notes from a meeting
of the Port of Hoodsport Commission
september 13, 2006
Call to order: 9:38 a.m. Adjourned: 11:38 a.m.
Roll Call: Commissioner Frank Benavente
Commissioner Dick Patterson
Commissioner Tom Young
Introduction of Guests: None
Approval of Minutes
Commissioner Benavente made a motion to “Approve the minutes from the regular meeting held on August 23, 2006, as presented.” The motion was approved unanimously.
Approval of Vouchers
Commissioner Benavente made a motion to “Approve a voucher for CPA Wittenberg for accounting services in the amount of $220.00” The motion was approved unanimously.
Agenda Changes – None
Open Items - None
Action Items
Arts Commission
We received an undated, unsigned letter from David Beers in response to our letter asking him to provide the information and reports referenced in the Port’s resolution. Mr. Beers thought that the expectations were unrealistic. He stated that the Arts Commission is no longer in existence. That statement is inaccurate, since the Port created the Arts Commission. The Port resolution describes the structure of the commission. Once the commission was in place, we could have put a budget value on it.
Commissioner Young asked if any of the members would want to continue. Commissioner Benavente felt that there would be. He feels that they need a new chair and should have five or six members.
Commissioner Young will draft two letters by the end of the week. The first letter would be to David Beers accepting his resignation. The second letter would be to the commission members informing them of David’s resignation. That letter would discuss setting up a working Arts Commission based on the terms of the resolution.
Action Item: Commissioner Young will draft the two letters by the end of the week.
Meeting and Voucher Schedules
Commissioner Young explained the discussion at the EAB meeting describing why the current schedule was set as it is and whether or not it is accomplishing the expected goals. A suggestion was made that the first meeting of the month be a combined meeting. Commissioner Patterson said that he likes that idea. Commissioner Benavente commented that it would be a very long meeting and that it would be difficult to eliminate the business portion. Commissioner Young said that it could be a combined planning/business meeting. Commissioner Benavente said that the Port Commissioners could meet 30 minutes earlier to approve minutes and vouchers and complete the business, then move into planning. Commissioner Young suggested that we could begin at 8:00 a.m., and have a planning meeting. The business meeting would commence at completion of the planning phase. Everyone agreed that it could work well.
Carol will email the EAB members to get their feedback, hopefully by the end of the week. If they agree, we could implement the new schedule for the October meeting. Carol will draft a public notice for the newspaper to describe the new process, although the times would be very close to what we’re doing now.
Commissioner Benavente suggested that we start the second meeting of the month at 5:00 p.m., followed by the open items at approximately 5:30 p.m. He also suggested that we look at placing a suggestion box outside the office for public input.
Carol reported that there are ongoing issues with vouchers, but that they are due to county processes. While most vouchers seem to be processed in a timely manner, they are sometimes not mailed for a week after issue.
Action Items: Carol will email the EAB members to get their feedback on combining meetings. Carol also will draft a public notice for the newspaper to describe the new meeting process.
Pumpout Grant Application
Commissioner Benavente said that Dave Christensen is still facilitating this project and will continue to be the lead, even though he’s in a new position. Commissioner Benavente will follow up with Mr. Christensen and with the county regarding the outcome of the permit-planning meeting.
Commissioner Young reported on the conversation that Don LeMaster had with Tim Sheldon. The outcome was that Mr. Sheldon’s legislative assistant reports that they are waiting for direction from the state. Mr. LeMaster will contact Mr. Sheldon again for an update.
Action Item: Commissioner Benavente will follow up with Mr. Christensen and with the county regarding the outcome of the permit-planning meeting.
Dock Repair
We have not yet received the pictures from the Dive Shop volunteers. Dennis Craig and Don LeMaster will follow up with them. We have to get cost estimates from R&G Handyman Services and others for removal of the waterlogged boards. Commissioner Benavente said that he would take another look at them today to determine if he is able to do the work himself. Commissioner Benavente will also call Wil Clark to ask about his proposal and the ADA rails for the main dock.
Action Item: Commissioner Benavente will call Wil Clark to ask about his proposal and the ADA rails for the main dock.
Grant Opportunities
Commissioner Young wanted to combine discussion of grant opportunities with the vision for Hoodsport and the EAB update.
The EAB had a discussion with Mike Purvis. Mr. Purvis has agreed to give us an easement to the drain field on his property for a septic that could be used for restrooms. If we don’t have our phased vision in place, we won’t be successful in obtaining grants.
Commissioner Patterson suggested that we hire a professional to get the vision done. Commissioner Benavente thought that we should bring in some consultants for their input on feasibility before we try to craft a vision. Commissioner Patterson asked who they would be and that he should get them to a meeting.
Commissioner Young suggested that use a two-step process. We should come together locally first and agree on a general picture of what we want. We could do that at the first combined EAB and Port meeting. Then we could bring in consultants. He feels that the public didn’t buy into the last Comprehensive Plan because they perceived that consultants put it together. This time we have to say what it is that we want.
Commissioner Young added that some of the high priority projects would need to generate revenue to cover maintenance and operations.
Tariff Implementation
Commissioner Benavente said that he contacted the State Parks Department. They have extra collection boxes and will send them to us. He’ll check with them to see when they can be sent.
We previously discussed a self-service “honor system” collection box. Commissioner Young suggested that our initial step should be to put up the box and suggest a donation of $12 per night for moorage. Commissioner Benavente added that the dock is rated for boats up to 24 feet and that we should go with $5 or $10 so we don’t have to worry about making change. He asked about enforcement, monitoring and violations. If we are going on an honor system, we wouldn’t have to worry about those issues at this time.
Commissioner Young stated that, if we go to a fee system, we have to give public notice of intent in the paper and hold public hearings for comments prior to it being done. Commissioner Benavente said that we also have to get the box and create a form to post at the dock. If we can get the notices in the paper by the beginning of October, we should be able to implement by January 1, 2007.
Commissioner Patterson made a motion to “place in the paper a public notice of intent to implement an overnight moorage fee of $10, beginning January 1, 2007, and a notice of public hearings during the second regular meeting in October and the first regular meeting in November to seek public comment regarding the terms and conditions for use of the dock. “ The motion was approved unanimously. The motion is to run for two weeks.
Action Items: Commissioner Benavente will follow up with the Parks Department about the collection boxes. Carol will draft public notices for the paper.
Foothills Park
Commissioner Benavente said that there is a meeting tonight for the Parks Department advisory board. John Keates is trying to get money for the playground at Foothills Park. Commissioner Benavente’s concern is that the advisory board is making recommendations for the entire county, and that most of them are not familiar with Foothills Park. Their primary interest is in connecting existing trails and creating equestrian trails. The Port survey has not yet been incorporated into the Parks Department survey. There is a trails conference in Yakima coming up. Commissioner Benavente will forward the information on the conference.
2007 Budget
We haven’t yet received budget information from the county. Our process is usually based off the actuals from September and projected through year-end. We also need the revenue projections from the county. We are required to have two public hearings prior to adoption of our budget and our budget has to be approved two weeks prior to the county budget adoption. We have to begin quickly. Two of the things that we have to look at for next year are consultants for the Comprehensive Plan and how much money to transfer from checking to our investment account. A key budget feature is that we are not held to line items. We will keep the 2007 budget on the agenda until the process is complete.
Action Item: Carol will call Paige regarding estimated dates on the budget process.
Individual Commissioners’ Reports
Commissioner Young reported that the owner of our facility stated that the tribe needs more space and that they would like our unit by December 1. The offer is to move us into Don LeMaster’s suite at no additional cost.
Commissioner Benavente reported that there is an RTPO meeting tomorrow in Shelton.
The WIRA 16 is moving forward with Phase 4. They have a bridge grant now and funds have been allocated. Commissioner Patterson said that he read that the tribe has the right to veto projects. Mike Purvis’s project is on hold because the tribe hasn’t yet approved it.
Commissioner Benavente also reported that the county, the PUD and the tribe signed a MOU regarding a septic system for Hoodsport. He wonders why the Port was not included in the process, since we indicated our interest in a letter to the PUD. He suggested that we send a letter expressing our disappointment. Commissioner Young thought that we should consider using a less formal method.
Commissioner Patterson reported that the boats have been removed.
Correspondence
We received a letter from the Hood Canal School District with information on surplus property that they are selling. We also received several brochures on seminars. Commissioner Young said that he would be interested in attending the Small Ports Seminar in Leavenworth if his schedule permits.
Agenda for September 27, 2006 meeting:
ACTION ITEMS:
Pumpout Grant Application
Dock Repair
2007 Budget
DNR Lease
Hoodsport Vision Discussion
Tall Ship Proposal
Individual Commissioner Reports
Correspondence
Motion to adjourn the regular meeting at 11:38 a.m.
Thomas Young Frank Benavente Dick Patterson
Thomas Young, Chairman Frank Benavente, Commissioner Dick Patterson, Commissioner