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Commission Meeting Minutes
April 26th, 2010
COMMISSION MEETING MINUTES
April 26, 2010
9:30 a.m.
PRESENT:
George Schoenfeldt, President Dave Hagiwara, Dir Trade & Dev.
Jim McEntire, Vice-President Doug Sandau, Airport/Marina Mgr.
Jeff Robb, Executive Director Holly Hairell, HR Manager
William James, Director of Finance Dave Neupert, Port Attorney
CALL TO ORDER – OPEN SESSION
PLEDGE OF ALLEGIANCE
NOTE: Commissioner Calhoun was excused from the meeting.
I. MINUTES OF APRIL 12, 2010 COMMISSION MEETING
Commissioner McEntire stated he reviewed the April 12, 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.
II. EARLY PUBLIC COMMENT SESSION
There were no public comments.
III. MARINAS
A. Selection Methodology for Marina Rates/Fees Advisory
Committee
Executive Director Robb noted that at the last meeting the Commissioners took action to solicit for an ad hoc advisory committee for marina rates/fees and the typical process was that staff would review and sort the applications and then bring a slate of potential applicants for Commission approval. Director Robb stated it is really a matter of Commission preference on whether or not they want to be personally involved in the selection process. Commissioner Schoenfeldt stated that personally he would like to wait until the next meeting for the discussion because he prefers that all three Port districts be represented. Commissioner McEntire said that he had asked the topic to be placed on today’s agenda before he remembered Commissioner Calhoun’s excused absence and that he certainly does not want to take action today. Commissioner McEntire asked that today’s meeting minutes reflect that the process will conclude at the next meeting on May 10. He also indicated he does not want the perception to exist that you have to be of a certain mindset to
be on the ad hoc committee. Executive Director Robb reported there are only two applicants at this time and the issue may have to be addressed if there is not sufficient interest. The application process closes this Friday, April 30. Commissioner McEntire said he would rather have the problem of too many applicants than not enough.
IV. AIRPORTS
A. Small Community Air Service Grant Marketing Position Status
Report
Doug Sandau, Airport/Marinas Manager, provided a brief report and stated the primary purpose of the Small Community Air Service Grant was for marketing for Kenmore Air and that it is a two-year project. The request for qualifications (RFQ) has been advertised and three applications were received. Interviews are scheduled for Thursday, April 29 with the target date of early May for getting the person on board. Executive Director Robb indicated a stakeholder group is being utilized for the marketing position which includes the cities of Port Angeles and Sequim, the Port, the County and Kenmore Air to participate in the selection process. Director Robb emphasized the position is for professional and marketing services and it is not a hired position by the Port.
V. NEW BUSINESS
A. 2010 First Quarter Report
Bill James, Director of Finance and Administration, provided an explanation of the budget variance report for the first quarter of 2010. He reported this is a cash basis budget and there is good news with an overall net positive variance of $231,000.00. Mr. James explained the gross receipts were up 2% or $32,000.00 and the expenses were less than budgeted with a positive variance of 13% or $198,700.00. He further explained three divisional receipts variances as follows: Marine Terminal receipts with a positive variance of $29,000.00 (17%) mostly due to log ship receipts in March; Log Yard receipts with a positive variance of $44,000.00 (35%) and Marinas receipts with a negative variance of $20,100.00 or 4% which correlates directly to an overall 4% decline in occupancy at both the PABH and JWM as compared to 2009. Mr. James emphasized the marinas negative variance is not rate-related because rates were not raised for 2010.
Mr. James provided information on three divisional expenditures variances as: Log Yard expenditures with a negative variance of $100,600.00; rental properties expenditures with a positive variance of $62,500.00 and economic development expenditures with a positive variance of $48,400. 00. A substantial portion of the Log Yard negative variance was due to repair expenditures on two Letourneau machines of $45,000.00. A cash flow and investments report for the first quarter 2010 was also provided. For the period ending 3/31/2010, the total cash plus investments equals $14,371,651.02. Discussion followed as each item was explained. The Commissioners individually thanked Mr. James for the good report.
A. Clallam County EDC Contract Report
Executive Director Robb explained that the EDC contract has not yet been executed. A revised draft has been received with modified language to represent accomplishments that are currently being undertaken this year one of which is marketing outreach, Sections 4.1 and 4.2 of the Work Plan. Additionally, they will assist with the Small Community Air Service Grant marketing program, working in identifying financial resources for capital improvements with tenant development and, specifically, a budget line item that adds an additional $8,000.00 for the Economic Development Summit with Berger Abam. Director Robb indicated that amount was not a budgeted item, but it has been imbedded so that it is covered for the EDC to be reimbursed. No Commission action is needed and Director Robb will be executing the contract this week.
Commissioner Schoenfeldt inquired about the target date for the consultant Action Work Plan once the May 11 Summit public meeting is concluded. Director Robb responded that it will be developed within one month and it becomes a community work plan with tasks assigned to advance forward.
VI. OLD BUSINESS
A. Cargo Report
Dave Hagiwara, Director of Trade and Development, provided a brief follow-up on the Sunny Royal vessel which recently loaded approximately 2.5 million board feet. He noted this was not included in the numbers provided by Mr. James. As with the first vessel, the $80,000.00 in revenues were split with half going to the Marine Terminal and half to the Log Yard. Mr. Hagiwara stated this vessel was different than the previous one in that it was a deck load which means production was slightly slower. He noted the customers are very pleased. We are looking forward to another log vessel arriving May 10 which will be here between the two Holland America cruise ships on May 7 and 15. It will have similar volume and going to Korea. Mr. Hagiwara reported another vessel will load logs in June also going to Korea and then we are looking at another scheduled vessel loading in July or August going to China. Because it is going to another market there may be some debarking requirements. Commissioner Schoenfeldt recognized Rolf Hansen in attendance. Mr. Hansen is general manager in Everett and Port Angeles of SSA Marine, a stevedoring company. Commissioner Schoenfeldt mentioned that there has been a lot of contact through the vessels at the Port and he asked Mr. Hansen how the Port was treating him. Mr. Hansen responded “perfect” and that he is looking forward to continuing the contact. He indicated it looks like there will be a ship about every six weeks.
VII. PUBLIC COMMENTS SESSION
None.
VIII. ITEMS NOT ON THE AGENDA
None.
IX. NEXT MEETING – MAY 10, 2010
X. EXECUTIVE SESSION
The Board of Commissioners moved into executive session at 10:10 a.m. to consider two property items, one litigation item 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 in approximately 45 minutes and that no action will be taken.
XI. ADJOURN
Commissioner Schoenfeldt reconvened the regular meeting at 11:05 a.m. and then immediately adjourned. He stated that no action was taken.
PORT OF PORT ANGELES
BOARD OF COMMISSIONERS
____________________________
George H. Schoenfeldt, President
__________________________
John M. Calhoun, Secretary
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