minutes from the regular meeting
of the Port of Hoodsport Commission
October 17, 2007
rescheduled from October 10, 2007
Call to order: 9:40 a.m. Adjourned: 11:03 a.m.
Roll Call: Commissioner Frank Benavente
Commissioner Tom Young
Commissioner Dick Patterson is excused
Introduction of Guests:
No guests present
Approval of Minutes
Commissioner Benavente made a motion to “Approve the minutes from the regular meeting held on September 26, 2007 as presented.” The motion was approved unanimously.
Approval of Vouchers
Commissioner Benavente made a motion to “Approve vouchers as presented on the voucher cover sheet dated 10/10/07 for a total of $3,013.77 and quarterly Commission payroll vouchers to a total of $3,010.00. The motion was approved unanimously.
Agenda Changes
None
Open Items
None
Action Items
Pumpout
Commissioner Benavente spoke with Jay Manning, Executive Director of the Hood Canal Coordinating Council regarding the pumpout project. Mr. Manning stated that the HCCC may be able to fund 50% of the 25% match for funding. Commissioner Benavente sent Mr. Manning an email with the amounts of the match for his review and to determine whether the HCCC is able to fund the 50%. (6,139.00 is the 25% match for the Port).
Commissioner Benavente presented an attachment to the contract from the State which shows allocations for funds for staffing under project coordination. Can this money be allocated to the project to pay for additional staff to administer the pumpout project?
Commissioner Young stated that the money needs to be redirected from 10 0030 to 41 0030 with a special note indicating that the money is specifically for the pumpout project. County will need to be contacted to administer the changes.
Commissioner Young presented the Staff Report that was received from Mason County for the pumpout project. There are six conditions stated on the report that will be required of the Contractor.
Commissioner Benavente stated that Washington State Department of Transportation has been contacted regarding the work in the Right of Way.
Cindy Adams stated that at least 15 Invitations to Bid have been sent out to Contractors for the pumpout project. So far we have received two requests for packets. Even if we only receive one bid we are in compliance with the Small Works Roster regulations because we have contacted the required amount of contractors.
Dock Repair
Commissioner Benavente is still waiting for a price on the brackets.
Small Business Workshop
Cindy Adams received an email from Kelly Linscott, Program Assistant for the Small Business Development Center with Rand Riedrich. She indicated that Mr. Riedrich has time available the second or third week in January for the workshop. Cindy will contact Ms. Linscott and let her know that the 15th or 17th of January would work.
Commissioner Benavente said that he spoke with Glen Ayr about the dates in January and that those dates should work with them also.
CTED Grant
Commissioner Young will have a draft letter by the next meeting on the 24th
Payroll Services from Michael Wittenberg, CPA
Beginning the January, Mason County will no longer be providing payroll services to the Port. Commissioner Young discussed the payroll services proposal submitted by Michael Wittenberg’s office. The payroll service would be at the regular staff rate of $60.00 per hour for actual time spent plus an initial set up cost. As part of the payroll services, Wittenberg’s office would also be able to generate reports necessary for the Internal Revenue Service.
Commissioner Young made a motion to “accept the offer of payroll services beginning January 1, 2008 from Michael Wittenberg, CPA.” The motion was approved unanimously.
Source of Matching Funds for Successful Grants
Commissioner Young stated that the matching funds for grants currently come out of the current years revenue. Commissioner Young would like to change the matching funds so that they come from the Investment Fund instead of the Revenue Fund. A resolution would need to be developed which states the change in the matching fund source. The Investment Fund can also be used for property acquisition but the resolution would have to include such verbiage.
Commissioner Young also wanted to make sure that the County was notified when we receive grant funds so they know where in the budget the money should be included.
Small Works Roster
Commissioner Young made a motion to “Approve the Small Works Roster Resolution.” The motion was approved unanimously.
Cindy Adams stated that the Inter-Governmental Agreement between the Port of Hoodsport and Mason County is scheduled to go to the County Commissioners on the 24th of October. The Agreement will allow the Port to be included in the counties solicitation of contractors each year.
Discussion Items
2008 Budget
Commissioner Young stated that we have received the 2008 budget schedule from the County. Budget needs to be in to the County by November 30th. A public hearing will be held at the first POH Business meeting on November 14th. Cindy will put a notice of the public hearing in the paper. A draft 2008 budget will be done for the November 24th meeting.
Commissioners discussed the possibility of a business credit card and what kind of internal controls there would be. Commissioner Young asked Cindy to contact Sheril and Wittenberg’s office to see what options there would be.
Current Committee Participation
Cindy Adams has received the name of another individual to serve on the EAB Board. Chris Craig, representing the Lilliwaup Community Club will be attending the meetings.
Individual Commissioners’ Reports
Commissioner Benavente attended a public meeting regarding the final draft of the Mason County Parks and Trails Plan.
Commissioner Benavente gave an update on the Foothills Park Project. The project is almost complete. The basketball court is almost finished and an Interlocal between the County and the Port relating to planning and improvements is in process.
There have been some complaints about the park being seasonal. Because there is currently no money to monitor the park, it will remain closed during the off season.
Commissioner Benavente along the WRIA 16 group took a tour of the Blackpoint Development at Pleasant Harbor.
Commissioner Benavente will be attending the WPPA annual meeting on November 14th and 15th.
Commissioner Young spoke with Steve Haun of the Washington State Parks and Recreation regarding the status of the Hoodsport Trail State Park property transfer to the Port of Hoodsport. All the federal contact information has been sent to Mr. Haun. Because the Federal Government deeded the property to the State, the State has to get the Federal Governments permission to put it on the State’s surplus property list and then deed it to the Port of Hoodsport.
Commissioner Young and Commissioner Benavente will be attending a Federal Funding Synopsis workshop on November 8th.
Commissioner Young would like the Port of Hoodsport to sponsor a young man to participate in the Tall Ships “Youth on Board” program. Fifty youth between 14-17 will be chosen to experience life aboard a tall ship and sail from Victoria BC to Tacoma WA, during the Tall Ships Tacoma Festival. Commissioner Young has an employee whose son would be an ideal candidate for this program and he feels that this is an opportunity this young man otherwise would not have.
Correspondence
There have been no moorage fees since the last meeting.
The following miscellaneous correspondence was received:
Post card from the family of Ingvald Gronvold thanking the Port for dedicating the park.
Law Seminars Brochure – Growth Management Act
Law Seminars Brochure – Government Takings
PUD #1 Newsletter
Agenda for the October 10, 2007 meeting
Open Items:
None
Action Items:
Pumpout
Dock Repair
CTED Grant
Endorsement Letter for Dennis Craig Project
Discussion Items:
2008 Budget
2008 Year End Projections
Commissioners’ Responsibilities for 2008
Current Committee Participation
Small Business Workshop
Interlocal Agreement-Foothills Park
Public Development Authority
Staffing
Individual Commissioner Reports
Correspondence
Executive Session
Motion to adjourn to Executive Session at 10:47 a.m.
Motion to adjourn Executive Session and reopen the regular meeting at 11:03 p.m.
The regular meeting was adjourned at 11:03 a.m.
Thomas Young, Chairman Frank Benavente, Commissioner Dick Patterson, Commissioner