Port
of Hood River Commission
March 3, 2009 Meeting - Canceled
Port
of Hood River Commission
Meeting Minutes of March 17, 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; 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 provided a tracked change version of Exhibit
A "Project Priorities" to the Waterfront Urban Renewal
Intergovernmental Financing Agreement that had not been included
in the packet the Commissioners received by mail.
2. PUBLIC COMMENT: Jim Grady, President of the Columbia Gorge Kiteboard Association (CGKA), thanked the Commission for consideration of the proposed rule change that would allow year-round access to the eastern, wind-break edge of the Event Site for the purpose of pumping and drying kites.
3. CONSENT AGENDA: Commissioner Sherry Bohn requested removal of the Governance Policy and Accounts Payable items for further discussion. Bohn also noted the Personal Services Contract with Summersett Engineering should reflect improvements at The Spit rather than The Hook. There was concurrence for removing the two items and for the title correction.
·
Approve Meeting Minutes of February 17, 2009 Regular Session
· Approve Change Order No. 3 to Scope of Work with
Columbia Planning and Design, LLC for Additional Planning
Services Associated with the Airport Master Plan in an Amount
Not to Exceed $7,500
· Adopt Resolution No. 2008-09-2 Authorizing Corporate
Bank Account with CenterPointe Community Bank
· Approve Modification to Agreement for Improvements
to Hook Area Launch Sites to Allow CGWA 120 Days for Funding
Contribution
· Approve Personal Services Contract with Summersett
Engineering for Evaluation of Spit Improvements in an Amount
Not to Exceed $3,400 [modified from Hook Improvements]
Motion:
Move to approve Consent Agenda, as amended.
Move: Bohn
Second: Hosford
Vote: Aye: Bohn, Duckwall, Hosford, and Streich
Absent: Watson
MOTION CARRIED
4.
Commissioner, Committee Reports:
§ Waterfront Recreation Committee - Bohn stated the meeting
(minutes can be found on the www.portofhoodriver.com website)
was contentious at times during the 90 minute discussion on
the single issue of whether or not to allow year-round kite
pumping and drying at the Event Site. The Committee has recommended
a mid-season review in early August, and a motion was unanimously
passed for Commission consideration to allow a designated
eastern portion of of the Event Site for year-round kite pumping
and drying only.
§
Airport Advisory Committee - In summary, Scott Gifford, owner
of Classic Wings Aero Services, Inc. was introduced as the
new fixed base operator (FBO); Marketing Manager Mike Doke
provided updated on the Airport Master Plan process, grass
runway, north tiedown expansion project; through-the-fence
agreements, and spring maintenance items. There were no additional
comments or questions, and the minutes can also be found on
the www.portofhoodriver.com website.
§ Hook Improvement Ad Hoc Committee - CGKA director Forrest
Rae is the newest member to join the committee. Rae was unable
to attend the March 3 meeting but CGKA President Jim Grady
was present to discuss the proposed placement of a ramp and
dock at the northwest, riverside corner of the Hook. Ramp
improvements were also discussed, with Operations Manager
Laurie Borton commenting that bids from local excavators were
due by the end of the week. Katie Crafts reported the volunteer
services of Master Gardener Temira Wagonfeld have been offered
in return for recognition of Wagonfeld's time and the recognition
of plantings through means of signage or tagging. Minutes
of this meeting can be found on the www.portofhoodriver.com
website.
§ Spit Improvement Ad Hoc Committee - McElwee commented
the committee will focus on specific projects, and with the
assistance of civil engineer Shawn Summersett, identify those
projects that are feasible. Bohn commented the City's Goal
5 riparian restrictions could have impacts and suggested committee
membership should include someone from the City or Columbia
Riverkeepers to help keep projects on track. Both the City
and Riverkeepers have been contacted. These committee meeting
minutes can also be found on the www.portofhoodriver website.
5.
DIRECTOR'S REPORT: McElwee highlighted the following areas:
§ Staff & Administration - McElwee thanked Doke for
filling in on the March 16 KIHR radio program. McElwee also
expressed his appreciation to office staff while he's been
in and out of the office the past four weeks with a cold virus.
Staff has responded to the Oregon Department of Transportation's
quick application deadline for stimulus funding, and McElwee
commented there may be traction for additional funding of
Portway and Riverside projects through EDA (Economic Development
Administration).
§ Waterfront Recreation - Estimates have been received
from two local excavators for launch site improvements at
the Hook. One estimate is significantly under the other estimate,
which is reflective of the economy. The Biological Assessment,
which is a permit requirement of the U.S. Army Corps of Engineers
for the sand re-sculpturing project in front of the Event
Site, was thought to have been completed but in fact is not.
McElwee is currently trying to determine when the work will
be completed.
§ Waterfront Development - Two firms were chosen to be
interviewed from five responses received for architectural
services associated with the waterfront flex building, whose
placeholder name is the "Halyard Building." McElwee
reported on the February 17 City Planning Commission meeting
he attended and informed the Commission that there is still
no clear resolution on Waterfront zoning language changes.
McElwee also noted that an easement relative to the Hood River
Juice Company's site plan will be forthcoming, and that a
property deal between David Ryan, Phil Jensen, and Hood River
County should be recorded by the end of the month.
§ Airport - A County Planning Commission work session
on March 25 will focus on the Airport Master Plan and the
Commission was encouraged to attend.
§ Bridge/Transportation - The IMAP (Interchange Area
Management Plan for Exits 62, 63, and 64) Executive Team,
of which McElwee is a member, will meet on March 31. Staff
will be reviewing the emergency crossing policy for the Interstate
Bridge, which currently refers to use of tickets. The policy
needs to be updated to reflect the BreezeBy electronic tolling
system, and
the policy also needs to clearly define user limitations with
respect to emergency versus routine business crossings. An
inspection of the natural gas pipeline attached to the bridge
will be cause for single lane closures during the day on March
31 and a full nighttime closure from 10:00 p.m. on March 31
through 4:00 a.m. on April 1. Users will be notified by postings
and handouts at the tollbooth and office, and display ads
will appear in the White Salmon Enterprise and Hood River
News. The local radio station will also receive a press release
on the upcoming daytime single lane closures and full nighttime
closure.
6.
REPORTS, PRESENTATIONS AND DISCUSSION ITEMS:
§ FY 2008/2008 Annual Audit - A draft of the Basic Financial
Statements for the Year Ended June 30, 2008 was provided for
Commission review. Rick Cyphers, of Onstott, Broehl &
Cyphers, was present to comment on the audit and answer questions
from the Commission. Cyphers reviewed the audit process, which
consisted of a variety of tests and review of control measures.
Cyphers commended Finance Manager Linda Shames and the Commission
was informed that the financial health of the Port is not
mis-stated and neither material weaknesses nor fraud were
detected. The Commission thanked both Cyphers and Shames for
the completion of another successful audit.
§ Draft Waterfront Business Park Design Guidelines -
McElwee stated the draft, as presented, needed further refining
and asked the Commission to continue to review the Guidelines
and provide comment to staff in anticipation of Commission
approval at the second meeting in April or in May. Originally,
design guidelines were discussed as being a part of CC&R's
(Covenants, Conditions & Restrictions) that run with the
land, but McElwee now recommended guidelines enacted as policy
to allow somewhat greater flexibility rather than create additional
hurdles by recognizing the subjective nature of many of the
guidelines as well as the various types of industrial or commercial
projects. For property that is sold, Bohn questioned the Port's
right to further input on design guidelines and asked if recorded
CC&R's would be more protective? McElwee responded that
he could not foresee circumstances, where land is sold, that
the Port would not have some say; i.e. how long the land lies
vacant or how the development looks. Commissioner Streich
asked about the 5 to 10 working day turnaround time for Port
review of submitted drawings and City building permits. McElwee
responded the Architectural Site Review Committee could be
reactivated. Duckwall suggested the reference under Section
IV, Item G referring to utilization of a landscaping drip
irrigation system could be too specific.
§ Draft Amendment to Ordinance No. 22 Regulations Governing
Conduct at the Event Site - A review of the Regulations was
prompted by CGKA's request to allow kite pumping and drying
at the Event Site year-round and the Waterfront Recreation
Committee's recommendation to bring the request to the Commission
for approval. The first housekeeping change would be to strike
the regulation stating kiteboarding is not allowed at the
Event Site unless permitted for an exclusive use event. Action
was taken by the Commission on November 20, 2007 that allows
kite launching, landing, pumping and drying during the off-season
of October 1 through April 30. The second change to the Regulations
Governing Conduct at the Event Site would recognize approval
of year-round kite pumping and drying at a designated easterly
portion of the Event Site, with a provisional review the first
season to occur in early August to confirm if self-policing
is effective in making sure landing, launching or rigging
are not occurring unless the site has been reserved for an
exclusive use event.
7.
ACTION ITEMS:
a) Approve Audit for the Fiscal Year Ending June 30, 2008:
Motion:
Move to Approve Audit for the Fiscal Year Ending June 30,
2008.
Move: Streich
Second: Hosford
Vote: Aye: Bohn, Duckwall, Hosford, and Streich
Absent: Watson
MOTION CARRIED
b) Authorize Execution of Intergovernmental Financing Agreement With the City of Hood River and Hood River Urban Renewal Agency Dated March 23, 2009:
Motion:
Move to Authorize Execution of Intergovernmental Financing
Agreement With the City of Hood River and Hood River Urban
Renewal Agency Dated March 23, 2009.
Move: Hosford
Second: Streich
Discussion: The Port, City, and Urban Renewal Agency had each
already approved an Intergovernmental Agreement (IGA) governing
funding of first-priority projects on the Waterfront. Subsequently,
the City Manager indicated changes were necessary and McElwee
explained that over the past two weeks a revised IGA had been
negotiated. The most significant change involves possible
Port loans for Anchor Way and Portway Avenue having a lesser
repayment priority if the Urban Renewal Agency (Agency) incurs
future federal or state loan obligations. However, language
was negotiated that states the Agency will not enter into
federal or state loan obligations unless tax increment cash
flow is determined sufficient to cover existing and potential
future loan obligations. Another change McElwee pointed out
is that interest rates are now specified. It was McElwee's
recommendation that the IGA and the individual loan agreements
for improvements to the City's Sewer Treatment Plan, Portway
Avenue and Anchor Way improvements now become a package deal
- either none are approved; or if all are approved the Port
shall be the last entity signing the agreements. Bohn asked
for a point of clarification-if the Agency receives state
or federal funding then the Port's loan repayments for Portway
Avenue or Anchor Way improvements are subordinate, but that
sewer treatment plant improvement repayments are not subject
to subordination. Bohn's question was confirmed, with McElwee
stating the Agency wanted to make sure there wouldn't be a
default issue on federal or state loans.
Amended Motion: Authorize the Port Executive Director or President
to Sign the
Following Four Intergovernmental Agreements, After All of
the Agreements Have
Been Approved and Signed by the Other Parties to Each Agreement:
1. Intergovernmental Financing Agreement with the City of
Hood River and Hood River Urban Renewal Agency Dated March
23, 2009
2. Intergovernmental Loan Agreement Dated March 23, 2009 with
Hood River Urban Renewal Agency for Sewer Treatment Plant
Improvements in an Amount Not to Exceed $400,000
3. Intergovernmental Repayment Agreement Dated March 23, 2009
with Hood River Urban Renewal Agency for Portway Avenue Improvements
in an Amount Not to Exceed $275,000
4. Intergovernmental Repayment Agreement Dated March 23, 2009
with Hood River Urban Renewal Agency for Anchor Way Improvements
in an Amount Not to Exceed $100,000
Motion: Hosford
Second: Streich
Aye: Bohn, Duckwall, Hosford, and Streich
Absent: Watson
MOTION CARRIED
c)
Authorize Execution of Loan Agreement with Hood River Urban
Renewal Agency for Sewer Plant Improvements in an Amount Not
to Exceed $400,000: Separate action was not taken as this
improvement project becomes part of the motion approved under
Item 7b).
d) Authorize Execution of Intergovernmental Repayment Agreement
with Hood River Urban Renewal Agency for Portway Avenue Improvements
in an Amount Not to Exceed $275,000: Separate action was not
taken as this improvement project becomes part of the motion
approved under Item 7b).
e) Authorize Execution of Intergovernmental Repayment Agreement with Hood River Urban Renewal Agency for Anchor Way Improvements in an Amount Not to Exceed $100,000: Separate action was not taken as this improvement project becomes part of the motion approved under Item 7b).
f) Authorize Recommendation of the Waterfront Recreation Committee to Allow Kite Pumping and Drying at the Event Site Starting May 1, 2009 Through September 30, 2009 With an Evaluation in August to Review Effectiveness; and Direct Staff to Revise Port Ordinance No. 22 'Regulations Governing Conduct at the Event Site:' Action was deferred to the April 7 regular session meeting. Although there was concurrence with the Waterfront Recreation Committee's recommendation to allow kite pumping and drying year-round at the Event Site, McElwee suggested this item and Ordinance No. 22 language be brought back to the Commission for approval at the same time.
g) Approve Resolution No. 2008-09-3 Adopting a Revised Governance Policy for the Port of Hood River Dated March 17, 2009: Bohn stated her request to pull this item from the Consent Agenda was she believed Commissioner and committee meeting attendance expectations should be recognized. Attorney Jerry Jaques commented that Oregon Revised Statutes governing Ports (Chapter 777) does address attendance guidelines. Commission action is required if attendance becomes an issue. Commissioner Hosford said he believed the Governance Policy should include attendance guidelines; and McElwee commented the process to grant excused absences should be a policy definition. This agenda item will be brought back to the Commission for consideration in April.
h) Approve Accounts Payable to Jaques, Sharp, Sherrerd, FitzSimons & Ostrye in the Amount of $7,354: Bohn stated she asked to have this Consent Agenda item pulled for clarification on the payable amount of $1,280 for "County/Solar ESPC" (energy savings performance contract). Jaques stated the Port may be a tag-along agency to Hood River County as it explores alternative energy sources. Jaques also explained that contract laws are complicated and relatively new.
Motion:
Move to Approve Accounts Payable to Jaques, Sharp, Sherrerd,
FitzSimons & Ostrye in the Amount of $7,354.
Move: Bohn
Second: Streich
Vote: Aye: Bohn, Duckwall, Hosford, and Streich
Absent: Watson
MOTION CARRIED
8. COMMISSION CALL: Hosford suggested freeway signage should
be considered to direct traffic to the Port of Hood River.
Streich recommended that a portable podium should be made
available for audience members when addressing the Commission.
9. EXECUTIVE SESSION: None.
10.
ADJOURN: President Duckwall adjourned the meeting at 6:32
p.m.
Hook
Improvement Ad Hoc Committee
March 3, 2009 Minutes
Attending:
Members Katie Crafts, Jon Davies, Bob Francis, Kris Gann,
Lori Stirn; Port staff Laurie Borton.
Absent: Steve Gates, Michael McElwee, Forrest Rae.
Guest: Jim Grady, CGKA President.
The meeting was opened at 10:40 a.m. Chairperson Jon Davies and Katie Crafts lead the discussion on the following agenda items:
1. New Committee Member: There was committee consensus to add Forrest Rae, a Columbia Gorge Kiteboarding Association director, as a member of the Hook Improvement Ad Hoc Committee. Rae was unable to attend today's meeting
2. Hook Ramp/Dock: CGKA has proposed placement of a ramp and dock at the northwest corner (river-side) of the Hook. Jim Grady said the Hook is designated as a kiteboarding location and CKGA would like to see a ramp and dock placed for the purpose of making launching and landing more safe. A dock has been identified for purchase and Grady envisioned use of the dock not only by kiters, but windsurfers, fishermen, and boaters. Grady said signage (for both usage and parking restrictions) would be required on the roadway at the area of the dock to allow space for a second person managing the kite and rigging lines. Davies recommended that Grady and Rae meet next week with Steve Gates to review the concept. The committee had questions that will require CGKA follow-up before a recommendation can be presented to the Port:
§
Will a US Army Corps of Engineers permit be required?
§ If the ramp only is secured to the bank, will the dock
be secure during strong winds?
§ Would a ramp versus a ramp and dock suffice? (Grady
indicated it would be only marginally better, but not safe
enough.)
§ How would this impact the fishermen? Sturgeon fishermen
cast from the road versus closer to the water as the elevation
and weights cast the line further out. And would a kiter become
entangled with fishing lines that may be 30 feet out of the
water once the line is cast?
§ Will there be a windshadow issue?
§ Would the ramp and dock be for school use only or open
to all? How would you address conflicts when kiters use the
dock and they go down in front of the waterfront park or the
Event Site, especially on crowded weekends?
§ What is the funding plan?
3. Ramp Improvements: Laurie Borton reported that finance manager Linda Shames expected bids from four local excavators by the end of the week. Shames requested separate pricing for the inside and outside ramps. Once a contract is settled, a day will be designated for a Port maintenance staff person and a representative from CGWA to work on-site with the contractor. Once the excavation work is complete, CGWA and CGKA will coordinate a date before the end of April for a volunteer work party.
4. Thiel Landscape Architecture Update: Crafts reported Tamara Thiel is continuing to work on a long term landscaping plan.
5. Master Gardeners Program: Temira Wagonfeld has offered to volunteer time to this project in return for her recognition and the recognition of plants by way of signage or tagging. Kris Gann recommended that invasive species need to be removed and there should be a focus on native plants. A question was asked of who pays, and Davies said there was $1,000 in the CGWA budget. Another question was asked if a list of plants used at the Waterfront Park was available? (Laurie Borton will follow-up on this.) The question was also asked if there would be an issue with the Port with Wagonfeld coordinating this effort? (Borton later spoke with McElwee who indicated a plan for the purchase of the plants, the recognition/tagging, and the volunteer effort would need to be addressed as a separate issue.)
An item not on the agenda but mentioned 'for the future' was paving the entrance of the Hook road to the first corner.
Meeting was adjourned at 11:40 a.m.
Next Meeting: No date for a formal meeting was set and Davies suggested the committee meet by email.
AIRPORT
ADVISORY COMMITTEE MEETING
March 4, 2009 Minutes
PRESENT: Committee members Chair Jeremy Young, Dayle Harris,
Bill Vetch, John Benton, Port Commissioner-member Fred Duckwall,
FBOs Scott Gifford and Johnny Young and Port Marketing Manager
Mike Doke. Guests: former FBO Denny Kindig and airport neighbor
Bud Pepitone.
INTRODUCTIONS
Chair Jeremy Young called the meeting to order at 2:30 a.m.
INTRODUCE
NEW FIXED BASE OPERATOR
Scott Gifford, owner of Classic Wings Aero Services Inc.,
was introduced as the new fixed base operator. Also introduced
was Johnny Young, who will manage the daily FBO operation.
Gifford reviewed the Port's request for proposals FBO selection
process, explaining how his company won the FBO agreement.
It was noted that the Port Commission has authorized building-use
rules for the airport's public Administration Building. Scott
also explained that he plans to replace the old mobile home
adjacent to the Administration Building with a new mobile
home, which will become a residence for FBO management. He
is completing final permits and hopes to have the new home
on site soon. Johnny Young noted that the change would allow
better airport security and services around the clock.
AIRPORT
MASTER PLAN UPDATE
Mike Doke shared a concern from county planning staff regarding
emergency vehicle response times and how they might change
if vacation of Orchard Road east of the airport is achieved.
This road vacation is a major goal of the airport master plan,
currently being reviewed for possible adoption by the county.
John Benton had concerns with the county's feedback on this
study, and wondered if the information was shared with county
staff too early. He said he would contact West Side Fire Department
Chief Jim Trammell to express his concerns. Doke indicated
Port staff would discuss this with Trammell, too. Doke encouraged
all Airport Advisory Committee members to prepare written,
fact-based information focusing on current airport and airport
approach safety issues and how vacating a segment of Orchard
Road could enhance safety. There was also discussion about
contacting Hood River County School District Transportation
to see if it has any concerns about school buses passing close
to an active runway.
Doke added much work has been completed on the master plan
since the initial October county planning commission review.
This includes updating the master plan to remove instrument
approach language, updating the plan's Airport Layout Plan,
a traffic study, and writing of new code and ordinances.
County planning will consider these new and updated documents
at its March 25 work session. That meeting begins at 7 p.m.
at the county's Dean Building, located at Sixth and State
streets.
GRASS
RUNWAY UPDATE
Doke noted the Port is seeking material from the contractor
completing the Windmaster sewer project for the grass runway.
If materials cannot be secured, the Port will explore buying
it.
NORTH
TIEDOWN EXPANSION PROJECT
Doke reported the committee's top capital improvement project
for 2009 - renovating and expanding the northern tiedown apron
- is on track. Century West Engineering is currently designing
it and grant funds have been secured through Federal Aviation
Administration. Young emphasized work should not be scheduled
during the annual September Fly-In.
THROUGH-THE-FENCE
AGREEMENTS
Young asked about the status of through-the-fence agreements.
Doke reported the Port's attorney is reviewing a draft agreement.
SPRING
MAINTENANCE ITEMS
Members reported debris on the northern tiedown apron, adding
consistent sweeping is required. Members noted the sinkhole
near the segmented circle had returned. Doke said he would
inform maintenance. Young inquired about the mowing schedule.
A mowing plan was worked out with Benton in 2008, and Benton
said he could continue following that plan this year. Other
items requiring maintenance attention include: T-hangar lights,
adding illumination to a light pole on the northern tiedown
apron, lighting the maintenance hangar, removing dirt piles
along the taxiway, uprighting a leaning runway sign, fill
potholes on holdlines, and possibly adding fencing along Orchard
Road east of the runway. Doke said he would discuss these
items with the Port maintenance department.
NEXT
MEETING
The next meeting will be set following the March 25 Hood River
County Planning Commission work session.
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