minutes from the regular meeting
of the Port of Hoodsport Commission
september 26, 2007
Call to order: 5:02 p.m. Adjourned: 6:20 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 September 12, 2007 as presented.” The motion was approved unanimously.
Approval of Vouchers
Commissioner Benavente made a motion to “Approve vouchers for PUD #1 for $135.99, Hood Canal Communications for $69.85, Carol Ferguson for $913.40, Qwest for $50.60 and Cindy Adams for $420.00 for a total of $1,589.84. The motion was approved unanimously.
Agenda Changes
None
Open Items
None
Action Items
Pumpout
Commissioner Benavente has received a work order from the pumpout engineer with the recommended equivalent from a manufacturer the engineer would recommend based on his experience and knowledge of the equipment.
Commissioner Young asked if this equipment was sole source or are there other manufacturers who can supply the equipment.
Commissioner Benavente stated that there are different manufacturer and that these bids where received as part of the bidding process when the Hood Canal Coordinating Council was looking at all the different types of equipment that was available. Dave Christenson of the Hood Canal Coordinating Council went through the process of contacting those manufacturers and organizations who currently use the equipment and took recommendations from them. The evaluation is based on those recommendations. The engineer’s recommendation actually is slightly lower than the other bids that were received.
Commissioner Young stated that three other bids where received from EMP Industries, Waubausherie Pump Out Systems, and Keyco Pump and Equipment.
Based on the engineer’s findings, Commissioner Young recommends that the Port agree with the engineer’s equipment selection and award the pump out equipment bid to EMP Industries based on the bid amount of $9,660.00. A motion was made to award the pump out equipment bid to EMP Industries based on the bid amount of $9,660.00. Motion was approved unanimously.
Commissioner Young stated that the pumpout construction falls under the Small Works Roster process. The process allows the Port to select three plumbing and three electrical contractors off of the current small works roster. If a contractor who is not currently on the roster but would like to submit a bid may do so, however, the contractor shall submit a completed Small Works Roster application along with their bid.
Because the Port is a small agency, it may be difficult to solicit contractors who are willing to bid. Process should be clearly documented showing how many contractors where invited to bid so if we only receive 1 or 2 bids it will be clear that the effort was made to solicit additional bids.
Cindy Adams added that she has prepared a draft Invitation to Bid for the project for the Commissioners review. Also, a walk through of the project is suggested for any contractor who might like to inspect the project site. She also has contacted another local agency and requested a copy of their Small Works Roster. We can contact contractors of that list who are not on our roster to see if they would like to do so.
Commissioner Benavente doesn’t feel that a walk through would be necessary. It is not a very complicated project. If water connections are needed that may be an issue. Commissioner Benavente stated that he would be willing to answer any technical questions a contractor may have.
Commissioner Young feels the only area that the contractor may be interested in seeing is the area where the tanks will be installed. There will be a tank installed down on the dock and also one in the park area. Commissioner Young feels that we should at least allow contractors to schedule an appointment to discuss the project or meet on site. Commissioner Young would like October 24th at 4:00 p.m. available for contractors to set an appointment to inspect the site.
Bids are scheduled to be due November 8th by 10:00 a.m.
Dock Repair
Commissioner Benavente was able to take the dock section apart and get the appropriate measurements. Commissioner Benavente has been in contact with Dock Builders, a dock repair contractor, to get prices on new metal brackets for the dock. It will be approximately two weeks before we get a price. Repair will require a minimum of 4 bolts on each side with a total of 16, 8” long bolts. Some of the spikes that hold the boards down also need replaced.
Commissioner Young stated if the price is low enough that we should just go ahead and complete the work.
Small Business Workshop
Commissioner Young asked if there has been any progress on the scheduling of the Small Business Workshop.
Cindy Adams informed the Commissioners that she spoke with Rand Riedrich yesterday. Mr. Riedrich apologized and said that he has been having medical problems and has not been able to complete the tentative program. He said he would get to it as soon as he can and contact us to schedule a date for the seminar.
CTED Grant
Commissioner Benavente stated that the application for the CTED Grant has been completed. However, the cover letter indicating the economic tourism challenges for the area still needs to be completed. Commissioner Benavente gave Commissioner Young information on the grant so that Commissioner Young may draft a letter to be attached to the application. Once the letter is complete, the application will be sent to CTED for review.
Discussion Items
2008 Commissioners Responsibilities
Commissioner Young discussed the Protocol Manual and the responsibilities assigned to the Commissioners. Commissioner Young would like to make sure that all the Commissioners have had an opportunity to work in all areas to gain experience. In the event a Commissioner vacates early or when a new Commissioner begins it would be essential for the remaining Commissioners to be experienced in all areas to make the transition period easier.
More discussion of the Commissioners’ responsibilities will be discussed at the first meeting in November.
We have not received a revenue projections or schedule from the County to begin the 2008 budget process. The Port is unable to begin the budget process and set our schedule without the reports.
Current Committee Participation
Commissioner Benavente - PRTPO Executive, WRIA 16, County Parks, EDC, EAB, County Commission Meetings.
Commissioner Young – PRTPO Tack, Transportation Sub Committee, EAB, EDC, County Commission Meetings.
Commissioner Young discussed the EAB and its background. About a year ago the EAB meet separately rotating a Port Commission representative monthly. EAB’s productivity dwindled so it was suggested that they combine their meeting with the Port’s Commission meeting once a month to hopefully encourage more participation. While the Comprehensive Plan was being developed there was more participation, however, now we are back to only one or two individuals showing up to the meetings.
Letters have been sent to local community organizations to solicit new member for the EAB. Letters where sent to Lake Cushman Board, Kiwanis, Booster Club, Lilliwaup Community Club Board, Union Improvement Club, Skokomish Tribe, and the South Hood Canal Business Association.
Commissioner Young would like to discuss what is a workable way to have the EAB move towards the direction of receiving more public input for the Port, but at the same time working independently.
Commissioner Benavente feels that the EAB’s agenda determines how well the meetings go. The Port may need to assist the EAB in developing an agenda to include more projects for discussion. There still needs to more participation by committee members.
Commissioner Young would like to contact Don LeMaster to set up a time to go over an agenda to discuss a plan of action before the next meeting.
When the next Commissioner starts in January, it will be discussed who will participate on what committees.
Commissioner Benavente stated that the WRIA 16 Committee is very time consuming. The new Commissioner may be a possible choice to sit on that committee.’
Individual Commissioners’ Reports
Commissioner Benavente attended the Stormwater Meeting on September 13th. A consultant group was hired by Mason County to create a Stormwater Plan for Hoodsport. Dept. of Health, Public Works and Planning also attended. When the consultant started asking questions about the storm water issues in the Hoodsport area, none of the other attendees where able to respond. Commissioner Benavente pointed out the areas of flooding and asked the consultants what the Storm Water plan will look like. The plan would be similar to the Allyn and Belfair plans. There are other issues with drainage off of 101 that the State will have to deal with.
Commissioner Benavente also attended the PRTPO presentation on the Hood Canal Bridge. Discussion was on mitigation issues on the road closer, alternative routes, extra transit, ferries, etc.
Commissioner Benavente with the WRIA 16 Committee took a tour of the Skokomish Tribes projects.
Commissioner Young attended the PRTPO meeting on the 25th. Because only two people showed up there was not a forum and the meeting was rescheduled for October.
Correspondence
Commissioner Young presented a letter submitted by Michael Wittenberg, CPA offering payroll services beginning in 2008. Mason County will no longer be processing payroll for the Port beginning in 2008. The possibility of doing the payroll in house has been discussed but Commissioner Young would like Cindy to contact Mr. Wittenberg’s office to get a cost estimate on the services offered. It will then be determined which will be more cost effective, doing payroll in house or contracting out.
We’ve taken in $20 in moorage fees since the last meeting. It appears that the second quarter excise tax has not been submitted to the Department of Revenue. There is a waiver that can be submitted to request any penalties be waived. Cindy will contact the Department of Revenue about completing the form.
The following miscellaneous correspondence was received:
Seminar information on Wetlands in Washington was received.
Public meeting notice on Grant Workshops for the Aquatic Weeds Management Fund.
Department of Navy Newsletter
The Local View
New Splash
Port Pilot
Agenda for the October 10, 2007 meeting
Open Items:
None
Action Items:
Payroll Services from Michael Wittenberg, CPA
Pumpout
Dock Repair
Small Business Workshop
CTED Grant
Source of Matching Funds for Successful Grants
Discussion Items:
Commissioners’ Responsibilities for 2008
2008 Budget Process
Current Committee Participation
Staffing
Individual Commissioner Reports
Correspondence
Executive Session
Motion to adjourn to Executive Session at 6:15 p.m.
Motion to adjourn Executive Session and reopen the regular meeting at 6:20 p.m.
The regular meeting was adjourned at 6:20 p.m.
Thomas Young, Chairman Frank Benavente, Commissioner Dick Patterson, Commissioner