minutes from the regular meeting
of the Port of Hoodsport Commission
july 11, 2007
Call to order: 9:30 a.m. Adjourned: 10:42 a.m.
Roll Call: Commissioner Frank Benavente
Commissioner Dick Patterson
Commissioner Tom Young
Introduction of Guests: Dona Martinsen, Hood Canal West writer for the Shelton Journal
Approval of Minutes
Commissioner Benavente made a motion to “Approve the minutes from the regular meeting held on June 27, 2007 as presented.” The motion was approved unanimously.
Approval of Vouchers
Commissioner Benavente made a motion to “Approve vouchers for 2nd quarter per diem for Commissioner Frank Benavente in the amount of $2,170; Mason County Auditor for 2nd quarter warrant and postage costs in the amount of $22.95; Good Man, Inc. for waste disposal and service for vandalism in the amount of $203.23; Michael Wittenberg for accounting services in the amount of $300.00; and the Postmaster for annual box rent in the amount of $52.00.” The motion was approved unanimously.
Commissioner Benavente made a motion to “pre-approve recurring vouchers for the month of August. The motion was approved unanimously.
Agenda Changes
Commissioner Benavente added EAB letter to Action Items.
Open Items
None
Action Items
Pumpout
We received the final engineering report and costs. There are excess costs in the amount of $592, but they won’t be charged to us since the engineer is charging a flat rate. The additional costs will be used toward the in-kind match. We have all of the engineering stamps and drawings to go out for bids. We have one bid for equipment, but will need two more. The county is still processing our application and it will then go to a hearing board. Commissioner Benavente emailed information on the black box system to the engineer, but he may have other recommendations for us.
Hoodsport Master Plan
Commissioner Young spent several hours with Debbie Harper, U.S.D.A. They have numerous grant and loan opportunities, and they are willing to assist us in writing the grants. They have some small grants available for planning, which we could use for restrooms, parking and a marine support facility. They can be written for any projects that help to create or retain jobs. Commissioner Young will get in touch with Ms. Harper to set up a meeting to get us started on the restroom project planning. We would also like to get a project manager in place to facilitate the projects.
Commissioner Benavente met with John Keates from the Parks Department and they discussed the restroom project, as well as the pumpout and our Master Plan. He believes that Mr. Keates will recommend our project for funding to the County Commissioners. His only concern is that we don’t yet have a feasibility study. That could be our first grant application with U.S.D.A.
Commissioner Benavente asked about pulling in the transit hub. Commissioner Young said that we have set up a partnership with Mason County Transit, but that we still need downtown parking. That will require property acquisition or we may be able to partner with Mike Purvis for use of part of his parking lot. Once that’s completed, we can bring in Mason County Transit. They will initially be looking at commuting for travel to Shelton and Olympia, then at local travel. That would likely be five to seven years down the road. We’re probably looking at a bus stop initially. The hub would have to be central, close to Highway 101 and near businesses.
Commissioner Benavente stated that money is still available for Foothills Park renovations, but a facility plan is necessary. He will contact Brent at CTED to check on the possibility of a grant for planning and design work. The County Parks Department is moving on to other projects, but we want to keep them focused on Foothills Park.
Commissioner Young will follow up with Sarah from Norm Dicks’ office regarding Hoodsport Trails Park. He asked what our priority would be with the two parks. It would likely be the Hoodsport Trails Park, but not to the exclusion of Foothills Park. John Keates is trying to get volunteers from the UW to do some design work.
Dock Repair
We sent a letter to Hurlen Construction asking that they come to our next meeting to discuss the final steps for completing the repairs. We haven’t received a reply. Commissioner Patterson will follow up with them. He would like to get an independent engineer in to look at the dock, particularly the float that appears to have some problems. Commissioner Young believes that we first need to confirm with Wil Clark what was done and what is not complete.
EAB Letter
The EAB recommended that we send a letter to the Tribal Council asking for a new representative to sit on that board, since Tom Longshore is no longer on the council. Carol will draft a letter for review.
County Auditor Letter
Carol talked to the county about the implications of the proposed changes. They will continue to process our warrants, but we will submit them differently. We will have to pick up the warrants when they are ready or have them mailed to us. It will be our responsibility to mail them out to the recipients. We will also have to do our own payroll, but that is relatively easy with QuickBooks. Carol will check into the cost of their payroll module.
Park Dedication
Commissioner Patterson talked to Tim Sheldon. He thinks that we just have to do a resolution and have it recorded to make the park official. It could then be listed on all of the maps, which is what the family wants. They really aren’t interested in a big ceremony. Commissioner Young and Carol will work on a draft resolution and put it on the next meeting agenda.
Individual Commissioners’ Reports
Commissioner Benavente said that they are having WRIA 16 meetings every two weeks. They’re working on Phase 4 funding and the Webb Hill Project.
There is an EDC meeting on Friday in Allyn.
Commissioner Patterson reported that the July 4th celebration created a lot of trash to be picked up. Ron Burress spent a lot of time on it, and will be billing accordingly. Commissioner Benavente said that we should bill the Community Events Association for additional costs in the future. Commissioner Young asked that we have Mr. Burress separate out those costs from his usual billing. Commissioner Patterson suggested that the Port Commissioners write a letter of commendation to Mr. Burress for keeping the dock and park area so clean.
Commissioner Patterson asked about the procedures around using volunteers for repair work. Commissioner Young said that we would have to establish a volunteer program to provide insurance coverage, but that volunteers would then be welcome.
Commissioner Patterson reported that he found someone to move the rocks and place them where we want them for $300. He’s not on our Small Works Roster, so Commissioner Patterson will take an application to him.
Commissioner Young will be out of town from July 24th until August 9th, so he will miss the next two meetings. He will be available on his cell phone and may have email access. He will let us know about that.
Correspondence
We received four copies of the Shoreline Master Program Manual from Eric Johnson. There is a lot of good information in it that gives us direction on what we’re hoping to accomplish.
Carol Ferguson reported that we’ve received another $30 in overnight moorage fees.
Carol also submitted her letter of resignation due to health issues. She will continue until September or October to allow time to find a replacement and to train that person, if the commissioners would like her to do that. She and Commissioner Young will work on a newspaper ad for the position.
No Executive Session was needed.
Agenda for the July 25, 2007 meeting:
Open Items:
None
Action Items:
Pumpout
Resolution for Park Dedication
Dock Repair
Discussion Items:
Foothills Park and Hoodsport Trails Park
Parks Development Partnership Grant
Individual Commissioner Reports
Correspondence
The regular meeting was adjourned at 10:42 a.m.
Thomas Young, Chairman Frank Benavente, Commissioner Dick Patterson, Commissioner