Port of Hood River Commission
Meeting Minutes of March 16, 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 Jon Davies, Fred Duckwall, Hoby Streich, and Kathy Watson; Attorney Jerry Jaques; from staff, Michael McElwee, Mike Doke, Linda Shames, and Laurie Borton

Absent: Commissioner Sherry Bohn
Media: None

1. CALL TO ORDER: President Hoby Streich called the meeting to order at 5:00 p.m.
a) Modifications, Additions to Agenda: Executive Director Michael McElwee clarified the Action Item related to the Robinson Construction Contract Change Order was for the amount of $10,361.54 and not $110,361.54. McElwee also noted there may be an Action Item resulting from Executive Session discussions. Streich asked the Commissioners if they would like discussion of the Audit moved to 'Reports, Presentations and Discussion Items' but there was consensus for the item to remain as an Action Item.

2. PUBLIC COMMENT: None.

3. CONSENT AGENDA: President Streich commented the Truck Parking License was not precedent-setting and the associated $500 license fee was an arbitrary amount. Streich also noted the fire extinguisher installation for the "C" Dock Expansion project was a City recommendation and not a requirement.

· Approve Minutes of February 16, 2010 Regular Meeting
· Approve Truck Parking License with Hood River Juice Company for the Period March 17 through April 17, 2010
· Approve Change Order No. 1 to the Construction Contract With Bellingham Marine Industries for Installation of Fire Extinguishers on the 'C' Dock Expansion Project in an Amount Not to Exceed $3,298.38
· Ratify Accounts Payable to Kevin Cooley Architect in the Amount of $1,350 for Schematic Design and Cost Estimates of Western Power Building Tenant Improvements
· Approve Additional Engineering Services from Group Mackenzie Related to the Halyard Building in an Amount Not to Exceed $3,500
· Approve Payment in an Amount Not to Exceed $2,100 for New Sink at Gorge Networks Big 7 Location

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

4. Commissioner, Committee Reports:
· Mission to Washington, DC - Streich thanked the Commissioners for allowing him the opportunity to attend, along with Executive Director McElwee, and represent the Port District. Streich briefly mentioned the coalition projects for the Port, City, and County and reported that meetings had been held with staff members of Oregon Senators Wyden and Merkley, as well as a dinner meeting with Congressman Walden. Streich said the format of these meetings focused on the progress (and Port funds) already spent on the projects and how additional appropriations would further benefit the area's economic development. McElwee commented the message repeatedly heard was that a lot of people were asking for money and the federal deficit would make obtaining funding difficult. McElwee also commented that project earmarks will be receiving less attention, but in the case of the bridge repainting project, that funding is being targeted through the 2011 WRDA bill (Water Resources Development Act). McElwee also noted the Oregon Department of Transportation is amenable to the Frontage Road pedestrian /bicycle language so that congressional staff may not need to be called upon for assistance-- this means it looks positive in using the remaining funds of approximately $500,000 (which includes earned interest) for improvements.
· Urban Renewal - Streich reported that three amendments had been made to the Urban Renewal District covenants; the board has decided not to pursue a parking structure at this time; and that projects identified will need to be completed by 2012. Streich requested that staff contact the City to clarify the repayment policy for money the Port loaned for the City for the wastewater treatment plant as bids were less than anticipated.
· Hood River County Economic Development - This committee report was tabled due to Commissioner Bohn's absence from the Commission meeting.

5. DIRECTOR'S REPORT: McElwee highlighted the following areas:
· Schedule - The Commission will meet in regular session on April 6 and the spring planning session will be held on April 20. A draft agenda was provided for review with the request to contact staff with modifications. McElwee noted that he did not foresee any major capital projects being initiated in the coming fiscal year and the Port would instead concentrate on the completion of current projects.
· Staff & Administration - No report.
· Waterfront Recreation - Conversations with the Department of State Lands has indicated school concessions can operate on the sandbar as long as their activity does not interfere with the public's use. McElwee reported he would meet the following day with the Columbia Gorge Kiteboarding Association 'Port liaison' to discuss CGKA's proposal to use the Marina Beach for kiteboarding access to the sandbar. McElwee also reported on attending a meeting earlier in the day with the Gorge Commission and Inter-Tribal Fish Commission which may result in the Port educating recreational users (boaters, windsurfers, kiteboarders, concessionaires) about Treaty Rights and ways to avoid water conflicts with tribal nets and buoys. The project to repair rip rap at the Hook and Marina is on hold as the City is requiring bio-engineering, which would create the need for more back and side slopes and become very costly.
· Waterfront Development - McElwee reported the wastewater treatment plant's operational and testing phase for the odor reduction/elimination project should be completed by the end of the month. Commissioner Fred Duckwall inquired about the "For Lease" sign on the UTS Portsite Building and suggested that it could be removed.
· Airport - No report.
· Bridge/Transportation - McElwee reported that he had attended the City Council meeting in which ODOT updated the City on the Interchange Area Management Plan (IAMP). McElwee and Mayor Babitz then met and concluded the help of a consultant may be required to anticipate issues and decisions that will need to be taken.
6. REPORTS, PRESENTATIONS AND DISCUSSION ITEMS:
· Draft Letter Regarding Hanford Nuclear Reservation Contamination: A letter had been drafted to the U.S. Department of Energy expressing concern with the possibility of persistent environmental contamination of the Columbia River and the implications such contamination may have on the Port of Hood River's recreational and industrial holdings along the waterfront. After discussion, there was consensus to endorse the letter with the only modification being the letter would be signed by the President on behalf of the Commission, and add this item to the agenda as an Action Item.
7. ACTION ITEMS:
a) Approve Audit for the Fiscal Year Ending June 30, 2009:

Motion: Move to Approve Audit for the Fiscal Year Ending June 30, 2009.
Move: Duckwall
Second: Davies
Discussion: Davies requested that during the Planning Session the Commission look at the overall financial picture to make sure the Port is not overspending.
Vote: Aye: Davies, Duckwall, Streich, and Watson
Absent: Bohn
MOTION CARRIED

b) Authorize Contract Change Order No. 3 with Robinson Construction Co. for the Halyard Building in an Amount Not to Exceed $110,361.54 $10,361.54: McElwee commented that changes in a project like this should be expected. This change order for three items included larger joists, larger supports for the solar array, and conduit for future security around exterior doors. Davies inquired if bids would have been higher if documents were written to correctly reflect these items. McElwee responded affirmatively and noted this particular change order item could be considered a 'wash.' McElwee also noted the project's contingency would accommodate the cost increase.

Motion: Move to Authorize Contract Change Order No. 3 with Robinson Construction Co. for the Halyard Building in an Amount Not to Exceed $10,361.54.
Move: Davies
Second: Watson
Vote: Aye: Davies, Duckwall, Streich, and Watson
Absent: Bohn
MOTION CARRIED

c) Approve Resolution No. 2009-10-5 Supporting Extension of the Cascade Locks/Hood River Enterprise Zone and Authorizing the Port of Hood River to Act as a Sponsor: Port districts are now allowed by state legislation to be sponsors of enterprise zones. Sponsorship entails both responsibilities and opportunities for shaping local economic development through property tax exception. Sponsorship will also allow the Port to help businesses use the zone and verify their compliance, to appoint the local zone manager, and be involved in the decision-making process of zone policies.
Bill Fashing, zone manager and Hood River County Economic Development Coordinator, recommended the Port move forward; however, he did inform the Commission that the Cascade Locks City Council would like the zone given back as they believed it would provide them with a more competitive advantage. Fashing said discussions will continue at the Cascade Locks Council meeting on March 22. Fashing also noted he was not sure if this was something the state would allow because all meetings had been noticed as a joint enterprise zone. If the zone moves forward as currently written, Fashing reported there would be need for an Intergovernmental Agreement to be completed within 90 days.

Motion: Move to Approve Resolution No. 2009-10-5 Supporting Extension of the Cascade Locks/Hood River Enterprise Zone and Authorizing the Port of Hood River to Act as a Sponsor.
Move: Watson
Second: Duckwall
Vote: Aye: Davies, Duckwall, Streich, and Watson
Absent: Bohn
MOTION CARRIED

d) Approve Resolution No. 2009-10-6 in Support of Hood River County Library District: McElwee reported the resolution in support of a library district was requested by Mike Schend, who was seeking local business and government endorsement. Commissioner Watson inquired if there were any issues with taking a position? Attorney Jerry Jaques did comment that neither Port funds nor staff time could be spent. Commissioner Davies said he personally did not believe it was the Port's role to step in and take a position if it didn't affect the Port and he viewed it more as a County budgeting issue. Streich commented that he could relate the Port's mission of economic development to a library, which provides a great foundation through education. Commissioner Duckwall suggested the Resolution could be reworded from Schend's generic version to address the Port's economic development role. There was commission consensus to table the Resolution to the April 6 meeting.

e) Hanford Letter [agenda addition]:

Motion: Move to Approve Hanford letter, as drafted, and authorize execution by Commission President.
Move: Davies
Second: Duckwall
Vote: Aye: Davies, Duckwall, Streich, and Watson
Absent: Bohn
MOTION CARRIED

8. COMMISSION CALL: Watson said it was exciting to see the first evidence of the work on the Waterfront accomplished by the Commission. Watson said the Halyard Building looks nice and she liked the patterned concrete. Duckwall echoed Watson's comments. Streich said he would work with staff to organize a site tour and he said it would be important to include the Jensen Building. There was consensus that a Monday should work for everyone's schedules as long as it was not an all-day event.

9. EXECUTIVE SESSION: The Commission was called into Executive Session at 6:05 p.m. under ORS 192.660(2)(e) Real Estate. The Commission was called back into Regular Session at 7:08 p.m. The following action was taken as a result of Executive Session.

Motion: Move to Authorize Contract with SUM Design for Halyard Building Tenant Improvements in an Amount Not to Exceed $35,000 Plus Reasonable Reimbursable Expenses Subject to Legal Counsel Review of Contract Form.
Move: Davies
Second: Duckwall
Vote: Aye: Davies, Duckwall, Streich, and Watson
Absent: Bohn
MOTION CARRIED

10. ADJOURN: President Streich adjourned the meeting at 7:09 p.m.

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