Meeting Agendas and Minutes
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Commission Meeting Minutes
February 8th, 2010
COMMISSION MEETING MINUTES
February 8, 2010
9:30 a.m.
PRESENT:
George Schoenfeldt, President William James, Director of Finance
Jim McEntire, Vice-President Jerry Demetriff, Public Works Mgr.
Jeff Robb, Executive Director Holly Hairell, Human Resources Mgr.
Doug Sandau, Airport/Marina Mgr. Dave Neupert, Port Attorney
CALL TO ORDER – OPEN SESSION
PLEDGE OF ALLEGIANCE
Note: Commissioner John Calhoun was excused from the meeting to attend a bio-energy conference in the Tri-Cities.
TIME SPECIFIC
A. 10:00 A.M. - Teamsters Contract - Dan Taylor
I. VOUCHERS
Commissioner McEntire stated he examined the vouchers, found them to be accurate and in order and made the motion for approval of vouchers REV #003131 through #003133, vouchers AP #028718 through #028871and vouchers PR #010043 through #010121 for a total of $551,527.34. Commissioner Schoenfeldt seconded and the motion passed unanimously.
II. MINUTES OF JANUARY 25, 2010 COMMISSION MEETING
Commissioner McEntire stated he reviewed the January 25, 2010 Commission Meeting Minutes, found them to be accurate and complete and made the motion to approve as written. Commissioner Schoenfeldt seconded and the motion passed unanimously.
III. EARLY PUBLIC COMMENT SESSION
There were none.
IV. COMPLETION OF RECORDS
The Master Policy Report is attached for information as directed by the Commission.
Executive Director Robb noted an error on page IV.2 in the Work Contracts section. The estimated cost of the boat yard sheet pile work by Wilson Construction should read $70,033.45.
Commissioner Schoenfeldt commented that he has noticed a large amount of logs at the PFD ready for shipment in March and that it is great to see wood in the yard. He indicated stevedoring companies have commented that it is the best they have seen in years.
V. MARINAS
A. JWM Fee Waiver Request February 18 - Sequim and Port Angeles Chambers of Commerce
Doug Sandau, Marinas and Airport Manager, reported this is an annual event by both chambers requesting waiver of fees Thursday, February 18 for a joint meeting and he stated it is well within the Resolution of 848.
Commissioner McEntire moved to waive fees at the JWM for the joint Port Angeles and Sequim Chambers of Commerce meeting on February 18, 2010. The motion was seconded by Commissioner Schoenfeldt and passed unanimously.
VI. AIRPORTS
A. FIA Engineering Services Selection
Mr. Sandau reported that as a result of the request for proposal for this project, four engineering firms were interviewed: Precision Approach, CH2MHill, W. H. Pacific and Reid Middleton Associates. WH Pacific was rated the highest during the interview process and was selected as the engineering firm for this project. They are on board and a contract is anticipated within several weeks. Mr. Sandau indicated that all are working hard to get the project underway.
VII. NEW BUSINESS
B. Bad Debt Write Off
Bill James, Director of Finance and Administration, asked for Commission approval to remove three accounts from books in order to get a clean audit. The accounts total $3,365.87 and although if removed it does not mean that the Port is forgiving these debts and they will continue to be pursued by a collection agency.
Commissioner McEntire made the motion to remove three accounts from Port assets totaling $3,365.87. The motion was seconded by Commissioner Schoenfeldt and passed unanimously.
C. Harbor Works Preferred Alternatives
Executive Director Robb provided introductory comments on the Preferred Alternatives for the Harbor Works (HW) Rayonier site. HW prepared three alternatives (A through C) with variations and requested that the Port put forward what it feels is the preferred alternative. The Port prepared a fourth alternative, D, which basically is a combination of B & C. He said that alternative D consists mainly of a marine/industrial use concept and is by no means a final document. In this concept, the marina component has been removed because it is not an ideal location for a marina. Alternative D provides two elements: marine industrial properties and a water access in the form of using existing dock and/or a new dock in its place. Director Robb reiterated it is not a commitment on the Port’s part to advance forward beyond concept, but that it is a due diligence process in the form of risk analysis as well as financial pro forma. There are many steps necessary before engaging beyond the concept and layout. He commented that if the Commission chooses, they may adopt today. Discussion followed.
Commissioner McEntire provided comments in two sections as follows:
1. He favors Alternative D and noted this is not a Harbor Works concept, but the Port of Port Angeles’ concept and is a way of recognizing the full economic potential of the site. And, in his understanding, if the Port adopted alternative D, there is nothing that binds us to this particular course of action but simply is a way to move forward.
2. There are four items Commissioner McEntire articulated for the record so that the public understands where the Commission is coming from on whether or not to participate in the future (he noted these items were brought forward when discussing the new Harbor Works board member):
· As a first step, he would like to see a high level agreement between all the players that agree on the concept as to how the site is ultimately going to be used and, therefore, will drive how the cleanup will proceed. That agreement should be between the Governor, because she has three appointees at this time (Director of Puget Sound Partnership, Secretary of Commerce [old secretary of CTED] and the Administrator of the Department of Ecology). The remaining signatories are the Commissioner of Public Lands (as the head of the Department of Natural Resources), the City of Port Angeles, the three Tribes that are involved, the Port of Port Angeles, Clallam County and Rayonier Corporation. There needs to be a political agreement between the land owner and all the engaged governmental actors so that everyone understands how we are going to interact moving into the future.
· As well as can be determined today, an analysis of long-term economic potential occasioned by whatever development concept that we all agree on. And that to be determined over the next twenty year period to determine whether or not we will have a sufficient economic return on the public dollars that are invested in the site.
· Give staff an adequate amount of maneuvering room to negotiate an agreement if we decide to move forward with the purchase. The criteria for this is an adequate value exchange between Rayonier and Harbor Works as the acquisition authority. If the Port is going to be a participant, we want to make sure we get an adequate exchange of value. (We need to make sure we give as good as we get as far as the public goes).
· This is conditional. If HW decides to acquire the property, Commissioner McEntire wants a hard agreement with DOE either to compress the decision timeline to one year, or to allow development to proceed independent of the timeline. The reasoning is that if Harbor Works decides to acquire any land, they will have to sign a potential liable partner agreement with DOE. There is an Agreed Order to be signed in that instance, and that order should contain a much greatly compressed paperwork schedule than the three years that is in the Agreed Order by Harbor Works and Rayonier to date. The purpose is so that we don’t have to wait an inordinate amount of time.
Commissioner McEntire indicated he would like to discuss this at the next meeting and Commissioner Schoenfeldt concurred. Commissioner McEntire emphasized that the first test for him is to get the political agreement with all the players.
D. Resolution No. 10-994 - To Encourage DOE to Expedite Agreed
Order
Executive Director Robb indicated this resolution is very close to the same resolution the City of Port Angeles passed last week. The intention is to encourage the Department of Energy (DOE) to reduce the 3-year time period allotted for the Rayonier Mill site cleanup before the March 5 public comments deadline and to demonstrate to DOE that there is a sense of urgency within our community to advance forward and to put this property into productive use. Director Robb asked the Commissioners to accept the resolution for introduction today with consideration for adoption at the February 22 meeting when Commissioner Calhoun is in attendance. The Commissioners concurred.
Commissioner McEntire stated he would like to develop a sense of the Commission that allows Director Robb to articulate the essentials of the unacceptable nature of three more years of paperwork on top of a decade of paperwork. He emphasized there has not been a good track record on the schedule of adherence and it does not give him a good level of confidence for any schedule that is adopted. If Commissioner Schoenfeldt agreed, Commissioner McEntire would like to have Director Robb articulate that on the Commission’s behalf at a public meeting scheduled tomorrow and Commissioner concurred.
Commissioner McEntire moved to accept for introduction Resolution No.10-994 to encourage DOE to expedite agreed order on the Rayonier Mill site. The motion was seconded by Commissioner Schoenfeldt and the motion passed unanimously.
VIII. OLD BUSINESS
A. Investment Policy Resolution No. 10-987
Bill James, Director of Finance and Administration provided Resolution 10-987 for consideration; Resolution 10-987 rescinds the current investment policy resolution no. 884. He reminded the Commission that a work session was held at the November 23, 2009 Commission meeting on the proposed new resolution which was developed in draft form at that time. This Resolution is exactly the same as presented at the work session. Mr. James pointed out some of the changes and/or new items in 10-987 versus the old resolution 884. Some of the changes include the following: it establishes qualified banks and investment brokers, identifies qualified investments, extends maximum maturity for investments to 10 years from 5 years, establishes minimum cash and investment balances, discusses method of bank selection process and adds several additional reporting requirements. Two new items that will be obvious are that it adds a section on unrealized gains and losses and a listing of the entire Port portfolio by maturity date to the quarterly investments report. Mr. James asked for Commission acceptance of introduction of the resolution and adopt if appropriate. Commissioner Schoenfeldt suggested acceptance for introduction today with adoption occurring at the February 22 meeting. Commissioner McEntire concurred and he applauded staff work for the resolution. He asked Mr. James at the next meeting if he would be prepared to talk about various risk levels if adopting a six-month operating system versus a nine-month or one year system.
Commissioner McEntire moved to adopt Financial Investment Policy Resolution No. 10-987 for introduction. The motion was seconded by Commissioner Schoenfeldt and the motion passed unanimously.
A. 10:00 A.M. Teamsters Contract – Dan Taylor
Dan Taylor, International Brotherhood of Teamsters Local 589 Representative, PO Box 4210, Port Angeles, commented that it is nice to be recognized by the Port and that the Teamsters and the Port have a particularly good relationship. He stated the Port and the Union have come to an agreement and they are prepared to move forward with the Teamsters Contract. The document is finalized and it will be signed soon.
Bill James, Director of Finance and Administration, indicated there are several minor changes in the contract, mostly to do with health and welfare, medical and dental issues. He reported the terms of the Agreement have an effective date of June 2009 to June 2011 and by mutual consent, may be extended by one year.
IX. PUBLIC COMMENTS SESSION
There were no public comments.
X. ITEMS NOT ON THE AGENDA
A. Commissioner McEntire commented on the 2nd Annual Port Day in Olympia. There were a number of Ports with displays and staff and he complimented the POPA display and the staff effort was terrific. He said the results show the value that Ports bring to the state including the economic effect of jobs created and sustained. He suggested that the Port continues in these types of efforts.
B. Commissioner McEntire said that he and Director Robb attended the very first Port Summit held in San Diego sponsored by the Secretary of Transportation and the US Maritime Administration. He indicated it was a very good session and for him there were two main things that stood out. First, that Secretary LeHood is very interested in trying to create an intermodal transportation bill for the highway bill when it is reauthorized later this year. His desire is to see freight transportation taking a much more prominent place in the highway bill and Commissioner McEntire stated he thoroughly supports that. Secondly, he indicated there is going to be a second round of TIGER grants as the fiscal 2011 budget proceeds through Congress. He noted we are waiting on the TIGER grant that was applied for jointly by the Port, County, etc., for various road construction projects in County. He suggested the Port seriously consider the second round of grants.
C. Commissioner McEntire noted there is a Legislative Committee meeting this Thursday and he will attend as the Port Commission delegate.
D. Commissioner McEntire said he wanted to nail down the trip to Washington, DC in conjunction with the City and the County. This has occurred the last two years and he feels it is important to visit with our Congressional delegation to articulate what kinds of things are going on in rural counties to increasing the economic output. Commissioner Schoenfeldt commented that he feels it is important that we have a member of the Commission attending.
E. Regarding the Port Summit in San Diego, Executive Director Robb commented that he thought it was interesting that the Secretary specifically requested small ports to participate on a panel to make sure they were represented. Through roundtable discussions they heard that it is much more difficult for small ports and that large ports have significant funds and staff to be able to lobby. As a result, Director Robb indicated he received a phone call from the local maritime representative informing him that we were recipients at Platypus from grant funds last year and that POPA is on their radar screen. Director Robb emphasized that many good contacts were made by their attendance. Regarding the Washington DC trip, Director Robb stated the Port is in the process of writing up an appropriation request for Representative Norm Dicks and Senators Maria Cantwell and Patty Murray. The intention would be to visit and encourage them to take a strong look at the request.
F. Executive Director Robb acknowledged newly-appointed Harbor Works board member Kaj Ahlburg in attendance. He said the Commission made a great decision and the City Council approved the Port’s appointment at their last meeting.
Mr. Ahlburg spoke and thanked the Commission for the opportunity to serve on the Harbor Works Board. He said he hopes to be able to contribute at whatever Harbor Works is able to do to make this a better place to live and to do business in. He plans on attending a DOE meeting this week and was surprised to learn they will only take written comments and indicated he will provide them as an individual focusing on three things: shortening the time-frame because he believes that 36 more months after more than a decade is completely unreasonable, focus on allowing concurrent study on development and cleanup and, lastly, for DOE to provide a cost cap on an agreed list of cleanup items that needs to be done.
G. For the record, Commissioner Schoenfeldt commended Human Resources Manager Holly Hairell for her work in putting together the Port Days display in Olympia. He said it was as good as any of the larger Ports and was very well done.
H. Executive Director Robb announced that the Port will participate in the local Home Show at the end of February to address Port public relations within the community and he emphasized that we are going to be more aggressive than in past. Director Robb announced that Doug Sandau, Airport/Marianas Manager, attended the recent Seattle Boat Show and indicated that the Port will market there next year.
XI. NEXT MEETING – FEBRUARY 22, 2010
XII. EXECUTIVE SESSION
The Board of Commissioners will now move into executive session to consider two property items, one item of litigation and no personnel items. These items are discussed in executive session in accordance with title 42.30.110 of the Revised Code of Washington. Commissioner Schoenfeldt estimated that the executive session will conclude at 11:00 a.m. and stated that no action is expected.
XIII. ADJOURN
Commissioner Schoenfeldt adjourned the meeting at 11:05 a.m.
PORT OF PORT ANGELES
BOARD OF COMMISSIONERS
___________________________
George S. Schoenfeldt, President
_______________________
John M. Calhoun, Secretary
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