Minutes for the regular meeting
of the Port of Hoodsport Commission
november 8, 2006
Call to order: 9:35 a.m. Adjourned: 11:18 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 October 25, 2006, as presented.” The motion was approved unanimously.
Approval of Vouchers
Commissioner Benavente made a motion to “Approve vouchers for Carol Ferguson for reimbursement for laser printer cartridges in the amount of $422.32 and to Wittenberg, CPA for accounting services in the amount of $250.00.” The motion was approved unanimously.
Commissioner Benavente made a motion to “Approve all reoccurring vouchers for the month of December.” The motion was approved unanimously.
Agenda Changes - None
Public Hearings
The second Public Hearing was opened at 9:37 a.m. to discuss the implementation of an overnight moorage fee of $10 for use of the dock, beginning on January 1, 2007. There were no members of the general public present, so the hearing was closed at 9:37 a.m.
A Public Hearing was opened at 9:38 a.m. to receive input on the 2007 Proposed Budget. Commissioner Young stated that our year-end revenue projection is above budget due to investment interest and forest excise tax. Overall, our revenue vs. expenses will give us approximately $25,664 in unspent funds by the end of 2006.
Our proposed 2007 budget shows carryover of $60,000, revenue in the amount of $152,173.36, expenses in the amount of $133,017.40, with a closing fund balance of $19,160.96.
Since there was no public input, the hearing was closed at 9:39 a.m.
Open Items - None
Action Items
2007 Budget
Commissioner Patterson asked about moving funds from the checking account into our investment account. Commissioner Young replied that we have approximately $102,000 in the checking account, with October tax collections projected at approximately $22,000. Expenditures for the remainder of the year are projected at approximately $7,100. At the end of the 2006 budget year, Commissioner Young proposed that we transfer the difference between the $60,000 carryover and the cash balance in the checking account into the investment account. The $60,000 carryover will take us through 2007 until the April tax collection comes in.
A motion was made to approve the 2007 Budget as presented, as well as Resolution POHR06-02, for the 2007 Budget. The motion was approved unanimously.
Moorage Fee
Two public hearings were held on the implementation of a $10 overnight moorage fee. Since there was no public comment, a motion was made to approve an overnight moorage fee of $10, to be implemented no sooner than January 1, 2007, pending completion of administrative steps to implement, as well as Resolution POH06-03. The motion was approved unanimously.
Moorage Fee Implementation
Commissioner Young suggested that we look at what has to be done. Eight steps were identified:
1. Signage and wording – Commissioner Patterson will draft the signage and bring it back to the next meeting.
2. Installation of the collection boxes – Commissioner Benavente will research options and bring them back to the next meeting. He has two collection boxes, on 4-6” galvanized pipe, that have to be set in concrete. We should have a waterproof container for the envelopes to keep them dry.
3. Print the collection envelopes – Carol will come up with a design by the next meeting. The envelopes should have spaces for name, date, boat registration number, amount enclosed, homeport and purpose of visit. The flap should say that there is a 24-hour limit on moorage and should say where to drop the envelope. We should order 100 peel and stick envelopes.
4. Identify the collection method – Carol can remove envelopes and deliver them to the office. We will purchase a small metal lock box in which to keep the envelopes until the next POH meeting, at which time the envelopes will be opened and money will be counted.
5. Identify process for violators – since we’re doing this on the honor system for now, we’ll just monitor usage for 3-6 months. If issues arise during that time period, we’ll look for resolutions. Commissioner Benavente suggested that, if we know who the boaters are, we could give them a call.
6. Meet with the county and with Michael Wittenberg regarding accounting methods for the fees collected – Commissioner Young will meet with them.
7. Community outreach to clarify what we’re doing, including a meeting with tribal rep(s) – Commissioner Benavente will contact Tom Longshore regarding a meeting with tribal rep(s) and the Business Association and Kiwanis could be given the information.
8. Flyer/newsletter describing what we’re doing and why (fees used for the maintenance and upkeep of the dock) – Commissioner Young will draft something before the next meeting. We should post the flyer/newsletter in the Post Office, library and in local businesses.
DNR Lease
Commissioner Benavente thought that we should go to a Port Management Agreement (PMA.) Don Olmsted said that there is a draft lease somewhere, but we don’t know where it would be. Commissioner Benavente will ask Mr. Olmsted to send copies to us.
The commissioners took a 5-minute break from 10:30 a.m. until 10:35 a.m.
Dock Maintenance Contractor
As stated when we hired R&G Handyman Services, the contract would be reviewed in three months. Commissioner Benavente has some concerns about things not getting done, i.e., broken or missing caps and bolts, the lights that were out and the amount of time it took to get them fixed, and the ramp that currently needs attention. He feels that we haven’t set up a method to get things done in a timely manner. We have to identify problems quickly and find solutions right away.
Commissioner Young stated that our expectation, as stated in the job description, was that the contractor would bring to the commissioners anything that was outside routine maintenance so that we could address the issues. He also suggested that it would be a good idea for the contractor to report problems that he identifies in writing to the commissioners. The contractor should also be told that he is welcome to come to any POH meeting as a guest and note, when he signs in, that he would like to speak.
Commissioner Patterson said that he didn’t make that clear to the contractor. Carol will reprint the job description for Commissioner Patterson so he can address it with the contractor. Commissioner Patterson will cover these issues with the contractor and report back at the next meeting.
EDC Artificial Reef
Commissioner Benavente reported that artificial reefs, usually sunken ships, are being used as breakwaters. The EDC said that we could likely get a 50% grant to do a feasibility study on such a project. An Ilwaco firm gave us a proposal a few years ago for a feasibility study for about $13,000. Commissioner Young stated that, since the breakwater fits in with our vision, our next step should be the feasibility study. It could include the wharf/pier and boardwalk, as well.
November 22, 2006 Meeting
Since the meeting is scheduled for the day before Thanksgiving, and Commissioner Young and Carol will be out of town, it was suggested that the meeting be cancelled. A motion was made to cancel the November 22, 2006 meeting. The motion was approved unanimously. Carol will put a notice in the paper.
Individual Commissioners’ Reports
Commissioner Benavente reported that the Parks and Recreation Planning Commission agreed with the plans for Foothills Park. Their only concern was with bikers’ safety on the bike routes. The plan should be approved at the next meeting.
Commissioner Patterson reported that Tacoma City Light would like to transfer ownership of the boat ramp and park. Commissioner Benavente will check with the WPPA attorney to see if there is any possibility of the Port acquiring the property even though it is outside the current Port boundaries. Commissioner Patterson will let Tacoma City Light know that we are interested in exploring the possibility.
Commissioner Young commented that we have to check into the costs involved, but that it fits in with our vision. Commissioner Benavente added that we might have to look at usage fees because we don’t have the resources to support it. We have to find out if the same terms would apply to us as to Tacoma City Light – that it’s for public use with no fees.
Commissioner Young reported that he has attended two RTPO meetings. The new requirements to coordinate within regions for funding are confusing the process. The first draft of the plan should be available on Friday. There are 33 projects proposed for 2007-2009. Mason Transit has identified the need for expanded services at Cushman and for evening and weekend service between Shelton and Brinnon.
Hoodsport Vision
Commissioner Benavente asked if we were going to follow the EAB’s recommendation that we bring in a consultant to take us forward. Commissioner Young responded that we should invite Art Anderson and Associates to our next meeting on December 13, 2006 at 9:30 a.m. for the open portion of the meeting. Commissioner Benavente will contact them.
Current Dock Problem
Commissioner Benavente asked what we should do about the damage at the end of the dock. Carol will follow up with Wil Clark’s assistant and Commissioner Benavente will follow up with Wil Clark.
Correspondence – None
Agenda for the December 13, 2006 meeting:
Open Items:
Art Anderson and Associates/Hoodsport Vision
Action Items:
Overnight Moorage Fee Implementation
Dock Maintenance Management and Contractor
DNR Lease
Tacoma City Light
Individual Commissioner Reports
Correspondence
Motion to adjourn the regular meeting at 11:18 a.m.
There was no need for an Executive Session
Thomas Young Frank Benavente Dick Patterson
Thomas Young, Chairman Frank Benavente, Commissioner Dick Patterson, Commissioner