Port of Hood River Commission
Meeting Minutes of January 17, 2012
Marina Center Boardroom
5 P.M.

Present: Commissioners Jon Davies, Fred Duckwall, Rich McBride, Brian Shortt and Hoby Streich; Attorney Jerry Jaques; from staff, Michael McElwee, Mike Doke, Linda Shames, Laurie Borton and Mellissa Halseth

Absent: None

Media: None

1. CALL TO ORDER: President Jon Davies called the meeting to order at 5:00 p.m.
a. Modifications, Additions to Agenda: Staff requested authority for Executive Director to sign construction contract be removed from Action Item c. Add Potential Litigation under ORS 192.660(2)(h) to Executive Session.

2. PUBLIC COMMENT: None

3. CONSENT AGENDA:
· Approve Minutes of December 20, 2011 Regular Session Meeting
· Authorize Landlord's Release and Landlord's Release Amendment with CenterPointe Community Bank for Cascadia Brewing, LLC
· Authorize Execution of Insitu, Inc. Lease Addendum No. 2
· Reaffirm the Appointment of Commissioner Shortt to the Urban Renewal Agency Board for the Period of January 1, 2012 Through December 31, 2014 and Authorize Letter to City Council
· Ratify Execution of Use Agreement with Maritime Services, Inc. for Temporary Exterior Storage
· Approve Accounts Payable to Flowing Solutions in the Amount of $4,026.25, to Flowing Solutions, to Jeanette M. Launer, Attorney in the Amount of $1,080, to Bear Inspection & Consulting, LLC in the Amount of $14,730.50 for a Total of $19,836.75

Motion: Move to approve Consent Agenda
Move: Streich
Second: Duckwall
Vote: Aye: Davies, Duckwall, McBride, Shortt and Streich
MOTION CARRIED

4. Commissioner, Committee Reports:
· Urban Renewal - Commissioner Streich reported on the meeting that took place on December 22, 2011. The City of Hood River has hired Bell Design as the new engineer. This will also be the engineer for the Urban Renewal Agency. McElwee, Commissioners Streich and Shortt, and Bob Francis met to discuss the format of the Urban Renewal Agency. Francis will make a recommendation to City Council to maintain the current format.

5. DIRECTOR'S REPORT: McElwee highlighted the following areas:
· Staff & Administration - There is a major storm event on its way this week and the Maintenance department is prepared. The Pub Talk sponsored by the Port is January 24. Commissioners are encouraged to attend.
· Waterfront Development - Legal counsel is reviewing the Public Use Doctrine for the Nichols Basin. The information collected will be shared with Naito Development for analysis. Naito Development will be making a presentation to the Hood River Watershed group February 28.
· Bridge/Transportation - Implementation of the bridge toll increase has gone well. BreezeBy now accounts for 47% of the bridge users. The sinkhole on the north approach to the bridge will temporarily be cold patched. A permanent repair will be completed in the spring when the asphalt plants re-open.

6. REPORTS, PRESENTATIONS AND DISCUSSION ITEMS:
· Insurance Renewals - Scott Reynier, Columbia River Insurance reviewed the information provided about the bridge insurance. An additional coverage of $25 million would cost the Port an additional $13,000 on the premium. ACE Insurance is the carrier for the Port bridge insurance, which is the only company that writes policies for toll bridges. Reynier explained that the level of debris removal the Port currently has is the maximum amount allowed. Shortt requested ACE Insurance come to a Commission meeting during their visit in April. Reynier explained that the Port's Special District coverage, a self-funded pool, had an overall increase of 2.55% over the previous year. The Port has one of the lowest loss ratios in the state with a ratio of 3.4%.

** Action Item:
Motion: Move to Approve Property and General Liability Policy Renewals with Special Districts Association of Oregon in the amount of $68,195
Move: Duckwall
Second: Streich
Vote: Aye: Duckwall, McBride, Shortt, and Streich
Chair Abstained
MOTION CARRIED

Motion: Move to Approve Bridge Insurance Policy Renewals with Durham and Bates in the amount of $216,645 to include additional earthquake coverage of $25 million
Move: Shortt
Second: Duckwall
Vote: Aye: Duckwall, McBride, Shortt, and Streich
Chair Abstained
MOTION CARRIED

· Draft Audit - Rick Cyphers, Onstott, Broehl & Cyphers, CPAS PC, explained that this audit was pretty standardized. He explained that it was their job to audit that financial statements are accurate. The auditors have a clean opinion and did not detect fraud. Cyphers explained that the state requires that funds held in banks are qualified banks and Columbia State Bank, where Port funds are deposited, is a qualified bank. Regarding internal controls, the auditors did not identify any weaknesses. Staff will share the final audit with the Budget Committee.

7. ACTION ITEMS:
a) Authorize Executive Director to Execute $240,867 Agreement with Century West Engineering for Design and Bidding Services for the Ken Jernstedt Airfield Runway Shift Project: This project will be bid late May/early June with construction this summer.

Motion: Move to Authorize Executive Director to Execute $240,867 Agreement with Century West Engineering for Design and Bidding Services for the Ken Jernstedt Airfield Runway Shift Project
Move: Duckwall
Second: McBride
Vote: Aye: Davies, Duckwall, McBride, Shortt, and Streich
MOTION CARRIED

b) Authorize Executive Director to Execute $47,816 Supplemental Services Agreement with Century West Engineering to Provide Additional Design Work for Orchard Road Vacation Project: This would address intersection sight distance issues at the north intersection of Orchard Road and Highway 281.

Motion: Move to Authorize Executive Director to Execute $47,816 Supplemental Services Agreement with Century West Engineering to Provide Additional Design Work for Orchard Road Vacation Project
Move: Streich
Second: Duckwall
Vote: Aye: Davies, Duckwall, McBride, Shortt, and Streich
MOTION CARRIED

c) Authorize Notice of Intent to Award to the Low Bid Contractor Colton Construction in the Amount of $254,300 for Cascadia Brewing, LLC Tenant Improvement Project at the Halyard Building: Colton Construction was low bidder. Bids came in higher than budgeted. Legal Counsel directed staff to request Cascadia Brewing provide a letter that they approve the construction Contract for Tenant Improvements at the Halyard Building. Group Mackenzie has reviewed the numbers provided and accepts them. Tenant is waiting for a decision from City Planning regarding their tasting room. The tenant should know final decision in the next couple of weeks. The contractor is required to hold their price for 60 days. Anytime during this period the Port may cancel. The lease will need to be amended to reflect a higher promissory note and a name change. This will be presented at the next meeting.

Motion: Move to Authorize Notice of Intent to Award to the Low Bid Contractor Colton Construction in the Amount of $254,300 for Cascadia Brewing, LLC Tenant Improvement Project at the Halyard Building
Move: McBride
Second: Duckwall
Vote: Aye: Davies, Duckwall, McBride, Shortt, and Streich
MOTION CARRIED

d) Authorize Notice of Intent to Award to the Low Bid Contractor Griffin Construction, LLC in the Amount of $238,000 and Authorize Executive Director to Execute a Contract Subject to No Bid Protests and Legal Counsel's Approval for Marina Office Building Project: Griffin Construction was low bidder. Bids came in lower than anticipated. The bid does not include re-decking. Staff will request a price quote from Griffin Construction for replacement of deck at Marina Office Building.

Motion: Move to Authorize Notice of Intent to Award to the Low Bid Contractor Griffin Construction, LLC in the Amount of $238,000 and Authorize Executive Director to Execute a Contract Subject to No Bid Protests and Legal Counsel's Approval for Marina Office Building Project
Move: McBride
Second: Shortt
Vote: Aye: Davies, Duckwall, McBride, Shortt, and Streich
MOTION CARRIED

e) Approve Additional Compensation Services for Bear Inspection & Consulting, LLC in an Amount Not to Exceed $65,000 with Continued Inspection Services at Current Level: Linda Shames, Finance Manager, explained that Bear Inspection is present for all blasting and painting. The original contract that was approved would have been sufficient if the painters hadn't gotten so far as a result of good weather. This would cover services through the end of the project. There will need to be a budget amendment that will be large enough to reconvene the Budget Committee.

Motion: Move to Approve Additional Compensation Services for Bear Inspection & Consulting, LLC in an Amount Not to Exceed $65,000 with Continued Inspection Services at Current Level
Move: Duckwall
Second: McBride
Vote: Aye: Davies, Duckwall, McBride, Shortt, and Streich
MOTION CARRIED

f) Approve Property and General Liability Policy Renewals with Special Districts Association of Oregon and Bridge Insurance Policy Renewals with Durham and Bates: Item was approved after presentation from Scott Reynier, Columbia River Insurance.

8. COMMISSION CALL: Shortt requested that a background paragraph be included in memos that also include the financial source that will pay for the project. Streich mentioned that he thought the first meeting with the Bridge Working Group went well. Streich would like to revise the current policy so that all of the toll collectors answer the same to customers. Davies thanked Shames for joining him on the radio January 16. He encouraged staff to get started on spring tasks and get a head start.

9. EXECUTIVE SESSION: Regular Session was recessed at 6:38 p.m. and the Commission was called into Executive Session under ORS 192.660(2)(e) Real Property and ORS 192.660(2)(h) Possible Litigation. The Commission was called back into Regular Session at 7:56 p.m. There was no action taken as a result of Executive Session.

10. ADJOURN: President Davies adjourned the meeting at 7:56 p.m.

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