Meeting Agendas and Minutes
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Commission Meeting Minutes
March 8th, 2010
COMMISSION MEETING MINUTES
March 8, 2010
9:30 a.m.
PRESENT:
George Schoenfeldt, President Jerry Demetriff, Public Works Mgr
Jim McEntire, Vice-President Doug Sandau, Airport/Marina Mgr.
John Calhoun, Secretary Holly Hairell, Human Resources Mgr
Jeff Robb, Executive Director Jesse Waknitz, Environmental Tech.
William James, Director of Finance Dave Neupert, Port Attorney
Dave Hagiwara, Dir Trade & Dev.
CALL TO ORDER – OPEN SESSION
PLEDGE OF ALLEGIANCE
I. TIME SPECIFIC
A. None
II. VOUCHERS
Commissioner McEntire stated he examined the vouchers, found them to be accurate and in order and made the motion for approval of vouchers, vouchers AP #028872 through #029020 and vouchers PR #010122 through #010218 for a total of $582,137.68. Commissioner Calhoun seconded and the motion passed unanimously.
III. MINUTES OF FEBRUARY 22, 2010 COMMISSION MEETING
Commissioner Calhoun stated he reviewed the February 22, 2010 Commission Meeting Minutes, found them to be accurate and complete and made the motion to be accepted as presented as written. Commissioner McEntire seconded and the motion passed unanimously.
IV. EARLY PUBLIC COMMENT SESSION
There were none.
V. COMPLETION OF RECORDS
The Master Policy Report is attached for information as directed by the Commission. Executive Director Robb noted the Log Yard numbers are better than last year at this time although the container loading is down.
Commissioner Calhoun commented that marina vacancy rates remain steady but it is worth noting that we are not where we want to be. He indicated it is due to seasonal and general doldrums of the economy. Commissioner Schoenfeldt commented on a letter Director Robb wrote to the Department of Fish & Wildlife regarding increased opportunity for expanding sport fishing seasons and said he is grateful that Director Robb sent a letter. He noted that he as well as PABH Harbor Master Chuck Faires also wrote letters. He believes the situation is right on the edge and that letters are helpful.
VI. PLANNING
A. Stormwater Presentation
David Hagiwara, Director of Trade and Development, and Environmental Technician Jesse Waknitz, provided an overview of stormwater permits complete with a Power Point presentation (on file). The presentation provided an understanding of the situation at hand and included stormwater permit types for Port facilities, industrial stormwater general permit and the Boat Yard permit. Some of the presentation highlights include the following:
1. The industrial general permit covers facilities engaged in industrial activity such as manufacturing, warehousing, processing, waste disposal/recycling and transportation and covers activities on the waterfront including Terminals 1, 3, 5 and 7. The new permit was issued October 21. 2009 and became effective January 1, 2010. The final permit has been appealed by 7 parties with a hearing scheduled for October 2010. The permit, however, is in effect and enforceable. All facilities must develop and implement Stormwater Pollution Prevention Plan (SWPPP).
2. Boat Yard Permit covers commercial business engaged in construction, repair and maintenance of small vessels, 85% of which are 65 feet or less in length. The Port’s Boat Yard falls under this permit which provides coverage for discharges of stormwater from boatyards. The benchmarks are very low and each boat yard may have to install stormwater treatment technology.
3. Construction Stormwater Permits are used for the clearing, grading and/or excavation which results in the disturbance of one or more acres. Included are the coffer dam site (includes Port Terminals 5 & 7) and William R. Fairchild International Airport improvements.
Discussion followed on treatment technologies and results and the Port’s actions to comply with the permitting standards. Commissioner Calhoun inquired if the Port could use the City’s stormwater system because of the possibility that we may be better off sharing in costs with the City. He also indicated that Ports need to be up front in expressing to the public that we have a process of regulation wherein private work under Port contracts are carried out through contractual agreements. He emphasized this is what sets aside work that Ports achieve where others cannot. The Commissioners expressed appreciation to Mr. Hagiwara and Mr. Waknitz for their timely and enlightening briefing.
VII. AIRPORTS
A. Runway Lighting
Doug Sandau, Airport/Marinas Manager, reported that an earlier runway lighting system at the Airport operated 24 hours a day but it was determined that pilot control would be more effective rather than automatically with photo sensitive equipment. On March 1, the pilot control system was initiated on the entire landing system with the exception of the beacon which operates independently. All users were previously notified of the change and there have been no problems. Mr. Sandau stated that the Airport is now operating more efficiently.
B. Small Community Air Service Grant Acceptance
Mr. Sandau said that one of the key challenges of an airline is ridership which needs to be at approximately seventy-five percent in order to be successful. He indicated that Kenmore’s passenger load fluctuates around sixty-five percent which they have been trying very hard to increase. One solution that Kenmore has identified is the implementation of an interline agreement with Alaska Airlines to improve the region’s access to the national air transportation system. The interline agreement has recently been completed which should help to market and promote Kenmore Air. The Small Community Air Service Grant in the amount of $360,000.00 is specifically designed to address that need. Other associated funding partners include the Port, City of Sequim, City of Port Angeles, Clallam County and Kenmore Air for a grant match of $40,000 and an additional $82,500.00 from the Port and funding partners for in-kind services. Mr. Sandau indicated there will be a meeting with the partners to identify and select an individual to manage the marketing program.
Commissioner Calhoun asked for an example of Port in-kind contributions. Executive Director Robb responded that contract administration is one and we will be coordinating meetings for outreach with funding partners and soliciting a request for proposals. The Port will advertise and administer the grant and provide reports on a quarterly basis on all funding activity and all services received. Director Robb indicated the administration of the grant is very significant. For the record, Commissioner McEntire publicly thanked all funding partners and stated it is a big win for the community.
Commissioner McEntire made the motion to approve and accept the DOT-OST-2009-0149 Small Community Air Service Grant in the amount of $360,000.00. Commissioner Calhoun seconded and the motion passed unanimously.
VIII. NEW BUSINESS
A. Olympic Logging Conference Sponsorship
Mr. Hagiwara reported the 65th Annual Logging Conference is scheduled April 28-30 in Victoria, BC. It is a good networking opportunity and the Port has had past sponsorships in recent years with a Meet and Greet during registration as well as sponsoring a lunch with Port customers. Mr. Hagiwara indicated it is a popular event with a good turnout. He provided the Commission with a conference agenda and asked for consideration for promotional hosting. He indicated approval is required for amounts exceeding $1,000.00 and suggested the two promotional hosting events will cost approximately $1750.00 to $2250.00. The Commissioners concurred it is a worthwhile event to sponsor and attend and Commissioner Calhoun acknowledged that promotional hosting is included in the budget.
Commissioner McEntire made the motion to approve participation and expenditure of funds not to exceed $2,500.00 for Port promotional hosting and sponsorships at the 65th Annual Logging Conference. Commissioner Calhoun seconded and the motion passed unanimously.
IX. OLD BUSINESS
A. Personal Services Contract Analysis
Bill James, Director of Finance and Administration, reported that rigorous personal services contract requirements went into effect January 2, 2010 as defined in state statute RCW 53.19. All businesses and organizations have been identified to which the Port made payments during 2009. There were a total of 429 business and organizations identified with two additional expenditures identified for a total of 431. Mr. James categorized the total into five sections: Personal Services, Professional Services, Purchased Services, Intergovernmental Agreements and Other Payments (such as expense reimbursements, cleaning deposit refunds, etc.). He indicated there were 93 businesses and organizations identified as providing Personal Services. Three of those provided personal services in excess of $50,000.00: Alliant Insurance Services $310,000.00, Charles Faires, dba Port Angeles Marine $224,000.00 and Ruddell Auto Mall $60,000.00. In conclusion, Mr. James noted that Port staff attended seminars on this new legislation and are very aware of the requirements. He also indicated that the Port has a minimal number of transactions which would be subject to the provisions of RCW 53.19. Commissioner McEntire commented he believes the internal control system is well in hand and it gives him a lot of confidence in managing public funds.
B. T-3 Contract Extension
Public Works Manager Jerry Demetriff provided information on the previously awarded project to American Construction of Tacoma, WA with a low bid of $254.900.00. The project consisted of driving 18 steel piles and select replacement of existing fender system. Mr. Demetriff disclosed that during final construction, it was discovered that the subcontractor supplying the fender pile panels, improperly bored holes which were not to the specifications of the contract. The subcontractor agreed to furnish the correct panels at no additional cost, but that it would take two months to manufacture and ship. He explained that the rejected panels were installed in a way to protect the threaded studs on the pile, the terminal was opened to ship traffic March 1 and there will be no impact to Port operations until the new panels are installed. Under his authority, the Executive Director extended the contract awarded to American Construction by ninety days expiring May 29, 2010.
X. PUBLIC COMMENTS SESSION
There were no public comments.
XI. ITEMS NOT ON THE AGENDA
A. Commissioner Calhoun asked for status on the Economic Summit that was called by the City of Port Angeles. He noted he is on the EDC Board and they were asked to organize the Summit. The City initially indicated they would pay consultant fees of $15,000.00. Executive Director Robb provided additional information and indicated all seven EDC funding partners will be asked to participate. It will be a 3-day Summit process with public input and interviews of key participants followed by an open summit. The Port could not participate with a City-only event because the Port represents the entire County. The proposal grew to $24,000.00 and Director Robb asked the Commissioners at what funding level did they feel comfortable. It was noted that the EDC contract has not yet been signed so it can be adjusted. The EDC contract is generally funded at $25,000.00 general services level with a secondary component of $5,000.00 for requested additional services.
Discussion followed on proportionate funding from the other partners. Commissioner Calhoun commented that he feels the need to participate because the Port considers itself the economic development leader and it affects the entire County. Commissioners Schoenfeldt and McEntire concurred.
Commissioner Calhoun made the motion that the Port participates in the Economic Development Summit with a financial support level of $8,000.00. Commissioner McEntire seconded and the motion passed unanimously.
Director Robb stated an EDC contract would be developed which would include the Economic Summit.
B. Commissioner Schoenfeldt stated he thought the KONP Home Show was great and it was an excellent opportunity to interact with the public to inform them of what we have done and are trying to do. He suggested we should do more such events. Commissioner Calhoun commented that it was a very positive and valuable situation at the Home Show and indicated the Port needs to be at the Clallam County Fair with the same booth. Commissioners McEntire and Schoenfeldt concurred.
C. Executive Director Robb announced that he will be unavailable for the March 22 Commission meeting and he asked either Bill James or Dave Hagiwara to fill in for him at that meeting.
D. Director Robb said he received an invitation from the Lower Elwha Tribe to a potlatch from 4:00 to 8:00 p.m. March 11. He indicated it is a school fundraising event and asked if any of the Commissioners would like to participate. Commissioners Calhoun and McEntire indicated they have previous meeting commitments. Commissioner Schoenfeldt said he also has a meeting at 6:00 p.m. but will check his calendar further to see if he might be able to attend the potlatch.
E. Director Robb suggested seizing the opportunity for a photo op to meet several Merrill & Ring staff and the Captain of the log ship docked at the Port dock. The invitation was extended by the ship captain to the Commissioners and Port Staff beginning at 1:00 p.m. Port counsel Dave Neupert reminded the Commissioners they could attend but that they cannot discuss Port business among themselves.
F. Director Robb brought to attention a Maritime Security Conference in Victoria, BC April 26-28 concurrent with the Logging Conference and inquired if any Commissioner was interested in attending.
G. Director Robb stated that the Port does not have a large staff and that when staff is not making a presentation or have an action on the agenda, they you may or may not see that individual at the meeting because they are doing work of the Port. He indicated the decision is left up to individual.
XII. MEETINGS
A. Logging Conference Participation – April 28-30, 2010, Victoria, BC
Commissioner Calhoun commented that he will be unable to attend this year. Commissioners Schoenfeldt and McEntire indicated they will attend. Noting an overlapping of the Logging and the Maritime Security Conferences, Commissioner McEntire said he may go to Victoria the day before so that he can attend a particular session at the Maritime Conference that may be of interest to the Port.
XIII. NEXT MEETING – MARCH 22, 2010
XIV. EXECUTIVE SESSION
The Board of Commissioners will now move into executive session to consider one property item, two litigation items, and one item of personnel. These items are discussed in executive session in accordance with title 42.30.110 of the Revised Code of Washington. Commissioner Schoenfeldt estimated the executive session will conclude in approximately one hour. No action will be taken.
XV. ADJOURN
Commissioner Schoenfeldt adjourned the meeting at 12:10 p.m.
PORT OF PORT ANGELES
BOARD OF COMMISSIONERS
____________________________
George H. Schoenfeldt, President
__________________________
John M. Calhoun, Secretary
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