Port
of Hood River Commission
Meeting Minutes of Nov. 3, 2009 Fall Strategic Planning Work
Session
Marina Center Boardroom
12 P.M. Noon
Present:
Commissioners Sherry Bohn, Jon Davies, Fred Duckwall, Hoby
Streich, and Kathy Watson; Attorney Jerry Jaques; from staff,
Michael McElwee, Linda Shames, Mike Doke, and Laurie Borton
Absent: None
Media: None
Following a lunch break, President Hoby Streich called the fall strategic planning work session to order at 12:20 p.m.
1. Overview/Objectives: President Streich welcomed the Commission and staff to the fall planning session and thanked everyone for their time commitment. Streich commented the planning session provided an opportunity to seek clarification between staff and the Commission, look ahead at financial planning during the next ten years, and stated it was important that questions be asked. Streich also emphasized that time would be allowed for discussion of Miscellaneous Items, which the Agenda noted as 'Time Permitting.'
2. Financial Summary: Finance Manager Linda Shames provided documents reviewing income, expenses, and balance sheets for the financial statement period ending June 30, 2009. Shames reported the previous year was uneventful and numbers were consistent with the previous year and budget. A narrative summary highlighting the following property categories was provided by Shames:
Bridge - Bridge traffic remains consistent. Electronic tolling "BreezeBy" accounts for 35% of the traffic, with 3581 accounts established and 8542 tags issued (not including Tacoma Narrows Bridge transponders that are compatible with the Port's system) since the November 2007 rollout. Staff is considering another BreezeBy promotion to increase user numbers. Cash reserves in the amount of $715,000, which are restricted funds pursuant to the bond covenant, equal a one year debt service on the bond. The extent of the bridge painting project is unknown as federal funding is uncertain; and Shames reported that a required bridge inspection, which is now the responsibility of the Oregon Department of Transportation (ODOT), was just completed and although no formal report has been received she did not get any immediate feedback so she believes the inspection was positive. ODOT's project to replace the Exit 64 overpass bridge and add travel lanes will include cameras that the Port will be able to access; traffic can be monitored and light sequencing can be adjusted as necessary from Salem. Commissioner Bohn again raised the question about increasing the cash price and leaving the BreezeBy toll as is. No decision was made at this time, and it was suggested by Commissioner Davies that any increase should be tied to improvements so users could understand the justification.
Leased Properties - Overall occupancy rates are higher and revenue from leased properties has increased over the previous year despite the current economy. Shames commented that most of the lease rates are based on the Western Region CPI (consumer price index). Currently adjustments will fall below zero but new leases will be adjusted.
Development - In discussions with Jerry Jaques, Port Attorney,
Shames reported that Oregon Revised Statutes prohibit a Port
from entering into a conventional mortgage for funding construction
of the Halyard Building, for example. Projects tied to employee
numbers and
economic growth, however, may qualify for grants through state
or federal Special Public Works funding.
Recreation/Marina/Parks - Revenue is stable and will remain so unless fees are increased. Marina and T-Hangar rates are tied to CPI; and Shames commented the Marina is at 100% capacity and the Port is still waiting to hear from the U.S. Army Corps of Engineers on approval of a 22-slip expansion.
Airport - Legal issues related to environmental cleanup involving aerial spray applicators continues and Shames reported that attorneys have gone to insurers for payment of past costs incurred and future/anticipated cleanup costs.
Davies commended Shames by stating the Commission was fortunate to have such top-notch accounting of the Port's finances. As the newest member of the Commission, Davies did say he would find it helpful to review a 1-page recap at least quarterly.
3.
Long-Range Financial Model: McElwee and the Commission then
discussed the updated long-range financial model that provides
an implication of Port finances looking ahead to 2017. McElwee
asked the Commission to keep in mind that numbers were based
on assumptions and conceptions. McElwee asked the Commissioners
their comfort level on capital reserves? Commissioner Watson
suggested a historical look over the past 15 years would be
a good indicator; Streich said a 25-37% reserve of liquid
assets was a 'rule of thumb' he was familiar with. Watson
also commented the Port should build assets rather than holding
a pot of money in bridge reliance reserves. Commissioner Bohn
suggested that financial model consultant Steven Siegel may
want to consider developing a mini model of revenues and expenses
assumptions that would indicate where lines cross; i.e. a
projection of bridge maintenance and insurance costs if there
is less reliance on bridge revenues supporting other cost
centers. Bohn also gave an example of the question what happens
when the waterfront buildout is complete in 5 to 7 years and
other land assets have not been acquired?
Watson said it would be informative to see a report on full
time employees (FTE) and wages for Port-constructed buildings
that have since been sold to reference the Port's impact in
job creation and economic development. Watson also commented
she had an interest a trust or foundation for park lands because
she was more interested in investing in this than a future
bridge as the replacement should be the responsibility of
others and not the Port.
4.
Strategic Plan Review: McElwee lead the discussion on draft
changes to the Strategic Plan that had not been modified since
2006. Consensus was reached on the dialogue that lasted close
to two hours and McElwee said a revised draft will be brought
back to the Commission early in 2010 for review and tie-in
to the Oregon Statewide Strategic Port Plan to be adopted
by the Oregon Business Development Commission.
The Commission did suggest that McElwee have a discussion
at the state level with the Oregon Ports Groups or with Congressional
Representative Greg Walden on Oregon Revised Statutes 777,
which governs the authority and powers of Port. The example
of the Port being unable to assist Columbia Gorge Community
College in a property acquisition was cited. It was felt this
limitation had a negative impact on the potential workforce
and economic development of the community.
5.
Miscellaneous Issues:
· Fee Waivers - The current policy will be reviewed.
Discussions for revisions included use of an application form
to request a fee waiver; approve waivers until a pre-determined
budget is exhausted; differentiating fees for profit and non-profit;
a requirement that the Port be listed as a sponsor. The Commission
indicated they would like to receive information on a quarterly
basis identifying waived costs.
· Donation Policy - Jaques commented the legally correct
answer is that the Port cannot make a donation. There was
discussion as to whether or not a policy and defined budget
would be a public benefit. Staff will draft a policy for further
consideration that outlines criteria that meets the law and
evidences the benefit that is generated for the Port district.
· Bridge Crossings for Alternative Vehicles - A local
manufacturer of a solar-powered, 3-wheeled bicycle approached
the Port to ask permission to cross the bridge. The consensus
from the discussion was that an alternative 'vehicle' needed
to be licensed and street-legal and achieve a speed commensurate
to motorized vehicles. Ordinance No. 22 should be modified
to reflect this discussion.
· Toll Discount - A letter will be sent to Helga Burkhardt
thanking her for her testimony at the October 20 meeting in
which she requested the Commission reconsider its 2008 decision
about discounted tolls for seniors living on a fixed income.
The Commission reaffirmed last year's decision and a senior
discount will not be offered.
· Other - There was no further discussion.
6.
Adjourn: President Streich adjourned the Fall Strategic Planning
Work Session at 4:13 p.m. The Commission reconvened at 4:18
p.m. for the Regular Session meeting.
Port
of Hood River Commission
Meeting Minutes of Nov. 3, 2009 Regular Session
Marina Center Boardroom
4:18 P.M. (following Fall Strategic Planning Work Session)
Present: Commissioners Sherry Bohn, Jon Davies, Fred Duckwall, Hoby Streich, and Kathy Watson; Attorney Jerry Jaques; from staff, Michael McElwee, Linda Shames, Mike Doke, and Laurie Borton
Absent: None
Media: None
1.
CALL TO ORDER: Following a five minute break from the fall
strategic planning work session, President Hoby Streich called
the regular session to order at 4:18 p.m.
a) Modifications, Additions to Agenda: None.
2. PUBLIC COMMENT: Linda Maddox complimented the Commission to their attention and proposed revisions to the Strategic Plan that she views as more realistic. Maddox also said the planning session meeting was well run and appreciated the Commission's frank discussions.
3.
CONSENT AGENDA:
· Approve Minutes of October 20, 2009 Regular Meeting
· Approve Accounts Payable in the Amount of $53,184.10
to Hood River County for Property Taxes in Excess of $5,000;
and Ratify Accounts Payable in the Amount of $43,191.49 to
Hood River County for Property Taxes and $49,187.80 to City
of Hood River for Halyard Building Permit Fees
· Approve Mega Pacific Co. Change Order Numbers 1 and
3 in the Amount of $8,085 for the Maintenance Dry Storage
Building
Motion:
Move to approve Consent Agenda.
Move: Duckwall
Second: Bohn
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED
4.
DIRECTOR'S REPORT: The following items were highlighted by
Executive Director Michael McElwee:
· Staff & Administration: Meetings with individual
maintenance and toll booth employees are now complete; Marketing
Manager Mike Doke will attend the Oregon Ports Group meeting
in Salem next week that will include Travel Oregon to discuss
ways to increase tourism in the state.
· Waterfront Recreation: The Request for Proposals
for kiteboard school concessions for the 2010-2012 kiteboarding
should be ready to issue next week; Maritime Services has
been asked for quotes to repair the gangway at the transient
guest dock; Shawn Summersett Civil Engineering will present
findings at the November 17 meeting regarding improvements
to The Spit; and the Commission will need to consider a go-no
go decision for a C-Dock expansion at the November 17 meeting.
· Waterfront Development: An authorization request
was submitted to Representative Greg Walden for WRDA (Water
Resources Development Act) funding. The Nichols Basin project
goals are to identify upland development and habitat enhancement
alternatives, determine fill volume and costs, identify development
opportunities associated with the industrial lagoon and brownsfields,
and initiate extinguishment of old flowage easements. 'Value
engineering' discussions associated with Halyard Building
savings are continuing.
· Airport: A confrontation involving a glider operator and an
employee of the FBO (Fixed Base Operator) has resulted in
a letter being mailed to notify the glider operator that he
is prohibited from accessing the FBO for a one year period.
If the glider operator enters the building or refuses to leave
when asked, the Port will take criminal trespass action.
· Bridge: The SR-35 Bi-State Working Group (future
Columbia River bridge crossing) met and determined that a
$500,000 grant will be used to contract a 'Needs & Methods'
scope of work. The next meeting of the Frontage Road Working
Group will meet on Thursday; and a follow-up meeting to the
study regarding bike transportation across the Hood River
Interstate Bridge will be held on November 4 and chaired by
MCEDD's (Mid-Columbia Economic Development District) Project/Mobility
Manager.
5. ACTION ITEMS:
a) Approve Execution of Contract with Mowat Construction Company
for Span Lock Repairs in an Amount Not to Exceed $25,481 Subject
to Legal Counsel Approval: Finance Manager Linda Shames commented
Mowat Construction Company is available to begin work immediately
to repair the lift span deck that is slightly out of alignment.
The span lock was damaged in October 2008 and was immediately
inspected by bridge engineers HNTB who determined there was
no immediate danger to the integrity of the bridge. A follow-up
inspection occurred spring of 2009, which Mowat participated
in. Shames noted the repair would be a Public Contract but
not subject to bidding because it's considered a maintenance
project on an existing structure. Shames further noted the
contract would be based on time and a material using a force
account and the estimated total is $25,481.
Motion: Move to Approve Execution of Contract with Mowat Construction
Company for Span Lock Repairs in an Amount Not to Exceed Approximately
$25,481 Subject to Legal Counsel Approval.
Move: Davies
Second: Duckwall
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED
6. EXECUTIVE SESSION: At 4:30 p.m. President Streich called the Commission into Executive Session under ORS 192.660(2)(e) Real Property. The Commission was called back into Regular Session at 5:10 p.m. No action was taken as a result of Executive Session.
7.
ADJOURN: President Streich adjourned the meeting at 5:10 p.m.
Port
of Hood River Commission
Meeting Minutes of Nov. 17, 2009 Regular Session
Marina Center Boardroom
5:30 P.M.
Present: Commissioners Sherry Bohn, Jon Davies, Fred Duckwall, Hoby Streich, and Kathy Watson; Attorney Jerry Jaques; from staff, Michael McElwee, Linda Shames, Mike Doke, and Laurie Borton
Absent:
None
Media: None
1.
CALL TO ORDER: President Hoby Streich called the meeting to
order at 5:30 p.m.
a) Modifications, Additions to Agenda: None.
2. PUBLIC COMMENT: None.
3. CONSENT AGENDA:
· Approve Minutes of November 3, 2009 Fall Planning Work Session and Minutes of November 3, 2009 Regular Session Meeting.
Motion:
Move to approve Consent Agenda.
Move: Bohn
Second: Davies
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED
4.
Commissioner, Committee Reports:
· Economic Development - Commissioner Bohn reported
on the November 10 meeting. The RARE volunteer will be spearheading
committee efforts to update the community-based Economic Development
Action Plan. The committee will be looking for grants to complete
the Plan. Contributions will come from the County and the
Oregon Investment Board, and Bohn said that another $6,000
to $7,000 will be needed from community partners. The anticipated
completion date for the updated Economic Development Action
Plan is spring of 2010. Bohn also commented that Gorge Angel
Pub Talks is looking for event sponsors; and the committee
received updates on solar energy and Middle Mountain Wind
projects.
5.
DIRECTOR'S REPORT: The following areas were highlighted:
· Schedule - Due to the timing of holidays and preparation
of meeting materials, a single meeting was proposed for December
(on the 15th) and January (on the 12th). The office will be
closed the day after Thanksgiving (Friday, November 27).
· Staff & Administration - McElwee reported that
employee meetings have been completed with toll and maintenance
staff; and that he attended an Oregon Business Development
Department meeting in The Dalles regarding the Strategic Plan
for Oregon Ports.
· Waterfront Recreation - The Request for Proposals
for the 2010-2012 kiteboard teaching concession has been noticed.
Proposals are due December 10 and five schools will be permitted.
Commissioner Davies volunteered himself and Commission Bohn
to evaluate the proposals; Commission approval on the recommended
five schools will be brought to the January 12, 2010 meeting.
· Waterfront Development - Construction is on schedule
for both the Anchor Way and the Halyard Building projects.
In consultation with the engineer and City, McElwee noted
that he authorized the contractor to replace the curb and
gutter on Anchor Way due to severe concrete deterioration
and this Change Order will be brought to the Commission for
approval at the December 15 meeting.
· Airport - Because heavy equipment could damage the
grass runway that's currently under construction, additional
top soil will not be added until a hard freeze occurs or until
next spring. Mike Doke, Marketing Manager, advised the June
1 completion timeline would not slip. The vacation of Orchard
Road is moving forward and Doke anticipated a Scope of Work
with Century West Engineering for an environmental analysis
and design work would be brought to the Commission in December.
· Bridge/Transportation - Mowat Construction completed
the first phase of the Span Lock repair on November 12-13.
The work required single lane closures and a limited number
of lifts. Mowat will return in December to complete the repair
project. Port maintenance staff provided flagging for the
project. The Interchange Area Management Plan (IAMP) alternatives
analysis has been completed by ODOT (Oregon Department of
Transportation). Specific projects to alleviate deficiencies
at Exits 62, 63, and 64 were identified, many of which carry
significant costs and may not provide additional capacity.
McElwee commented that a creative solution to traffic issues
is complex as ODOT is guided by mandates, precedence and statutes.
Commissioner Kathy Watson responded it would be good to have
a strategy involving economic development and legislative
partners; and Attorney Jerry Jaques asked the question if
there may be any benefit to hiring an independent traffic
consultant. In a follow-up response to a request for reduced
bridge toll for senior citizens, McElwee informed the Commission
that the Mid-Columbia Economic Development District (MCEDD)
in investigating a fixed-route transit service.
6.
REPORTS, PRESENTATIONS AND DISCUSSION ITEMS:
· Spit Improvements - Shawn Summersett, Summersett
Civil Engineering: Summersett presented conceptual findings
for infrastructure improvements at The Spit. Project descriptions
and cost estimates included the following, which were ideas
suggested by the Spit ad hoc committee:
Expand
and resurface (gravel) existing parking at the north end of
The Spit road - $40,000
Expand and upgrade (asphalt) existing parking at the north
end of The Spit road - $220,000
Below bank sandbar parking - $14,000
Regrade and rerock The Spit road - $14,000
Restroom - $350,000
Waverunner Dock - $75,000-$300,000
Lawn and irrigation - $17,000
The ad hoc committee will reconvene to review the findings and further discussion will occur during the Commission's spring planning session. Bohn suggested the Columbia Gorge Kiteboarding Association (CGKA) should, in part, take ownership and help support projects through fund-raising opportunities.
·
Hood River County Chamber of Commerce - Proposed Bylaws Change
Regarding Ex-Officio Members: The annual retreat of the Chamber
Board was held on November 10. One item being considered is
a bylaws change that would remove voting rights of the six
appointed public agency members of the board (Ports of Hood
River and Cascade Locks, City and County of Hood River, School
District, and Parks & Rec) and McElwee asked for Commission
input. It was the opinion of the Commission that in order
to remain engaged voting rights should be maintained, and
if the Chamber decides to remove voting rights then there
is no need for the Port Executive Director to continue attending
Chamber Board meetings on a monthly basis. In a related matter,
Doke reported the Port no longer has a dedicated seat on the
Visitors' Council Board as this position rotates among other
public agencies. Linda Shames, Finance Manager, then questioned
if the Visitors' Council tax-exempt status might be severed
if the Port no longer held a dedicated seat.
· C-Dock Expansion: Although word has not been received
from the U.S. Army Corps of Engineers regarding approval of
the Port's permit for a southern expansion of 'C' Dock, McElwee
recommended letting the bid for the 20 slip expansion. Bid
results will help determine the feasibility of the project,
which would require Commission approval. Josh Sceva, Hood
River Yacht Club 'Port Captain' commented their board was
supportive of the expansion and projected lease rates didn't
seem out of line. Sceva did comment, however, that the kayak/dinghy
dock storage rate of $10/mo could reasonably be doubled. (The
dinghy dock is a bid alternate.) McElwee's financial summary
indicates the Port would pay for the project from capital
reserves with funds being "loaned" to the project
with a 3% interest rate and 25 year amortization. Debt service
would be paid from revenues, with new slip tenants paying
more than comparable slips, and existing tenants paying a
$4/mo surcharge. A discussion on lease rates ensued; i.e.
apply same rate overall as no one slip has any different amenity
than another; a tiered rate based on electrical upgrades;
a surcharge based on power needs. (It should be noted that
all slips have access to electricity and water.) No conclusion
was reached on lease rates, and McElwee did comment that a
complete electrical upgrade to the Marina would need to occur
spring or fall of 2011.
Commissioner Davies excused himself from the meeting at 6:53 p.m. and was therefore unavailable for discussion on further agenda items.
7.
ACTION ITEMS:
a) Authorize Contract Amendment (Addendum No. 6) with Richard
Brown Architect for Halyard Building Value Engineering in
an Amount Not to Exceed $7,330: Value engineering suggestions
were sought from Robinson Construction as a way to reduce
construction costs. McElwee noted that further adds and deletes
were inevitable, and five items have been identified to date
that are acceptable to the design team - deleting insulation
in panels, frame wall with batt insulation and drywall; use
mechanically fastened TPO roofing in lieu of fully adhered
system; delete security guards on skylights; delete coil coating
in two specifications; and use galvanized drip pans in lieu
of stainless steel. Implementation of these value engineering
items will require modifications to the construction drawings,
which Richard Brown Architects will complete. Watson inquired
at what point a tenant or tenants would be brought into the
discussion regarding engineered items that might not be required.
McElwee responded there would be a value; however, the as-built
design maximizes flexibility for this core and shell project.
Motion:
Move to Authorize Contract Amendment (Addendum No. 6) with
Richard Brown Architect for Halyard Building Value Engineering
in an Amount Not to Exceed $7,330.
Move: Duckwall
Second: Watson
Vote: Aye: Bohn, Duckwall, Streich, and Watson
Absent: Davies
MOTION CARRIED
b) Authorize Change Order Nos. 4, 5 and 6 with Cascade Equipment Construction in the Amount of $21,087.59 for the Waterfront Business Park and Anchor Way Project: Shames reported that Change Order No. 4 was for the addition of three 2-inch water services for the subdivision lots; Change Order No. 5 was for extra excavation and fittings to connect the new waterline on Anchor Way with the existing waterline on No. 2nd Street. Change Order No. 6 was directed by the engineer to move the installed fire hydrant and realign the driveway to accommodate Hood River Juice Company's redesign of their circulation plan. The total for Change Order No. 6 was $7,106.95. Shames commented this change did not include Group Mackenzie's work for plan redesign.
Motion:
Move to Authorize Change Order Nos. 4, 5 and 6 with Cascade
Equipment Construction in the Amount of $21,087.59 for the
Waterfront Business Park and Anchor Way Project and Direct
Staff to Pursue Reimbursement from Hood River Juice Company
for Change Order No. 6.
Move: Bohn
Second: Duckwall
Vote: Aye: Bohn, Duckwall, Streich, and Watson
Absent: Davies
MOTION CARRIED
c) Authorize Change Order No. 1 with Robinson Construction Co. for Sewer Line Repair Associated with Halyard Building in an Amount Not to Exceed $19,762.04: City approval of the building permit required the Port to repair approximately 75 feet of the sewer main on N. 8th Street. Commission approval is required to increase the construction contract; the amendment would bring the total Robinson contract to $2,078,762.04, not including expected savings from value engineering changes.
Motion:
Move to Authorize Change Order No. 1 with Robinson Construction
Co. for Sewer Line Repair Associated with Halyard Building
in an Amount Not to Exceed $19,762.04.
Move: Watson
Second: Bohn
Vote: Aye: Bohn, Duckwall, Streich, and Watson
Absent: Davies
MOTION CARRIED
d) Approve Individual Appointments of Cori Bison, Ann Frodel, Pepi Gerald, and Michael Schock to the Waterfront Recreation Committee with Terms Expiring June 30, 2012: At the September 22 meeting, the Commission moved that expiring individual terms on the Waterfront Recreation Committee should be advertised to the public. Four volunteer positions were advertised in October and four applications were received by the November 6 deadline. All applicants are Port district residents, and two of the applicants (Frodel and Schock) reapplied for their expired terms.
Motion:
Move to Approve Individual Appointments of Cori Bison, Ann
Frodel, Pepi Gerald, and Michael Schock to the Waterfront
Recreation Committee with Terms Expiring June 30, 2012.
Move: Duckwall
Second: Bohn
Vote: Aye: Bohn, Duckwall, Streich, and Watson
Absent: Davies
MOTION CARRIED
e) Approve Amendment to Governance Policy to Change the Time
of Regular Monthly Meetings to 4:30 p.m. Effective January
2010: Staff proposed a 4:30 p.m. time for regular meetings
held the first and third Tuesdays of each month, which would
offer an overall shorter workday on meeting dates for staff,
Commissioners, and legal counsel. The office would remain
staffed and open for business until 5:00 p.m. The proposed
change would be noticed for a two week period in the Hood
River News legal notices and posted on the Port's website.
Watson commented the idea of getting home to share more family
time was great but there would be times when she could be
delayed for an hour. Bohn said she personally didn't have
a problem with a 4:30 p.m. meeting time but she did feel it
would set a bad precedence for public attendance. Duckwall
then suggested changing Commission meetings to a 5:00 p.m.
start time.
Motion:
Move to Approve Amendment to Governance Policy to Change the
Time of Regular Monthly Meetings to 5:00 p.m. Effective January
2010.
Move: Watson
Second: Bohn
Vote: Aye: Bohn, Duckwall, Streich, and Watson
Absent: Davies
MOTION CARRIED
8. COMMISSION CALL: A letter delivered by Davies from the
Board of Directors of the Columbia Gorge Windsurfing Association
was presented to the Port Commissioners to enter into record
in support of the Columbia Gorge Kiteboarding Association's
request that the Port look into the feasibility of allowing
kiteboarding at the Marina Beach. CGWA stated in their letter
that the Marina Beach was a viable location for kiteboarding
access due to the natural layout of the water and ample parking
spaces. McElwee commented that staff would likely not address
this request until after the first of the year. Streich commented
that he had toured the waterfront development projects with
McElwee and had met with the lead men and this was something
he anticipated doing every couple of weeks.
9. EXECUTIVE SESSION: The Commission was called into Executive Session at 7:15 p.m. under ORS 192.660(2)(e) Real Estate. The Commission was called back into Regular Session at 8:13 p.m. No action was taken as a result of Executive Session.
10.
ADJOURN: President Streich adjourned the meeting at 8:13 p.m.
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