MINUTES FOR THE

EXECUTIVE ADVISORY BOARD MEETING

August 12, 2009

Call to Order: 8:05am by Ed Binder                                               Adjourned: 9:05am

Members Present:                   Mike Petz, Citizen

                                                  Mary Mere, Lake Cushman Booster Club/EAB

                                                  Terry Brazil, Lake Cushman Maintenance Board/EAB

                                                  Ed Binder, Skokomish/EAB

Members Absent:                   Barbara Levette, Hood Canal Improvement Club/EAB

                                                 Ben Fabig, West Realty/EAB

                                                 Bill Smith, Skokomish/EAB

                                                 Brian Cook, Local Business/EAB

                                                 Dick Patterson, Citizen/EAB

                                                 Don LeMaster, PDA/Hoodsport Business Association

                                                 George Fisher, Save the Lakes/EAB

                                                 Lisa Ellis, Lilliwaup/EAB

                                                 Mike Purvis, Local Business/EAB

                                                 Trudy Mischell, Lake Cushman Booster Club/EAB      

Guests:                                    Frank Benavente, Port Commissioner

                                                 Gary Carlberg, Port Commissioner

Staff:                                       Rich McEachin, Port Executive Director

                                                Terry Veitz, Port Admin. Assistant

Approval of Minutes: Terry Brazil made a motion to approve the EAB minutes for July 8, 2009. Mary Mere made the second, passed unanimously.

Board Reports: None

New Business: Presentation of information regarding a potential restroom facility at the Port:

Port Executive Director Rich McEachin gave the members a brief history of what has been achieve regarding a potential restroom. He stated that he had applied for an RCO Grant in July 2008 for design, engineering and environmental elements of the project. He did two presentations to the RCO Board in Olympia in August and September of 2008. In October of 2008, the Port was notified that it made 9^th place out of 18 and would not receive grant funding. Feedback from the Board suggested that a Feasibility Study of the project would help move the project up in the rankings. Executive Director McEachin reported that he applied for a CERB grant for a Feasibility Study in the amount of $50,000. He made a presentation and the Port was awarded the grant. That work is continuing with Northern Economics. The Feasibility Study is expected to be complete in late August. Executive Director McEachin spoke to the Port of Allyn Director and she stated she had applied for an RCO grant three years in a row with no success of funding. She went to her County leaders and requested REET funding and was successful. Executive Director McEachin has requested the use of REET funds for a restroom from the Mason County EDC, but they are unwilling to release those funds for that project. Ed Binder suggested looking for grants through the USDA, CERB, and CTED. Executive Director McEachin explained that the Shelton Fire Dept. received the last of the funding, but with a feasibility study, funding might be more viable. Executive Director McEachin stated that he applied for a $185,000 grant from the DOT, but only one project in Mason County was funded. He stated that the Port might think about doing an interlocal agreement with another entity to save time and some costs. He also mentioned that Commissioner Benavente is going to talk to the Port of Allyn regarding their facility process and plans. Ed Binder said to look at a Scenic Byways grant. Executive Director McEachin stated that at the last Port meeting, the Commissioners decided it was best to wait for the feasibility study before proceeding further on the restroom project. Commissioner Benavente gave a brief history of the last six years regarding the restroom project. The problem has been getting all the required elements met and it has taken a long time getting where we are today. He also stated that Mike Purvis agreed 2 ½ years ago to give the Port an easement for septic and drain field if they were to build the restroom on the East side of Highway 101 and that is still a viable option today. He believes both sites need to be looked at to see what is best. Ed Binder stated that few people look at the time it takes for the necessary processes, but he feels the Port will get continued support from the County and maybe a quicker permit process. Mike Petz asked what information was obtained regarding the pump outs of the porta potty’s currently being used. Executive Director McEachin reported that 30 gallons per porta potty, per week was the data collected. There are 5 porta potty’s being pumped each week. Mike Petz asked what the deliverables might be in the feasibility study regarding the restroom. Executive Director McEachin stated that all elements requested should be covered. Mike Petz stated that it will document the need for the project without having the actual engineering. Executive Director McEachin agreed with Mike’s statement. Mike Petz asked if a parking lot will be covered in the study and Commissioner Benavente answered yes. He added that the study was done under the title of Marina Support Facility and Trail Park. Commissioner Benavente reported that for a Scenic Byways grant, the Port would need a local non-profit group to sponsor and support the project. They would have to draft a letter to that effect. He stated that he has talked to many people about this, but has not been successful to date. He will continue trying. Executive Director McEachin stated that once the Port has the feasibility study, they can then go out to bid for engineering, design and environment for the restroom. Ed Binder stated that he felt a concept design to show the people would be good, because many people need to have a visual to be accepting. Executive Director McEachin stated that the feasibility study will show the need. Mike Petz asked if there is a size requirement on the restroom if the Port were to go forth with a Scenic Byways grant process. Commissioner Benavente stated that the Port would have to show usage data and the Port doesn’t have that yet. Mike Petz suggested that the data should be available from DOT due to highway 101 traffic counts they do. Mike Petz asked what a local organization has to do regarding a Scenic Byways grant. Commissioner Benavente stated that a local non-profit organization needs to commit to support the project. He stated he is a member of the Hoodsport Business Association and he has talked to them about such support, but they currently have very little participation at their meetings. A local organization can team with the Port on the project, but the Port can’t be the lead for a Scenic Byways grant. Mary Mere asked where the new Welcome to Hoodsport sign is. Commissioner Benavente stated that a past EAB member, Carrie Berrie, was working on that, but she is no longer a member of the EAB. He stated that a call to the local DOT person in Port Orchard might get more attention to getting the sign replaced. He stated that he has the persons number and will give it to the Executive Director. Executive Director McEachin stated that the Port is where it is regarding the restroom project and feels things will move forward more quickly now. Terry Brazil stated that someone needs to get with the Hoodsport Business Association and get them to recognize the benefits of the project with a letter of support for the project. This will help our effort with the Scenic Byways grant process. Executive Director McEachin stated that a rural areas grant is available, but the Port needs more elements completed to apply. Ed Binder asked if the Feasibility Study will be a draft. Executive Director McEachin stated that it would be a draft, but he would present it to the Port Commissioners for their review and input. He also stated that maintenance of the restroom is another issue and it could be expensive. The Business Association stated at one time that they would maintain it. Ed Binder reported that he received his property tax statement for his two properties in Union and they went up 200%. He added that he would anticipate that the County and Assessor could see a revolt over the increase. Commissioner Benavente reported that the County Commissioners are looking at another cut in the Parks and Recreation budget in the amount of $83,000. This savings would come by closing all Parks from October through January each year. There was general discussion by the EAB members regarding recent property tax assessments. Commissioner Carlberg stated that at the last EAB meeting, prior to him being appoint to the Port Commission, he made a motion and got unanimous consent from the membership to ask the Port Commission to form a committee to work on moving things forward on the restroom project. The Port only has one staff person to do all the work and a Committee could help. He asked if the EAB is willing to commit time to fulfill some of the tasks. Executive Director McEachin asked what the committee would do. Commissioner Carlberg stated that a plan is needed to lay out what elements have been accomplished and the needs yet met. Terry Brazil stated that a process flow would work well. Ed Binder stated that a scope of work would be good and said he is willing to call on some grants. Mike Petz stated that a project plan is what is needed. Executive Director McEachin stated that once the engineering, design and environmental is obtained, the Port can go out to bid to move the project forward. Commissioner Benavente stated that community buy in has already been obtained. Ed Binder stated that he feels the EAB should use a blackboard at the next meeting and do a visual concept. Executive Director McEachin stated that he can cover the points being talked about in the next newsletter. He added that he has to do the work at this point and isn’t sure what more a committee might accomplish. Ed Binder stated that he can call and/or research grants and others can do presentations to some of the local groups. Commissioner Carlberg stated that he feels when the Executive Director writes a proposal that the EAB should review the draft. Mike Petz stated that he was willing to draft a project plan. Executive Director McEachin stated that he would email Mike the information to include in the plan. Mike Petz stated that he would like to join the EAB and the other members were very accepting. Commissioner Benavente stated that the Port of Allyn built their restroom to capacity for the property available. He added that once the feasibility study is back, they will look at both sites and get a bid on both. Ed Binder stated that Mike Petz will do a draft project plan and the EAB members will review it at the next meeting. Commissioner Carlberg stated that a task group is right here, three members have agreed to do some things. Terry Brazil stated that they need to get the information out to the people once it is completed. Ed Binder stated that he can do a presentation in Union.

Old Business: None

Adjourn: At 9:05am, Terry Brazil made a motion to adjourn. Mary Mere made the second, passed unanimously.