwee commented the Design Guidelines
would be made part of a lease or Disposition and Development
Agreement (DDA).
Motion: Move to Approve Resolution No. 2009-10-1 Adopting
Waterfront Business Park Design Guidelines.
Move: Duckwall
Second: Bohn
Discussion: Watson stated the language in Guideline D under
Building Design Guidelines
(Section III.B) regarding use of ground floor windows or product
display niches on elevations that border pedestrian streets,
where possible, wasn't strong enough because she felt blank
walls on buildings fronting North 8th Street or
Portway Avenue was non-negotiable. Watson then offered the
following amendment to the motion on the table:
Amended Motion: Move to Approve Resolution No. 2009-10-1 Adopting
Waterfront
Business Park Design Guidelines Striking "Where Possible"
Language in Section III, B, D.
Second: None.
Discussion: Davies suggested if the verbiage "Where Possible"
was taken out matters
may be worse. Duckwall suggested the Commission would continue
to have authority for recommending ground floor windows being
incorporated into a building's design. Watson then withdrew
her amended motion.
Vote (Original Motion): Aye: Bohn, Davies, Duckwall, Streich,
and Watson
MOTION CARRIED
f) Approve Resolution No. 2009-10-2 to Adopt Findings and Recommend Exemption From Competitive Bidding for the Halyard Building Project: Jaques clarified the findings are being adopted by the Commission and recommending the Contract Review Board do the same.
Motion:
Move to Approve Resolution No. 2009-10-2 to Adopt Findings
and Recommend Exemption From Competitive Bidding for the Halyard
Building Project.
Move: Duckwall
Second: Bohn
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED
10. CONVENE LOCAL CONTRACT REVIEW BOARD: At 7:08 p.m. President Streich recessed Regular Session and convened the Public Contract Review Board.
a) Approve Resolution No. 2009-10-1 to Adopt Findings and Authorize Exemption from Competitive Bidding for the Halyard Building Project: Jaques clarified this was the first Resolution of the 2009-10 fiscal year for the Contract Review Board's consideration.
Motion:
Move to Approve Resolution No. 2009-10-1 to Adopt Findings
and Authorize Exemption From Competitive Bidding for the Halyard
Building Project.
Move: Bohn
Second: Watson
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED
At 7:09 p.m. President Streich adjourned the Public Contract Review Board and called the Commission back into Regular Session.
11. COMMISSION CALL: Davies offered his Thank You to retired Commissioner Hosford for twelve years of service to the Port District; Watson thanked Duckwall for serving as President for the last two years; Streich welcomed Davies to the Board and also thanked Duckwall for his leadership. Bohn requested staff provide an updated Commissioner contact list.
12. EXECUTIVE SESSION: The Commission was called into Executive Session at 7:10 p.m. under ORS 192.660(2)(e) Real Estate. The Commission was called back into Regular Session at 7:43 p.m. No action was taken as a result of Executive Session.
13. ADJOURN: President Streich adjourned the meeting at 7:43 p.m.
Port
of Hood River Airport Advisory Committee
Meeting Minutes of July 16, 2009 Committee Meeting
Ken Jernstedt Airfield FBO Building
2 P.M.
THESE
MINUTES ARE NOT OFFICIAL until approved by the Port Commission
at the next regular meeting.
PRESENT: Committee members Chair Jeremy Young, Dayle Harris, Gennaro Avolio, John Benton, Ed Drew, and Richard Clarke, FBOs Scott Gifford and Johnny Young, and Port Marketing Manager Mike Doke.
INTRODUCTIONS
Chair Jeremy Young called the meeting to order at 2:25 p.m.
SUMMER
2009 AIRPORT CONSTRUCTION PROJECTS UPDATES
Mike Doke reported that the Port has decided to postpone construction
of the grass landing strip adjacent to Runway 25. A full runway
closure is required with the project, and summer is the airport's
busiest time; the project was scheduled to commence Monday,
July 13. Base soil material for the grass landing strip will
be transported from an Odell fruit packing operation, and
no hauling can occur after Aug. 15 because of the fruit harvest.
The Port has an option of hauling and stockpiling this material
prior to Aug. 15 for an additional $20,000, but the Port would
prefer to save that expense and simply haul the material when
construction occurs. This material becomes difficult to work
with when wet, so hauling cannot occur during rainy periods,
Doke reported. The Port plans to construct the landing strip
in spring 2010. Committee members encouraged the Port to try
to construct the grass runway in fall 2009, following the
fruit harvest, and Doke said he would explore this option.
There was an update on the north Apron Crack Sealing/AWOS
Modification/Wind Cone Relocation project that began July
14. Crack sealing required may T-hangar tenants to move planes
out of hangars, which are inaccessible during constructing.
Paving is scheduled for Tuesday, July 28, and hangars should
be accessible after that phase of the project, Doke reported.
Regarding the wind cone, Doke noted there have been varying
preferences on where the relocated equipment is sited, but
the present identified location north of the northern taxiway
is the only airport site that satisfies Federal Aviation Administration
set back regulations. Committee members are concerned that
trees located west of this location would affect how airstreams
move the wind cone, and member suggested the Port installs
wind cones on both ends of the runway, as well. Doke will
explore FAA funding for this.
Doke noted that the Port plans to install a new runway lighting
system that does not need to be illuminated overnight. Pilots
flying after dark would be able to turn on the runway lights
by using their plane radios. Committee members did not support
this and recommended the Port abandon the project.
There was also discussion regarding vacation of Orchard Road
east of the airport, a major project in the airport master
plan adopted in May by Hood River County. Committee members
urged the Port to move forward with road vacation as soon
as possible, and Doke replied he would discuss this with the
Port's attorney.
OTHER
ITEMS - NOISE ABATEMENT AND THROUGH-THE-FENCE POLICY
Dayle Harris reported he is creating a first draft of a noise-abatement
policy that will encourage pilots to follow correct air traffic
patterns to lessen the degree of aviation noise over residential
properties. He will present this draft at the next Airport
Advisory Committee meeting.
Doke distributed a draft agreement of a through-the-fence
policy and reported FAA has responded positively to the draft
NEXT
MEETING
The next meeting will be set for 10 a.m. Tuesday, Sept. 1.
 |
 |
|
 Give your feedback on this article
|
||
 |
 |
