Port of Hood River Commission
Meeting Minutes of May 5, 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, Hoby Streich, and Kathy Watson; Attorney Jerry Jaques; from staff, Michael McElwee, Linda Shames, Mike Doke, and Laurie Borton

Absent: Commissioners Fred Duckwall and Don Hosford

Media: None

1. CALL TO ORDER: Vice President Hoby Streich called the regular session to order at 5:30 p.m.
a) Modifications, Additions to Agenda: Executive Director Michael McElwee noted the Richard Brown Architect presentation on the Halyard Building Design would be postponed to a June meeting, and that a Real Estate discussion under ORS 192.660(2)(e) should be added to Executive Session.

2. PUBLIC COMMENT: Linda Maddox first thanked McElwee for a fine public meeting on the Waterfront Development. Maddox then addressed the Commission with her concerns about the 10-foot width of the Riverfront Trail that will soon be under construction being too narrow. Maddox said the extra two feet would be more accommodating for families, bicyclists, or anyone with physical limitations; and a wider trail would be better vehicle access for emergency responders or for maintenance purposes. Maddox then told the Commission she was concerned with the first draft of the Flex Building presented at the April 29 public meeting. Maddox felt the design did not have enough windows or variety in appearance and suggested the community should be involved in design discussions. Maddox said she understood budget constraints, but she asked that more money be spent on the design, even if the footprint becomes smaller, so the standard is set for future Waterfront buildings. Vice President Streich thanked Maddox for her comments.

3. CONSENT AGENDA:

· Approve Meeting Minutes of April 21, 2009 Regular Session
· Approve Accounts Payable to Hanel Development in the Amount of $6,462.80 for the Indian Creek Trail Sand Trap
· Ratify Contract with Coles & Associates, LLC for Halyard Building Environmental Investigation in an Amount Not to Exceed $3,721.25
· Approve Change Order No. 4 in an Amount Not to Exceed $4,800 to Columbia Planning and Design, LLC for the Airport Master Plan

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

4. Commissioner, Committee Reports: None.

5. DIRECTOR'S REPORT: McElwee highlighted the following areas:
Staff & Administration - McElwee said the possibility currently appeared for not holding a Commission meeting on May 19. Retiring Commissioner Don Hosford will be attending his last PNWA meeting at Lake Chelan June 29-July 1. Hosford will be asked to attend a July meeting to report on the mid-year Pacific Northwest Waterways Association meeting. The Budget Hearing will be held simultaneously with the June 2 Commission meeting. Office Specialist Mellissa Halseth's first day with the Port was yesterday, May 4; she's doing a great job and she's a quick learner. McElwee asked the Commission to provide any questions or comments to staff regarding the timeline for his upcoming review.
§ Waterfront Recreation - Ramp improvements at The Hook have been completed and volunteer work is underway for habitat improvements. A designated area at the Event Site for pumping, drying and carrying inflated kites at the Event Site began May 1. McElwee will be giving a Delta presentation to a Rotary meeting on May 14; and a pool draw-down has been requested for May 8 so updated photos of the Delta can be taken.
§ Waterfront Development - A handout of the April 29 public meeting on Waterfront Development was provided. McElwee estimated an audience of about 12, excluding staff, Commission, and media. A revision to the building design was an outcome of the April 29 meeting and McElwee will meet with Richard Brown Architects on May 6. The north/south sidewalk issue on Anchor Way is leading to resolution; and McElwee commented that construction documents have been provided to EDA for review. Once returned, the project can be advertised for bid, and EDA requires a one-month bid timeline. McElwee commented that site and building plans for Waterfront Subdivision Lots 1 and 8 will need to be modified slightly to allow for right-of-way constraints.
§ Airport - The Airport Master Plan has moved from the County Planning Commission to a May 18 public hearing by the County Commissioners. McElwee reported the Federal Aviation Administration (FAA) is looking closely at all airports having existing or defacto "Through the Fence" agreements and have requested a plan by mid-May to rectify the problem. (It is the philosophy of the FAA that a private residence does not share in FAA-funded improvements; and private access to a public airfield is also a safety issue.) The plan would include no new agreements being allowed and the possibility of fencing to prohibit current, non-authorized access. Failure to provide a plan will affect future FAA funding for improvement projects. Commissioner Streich said that as a pilot himself, he does see "Through the Fence" agreements as a concern.
§ Bridge/Transportation - Letters of Support for the Port's request for federal funding under the Surface Transportation Authorization (SAFETEA-LU) for the bridge painting project were provided for the Commission's information. McElwee said he was pleased with the number of letters provided by our Washington neighbors - the cities of Bingen and White Salmon, Klickitat County, and the Columbia Gorge Commission, in addition to the city and county of Hood River and PNWA.

6. REPORTS, PRESENTATIONS AND DISCUSSION ITEMS:
§ Hood River County History Museum Update by Connie Nice, Museum Coordinator - Nice provided a history of the recent efforts of the Museum to relocate to property at the entrance of the Waterfront at North 2nd and Riverside. Nice reported a Letter of Intent should be signed within the next 90 days to establish and define the working relationship between the Museum and the Hood River County Chamber of Commerce, which includes the Visitors Center, that would provide a framework for the planning, development and operation of a combined facility. Once the Letter of Intent is executed, a Memorandum of Understanding will follow, along with additional fund raising and grant writing for the 35,000 square foot building that has been estimated, in 2009 dollars, at between $20-25 million. Nice said the phased project would first house the Chamber and Visitors Center before 2012 and include two small galleries, one of which would include fishing recognizing the history of Native Americans to current sport fishing, and to honor the Luhr Jensen family legacy. Nice estimated the entire Museum collection would move by 2017. She thanked McElwee and the Port for their participation and continued support with the Museum project.
Commissioner Watson commented on the Museum's plan to include meeting space to accommodate 100 people and said this would have a wonderful impact for the community. Commissioner Bohn inquired how/if the Museum-Chamber-Visitors Center location at Exit 63 would impact the Interchange Access Management Plan (IAMP)? Bohn said she was concerned about limitations on future build out because of traffic volume and access points. McElwee responded that he was not sure how the Museum calculated into the IAMP and it was something that would need to be addressed. Streich inquired if the Museum project was eligible for any stimulus opportunities and Nice commented it was a possibility. McElwee did comment that the plan currently envisions the Museum staying in the existing building in the Marina Park for a longer timeframe, but that the County has agreed to take the lead in requesting a zone change for the property exchange (Waterfront property donation to the County and the Port getting the Museum building that is located on Port property).
§ Halyard Building Design, by Richard Brown Architects - This presentation was postponed to a June meeting.
§ Corps of Engineers Delta Analysis Progress Report, by staff - In August 2007 the Commission authorized a letter agreement with the Corps for an analysis of the Delta under a Planning Assistance to States (PAS) grant. The hydrodynamic model evaluating how the Delta occurred and predict future growth was presented last fall. McElwee provided an update on the other components of the Study. The sedimentation study to determine if contaminants existed in Delta materials was completed in fall 2008. A final report is being prepared and completion is expected this month. The Nichols Basin assessment will be underway this summer to analyze habitat value, feasibility and cost of dredging to provide better water flow, or the impacts of no action. A draft report on the economic impact analysis of recreational sites on the Waterfront conducted by a Corps consultant is expected by June. Funding for the PAS Study is $209,906 of which the Port was required to provide 50% in cash or in-kind services. To date, the Port provided $50,000 and Naito Development contributed $10,000. The remaining commitment is approximately $18,000 cash and $38,000 of in-kind services. McElwee noted that most of the in-kind work has been done, including Nichols Basin water quality testing, aerial photography, and staff support for the economic impact analysis.
Watson asked if findings would have a bearing on Naito's project, and McElwee responded there could be some limitations. Bohn inquired about the longevity of the study once it's completed. McElwee commented the habitat information would have a long shelf life, although the Delta movement study results could be limited.

7. ACTION ITEMS:
a) Authorize 'Notice of Intent to Award' Riverfront Trail Contract to Crestline Construction and Proceed to Final Award if There are No Protests: Three bids were received on the project and the variable between the low and high bid was due to a landscaping line item. Shames said she was confident Crestline, who participated in the Waterfront Park construction, was well versed with the area and that Crestline was a good company that would stand behind its bid. Watson asked about the project having only temporary irrigation system. Shames responded the environment was tough (rocky and windy) and that sustainable native grasses, seed mixtures, and trees were planned for in the design. Shames noted that with the low bid of $67,250 and the project budget of $135,000 management costs to oversee the project could be included. If reference to Linda Maddox's comments early in the meeting about a 10 ft. versus 12 ft. trail, McElwee said the decision on a 10 foot trail was driven in large extent to the limitation of the Luhr Jensen building, so for consistence and continuity the trail width was bid as 10 ft. McElwee said staff could consult with Slca Consulting Engineers on the width and that any adjustment would have to be brought to the Commission for modification. Regarding a 12 ft. wide asphalt pathway, Bohn asked what would prohibit people from driving on the Riverfront Trail. Staff responded that initially planting would be a barrier and that bollards could be physically placed at a later time.

Motion: Move to Authorize 'Notice of Intent to Award' Riverfront Trail Contract to Crestline Construction and Proceed to Final Award if There are No Protests.
Move: Bohn
Second: Watson
Roll Call Vote: Aye: Bohn, Streich, and Watson
Absent: Duckwall and Hosford
MOTION CARRIED

b) Authorize Staff to Negotiate with the City of Hood River for Final Payment Associated with the Port-Area Waterline Project Up to $63,781: The City of Hood River is requesting reimbursement for costs associated with the City waterline that supplies water to the Port's waterfront area. The City began project engineering in 2002; however, construction did not begin until fall 2006. At the April 21 meeting, City Administrator Bob Francis provided background history on the EPA project and stated that early in the process some transposition and recordkeeping errors occurred. Shames confirmed for the Commission that a payment owed to the City was not processed, in part because an invoice had not been received. Shames also commented that an argument could be made either way as to whether the Port is due interest accrual on money paid in 2002 for a project that didn't begin until 2006. Watson she it was her opinion that the Port should not get involved with this issue when the cooperation between the Port and City are going so well at this time; however, Streich said it was a fair question to ask what was done with interest earnings. There was consensus that the Intergovernmental Agreement for the Waterline Project should be reviewed to see if interest was addressed in the agreement. Shames responded to a question of Watson that a payment to the City would come from budgeted General (waterfront) funds.

Motion: Move to Authorize Staff to Negotiate with the City of Hood River for Final Payment Associated with the Port-Area Waterline Project Up to $63,781.
Move: Watson
Second: Bohn
Roll Call Vote: Aye: Bohn, Streich, and Watson
Absent: Duckwall and Hosford
MOTION CARRIED

c) Authorize Amendment to Contract with Richard Brown Architects to Carry Out LEED Commissioning and Associated Tasks Not to Exceed $57,530: When the Commission approved the contract with Richard Brown Associates for design of the Halyard Building, staff did not request approval for additional services to obtain a LEED (Leadership in Energy & Environmental Design) accreditation because the Port was unsure what tax credits or other incentives would be available to assess the possible benefits. Those benefits include recognition, greater marketability and benefits of an energy efficient building. Konstruct Engineers has since prepared a summary indicating the total cost of energy modeling, commissioning and coordination along with the value of tax credits and potential incentives to offset LEED commissioning costs. It is expected that up-front costs for energy modeling, commissioning and coordination of a LEED designation should not exceed $57,530 and the return on tax credits could result in a net cost to the Port of LEED commissioning ranging conservatively from $4,555 up to $15,000. McElwee commented that proving cost benefits may be difficult to determine, but he believed the LEED example was important. Watson shared McElwee's concerns; however, the marketability will be an asset. Bohn commented on the relationship of the upward cost of achieving a LEED certification and wondered if the Port may have to subsidize a tenant's lease rate.

Motion: Move to Authorize Amendment to Contract with Richard Brown Architects to Carry Out LEED Commissioning and Associated Tasks Not to Exceed $57,530.
Move: Bohn
Second: Watson
Roll Call Vote: Aye: Bohn, Streich, and Watson
Absent: Duckwall and Hosford
MOTION CARRIED

8. COMMISSION CALL: Streich commented that he was pleased the Airport Master Plan was moving forward, not only as a Commissioner but also as a pilot, and he commended staff for a job well done. Watson stated that she was impressed with the job McElwee did at the April 29 public Waterfront Development meeting.

9. EXECUTIVE SESSION: The Commission was called into Executive Session at 7:03 p.m. under ORS 192.660(2)(e) Real Estate; ORS 192.660(2)(f) Exempt Records; and ORS 192.660(2)(h) Litigation. The Commission was called back into Regular Session at 7:20 p.m. No action was taken as a result of Executive Session.

10. ADJOURN: Vice President Streich adjourned the meeting at 7:20 p.m.

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Port of Hood River Commission
Meeting Minutes of June 9, 2009 Budget Hearing and 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 (departed prior to close of Regular Session), Hoby Streich, and Kathy Watson (delayed by traffic); Attorney Jerry Jaques; from staff, Michael McElwee, Linda Shames, Mike Doke, and Laurie Borton

Absent: None
Media: None

1. CALL TO ORDER: President Fred Duckwall called the meeting to order at 5:30 p.m. by opening the Budget Hearing. He stated the Hearing would remain open until 6:00 p.m. at which time budget comments would be called for. The Regular Session was also called to order at 5:30 p.m.
a) Modifications, Additions to Agenda: Executive Director Michael McElwee requested a discussion of high water levels under Reports, Presentations and Discussion Items, and he informed the Commission a revised Broker Services Contract would be provided for Action Item 6b; Commissioner Hoby Streich stated he had an Urban Renewal presentation under Commissioner, Committee Reports; and Attorney Jerry Jaques provided a reference correction under Executive Session for ORS 192.660(2)(i) Performance Evaluations of Public Officers and Employees.

2. PUBLIC COMMENT: None.

3. CONSENT AGENDA: Commissioner Sherry Bohn requested the Chamber lease and Account Payable be moved to Action Items for discussion. Hearing no objects to the modification, Duckwall announced the Consent Agenda was set.

· Approve Minutes of April 7, 2009 Work Session Meeting
· Approve Minutes of April 30, 2009 Budget Committee Meeting
· Approve Minutes of May 5, 2009 Regular Session Meeting
· Approve Riverfront Trail Project Order for Benches in the Amount of $13,298 and Light Bollards in the Amount of $17,830

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

4. Commissioner, Committee Reports:
§ Hood River County Economic Development Committee - Marketing Manager Mike Doke reported a new study is being considered as the current Action Plan is 10 to 15 years old. Committee members Sherry Bohn and Mayor Arthur Babitz were unable to attend the June 9 meeting so Hood River County Economic Development Coordinator Bill Fashing will contact Bohn and Babitz before moving forward with a new study, which Fashing estimated would cost $20,000.
§ Urban Renewal - Commissioner Streich reported the Urban Renewal Agency's budget had been approved and that a special meeting would be held in Executive Session to discuss a real estate item. All Streich was able to say was it was "exciting" and he hoped to have additional information to report in the near future.

5. DIRECTOR'S REPORT: McElwee highlighted the following areas:
§ Staff & Administration - With meetings in June offset by one week, the Commission will not meet until June 23 and McElwee suggested that a single meeting in July be held on the 21st as he would be on vacation on the July 7 meeting date. An overview of the Oregon Statewide Port Strategic Plan was provided and McElwee commented a consultant would be visiting Hood River in the process to identify infrastructure, regulatory and governance needs of the ports and identify ways the port system can best serve the interest of the State of Oregon and its residents. Landscaping for the Marina Center Building is now out for quote.
§ Waterfront Recreation - A request from Russ Gibbs to serve as Event Site "host" has been received. The 2008 host, Dan Bauer, was informed at the end of the 2008 season his services would not be required in 2009. The need for an Event Site host in 2010 will be revisited at the end of the 2009 season. The Spit will be closed again for the July 4 fireworks display. Staff will advertise the full closure of The Spit for July 3 and 4 with access opening the afternoon of July 5. Conflict occurs with kiters wanting low pool levels for sandbar access and the Lions preferring high water levels for saturation of spent rounds. The U.S. Army Corps of Engineers will bring the water level up as late as possible on July 4. A new aerial photo of the Delta taken on May 9 was displayed. Flowing Solutions (Andrew Jansky) has compared the current photo to the January 20, 2007 photo and determined the net addition to the Delta is 29,000 cubic yards. The water level is 1.5 feet higher than the photo taken in 2007 with the results indicating the Corps model was not fully predictive. The 2009 photo shows the Delta continues to move and change and is lower and higher in places than was predicted, and the shifting deposits may negate the need to dredge the Delta's western edge close to the Event Site.
§ Waterfront Development - The Anchor Way project will be advertised by the end of the week and the bid will stay open for a 4-week period, per EDA requirements. The geotechnical and environmental assessments of Subdivision Lot 1 are clean. McElwee reported the Hood River Juice Company's site plan for the Jantzen redevelopment had been approved but that the City had imposed a requirement to upgrade Riverside Drive adjacent to the property within two years. Bids for improvements to the City's wastewater treatment plant came in under the engineer's estimate and McElwee stated a payment to the Urban Renewal Agency, per the IGA dated March 23, 2009 may need to be on the June 23 Commission agenda.
§ Bridge/Transportation - A bid process for repair of the span lock, which the bridge engineer has reported as being structurally sufficient, will not be required; quotes will, however, need to be obtained and estimates are expected to be within the $30,000 to $50,000 range. At the same time the span lock is repaired, the elevation of the floor beams will also be raised.

6. REPORTS, PRESENTATIONS AND DISCUSSION ITEMS:
§ Halyard Building Schematic Design - Richard Brown Architect, AIA: A PowerPoint presentation and discussion of goals was provided by Brown, who stated he will be working with a contractor from The Dalles familiar with local material and labor costs for comparison purposes because the current cost estimates are high and need to be modified. The current design provides up to six tenant opportunities.

President Duckwall interrupted Brown's presentation at 6:25 p.m. to call for comments on the Budget. With no comments, the Budget Hearing was closed at 6:25 p.m. A resolution approving the 2009-2010 budget will be presented for Commission approval at the June 23 meeting.

Brown then continued his discussion on the conceptual design and building elements and answered questions from the Commission. McElwee noted that a price of 92 cents per square foot needed to be achieved and he would continue discussions with Brown on cost-reduction items.
§ High Water Issues: CGKA (Columbia Gorge Kiteboarding Association) President and Waterfront Recreation Committee member Jim Grady followed the lead of Steve Gates, also a committee member, in finding a solution for kiteboarders who are unable to lay out lines for safe kite hookup and launch from the sandbar due to high water conditions. Gates suggested a temporary allowance for rigging lines on the Event Site lawn already designated for pumping, drying, and carrying inflated kites until the sandbar is exposed enough to provide a safe area for doing so. Grady further suggested that the committee could collectively convince the U.S. Army Corps of Engineers to provide a sandbar during the summer on weekends between Memorial Day to Labor Day; otherwise problems would occur with people breaking the rules. Waterfront Recreation Committee member Bohn said she had not weighed into the discussion because she found it irritating that kiteboarders were already disregarding the provisional use of the Event Site by ignoring signage that prohibited rigging. Committee members responding to Gates request for sharing and appeasement included Michael Schock and Doug Archbald; Ann Frodel responded the water situation was temporary and it was her opinion the kite lines on the Event Site lawn should not be allowed. McElwee suggested accommodating and supporting the request by expanding the area at the Event Site, during high water events only, to allow kiteboard rigging. Signage would indicate landing and launching is still prohibited and snow fencing would delineate the authorized area and kiters would be required to self-enforce. Following discussion, there was Commission consensus with McElwee's suggestion.

7. ACTION ITEMS:
a) Authorize Contract with Alta Engineering for Intern Services to Evaluate Bridge Bicycle Transportation in an Amount Not to Exceed $3,900: McElwee reported staff had been contacted by Hood River Mayor Arthur Babitz and Hood River Valley Residents Committee (HRVRC) executive director Jonathan Graca to promote increased bicycle use across the Hood River-White Salmon Interstate Bridge. An intern would evaluate the feasibility by contacting various public and private jurisdictions and identify opportunities and constraints, and provide a draft report in early September. McElwee stated HRVRC would contribute $1,000 toward the proposed work plan and Alta Engineering, a Portland-based bicycle planning firm, would sponsor and supervise the intern. Commissioner Kathy Watson recommended that language should refer to bicycles and automobiles "ride sharing" rather than hitchhiking. Commissioner Don Hosford suggested that local bike shops could be contacted for contributions and he also inquired if any bicycle grants were available.

Motion: Move to Authorize Contract with Alta Engineering for Intern Services to Evaluate Bridge Bicycle Transportation in an Amount Not to Exceed $3,900.
Move: Bohn
Second: Streich
Vote: Aye: Bohn, Duckwall, Hosford, Streich, and Watson
MOTION CARRIED

b) Approve Contract with Current Commercial Real Estate for Broker Services Associated with Waterfront Properties: A Request for Proposals seeking a real estate broker to represent the Port on the sale or lease of Waterfront Business Park properties was issued in April. Copper West, Don Nunamaker, Greg Colt Realty and Current Commercial responded to the solicitation and the proposals were independently ranked by McElwee and Streich who then met to discuss their assessments. It was unanimous that Current Commercial Real Estate LLC was the most qualified to represent the Port. A revised Exclusive Listing Agreement to Sell or Lease, along with a Schedule of Real Estate Commissions was presented for discussion. The Agreement has a one-year duration with a one-year extension possibility; and the Agreement allows for personal services to assist with real estate analysis outside of listed properties in return for a fee. McElwee noted such services would be provided only after staff approval. Bohn asked for clarification on the Commission Schedule's use of the word "plus" when referring to the sales price. Jaques responded the language was not intended to mean commission percentages compounded or were in addition to. Streich inquired if clarification was needed when the land sales were carried by the Port. Striking the requirement for the broker to provide Errors and Omissions insurance coverage was also discussed. McElwee responded that Lee Ast was a sole proprietor of Current Commercial who did not deal in residential properties and the Listing Agreement focused on six bare-land lots on the Waterfront. McElwee also commented that any sales or leases would be reviewed first by staff and legal counsel prior to Commission approval.

Motion: Move to Approve Contract with Current Commercial Real Estate for Broker Services Associated with Waterfront Properties With Clarifications Made to Commission Percentage and Cash or Contract-Carried Sales Language.
Move: Bohn
Second: Streich
Vote: Aye: Bohn, Duckwall, Hosford, Streich, and Watson
MOTION CARRIED

c) Approve Contract with Hanel Development Co. for Construction of Grass Runway at the Airport in an Amount Not to Exceed $79,609.65: A request for quotes to develop an FAA-recognized grass runway along the north side of the existing asphalt runway's eastern end resulted in receipt of three quotes from five excavation firms that were contacted. Doke reported the quotes include excavation, fill material and associated infrastructure work for a landing strip up to 1,500 feet long and 100 feet wide. This grass runway is not part of the Airport Layout Plan and does not qualify for Federal Aviation Administration funding. The project has been designed by Stu Cato of Slca Consulting Civil Engineers, and Dwight Hardin of GRI Geotechnical and Environmental Consultants has confirmed materials being provided are appropriate for the grass runway. Port maintenance will install an irrigation system, using pop-up sprinklers that should not interfere with aviation traffic, to maintain the runway at an estimated cost of $10,000. A firm to hydro-seed the site will be sought. Project management will also be funded at Port expense.
It should be noted that prior to a motion being presented and a vote taken on this and further Action Items Commissioner Hosford, who is still recovering from an illness, excused himself from the meeting.

Motion: Move to Approve Contract with Hanel Development Co. for Construction of Grass Runway at the Airport in an Amount Not to Exceed $79,609.65.
Move: Bohn
Second: Watson
Vote: Aye: Bohn, Streich, and Watson
Abstain: Duckwall (declared an 'economic benefit' conflict of interest as the fill material was coming from Duckwall-Pooley Fruit Co.)
Absent: Hosford
MOTION CARRIED

d) Authorize Contract Amendment with Crestline Construction Company for Riverfront Trail Change Order No. 1 in the Amount of $11,274 and Pending Change Order No. 2 in an Amount Not to Exceed $7,000: Finance Manager Linda Shames explained that Change Order No. 1 included installation of 16 additional lights, the change and addition of additional benches with asphalt aprons, and the addition of irrigation sleeves to reach both sides of the trail. These changes were at the request of the Port as additional amenities that had been deleted during the design phase because of anticipated budget constraints. Pending Change Order No. 2 for the addition of a temporary irrigation system was also submitted for Commission consideration. The project budget allows for the system, which will now be cost effective and beneficial in helping plants get established for a 3 to 5 year period.

Motion: Move to Authorize Contract Amendment with Crestline Construction Company for Riverfront Trail Change Order No. 1 in the Amount of $11,274 and Pending Change Order No. 2 in an Amount Not to Exceed $7,000.
Move: Watson
Second: Bohn
Vote: Aye: Bohn, Duckwall, Streich, and Watson
Absent: Hosford
MOTION CARRIED

e) Authorize Contract with PCR, Inc. for Crack Sealing, AWOS Modifications and Windcone Construction for $166,780 Contingent Upon Final Federal Aviation Administration Approval: Doke reported this project will upgrade the existing northern tiedown ramp were a series of asphalt cracks threaten the apron's long-term integrity; improvement will be made to both the northern ramp and taxi area adjacent to the Port's two northern T-Hangars; the AWOS wind gauge will be raised to improve accuracy; and the windcone south of the runway will be relocated on the airport's north end with a new windcone. The projects were recommended by the Federal Aviation Administration, and pending FAA final approval, construction can begin as soon as possible. Doke also reported the project qualifies for Airport Improvement Program funding with the Port providing a 5% match of the total project cost.
Doke also reported that a quote for a wetlands study had been obtained and would be brought to the Commission for consideration at a future meeting. Remediation would be available for a 5% match from Federal Aviation Administration AIP (airport improvement project) funds.

Motion: Move to Authorize Contract with PCR, Inc. for Crack Sealing, AWOS Modifications, and Windcone Construction for $166,780 Contingent Upon Final Federal Aviation Administration Approval.
Move: Bohn
Second: Watson
Vote: Aye: Bohn, Duckwall, Streich, and Watson
Absent: Hosford
MOTION CARRIED

f) Approve Amendment to Chamber of Commerce Lease for Use of Lobby and Deck (removed from Consent Agenda): Doke reported the Chamber had requested the Port's support to allow weekend wine tasting events at the Marina office. The lease amendment, reviewed by legal counsel and Executive Director McElwee, allows this use at no charge. Bohn commented on past problems associated with alcohol and "First Friday" events downtown; and Shames commented on her concern that the deck remain a public pathway. Doke reported the Chamber would be responsible for all required permits, provide liability insurance protecting the Port, and provide a schedule of participating wineries.

Motion: Move to Approve Amendment to Chamber of Commerce Lease for Use of Lobby and Deck.
Move: Watson
Second: Streich
Vote: Aye: Bohn, Duckwall, Streich, and Watson
Absent: Hosford
MOTION CARRIED

g) Approve Accounts Payable in the Amount of $8,039 for Design Structures ($1,100); Give Them Wings ($1200); and Slca Consulting Civil Engineering ($5,739) (removed from Consent Agenda): Bohn inquired about the Design Structures payable related to the UTS Portsite Building. Shames replied the work, which had already been completed, was in conjunction with architect Kevin Cooley's analysis for upgrading the building.

Motion: Move to Approve Accounts Payable in the Amount of $8,039 for Design Structures ($1,100); Give Them Wings ($1,200); and Slca Consulting Civil Engineers ($5,739).
Move: Bohn
Second: Streich
Vote: Aye: Bohn, Duckwall, Streich, and Watson
Absent: Hosford
MOTION CARRIED

8. COMMISSION CALL: Watson commented on budget titles that she thought needed to be corrected.

9. EXECUTIVE SESSION: President Duckwall called the Commission into Executive Session at 7:40 p.m. under ORS 192.660(2)(e) Real Estate; and ORS 192.660(2)(i) Performance Evaluations of Public Officers and Employees. At 8:05 p.m. the staff and Executive Director were excused from Executive Session and the Commission and Counsel evaluated the performance of Executive Director McElwee. McElwee was called back into Executive Session at 8:30 p.m. The Commission was called back into Regular Session at 8:45 p.m. The following action was taken as a result of Executive Session.

Motion: Move to Direct the Attorney to Modify the Executive Director's Employment Contract to Reflect the Term as a Rolling Rather Than a Fixed Three-Year Contract.
Move: Watson
Second: Bohn
Vote: Aye: Bohn, Duckwall, Streich, and Watson
Absent: Hosford
MOTION CARRIED

10. ADJOURN: President Duckwall adjourned the meeting at 8:46 p.m.

 

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