Minutes for the Port of Hoodsport

Executive Advisory Board Meeting

September 13, 2006

Call to order:  8:04 a.m.                                                    Adjourned:  8:54 a.m.

Attendees:       Commissioner Tom Young

        Commissioner Dick Patterson

        Don LeMaster, EAB, Chair

        Dennis Craig, EAB

        George Fisher, EAB

        Cindy Sund, EAB

        Carol Ferguson, Administrative Assistant

Don LeMaster called the meeting to order at 8:04.a.m.

The minutes from the August 9, 2006 meeting were approved as written.

Old Business

Dock Repair

Dennis Craig asked if we had received the underwater pictures yet, and we have not. We were told that the water was too murky. Don LeMaster will stop by the Dive Shop and ask when they think they’ll try again.

Commissioner Young summarized the results of the walk-thru by Wil Clark from ACC Hurlen Construction. The Port Commissioners postponed the agenda from the last meeting in favor of discussing Mr. Clark’s observations and recommendations. He made a two-phase recommendation and it doesn’t look too bad, unless there is an issue with the floatation.

We have to take off the first two rows of facing from the lower dock because it’s waterlogged. After time to allow it to dry out, we can look at whether we need to place counterweights on the dock or add some floatation material. In addition, the original plan called for ADA rails on the main dock. Mr. Clark had no issue with putting those in. He felt that the repair work would cost between $3,000 and $8,000, unless we have to refloat it.

Don LeMaster asked if there were any irregularities with the original construction. Mr. Clark said that there were not. Commissioner Young stated that there are gaps in the documentation and that quality control was lacking. There was an acceptance on the project. Don LeMaster commented that we should have someone from our camp monitor the repairs as they are being done.

Dennis Craig said that they talked a little about a breakwater. Commissioner Young added that, at some point, we want to enhance the facility and that this repair would buy us the time we need before that happens. Dennis Craig added that Mr. Clark’s evaluation matches Bruce Marshall’s (Port of Olympia.) Don LeMaster stated that timing is the important issue because the weather is changing. We need to stabilize the dock as soon as possible.

Commissioner Young said that we have asked R&G Handyman Services if they can remove the waterlogged boards. We’ll be discussing that at today’s POH meeting. We also have to stay on Wil Clark until we receive a response and confirmation of his commitment on the ADA railing. Commissioner Young summarized that we have to get the waterlogged boards removed and let the dock dry out as much as possible. Then we have to counterbalance or add additional floatation material. We need some cost estimates for that job, but it doesn’t have to go out for competitive bids. Don LeMaster knows someone who may be able to do it and Commissioner Patterson will get an estimate from R&G. If we use someone new, we will need a Small Works Roster application as well as proof of insurance.

Dennis Craig asked if we are expecting an enhancement proposal from Mr. Clark. Commissioner Young said that we’re not. We won’t know what that looks like until the “vision of Hoodsport” is completed. We’re thinking that it will be a phased approach, with a breakwater for the first phase. Don LeMaster said that he agrees with the “vision” conceptually, but it takes so much time and nothing seems to get done. We need to get started, perhaps with bathrooms. The community should see that we’re getting something done.

Commissioner Young added that the POH Commissioners have to keep in mind that we will accrue maintenance and operations costs as we expand and that we have to generate revenue from some of the projects. 

Dennis Craig said that we have to get someone to do an illustration. He has a sample from another project that he’ll get to us. Any engineer, architect or illustrator can do one.

Other Issues

Don LeMaster reported that he talked to Mike Purvis recently. Mike is willing to give us an easement for the drain fields near the sani-cans. Mike will sign a letter of intent if we draw one up. That should enable us to get a permit to put in a small restroom in place of the sani-cans. We would have to have the location and size of the area on the plat map with a copy of the MOU or letter of intent, which would clearly not be an enforceable document. Then we could look for funding.

Don LeMaster recently met with Tim Sheldon and talked to him about the pumpout permit issue. Mr. Sheldon called his legislative assistant, who said that the matter is in the state’s hands to clarify the issue. Don will contact Mr. Sheldon again since nothing is happening. Dennis Craig said that he would check with his Parks Department contact, who did the permits for the staircase project. He may know whom to contact.

New Business

Tall Ship Project

Dennis Craig asked that a Tall Ship project presentation be put on the POH agenda next month. He’ll need about 30 minutes, and will let us know which meeting he would prefer.

Meeting Schedule

Commissioner Young explained that the POH Commissioners are looking at modifying the meeting schedule. When we set up the current schedule about a year and a half ago, the expectation was that it would facilitate the flow of information and dialogue. That doesn’t seem to be working as well as we would like, so we’re asking how we can structure the meetings to improve communication. Dennis Craig suggested that we combine the meetings once a month. We could have a planning meeting as well as a business meeting and the communication would be instantaneous.

Office Space

Don LeMaster’s business has merged with Landmark Realty and he will be moving to their space. The tribe is interested in renting additional space in this building, and adjoining space would be convenient. Don suggested that the Port might want to move into Don’s current space, which has more square footage and its own bathroom, for no additional cost. If the tribe rents the space, they would move in on December 1, 2006. Don suggested that the commissioners should look over the space and let him know what they think.

Having no further business, the meeting adjourned at 8:54 a.m.