minutes from the regular meeting
of the Port of Hoodsport Commission
November 28, 2007
Call to order: 5:03 p.m. Adjourned: 6:50 p.m.
Roll Call: Commissioner Frank Benavente
Commissioner Tom Young
Cindy Adams, Administrative Assistant
Introduction of Guests:
Jack Hamlin
Approval of Minutes
Commissioner Benavente made a motion to “Approve the minutes from the regular meeting held on November 11, 2007 as presented.” The motion was approved unanimously.
Approval of Vouchers
Commissioner Benavente made a motion to “Approve voucher number 11-4 as presented on the voucher cover sheet dated 11/28/07 for a total of $1,063.37. The motion was approved unanimously.
Agenda Changes
Dock Repair – Remove – No update
Business Credit Card – Move to Discussion Items
Unauthorized Boat Moorage – Add to Action Items
Small Business Workshop – Move to Discussion Items
Open Items
None
Action Items
Pumpout
Commissioner Young presented the approval from Mason County for the Shoreline Substantial Development Permit (SDP) for the Pumpout project. A notification of receipt of the approved SDP was also received from the Department of Ecology (DOE). The letter from Department of Ecology indicates that the Port is required to wait at least 21 days from the date DOE received the decision letter from Mason County before beginning any construction activity. The waiting period allows anyone who disagrees with any aspect of the permit to appeal the decision to the state Shorelines Hearings Board.
Commissioner Young and Commissioner Benavente reviewed the draft Bid Proposal Sheet which would provide the Port with a more detailed breakdown of the two construction bids that have already been received. Commissioner Young asked Ms. Adams to send out the proposal sheet with a cover letter to the two contractors for bid clarification.
Commissioner Benavente stated that there is a possibility that additional grant money is available to help pay for the Operations and Maintenance (O&M) of the pumpout facility. The grant money would be in addition to the money the Port has already received from the Washington State Parks. There would be a 20% match for the O&M grant money. Some research should be done to determine how much money would be needed for O&M for the next 10 years. A letter should then be sent to the state indicated how much additional grant money would be needed.
Hood Canal School Funding Request
Commissioner Young presented a letter that was sent on behalf of the Hood Canal School District Community and Staff Association (CASA). The letter is soliciting a donation to help fund for each of the following projects:
1. Benches (6) for students to sit on during recess near Hood Canal School Playground.
2. Picnic tables (4) for students to use to eat lunch outside during nice weather.
3. Rubber matting for the kindergarten play area.
4. Playground equipment (like a big toy) for the playground.
Commissioner Young explained how the Port of Hoodsport is limited to spending money only within the Port District and that unfortunately the Hood Canal School does not fall within the Port’s district and therefore we are unable to provide funding.
Commissioner Young made a motion to send a letter to the Hood Canal School District explaining that the Port is unable to provide funding at this time due to the requirement which only allows the Port to spend money within the Port District. The motion was approved unanimously.
Endorsement Letter for Dennis Craig Project
Commissioner Benavente still has not received a copy of the endorsement letter written by the Lilliwaup Community Club. Michael Hankinson from the Washington State Parks has been contacted to see if he has seen any letters of endorsement for the project. Mr. Hankinson indicated that he has not seen any letters.
Commissioner Young suggested that the Port send a letter of support to the PDA regarding the project. The PDA would then send their own letter of support with the Port’s letter attached. Because the project is located outside the Port District it would be more appropriate for the Port to be a supporting agency and not act the lead agency. Commissioner Young stated that he will draft the letter of support.
Unauthorized Boat Moorage
Commissioner Benavente stated that there has been a large boat anchored at the Port’s dock for almost a month. The boat is anchored illegally for the following reasons:
1. No registration – Derelict
2. Vessel is over the 25’ maximum allowance for the dock.
3. Exceeds the 24 hour moorage limit.
Commissioner Benavente is concerned due to the size of the vessel (at least 65’ or bigger), in the event of a storm the vessel could damage the dock. RCW 79.100 is clear on how removal of derelict vessels is handled.
Commissioner Young would like to send a certified letter to the owner of the vessel. The letter would state the reasons for removal and also if any damage to the Port’s dock occurs, the owner of the vessel would be responsible.
Commissioner Young made a motion to send a letter to the owner of the derelict vessels stating the reasons for the removal. The motion was approved unanimously.
Discussion Items
2008 Commissioners’’ Responsibilities
Commissioner Young discussed the 2008 Commissioners’ responsibilities. The three positions are Chairman, Vice Chairman and Capital Facilities/Recorder. Initially, each position is assigned specific duties, however, a rotation system is in place so that each official has an opportunity to learn each task so that in the event of an absence, someone is able to fill in as necessary. Commissioner Young would like to discuss the responsibilities in more detail on the 14th of December. He suggested that each Commissioner take home a copy of the current responsibilities and be ready to discuss on the 14th.
Delegated Authority
Commissioner Young asked Ms. Adams to update the Delegated Authority for 2008 and have it ready for the December 14th meeting for approval.
Interlocal Agreement – Foothills Park
Commissioner Young had a minor change to the Agreement. Under Port Responsibilities there is an Item #4 which is blank. This should be removed. Otherwise the agreement is fine.
Commissioner Benavente will contact the County and have them forward an original agreement for final approval.
Public Development Authority
Commissioner Benavente stated that he had invited someone from the PDA to come to the meeting to give an update but unfortunately nobody was able to make it. There seems to be some unfinished business that the PDA has yet to do and Commissioner Benavente feels that a letter should be sent indicated what items still need to be addressed.
Commissioner Young agreed to do up a draft letter to be sent to the PDA.
Individual Commissioners’ Reports
Commissioner Benavente attended the WPPA Annual Meeting.
Commissioner Young attended the RTPO Sub Committee Meeting.
Correspondence
There have been no moorage fees since the last meeting.
The following miscellaneous correspondence was received:
Commissioner Young presented a letter from the Hoodsport Community Events Association requesting the use of the Port’s property to put a Christmas tree on for the December 1st holiday festival in downtown Hoodsport. There is a certificate of insurance currently on file from the 4th of July activities that should still be current. The tree will need to be removed by the 1st week in January.
Commissioner Young made a motion to approve the request from the Hoodsport Community Events Association to use Port property to place the Christmas tree for the holiday festival on December 1st. The motion was approved unanimously.
Agenda for the November 28, 2007 meeting
Open Items:
None
Action Items:
2008 Delegated Authority Approval
Finalization Commissioner Responsibilities - 2008
Pumpout (approval of pumpout equipment)
Interlocal Agreement-Foothills Park
Dock Repair
Business Credit Card
Discussion Items:
Small Business Workshop
Derelict Vessels
Public Development Authority
Individual Commissioner Reports
Correspondence
Executive Session
No executive session was needed.
The regular meeting was adjourned at 6:50 p.m.
Thomas Young, Chairman Frank Benavente, Commissioner