MINUTES FROM THE REGULAR MEETING
OF THE PORT OF HOODSPORT COMMISSION
July 22, 2009
Call to Order: by Commissioner Benavente Adjourned: 11:20am
Roll Call: Commissioner Benavente
Commissioner Carlberg
Staff Present: Rich McEachin, Executive Director
Terry Veitz, Admin. Assistant
Public: Mike Petz, Citizen
Dan Fallstrom, Citizen
Election of Commission Chair: Commissioner Carlberg made a motion to appoint Commissioner Benavente as the Commission Chair until another Commissioner is appointed. Commissioner Benavente made the second, passed unanimously.
Approval of Agenda: Commissioner Carlberg made a motion to approve the agenda
for July 22, 2009 as submitted. Commissioner Benavente made the second, passed unanimously.
Public Communication: Dan Fallstrom stated that he might have statements later in the agenda.
Commissioner Reports:
Commissioner Benavente: Reported that he attended all appropriate meetings since there were no other Commissioners. He listed the entities and explained each of them to Commissioner Carlberg.
Commissioner Carlberg: He presented the Executive Director with a copy of his certification of appointment by the County Commission to Position 1 on July 14, 2009. He was sworn in by the County on July 17, 2009. He reported on the reasons he wants to serve the Port of Hoodsport, referring to what was contained in his letter of interest for appointment. He stated that he has been informed as to the proper protocol for Commissioners to share information and how not to violate the open public meetings act. He stated that he was interviewed by Jeff Greene from the Journal regarding his recent appointment to the Port Commission. He stated that as a member of the EAB prior to becoming a Commissioner, he felt the Commission wasn’t focusing on the priority issues. He gave an example of the direction to purchase the Port office building instead of working on the public’s first priority of constructing a restroom at the Port. He further stated that he wants to get final resolution to the Auditors findings regarding overpayment of per diem. He feels this disrupted the public feelings of confidence in the Commission. He restated his priorities to get a restroom completed, optimizing outside meeting attendance, for some meetings being attended don’t seem necessary, and he is committed to work towards getting full restitution of money owed to the Port. He asked Commissioner Benavente if he has taken full responsibility for the money he owes the Port and does he plan to pay it back. Commissioner Benavente stated that the issue has not been discussed and he feels a meeting is needed to look at all details, including clarification of the Resolution and intent. He further stated that he has never denied the overpayment and that he was considering ways to make the restitution. Exec. Director McEachin suggested that it would be a good idea to wait until a third Commissioner was appointed before having a meeting. Commissioner Carlberg stated that he wouldn’t approve going to outside meetings until a conclusion is met. He said he would attend all the meetings or would approve of Commissioner Benavente attending if he paid the overcharges. Exec. Director McEachin reminded the Commission that the current Resolution regarding meeting attendance would stand until a majority of the Commission were to make changes to that.
He again suggested waiting until a third Commissioner is appointed before going forth with this issue in a Study Session. Commissioner Benavente stated that he felt Commissioner Carlberg was policing him and it wasn’t called for. He stressed the importance of attending the meetings for they produce many positive things. Commissioner Carlberg asked if the Exec. Director had sought legal advice regarding an appointment to the third Commission position. He was told yes, but it isn’t certain if the appointment must be done within 60 or 90 days before it becomes the County’s duty to initiate the appointment. Commissioner Carlberg stated that his term ends as soon as a person is elected and certified to his position. The Exec. Director will contact legal counsel to inquire about the protocol for the appointment.
Executive Directors Report: Exec. Director McEachin distributed the 2008 year end report that indicates a balance of $54,031.00. The consultants working on the feasibility study have reported that the study is 80% complete and a draft report will be done by mid August. He also reported that he is working with the printer to get new art for the newsletter due to Greg Johnson’s wife putting forth a letter saying she won’t authorize continued use of Greg’s art.
Commissioner Benavente asked if the final inspection of the Port dock was completed. The Exec. Director stated that he is having difficulty reaching the Fire Marshall, but will keep pursuing it. Commissioner Benavente stated that the Trail Park clean up is almost complete and a Grand Opening would be August 6th. He suggested that the Exec. Director coordinate this with his contact and order a banner for the opening. Commissioner Benavente also reported that the Port of Hoodsport will be hosting the next all Ports meeting during the second or third week of August. He suggested getting someone from the County who can speak about the Waterfront Planning 2012 issue. He also added that the meeting could probably be held upstairs at the IGA and they would also help with the food needed. Exec. Director McEachin stated he was still concerned that all Commissioners were meeting in one setting. He stated that he would look into the proper protocol for these meetings. Commissioner Carlberg asked if the consultants doing the feasibility study are within budget. The Exec. Director explained that there is a ceiling to the cost of the study and it can’t exceed that amount.
Consent Agenda:
Vouchers: Commissioner Carlberg made a motion to approve Vouchers 7-2, pages 1 and 2 and the payroll voucher for John Wyatt. Commissioner Benavente made the second, passed unanimously.
New Business:
1. Discussion/Direction regarding how to move forward on constructing a public restroom on Port property: Exec. Director McEachin explained that he applied for 2 grants, but received no funding from either. He suggested that they could wait for the feasibility study to be completed or do something else. Commissioner Carlberg stated that as an EAB member, he made a motion at the last meeting to have the Commissioners authorize the EAB and/or PDA to get a workable plan done. Commissioner Carlberg made a motion to get a plan that would quantify needs, set a location and other requirements. He said available data on the type of building and costs, including maintenance should be done. The funding could come from the Port, business community, and possibly sale of ads to support it. The EAB and/or PDA recommendation would come to the Commission, but the timing should fit with the new Commission coming on board in the Fall. Commissioner Benavente stated that all steps lead to other steps. The feasibility study should show a recommendation. Engineering would show which site is better, prior to getting a permit. He also mentioned that there might be issues due to setbacks. He suggested that the Port needs to look at more grants, look at RTPO, scenic byways and other funding avenues. Dan Fallstrom, citizen, stated that they got a restroom through the RCO with 75% being paid by the grant. He said they hired a grant writer for $8,000.00 and got a grant for over $500,000.00 for a parking lot. Exec. Director McEachin stated that a decision on the location is required. He said the majority of the EAB want the restroom on the IGA side with a drain field. Commissioner Benavente stated that the Port has a 10 year O & M on the pump out and a report must be filed each year to get the funding. Exec. Director McEachin stated that an engineer needs to draw up a plan. Commissioner Carlberg stated that the EAB can supplement work with the Exec. Director. It would show the community that something is happening. He suggested assigning a task force to do what is needed. Exec. Director McEachin stated that he sent all EAB members the current information he has on data for a restroom. Commissioner Carlberg stated he didn’t get the information. Admin. Asst. Terry Veitz agreed to send him the information. Commissioner Benavente stated that too many people working on this can hold things up. There are two feasible sites, on the water side over the pump out or across the street by the IGA. A grant source needs to be found for engineering and permitting. Mike Petz, citizen, stated that he feels enough information is in hand and that they should go out to bid on both location sites. Next, proceed with grants for plans and permitting. He asked what basis has been used to determine the size of the restroom. Commissioner Benavente stated that he felt it was a good idea to put it out there and see where it takes us. Commissioner Carlberg stated that he would encourage the EAB to place this issue on their next agenda and have the Exec. Director present all current information to them. He added that it is worth the effort to look at the financial side as well. Commissioner Carlberg made a modification to his motion as follows: increase the manpower on this issue, look at costs and funding. He also stated that he would agree to go out to bid for engineering to get costs for both location sites, if the bids were to be given at no cost to the Port. Commissioner Benavente stated that years ago they looked at the Port of Allyn facility. Exec. Director McEachin stated that if their plans are engineered and we could get a copy, it could save us money. Commissioner Benavente stated that Mike Purvis is willing to help the Port regarding the required drain field. Mike Petz asked if the feasibility study will show the size restroom required. Exec. Director McEachin stated that he would contact the contractor that services the porta-potties to see what the service levels are. Commissioner Carlberg made a motion to get bids after the feasibility study is received and he would like the EAB and/or PDA to go over the current data regarding the restroom. Commissioner Benavente made the second, passed unanimously.
2. Discussion and decision on how to proceed to appoint a third Commissioner: Commissioner Benavente stated that this has been done many ways in the past. Commissioner Carlberg stated that if they are required to make an appointment he would agree to do that. Commissioner Benavente stated that it would be late August to get it done. Commissioner Carlberg stated that they could seek nominations through the EAB/PDA. There was a consensus of the Commission to have the Exec. Director seek legal advice regarding how the appointment must be done, time frame in which it must be done, if the Commission can set a time limit on the term and revoke the appointment on a certain date.
Adjourn: At 11:20am, Commissioner Benavente adjourned the meeting.
Minutes Approved: August 12, 2009