minutes from the regular meeting
of the Port of Hoodsport Commission
October 24, 2007
Call to order: 5:30 p.m. Adjourned: 7:16 p.m.
Roll Call: Commissioner Frank Benavente
Commissioner Tom Young
Commissioner Dick Patterson is excused
Introduction of Guests:
Jack Hamlin
Approval of Minutes
Commissioner Benavente made a motion to “Approve the minutes from the regular meeting held on October 17, 2007 that was rescheduled from October 10, 2007 as presented.” The motion was approved unanimously.
Approval of Vouchers
Commissioner Benavente made a motion to “Approve voucher number 10-2 as presented on the voucher cover sheet dated 10/24/07 for a total of $413.08. The motion was approved unanimously.
Commissioner Young made a motion to “Approve all recurring vouchers for November”. The motion was approved unanimously.
Agenda Changes
None
Open Items
None
Action Items
Pumpout
Cindy Adams received a phone call from a contractor interested in bidding on the pumpout project. The contractor wanted to know if the Port has a bid proposal sheet to fill out, or if he submits something of his own. He also wanted to know if the Port will be requiring a Performance Bond and/or a Bid Bond.
Commissioner Young stated that the Port will not be requiring a Performance or Bid Bond for the project.
An email was received from Jay Manning, Executive Director of the Hood Canal Coordinating Council regarding the pumpout project. Mr. Manning stated that the HCCC will fund 50% ($3000) of the 25% match for funding.
There was a discussion on the grant money for the pumpout project and the turn around for billing at the end of the project. It was agreed that the solicited contractors should be notified that payment for the project may not be for 60-90 days after project is accepted by the Port and any other permitting agencies. Cindy Adams will send a notice to all the contractors that where sent bids.
Commissioner Young and Commissioner Benavente agreed that any project hours for the pumpout will need to be tracked independently from other meeting hours. The separate tracking of project hours will make the grant billing process less complicated at the end of the project.
Dock Repair
Commissioner Benavente is still waiting for a price on the brackets.
Commissioner Young stated that the Port has received an invoice from A.C.C. – Hurlen Construction for some of the work done on the float system on the dock. The invoice was not clear on what part of the original bid the work pertained to. Commissioner Young suggested that the invoice be changed to include wording that states the specific bid item the work was done under and also that a letter be sent with the changed invoice notifying Hurlen Construction that this will be their final invoice and they are now released from any further obligations with the Port of Hoodsport. Cindy Adams will draft a letter for Commissioner Young’s review.
Small Business Workshop
Cindy Adams confirmed with Kelly a date for the Workshop. The Workshop has been scheduled for January 15, 2008. Mr. Riedrich and his assistant will be working on a workshop presentation for the Commissioner review.
An informational flyer and possibly a newspaper advertisement will need to be developed to notify businesses in the Hood Canal area of the workshop. A business outreach flyer will be discussed at the December 10th meeting.
CTED Grant
Commissioner Young has completed the cover letter for the CTED Grant Application.
Commissioner Young made a motion to “submit the CTED Grant application for the Hoodsport Feasibility Study.” The motion was approved unanimously.
Commissioner Benavente noted that the grant will require a 20% match.
2008 Budget
Commissioner Young presented his first draft of the 2008 budget and narrative along with 2007 year end projections. He’ll put together a final draft in the next few days.
Our proposed 2008 budget shows carryover of $60,000, revenue in the amount of $176,525.12, expenses in the amount of $139,120.36, with a closing fund balance of $37,404.76.
There is also an addition of a Port Manager under the salaries and wages category. This position would start out as part time and would be responsible for the administration of Port projects and also searching for grants.
A public hearing will be held at the first POH Business meeting on November 14th.
Interlocal Agreement – Foothills Park
Commissioner Young has not had an opportunity to read the document thoroughly, but will do so by the next meeting.
Public Development Authority
Commissioner Benavente will be working on getting a representative from the PDA to speak at the December 28th Commissioner meeting.
Individual Commissioners’ Reports
Commissioner Young stated that he has spent most of his time working on the proposed 2008 Budget.
Commissioner Benavente will be attending a WRIA meeting on the 25th. He has also registered for the Federal Funding Synopsis in Olympia on November 8th. Commissioner Benavente still has information on an environmental seminar he went to that he will be presenting sometime in the future.
Mr. Jack Hamlin will be attending the upcoming new Commissioners seminar.
Correspondence
There have been no moorage fees since the last meeting.
The following miscellaneous correspondence was received:
GIS Days 2007 – Mason County GIS Department
Employer News – L&I
Commercial Real Estate Leases – Law Seminars International
Stormwater Survey – Mason County
Agenda for the November 14, 2007 meeting
Open Items:
None
Action Items:
Pumpout
Dock Repair
Endorsement Letter for Dennis Craig Project
2008 Budget (pending public input)
Discussion Items:
Interlocal Agreement-Foothills Park
Individual Commissioner Reports
Correspondence
Executive Session
Motion to adjourn to Executive Session at 7:10 p.m.
Motion to adjourn Executive Session and reopen the regular meeting at 7:15 p.m.
The regular meeting was adjourned at 7:16 p.m.
Thomas Young, Chairman Frank Benavente, Commissioner Dick Patterson, Commissioner