Meeting Agendas and Minutes
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Commission Meeting Minutes
April 12th, 2010
COMMISSION MEETING MINUTES
April 12, 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 Pat Deja, Property/Mkrt 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
TIME SPECIFIC
A. 9:45 a.m. EDC Report – Linda Rotmark
B. 10:00 a.m. Capital Planning Policy Workshop – Jeff Smith
I. VOUCHERS
Commissioner Calhoun stated he examined the vouchers, found them to be a reasonable representation and made the motion for approval of vouchers, REV #003134, vouchers AP #029021 through #029183 and vouchers PR #010219 through #010298 for a total of $756,121.28. Commissioner McEntire seconded and the motion passed unanimously.
II. MINUTES OF MARCH 22, 2010 COMMISSION MEETING
Commissioner Calhoun stated he reviewed the March 22, 2010 Commission Meeting Minutes, found them to be a fair representation of the proceedings and made the motion to be accepted as presented. Commissioner McEntire seconded and the motion passed unanimously.
III. EARLY PUBLIC COMMENT SESSION
There were no comments.
IV. COMPLETION OF RECORDS
The Master Policy Report is attached for information as directed by the Commission.
Executive Director Robb requested the Commission approve ratification of a change order for Affordable Services under the Pen-Ply roof project because it exceeds the Master Policy by a minor amount (.85%). It was noted that grant money is being used for the roof project.
Commissioner McEntire made the motion to ratify the contract modification for the Pen-Ply facility roofing repairs as stated in the report from the Executive Director. The cost of the change order is $5,000.00 and is 10.85% of the total project cost. Commissioner Calhoun seconded and the motion passed unanimously.
Commissioner McEntire commented that Kenmore enplanements at FIA seem to remain on a downward trend. His hope is that the grant money for the new marketing position will go a long way to move those numbers upward.
V. PLANNING
A. SEPA Report for Clean Vessel Grant Program JWM
Jesse Waknitz, Environmental Technician, reported the Port is in the process of applying for a clean vessel grant through the Washington State Parks Commission. The funding is for the replacement of the aging pump-out system at John Wayne Marina. A SEPA review is required and the Port determined that this project is exempt under Washington State Statute because it is a minor repair. There will be no impact to the environment and Mr. Waknitz asked the Commission to acknowledge receiving the report and enter it into today’s meeting minutes.
Commissioner McEntire made the motion to acknowledge receiving and to accept the SEPA report for the Clean Vessel Grant Program, John Wayne Marina Pump-out and enter into today’s meeting minutes. The motion was seconded by Commissioner Calhoun and passed unanimously.
VI. MARINAS
A. Proposed Advisory Committee Makeup
Executive Director Robb mentioned that although he was unable to attend the previous meeting he did listen to the audio tapes and it was apparent that the Commission was in favor of creating an Adhoc Advisory Committee for Marina Rates and Fees. He indicated the Port has had advisory committees for various projects, but never one for the sole purpose for rates and fee review. The committee will provide significant recommendations, but hold no authority in the decision process as they are advisory in nature. They will meet over a five-month period to accomplish assigned tasks. Director Robb indicated the committee will consist of up to 15 members including representatives from the following organizations or interests: 5 citizens at large, 1 commercial boater, 1 recreational boater, 1 live aboard, 2 tourism/chamber of commerce, 1 Jamestown S’Klallam Tribe, 1 Lower Elwha Klallam Tribe, 2 Harbormasters and 1 Port staff member. The work scope will be advertised and staff will provide recommendations to the Commission for their final selections. Discussion followed with Commission suggestions including possibly expanding the work scope to include broader structure or implications other than rates and fees. In conclusion, the Commissioners agreed to keep the work scope to the rates and fees, but that that may be a consideration in future projects. They also asked that the live aboard position be eliminated and expanding the recreational boater by one.
Commissioner McEntire moved to approve creation of an Adhoc Committee for Marina Rates and Fees, composed as amended, to strike the live aboard position and increase the recreational boater by an additional seat and the remainder as stated above and in the item for consideration. The motion was seconded by Commissioner Calhoun and passed unanimously.
VIII. OLD BUSINESS (out of order)
A. EDC Report on Economic Summit – Linda Rotmark - 9:45 a.m.
Linda Rotmark, Executive Director of the Clallam County Economic Development Council, informed the Commission about the Economic Summit Workshop which is composed of three phases. The first meeting was conducted by consultant John White on April 1 and was a large community meeting with approximately 100 participants and resulted in a consensus on strengths, weaknesses, opportunities, and issues. Ms. Rotmark stated she was encouraged by the quality of people that took time to participate, that it was a good exercise for the citizens and noted that Port Commission and staff participated. Phase 2 on April 2 consisted of small group interviews lasting approximately 45 minutes each. Phase 3 is a public meeting scheduled for May 11 from 1:00 to 5:00 p.m. at the John Wayne Marina.
Secondly, Ms. Rotmark reported on the Olympic Finance Development Authority (OFDA). The purpose is to facilitate access to capital for private and public employment-generating projects of all sizes in Clallam, Jefferson, Mason and Kitsap counties. She indicated that alone, none of the counties have a large enough economy to develop and sustain an impactful solution, but together, they do. Ms. Rotmark prefaced her remarks by stating that Clallam County is a mighty little county and was the first to recognize industry clusters and creating value added projects. Also, that Clallam County funded and built a Business Incubator long before it became a popular trend.
She stressed that county business efforts need a finance authority to actually take them to the next step. The OFDA is envisioned as a self-sustaining entity made possible by poling fee, loan interests and portfolio management income to support broad financing expertise. The OFDA is comprised of nine board members and membership will be open to those who subscribe to the mission and contribute financially to the OFDA operations. They have applied for an exemption under Section 501 C (3) of the Internal Revenue Code. In conclusion, Ms. Rotmark stated they feel the authority will creatively find finance solutions. The Commission thanked her for the excellent report and Commissioner Calhoun said he believes this is really going to be a power tool for our region and that there will be a need to continually provide presentations to explain this authority to the citizens. Commissioner McEntire congratulated Ms. Rotmark and the EDC Board for pursuing this idea. He feels there is a lot of potential for this authority.
VII. NEW BUSINESS (out of order)
A. Capital Planning Policy Workshop – Jeff Smith – 10:00 a.m.
Bill James, Director of Finance and Administration, provided introductory remarks. Part of the 2010 Work Plan included reviewing capital project investment policies of which there are four steps involved: review and update investment policy (completed February 22); capital project planning and evaluation process (today); long-term finance and analysis of debt policies.
Mr. Smith directed attention to his Power Point presentation as he explained the purposes, new revenue generating and replacement of revenue generating investments, planned, projected and potential priorities and triple bottom line policies (jobs, environment and return on investment). He indicated that although this conversation is about capital investment, but as it is dealt with over the next several months, the tax levy will be discussed over and over and also that grants are an important funding source. Commissioner comments and suggestions were responded to and discussion followed on the topics as presented. Commissioner Calhoun indicated that it would be a good idea that a policy position be taken on the source of the Port’s capital funds and what investments are appropriate based on the source. Commissioner McEntire commented this is where we turn our strategic plan into rules and it is useful.
To summarize, there are five items to be considered: clear purpose for capital spending, alignment with funding sources, agreed methodology for decisions, set priorities and measure for triple bottom line. Mr. Smith stated he has appreciated today’s conversation and based upon the comments he received, he will be making some changes to the draft policy to be presented to the Commission for their consideration. He will be working with Mr. James and other Port staff in the next steps. The Commissioners commended Jeff Smith, Jeff Robb, and Bill James for guiding their thinking and this is where they turn the Strategic Plan into a set of criteria or decision for the annual capital budget exercises and it is very useful.
B. Recovery Zone Bond Resolution No. 10-995
Bill James, Director of Finance and Administration, presented Resolution No. 10-995 for introduction to the Commission. He noted earlier this year the Commission discussed the federal Recovery and Reinvestment Act bond programs and that the Port’s bond counsel, Cynthia Weed, provided information on bond options. Ms. Weed explained that if Clallam County would sub-allocate its authorities under the bond programs, the Port could issue $806,000 in Recovery Zone Economic Development Bonds and $1,209,000 in Recovery Zone Facility Bonds. Mr. James indicated Federal statutes require these bonds to be issued by December 31, 2010, but it is possible the federal government may extend the deadline. Discussion followed on whether the County should draft a resolution in this matter. Commissioner McEntire commented this is a great opportunity for the Port and he would feel more comfortable if the County formalized its delegation to the Port so there is no question about the legality. Commissioners Schoenfeldt and Calhoun concurred and suggested the need for close attention as to the timing when the bonds are issued. Proceeds from the bonds will be used to finance capital construction.
Commissioner McEntire made the motion to accept introduction of Recovery Zone Bond Resolution No. 10-995. The motion was seconded by Commissioner Calhoun and passed unanimously.
C. Storm Damage Report
Executive Director Robb noted a storm event on April 2 and wind caused a significant amount of activity in the Port boom ground. Public Works Manager Jerry Demetriff provided additional information on the net impact of the storm damage. He said the “Nor’easter” was worse than had been forecasted, that nine pile were lost in the rafting pockets, but that there was no wood in the those rafting pockets. Pile replacement will cost approximately $76,000. Because the crews were preparing for the arrival of a log ship, there was a significant amount of wood in the water. Nineteen bundles broke up and scattered all over the harbor. Mr. Demetriff said that Log Yard and Facilities Maintenance personnel rounded up all the wood from the broken bundles on Friday afternoon, dewatered, rebanded and completed inventory by 7:00 p.m. There was another wind storm on Easter Sunday, worse than Friday’s but of shorter duration. Less wood was scattered and was all contained around Terminals 5 and 7. All the wood was completely recovered and inventoried by Port crews. Mr. Demetriff emphasized that not one piece of wood was lost and he commended Port crewmen, Pat Jacobsen, Guy Wooldridge, Dean Roark, Craig Boesenberg, Rick Lustig and Charles Larson, for their good work in recovering the wood. Fifty-six man hours was spent in the recovery and taking care of customers.
VIII. OLD BUSINESS
B. Work Plan First Quarter Report
Executive Director Robb presented a 2010 Work Plan First Quarter Report to the Commission. (The Report is on file in the Port Administration Offices and can be found on the Port website at www.portofpa.com). He pointed out the Work Plan is consistent with the Strategic Plan and indicated the first quarter report is not the totality of what staff has been working on, but is a way to recognize some of the accomplished work and that staff has done a great job and he is proud of them. There are a total of 35 projects. Director Robb did not review all the projects but highlighted several including cruise vessels, log ships, marketing and the Airport Master Plan. Regarding the Airport, Director Robb explained that the FAA has stalled as a result of an approach procedure with trees in Lincoln Park being the issue. Seven letters were written to the FAA as a result of the Airport Master Plan public outreach meetings and were from people living around Lincoln Park that do not want any change. Director Robb informed the Commission that the Port has asked the City, County, Chamber of Commerce and citizens at large to write letters to the FAA encouraging them to advance it forward.
Commissioner Calhoun stressed that seven people do not represent all citizens of Clallam County and he encouraged Director Robb to have an action plan to get on the record to counter balance those seven people. Commissioner McEntire suggested spending money to provide a conceptual sketch so that citizens can see the improvement and Commissioner Schoenfeldt agreed a visual concept is an excellent idea as people relate to pictures. Director Robb confirmed that has been done and provided the conceptual sketch. Commissioner McEntire stated he is reluctant to see low to mid-level FAA bureaucrats holding us up and stressed the Airport is a critical facility for the County and we cannot suffer inordinate delays.
Discussion followed on the marketing plan and Director Robb indicated that Marketing Manager Pat Deja is involved in the Economic Summit and will roll out a marketing plan within the next month and a half. Commissioner Calhoun commented it is troubling to him that the Port would wait to see the outcome of the Economic Summit and he would rather see a more proactive role for the Port as the County economic development leader would bring to the Summit to make sure the outcomes are consistent with the Port’s vision. He encouraged Director Robb and Mr. Deja to make sure the Port is well positioned in its unique leadership role.
In conclusion, Executive Director Robb mentioned that the Port has made nine different appropriation requests, and we are working on enhancing the Port’s image to the local community through the KONP Home Show, Port Pilot, expanded public relations outreach through email, working with Sequim Bay Yacht Club for the 25th Anniversary of the John Wayne Marina, press releases, and presentations to the Rotary, Kiwanis, Yacht Association, the Pilots Association and on the air with KONP Radio. Commissioner Schoenfeldt suggested distributing the Port Pilot to restaurants. Director Robb indicated there have been discussions about distributing it as an insert in the Peninsula Daily News and Chamber of Commerce publications.
IX. PUBLIC COMMENTS SESSION
There were none.
X. ITEMS NOT ON THE AGENDA
Commissioner Calhoun provided a brief report on the activities of the Puget Sound Partnership of which he is the Port’s representative. Most of the time spent is on the green port initiative known as the “Evergreen Port Initiative”. They meet every two weeks, and moving forward and continuing to do outreach in developing structure with the aim of going to annual meeting in the Fall and bringing to the Board of Directors of the Association to make a decision to accept development and adoption of this program or to go some other direction. Commissioner Calhoun will make a presentation on this topic status at the WPPA Spring Conference in Chelan. He suggested that the Port needs to make a decision on whether or not to pursue certification.
Commissioner McEntire mentioned that the WPPA news roundup had a link to an interesting article by Bill Bryant, head of the Port of Seattle Commission, regarding competitiveness. He recommended Commission and Staff look up the thought provoking article.
XI. MEETINGS
Executive Director Robb reported that he was asked to make a presentation on the status of the Port of Port Angeles at the WPPA Spring Meeting in Lake Chelan May 12-13 and he accepted the invitation. Commissioners Schoenfeldt, McEntire and Calhoun indicated they will attend the WPPA Spring meeting.
XII. NEXT MEETING – APRIL 26, 2010
Commissioner Calhoun reported he will be unable to attend the April 26 meeting.
XIII. EXECUTIVE SESSION
The Board of Commissioners moved into executive session at 12:05 p.m. to consider two property items, 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 and that no action will be taken.
XIV. ADJOURN
Commissioner Schoenfeldt adjourned the regular meeting at 1:20 p.m.
PORT OF PORT ANGELES
BOARD OF COMMISSIONERS
____________________________
George H. Schoenfeldt, President
__________________________
John M. Calhoun, Secretary
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