Port of Hood River Commission
Meeting Minutes of February 2, 2010 Regular Session
Marina Center Boardroom
5 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 (via conference call from Miami), and Kathy Watson; Attorney Jerry Jaques; from staff, Michael McElwee, Mike Doke, and Laurie Borton

Absent: From staff, Linda Shames
Media: None

1. CALL TO ORDER: Vice President Kathy Watson called the meeting to order at 5:00 p.m.
a) Modifications, Additions to Agenda: Executive Director Michael McElwee requested an addition to the Agenda under 'Reports, Presentation and Discussion Items' regarding a potential lease.

2. PUBLIC COMMENT: Hood River residents Bill Kline and Brian Geddis spoke in support of Brian Schurton, of Brian's Windsurf & Kiteboarding Services, whose school was not selected as one of the permitted kiteboard teaching concessions for the 2010-2012 period. Kline said he was extremely discouraged by the decision and by a process that 'missed the human factor.' Both spoke of Schurton's disadvantaged and impoverished upbringing in Jamaica and that Schurton had educated himself late in life and that he represented 'the American story.' Kline said that Schurton was a real asset to the community and Geddis stated that Schurton was a legacy. Geddis also offered his services by offering to resubmit Schurton's proposal. Watson thanked both Kline and Geddis for their comments, and Commissioner Davies, who served as one of four evaluators, offered to discuss the process further if Kline and Geddis wanted to contact him.

3. CONSENT AGENDA:

· Approve Minutes of January 12, 2010 Regular Meeting
· Ratify Accounts Payable in the Amount of $4,103 to Link's Custom Sheet Metal for $3,360 and to 3-Fold Painting for $743
· Approve Account Payable in an Amount Not to Exceed $2,000 for Office Computer Replacement

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

4. Commissioner, Committee Reports:
· Airport Advisory Committee - The committee met on January 15 and received a presentation from Joe Roshak of Century West Engineering on the five-year capital plan that focuses on shifting the airport's runway to the east and vacating Orchard Road. Roshak also outlined funding requests in the plan, which totals $2.1 million. These funds are matching grants, with the Port covering 5 percent of the total investment, or $112,987. In addition to the projects mentioned by Roshak (initial and ongoing runway construction and relocation, and north apron expansion planning and environmental work) the committee also suggested Precision Approach Path Indicators, Runway End Identifier Lights, and fencing for possible inclusion in the five-year plan. The committee also received staff updates regarding the Through-the-Fence plan, the grass runway, and a review of the 2009 maintenance items. The Airport Advisory Committee minutes are posted on the Port's website here.
· Urban Renewal - Commissioners Bohn and Streich reported on the January 21 meeting. Attorney Deborah Phillips discussed whether or not more debt could be incurred and construction timelines. Phillips recommended a fourth amendment to obtain approval for more projects and to address bond indebtedness. The recommendation has gone back to City staff for clarity.

5. DIRECTOR'S REPORT: McElwee acknowledged the 'Public Comment' from Kline and Geddis and reported to the Commission that he spoken on numerous occasions with Brian Schurton, Schurton's accountant, Kline, and correspondence received in support of Schurton had been addressed. McElwee reported that Schurton, while disappointed about the decision that his school was not awarded a kiteboard teaching concession, had been incredibly kind and thoughtful. Schurton's conversations reiterated that he had been teaching for many years, that he was a world-wide sports ambassador, he spoke of his minimum education, and he was concerned about a large investment in equipment and that students he was currently teaching in Jamaica were planning further lessons with him in Hood River this year. McElwee told the Commission that he believed the RFP process and evaluation of the proposals were handled correctly and objectively and that, unfortunately for Schurton, in the comparison of proposals his came up short and he was not recommended. The Port's primary interests in the permitting process for kiteboard instruction schools are safety protocols, safety of the students, and protection for the Port. McElwee said that Schurton has been informed he could file a formal protest to the Commission. An alternate solution, if directed by the Commission to explore, would be to inform Schurton to submit a proposal for a concession that would teach only west of Wells Island. The downside to this option is then offering this same opportunity to ExotiKite, the other school that was not selected, and a perceived implication that the process was somehow flawed. Bohn voiced her concern with liability issues of schools transporting students by wave runners and where the CGKA/DSL discussions may lead. McElwee stated the Delta (sandbar) is shifting east and that may minimize property owned by the Port. DSL will not allow concessionaires on state land unless leased by DSL; however, access to the sandbar is on upland property owned by the Port and Attorney Jerry Jaques stated that concessions operating without a Port permit are in violation of Port Ordinance 22. It was also noted that unless a wave runner launches from Washington, most of the nearby launch points would also be from Port property. All agreed that enforcement would be an issue. Davies commented on the insurance requirements and questioned that some schools may not even be permitted and suggested that Schurton's school could be identified as a first alternate. Laurie Borton, Operations Manager, stated a checklist is in place for permitted concessionaires and that it will be reviewed for updates. As a result of this discussion, McElwee was directed to continue talking with Schurton but to let him know the RFP process was not flawed and that there may be opportunities for him west of Wells Island. There will be a follow-up to this discussion at a meeting in March.
McElwee then continued with his Director's Report by highlighting the following areas:
· Schedule - McElwee will be out of the office the week of February 8 and the office is closed for the Presidents' Day holiday on Monday, February 15. President Streich will fill in for McElwee on the KIHR radio program on February 15. In preparation for the 'Mission to Washington, D.C.' trip the end of the month, McElwee noted that Streich would be attending the Pacific Northwest Waterways Association (PNWA) regional meeting in Portland on February 12.
· Staff & Administration - The Commission was reminded that any questions regarding the Key Projects List can be directed to staff at any time. The maintenance department is short one daytime employee due to medical leave and staff is researching custodial contracting to free up the night person to fill in during the day shift. The Coalition projects have gone on to the next round in the earmark process (hospital crossing for the City; Exit 62 for the County; and a re-appropriation of Frontage Road funds for the Port). McElwee informed the Commission that the City is proposing to ask ODOT to redirect funds from improvements to Button Junction to the Exit 62/Country Club Road upgrade project and that the Port will be asked to provide a letter of support for this request. The Commission's initial reaction was that the Button Junction improvements are important as they feed into the Exit 64 improvements.
· Waterfront Recreation - McElwee reported on meetings with Columbia Gorge Kiteboarding Association (CGKA) board members and Department of State Lands (DSL). CGKA has raised issues about the sandbar and whether school use limits the area available for public use. Concession permit language will be reviewed and the Memorandum of Understanding (from 2007) for coordination and oversight of uses and activities on public lands where conflicts are expected will be redrafted for approval by the Port, Columbia Gorge Windsurfing Association (CGWA), CGKA, and DSL.
· Waterfront Development - McElwee requested feedback from the Commission on a draft opinion article for Hood River News publication regarding the Halyard Building. A Request for Proposals (RFP) for Halyard Building tenant improvement costs has been issued to Richard Brown Architect and to SUM Design Studios. Action will be taken by the Commission at the February 16 meeting. McElwee reported the City is moving ahead on a light industrial zone change for the waterfront and that draft language will be shared with the Commission as soon as it's provided by the City. Due diligence tasks associated with the Jensen Building are underway. A synopsis addressing the question of modifying the Nichols Boat Basin to better achieve environmental and community needs in the future was discussed, with one recommendation that a stakeholder group should include recreational-based users and one comment that Naito Development and the City should be asked to take a funding role should the process move forward.
· Airport - No report.
· Bridge/Transportation - McElwee participated in the SR-35 Bridge Replacement Study evaluation committee and Parsons Brinkerhoff was selected to complete the study, with assistance from EcoNorthwest related to the economic impact analysis.

6. REPORTS, PRESENTATIONS AND DISCUSSION ITEMS:
· IAMP Update: Kristen Stallman, from ODOT, and John Bosket, from DKS Associates, provided an update on the Interchange Area Management Plans for Exits 62, 63 and 64. Discussion handouts included the Alternatives Analysis as of February 2010 and the Draft Technical Memorandum #5 dated November 5, 2009. Further stakeholder and open house meetings are planned for March, with local adoption anticipated by early summer and Oregon Transportation Commission adoption by late summer. The Commission generally had a concern with highway standards that place a motor vehicle roundabout on N. 2nd Street intersecting with Anchor Way that would affect the Port's role in economic development. McElwee commented the issue will be a challenge that both the Port and ODOT will need to monitor and work together on.
· Potential Lease: MEI Group (Moore Excavation), an ODOT contractor working on the Exit #64 project, has contacted the Port about a 20-month ground lease for staging of materials and a construction trailer on the graveled lot in the Marina Park across from the DMV Building. Staff met with the contractor to determine if there were any potential projects the contractor could complete in lieu of monthly rent payments. An improvement to The Spit access road was determined to be the best of a variety of potential projects; however, MEI was informed the Port was required to obtain three quotes since this would be considered a public improvement project. Action is anticipated for the February 16 Commission meeting.

7. ACTION ITEMS:
a) Approve Contract Change Order No. 1 with Robinson Construction Co. for Halyard Building and Authorize New Contract Amount of $1,993,863.39: Additions due to various new or modified construction items as well as value engineering deductions will reduce Robinson's $2,059,000 contract by $65,136.61. The Change Order items include sewer line repair and construction; door windows; and deductions for value engineering construction drawings and for the solar photovoltaic canopy (that will be added back with a revised PV bid).

Motion: Move to Approve Contract Change Order No. 1 with Robinson Construction Co. for Halyard Building and Authorize New Contract Amount of $1,993,863.39.
Move: Duckwall
Second: Davies
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED

b) Approve Contract with Charon Engineering for Structural Evaluation of AWOS Tower in an Amount Not to Exceed $2,000: To increase the accuracy of wind readings, a 10-foot extension for the anemometer atop the Automated Weather Observation Station (AWOS) was installed last fall. The tower was properly engineered and met all Federal Aviation Administration and Hood River County standards; however, the consultant that provided the initial structural analysis has been unresponsive to the Port's and project engineer Century West's repeated requests for documentation that states the tower can support the body and tool weight of the AWOS technician. Until this documentation is received the technician, who maintains the system, will not climb the tower so the anemometer is currently not operating. This documentation can be provided by Charon Engineering and the $2,000 fee is 95 percent reimbursable from existing FAA grant funds.

Motion: Move to Approve Contract with Charon Engineering for Structural Evaluation of AWOS Tower in an Amount Not to Exceed $2,000.
Move: Bohn
Second: Duckwall
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED

8. COMMISSION CALL: Bohn mentioned the quality of the Pet Pickup bags provided by the Port is much better than others and she recommended the Port continue to purchase the same item. Davies commented the Haylard sidewalks and light poles were a welcome addition to Portway Avenue. By conference call from Miami, Streich thanked Watson for chairing the meeting and invited her to join him for the February 15 KIHR radio program; Watson, however, declined the offer as she expected a busy (and late) night at the restaurant with Valentine's Day patrons.

9. EXECUTIVE SESSION: The Commission was called into Executive Session at 6:55 p.m. under ORS 192.660(2)(e) Real Estate. 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 Watson adjourned the meeting at 7:20 p.m.

---

Port of Hood River Commission
Meeting Minutes of February 16, 2010 Regular Session
Marina Center Boardroom
5 P.M.

Present: Commissioners Sherry Bohn, Jon Davies, Fred Duckwall, Hoby Streich, and Kathy Watson; Attorney Jerry Jaques; from staff, Michael McElwee, Mike Doke, and Laurie Borton

Absent: From staff, Linda Shames (excused after Consent Agenda)
Media: None

1. CALL TO ORDER: President Hoby Streich called the meeting to order at 5:03 p.m.
a) Modifications, Additions to Agenda: Executive Director Michael McElwee requested to table the Action Item related to the Halyard Building tenant improvements to a March meeting and stated a delay would not impact the project. Commissioner Jon Davies asked to report on a Department of Energy meeting he had attended. President Streich informed the Commission that discussion on the draft audit would be held over to March to allow Finance Manager Linda Shames an opportunity leave early as it was her 25th wedding anniversary. Shames asked the Commission to direct any questions or comments regarding the draft audit to her prior to the next meeting.

2. PUBLIC COMMENT: None.

3. CONSENT AGENDA:

· Approve Minutes of February 2, 2010 Regular Meeting

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

4. Commissioner, Committee Reports:
· Department of Energy/Hanford Meeting [agenda addition] - Commissioner Davies attended a meeting in which the Environmental Impact Study (EIS) of the Hanford cleanup was reviewed. The issue is a complicated one with questions yet to be answered. The U.S. Department of Energy's Office of River Protection has asked for input and the deadline for a written response is March 19. McElwee asked if there was support from the Commission regarding an official response from the Port; President Streich recommended a draft be provided at the next meeting in March.

5. DIRECTOR'S REPORT: McElwee highlighted the following areas:
· Schedule - McElwee and Streich will be attending the Pacific Northwest Waterways Association's "Mission to Washington, D.C." from February 28 through March 4. Staff will prepare a packet highlighting the Coalition's projects-a biomass boiler plant project that would supply heat and possible electricity for use in public buildings (County); the 13th & May Avenue pedestrian safety improvement project that would address a dangerous state highway intersection (City); and a request to reallocate unspent feasibility study funding to enhance pedestrian access in the Frontage Road corridor (Port). McElwee noted the bridge painting project will target funding through WRDA (Water Resources Development Act) and SAFETEA-LU (Safe, Accountable, Flexible, Efficient Transportation Equity Act) transportation re-authorization bills. There was Commission consensus to cancel the March 2 regular meeting and meet as scheduled on March 16.
· Staff & Administration - The Commission will need to consider taking action at its first meeting in March with regard to being a sponsor or consenting sponsor for the Enterprise Zone. Although there is an opposing force with an Enterprise Zone on the Waterfront with taxes being deferred and not paid into the Urban Renewal District, it was McElwee's recommendation to become a sponsor in order to have a voice whether or not to approve if a business remains eligible for the Enterprise Zone in the fourth and fifth years. McElwee informed the Commission that the Port had not yet paid Hood River County Chamber of Commerce dues for 2010. It is believed that representation is severely impacted by a recent bylaws change that established government agencies could not run for seats on the Board. Unless the Chamber considers creating a new category to recognize the role of public entities, there was Commission consensus to decline Chamber membership.
· Waterfront Recreation - An update to Brian Schurton's appeal of his school being declined a kiteboard instruction concession for 2010-2012 was not available. McElwee did comment, however, that Brian Geddis is assisting Schurton in writing a revised proposal.
· Waterfront Development - Hood River Juice Company has approached the Port with a request for temporary truck parking on Lot 1 for a 30-day period beginning in March. There are details yet to be worked out if the Commission supports the idea. Commissioner Sherry Bohn commented that she did not oppose the idea; however, she felt there should be some public dialogue to avoid a misconception that Lot 1 had been sold. There was Commission consensus that a fee should be charged for the temporary parking. McElwee also commented on the February 24 deadline to voice objections to the Jensen Title Commitment and Exceptions documents. The Commission was asked to contact Finance Manager Linda Shames with any concerns regarding cash flow questions.
· Airport - McElwee commented that he had met earlier in the day with a glider operator interested in a concession at the airport. This operator indicated the airfield was not big enough to support two concessions, his and NW Skysports.
· Bridge/Transportation - A draft summary of findings and recommendations regarding the December 2009 Fracture Critical Inspection Report by Burgess & Niple has been provided by HNTB. Staff believes it would be more beneficial to have priorities and cost detail of the recommendations provided by HNTB before the draft is shared with the Commission.

6. REPORTS, PRESENTATIONS AND DISCUSSION ITEMS:
· Waterfront Marketing Plan - Lee Ast: Tasks associated with strategic, tactical, and feedback components of Ast's draft waterfront business park marketing plan were discussed. The draft also included task leader (broker or Port staff), target completion dates, and estimated costs. With regard to advertising tasks, Commissioner Kathy Watson said she believed development of a media kit for story publication and follow-up with people we already know for potential leads would be more effective than spending money for placement of ads in publications or attending trade shows. Commissioner Bohn asked for a clarification as to why there was a marketing cost to the Port when the broker receives a commission. The Commission was not adverse to Ast proceeding on signage advertising subdivision lots "For Sale or Lease." Ast stated he would refine the draft with the comments provided.
· Waterfront Planning, State Industrial Site Certification for Lot 1: Mike Doke, Marketing Manager, reported that he had begun working with the Oregon Business Development Department to explore the benefits of gaining Oregon Certified Industrial Land status for Lot 1. Certification would distinguish the parcel as ready for development within 180 days. Doke stated the Port plans to work with the State, the City, and other appropriate agencies to compile comprehensive documentation for development preparedness. If successful, Lot 1 would be added to the state's project-ready industrial lands inventory, which is often an initial list reviewed by site selectors. The goal of this certification is to accelerate economic growth and to ensure Hood River is competitive with other Oregon communities. Although sites considered are usually 20 acres, the Oregon Business Development Department indicated the size and location of Lot 1 is good for consideration. Doke also commented if Lot 1 becomes certified, it can be pulled from the inventory list if the use or zoning is changed.
§ FY 2008/2009 Annual Audit: This item was held over to the first meeting in March.

7. ACTION ITEMS:
a) Approve Contract for Halyard Building Tenant Improvements Design Work: This item was pulled from the agenda and held over to a March meeting.

b) Authorize Preparation of Planning Concepts for the Nichols Basin Area in an Amount Not to Exceed $6,000: At previous meetings, the Commission had reviewed and discussed a staff proposal to initiate a planning effort focused on whether or not the Nichols Basin could be modified to better achieve future environmental and community needs. The Nichols Basin is a federally-authorized waterway and modifications and planning efforts may occur legislatively through the WRDA bill. The planning effort will look at issues including habitat qualities, flowage easements, environmental contamination, the shipping channel, fill or excavate, enhanced recreational use, water quality, and adjacent development. The intent is to engage a group of key stakeholders and experts to clarify issues, define key objectives and outcomes, and prepare conceptual alternatives illustrating the future of the basin which would then be provided to the U.S. Army Corps of Engineers for technical, legal and regulatory analysis.

Motion: Move to Authorize Preparation of Planning Concepts for the Nichols Basin Area in an Amount Not to Exceed $6,000.
Move: Davies
Second: Duckwall
Discussion: Davies recommended that recreational users needed to be included in the list of initial stakeholders.
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED

c) Approve Contract Change Order No. 2 with Robinson Construction Co. for Halyard building and Authorize New Contract Amount of $2,118,892.89: This Change Order is an addition related to the solar installation, adding $125,029.50 to the construction cost. McElwee commented the selection of the panel brand posed an important question-to choose a U.S. product (made in Oregon) at a slightly higher cost over a product made in China. While both product guarantees are good, there was discussion that responsiveness for the Oregon product would be better. Bohn suggested that with today's economy, she would rather see money spent locally, and the PR aspect would also be a benefit to the Port.

Motion: Move to Approve Contract Change Order No. 2 with Robinson Construction Co. for Halyard building and Authorize New Contract Amount of $2,118,892.89.
Move: Bohn
Second: Watson
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED

d) Approve Monthly Lease Rate and Authorize Lease to Allow MEI to Stage Exit 64 Construction from Marina Green: There was discussion at the February 2 meeting regarding Moore Excavation, Inc.'s (MEI) proposed improvements to the Spit access road in lieu of lease payments for the construction staging site. Oregon law requires the Port solicit three competitive quotes for the roadwork; however, MEI's proposal was the highest of quotes received from Crestline Construction Company and Hanel Development Group. Doke asked for Commission approval to negotiate the lease rate with MEI for the 20-month lease stating that staff initially quoted a lease rate of $700 per month and MEI countered with $500. Doke also commented that MEI will bear the cost of the power hookup and the City's Site Review requirements.

Motion: Move to Authorize Staff to Negotiate Monthly Lease Rate and Authorize Lease to Allow MEI to Stage Exit 64 Construction from Marina Green.
Move: Duckwall
Second: Watson
Vote: Aye: Bohn, Davies, Duckwall, Streich, and Watson
MOTION CARRIED

8. COMMISSION CALL: Bohn provided an article from the February 13 Oregonian written by guest columnists Jerry Johnson and Bill Reid on "the city (i.e., Portland) must address the logistical and physical needs of potential employers" saying she thought it was an appropriate tie-in to the marketing presentation. Streich commented that he will be working with staff to coordinate a site visit field trip for interested Commissioners.

9. EXECUTIVE SESSION: The Commission was called into Executive Session at 7:00 p.m. under ORS 192.660(2)(e) Real Estate. The Commission was called back into Regular Session at 7:05 p.m. No action was taken as a result of Executive Session.

10. ADJOURN: President Streich adjourned the meeting at 7:05 p.m.

 

	Give your feedback on this article