MINUTES FROM THE REGULAR MEETING

OF THE PORT OF HOODSPORT COMMISSION

August 26, 2008

 

Call to Order   9:30am                                                                    Adjourned: 10:23am

 

Roll Call:                                Commissioner Benavente

                                                 Commissioner Carlberg

                                                 Commissioner Engel

                                                

Staff Present:                         Rich McEachin, Executive Director

                                                 Terry Veitz, Admin. Assistant

 

Public:                                     Mike Petz, Citizen

                                                

 

Approval of Agenda: Commissioner Benavente stated that he didn’t have the information for items 1 and 2 under Old Business and requested the 2 items be added to the next meeting agenda. Commissioner Carlberg stated that he hoped to be able to discuss the potential new maintenance person and asked if the legal issues have been addressed regarding contracting and insurance. There was a consensus to add this item to the August 26, 2009 agenda under New Business.

Commissioner Benavente welcomed Chuck Engel as the new Port Commissioner.

 

Commissioner Reports:

Commissioner Carlberg reported the following: Attended the WRIA-16 meeting in which the board discussed how they would fund 4 projects. They only funded 3 projects and will discuss the 4th project at a later date. Commissioner Carlberg stated that he wasn’t convinced yet that WRIA-16 had a direct relationship or impact on the Port, but would attend a few more meetings. Commissioner Carlberg stated that he would be absent from the next Port meeting on September 9th. He also made a request for some study sessions to discuss meetings, meeting attendance, and to review the budget.

 

Commissioner Engel had no report. Commissioner Benavente had no report.

There was consensus that the Executive Director will draft an agenda for a study session and allow the Commissioners to review it prior to a meeting.

 

Executive Director Report: Executive Director McEachin reported the following: Contacted Evergreen Adjustment Services and was told that the insurance company paid for the inspection of the docks. He received a thank you letter from the 4-H regarding their opportunity to work on and improve the Trail Park. He received a petition signed by several Lake Cushman residents regarding the Trail Park. They have concerns about a mini golf project and/or other business activities that might be allowed at the Park. There was a consensus of the Commission that the Executive Director will write a letter saying there are no current plans to allow a mini golf facility and/or other business activities. Commissioner Benavente stated that the letter should include the fact that a public process would take place before any change of current uses would be entertained. He also stated that the letter should include the fact that the Port is looking for maintenance funding for the Park at this time. He also asked that something in the letter should invite the public to come forth and sponsor some of the available programs in order to keep the Park in a viable condition.

The Executive Director received a letter from the State Auditor for the Port audit of January 2005 – December 2007. No conditions were noted. Commissioner Benavente asked if it was a scheduled audit and the ED answered yes.

 

Consent Agenda:

 

Vouchers: Commissioner Benavente entertained a motion for approval of Vouchers. Admin. Asst. Terry Veitz explained, for the benefit of the new Commissioners, that vouchers are scanned to the County one week prior to each meeting because of the cutoff dates established by the County. If the Commission were to find an item that they didn’t wish to approve on any voucher, she would call the County and ask that the item or items be voided. She then takes the signed vouchers to the County in order to pick up checks. Commissioner Engel asked if the Port received a deed for the Trail Park and the ED stated that they did. Commissioner Carlberg asked if the Port is mandated to have Enduris as their insurance carrier. The ED stated that he had looked into other providers at one time and Enduris was the most inexpensive at that time. Admin. Asst. Terry Veitz explained that the Washington Government Entity Pool was the previous insurance carrier and it became Enduris. Commissioner Benavente stated that Enduris covered the Port regarding the dock replacement and they didn’t ask too many questions. Commissioner Carlberg asked if the Trail Park is insured and the ED stated that it is. Commissioner Benavente stated that the issue on the table at this time is approval of vouchers and entertained a motion. Commissioner Carlberg made a motion to approve Vouchers 8-2, pages 1 and 2. Commissioner Engel made the second, passed unanimously.

 

Minutes: Commissioner Carlberg made a motion to accept the minutes for August 12, 2009 as submitted. Commissioner Benavente made the second, passed unanimously. Commissioner Engel abstained due to the fact he was not present at the August 12, 2009 meeting.

 

Old Business:

1. Update regarding building inspector’s decision of adding fire standpipe to dock:

    Removed from this agenda. This item is to be placed on the next agenda.

 

2. Update regarding engineering plans from the Port of Allyn for use on Public Restroom:

    Removed from this agenda. This item to be placed on the next agenda.

 

3. Presentation and discussion regarding the Draft Feasibility Study: The Executive Director stated that he sent each Commissioner an electronic copy of the draft study as well as the progress report. He stated that the study contains what he needs to go out for grants.

Commissioner Benavente stated that he questions whether Northern Economics did what was requested of them via the RFP. He stated that everything he was anticipating was not included. He feels the Port should ask for clarification on many of the issues. He stated that he would like to see this issue added to a study session for discussion and try to fill in the gaps.

Executive Director McEachin stated that you have to have an independent analysis or feasibility study in order to go out for grants and even though it may not be well written, it is what he needs to proceed.

Commissioner Benavente stated that the information regarding the restroom is incomplete due to the fact that it doesn’t make note that the project would be located in the main corridor of town, is right on Highway 101, and is needed by the Community.

Commissioner Carlberg stated that he is disappointed in the draft, but needs a copy of the RFP to review in order to assess if the requests were met. He stated that under finances, the information is incomplete and outdated. He does like the fact that they included the TBL criteria from the Puget Sound. He believes the Port needs more justification to show the needs of the projects. He also believes that the survey from the public regarding the restroom should be included in the report. He also stated that the report assumes a cost of $183,000 for the restroom, but the figure of $130,000 is mentioned in other elements of the report.

Commissioner Benavente stated that they need to look at the RFP, the proposal and the minutes of the meeting with Northern Economics and assess if the goals were met in the report. He further stated that they need clarification and to look at future engineering needs and make sure the information required will be in this report.

Commissioner Engel stated that the report is written in a third party context and many things didn’t relate directly to the Port of Hoodsport. He further stated that the Port needs a commitment from the Business Association and something firm regarding IGA’s willingness to do what they said they would do, because they will all benefit from the restroom.

Commissioner Benavente stated that he felt his expectations were made very clear during the meeting with Northern Economics, but did they meet what we asked for.

Executive Director McEachin stated that he was not impressed with the way the report was written, but it is what he needs to go out for grants.

 

 

New Business:

1.  Discussion regarding the position of Port Maintenance Person:  Executive Director McEachin stated that Commissioner Carlberg gave him the name of a local person who is

interested in doing maintenance for the Port. He stated that the Port doesn’t need L & I if the person is contracted. We found that with the last maintenance person, insurance was very expensive, thus we have contracted out the position ever since.

Commissioner Benavente stated that the contract needs to spell out the responsibilities of the Port and those of the contractor.

Executive Director McEachin stated that he already has a format and will add the necessary elements to cover the concerns expressed.

Commissioner Carlberg stated that Carl Sheet is local, interested and an ideal person for the position.

Commissioner Benavente stated that he felt the Port should advertise the position in the paper and go from there. He stated that others may be interested and the Port should allow others the opportunity to apply.

Commissioner Engel stated that he agreed with advertising the position and that it would protect the Port.

Commissioner Benavente stated that the contract needs to include the requirements for maintenance of the Trail Park too. He suggested that the Commission should put together something regarding the requirements of maintenance at the Trail Park.

 

The Commissioners discussed the issue of litter and trash removal at the Trail Park. The Executive Director stated that he would contact the person Terry Brazil mentioned at the last meeting and see what he is willing to do and if there will be a cost. The person does the maintenance for Lake Cushman and already picks up trash along that road.

 

 

Executive Session:  None

 

Adjourn; At 10:23am, Commissioner Benavente adjourned the meeting.

 

Minutes Approved: September 9, 2009