Port of Umpqua. Regular Meeting Minutes Wednesday, November 20, 2013 at 7 p.m. Port of Umpqua Annex 1841 Winchester Ave Reedsport, OR

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1 Port of Umpqua Regular Meeting Minutes Wednesday, November 20, 2013 at 7 p.m. Port of Umpqua Annex 1841 Winchester Ave Reedsport, OR T H E S E M I N U T E S A R E F I N A L and A P P R O V E D. Commissioners Present: President Steve Reese Vice President Keith Tymchuk Secretary Barry Nelson Treasurer Donna Train Commissioners Not Present: Asst. Secretary Dennis Clemens Port Staff Present: Port Manager Charmaine Vitek Administrative Assistant Karen Halstead Proceedings: The meeting was called to order at 7 p.m. by President Steve Reese. APPROVAL OF AGENDA: Two items were removed from the agenda, item #1 June 30, 2013 Audit Presentation Signe Grimstad, her assistant had notified us that Signe was ill, and this has been rescheduled for the next meeting. Item #7 - Subsequent approval of letter of support for school district was deleted. Commissioner Tymchuk made a motion, 2 nd by Commissioner Train to accept the agenda as it had been amended. The motion passed by unanimous vote. APPROVAL OF BILLS: Commissioner questions regarding bills: Barry asked if the audit cost $5,000. The audit actually cost a total of $7,300, the $5,000 was to pay the remaining amount owed. 1

2 Barry stated that it seemed to him any expenses for Port supplies should be paid for with the Port Visa instead of being paid out of pocket by Charmaine, and then she be reimbursed. She explained that we get some supplies from places like Costco, and they won t accept Visa as a payment method. Steve asked if we have been having problems with the cassettes that we use to record the meetings. We have had some issues with the cassettes we currently have. He suggested that maybe we should start recording the meetings digitally. To do this we would need to purchase all new equipment and our existing equipment works fine for now. Donna asked what the cost for the audit was. $7,300. She also asked how much it cost for the new computers that were recently purchased. The cost was $3, for the computers and $1, for the labor for a total of $4,750. Commissioner Nelson moved to approve payment of checks in the amount of $15, to be paid out of the General Fund, 2 nd by Commissioner Tymchuk. Motion passed by unanimous vote. APPROVAL OF MINUTES: The draft version of the minutes for October 16, 2013 was presented for approval. Commissioner Train made a motion, 2 nd by Commissioner Nelson to approve the minutes as presented. Steve abstained from voting because he wasn t at that meeting. Motion passed by unanimous vote. PUBLIC COMMENT: There was none. REGULAR BUSINESS: 1. Oregon Audit Division Filing fee This is a housekeeping item. The Oregon audit filing fee is always $150 and is being paid as part of approving the bills. Steve questioned why it needed a motion, and in the past our previous port attorney Dave Anderson had said it needed to be on there. It was decided to not make it an item on the agenda. There was no motion made. 2. Appoint Budget Officer Charmaine said this too was a housekeeping item. It has been recommended by both our auditor and SDAO that this be an action item on the agenda. 2 Commissioner Tymchuk then made a motion to appoint Port Manager Charmaine Vitek as Budget Officer for preparation of the Port of Umpqua Fiscal Year Budget, 2 nd by Commissioner Train. Motion passed by unanimous vote.

3 3. Computer Virus/spyware/website protection software/monitoring proposal ORCOTECH At the last meeting when the new computer purchases were approved there was some discussion about security protection. At the time we were using AVG which is a free product, but with the new computers AVG is inadequate and is actually causing some problems. Oregon Coast Tech provided a recommendation for the virus software that they use, and they monitor it as well for $7/PC per month, which would be a total of $14/ month. Steve and Keith both commented that that was pretty reasonable for this type of insurance. Keith has noticed more viral issues on his personal PC in the last month and thought we needed this. Commissioner Nelson then made a motion to approve the purchase of Managed Trend Micro Anti-Virus software and monitoring from ORCOTECH for $14.00 per month, 2 nd by Commissioner Train. The motion passed by unanimous vote. 4. Port representation to the Reedsport/Winchester Bay Chamber of Commerce Steve immediately volunteered. Commissioner Tymchuk made a motion to appoint Steve Reese to represent the Port of Umpqua to the Chamber of Commerce, 2 nd by Commissioner Train. Motion passed by unanimous vote. 5. Consider Marketron Lease Renewal It was reported in the past that Marketron will not be renewing their lease of the two quads. They do however want to lease one office that is now occupied by Shelley Swift. She is a great tenant to have. Charmaine has negotiated with them for the one office and came to an agreement of a lease amount of $130.00/month. This has been approved by their CFO. 3 Right now they pay $1,688 per month. Donna asked if the Port had remodeled the quad area they were going to lease. We didn t remodel it, we had it painted. Commissioner Tymchuk made a motion to approve the new one year term lease with Marketron Broadcast Solutions LLC for one office space, number 131 for $ per month and authorize the Port President to sign the lease document, 2 nd by Commissioner Nelson. Motion passed by unanimous vote. After the vote Charmaine said she did try to get a two year lease from them, but they declined, so she set to $130 the lease amount for this one year lease.

4 REPORTS: PORT MANAGER S REPORT: Dock Report: The Port Commercial Dock in Winchester Bay Brought in $3, for the Month of October. The fork lift needed a new starter which was replaced and they also replaced some cables. Work was done by the mechanic from Scotty Lewis. The fleet is preparing for the Crabbing season at this time, Larry has replaced the cable on the hoist as he does annually. Bauman and Sons pro-rated lease/rent for October. When the 364 N 4 th street building was sold to Mr. Bauman, the America Title pro-rated costs and he paid the first third of a year of the DC property tax as required. Though the Port had invoiced Mr. Bauman for the month of October, it was not paid. Since one half of the monthly rent went to the purchase price that would leave $400 for the month. The purchase closed on October 25 th. Rent pro-rated for 25 days is $ Does the board want me to invoice Mr. Bauman for the 25 days in October? The commission gave their consensus to send them a bill. The closing is complete and the $75, to the Port after the payoff to Umpqua Bank has been deposited into the Operation Reserve Account in the Money Market account at Umpqua Bank. Douglas County Property Tax report Due to leases expiring before the end of the fiscal/property tax year the port paid a portion of the following: For Marketron: we paid $1,004 for 6 months. DPC: we paid $91.20 for 2 months. Marketron will have to pro-rate the single office now, so it will be for 6 months. When that amount is figured out Marketron will pay us back for that portion. Exemption status has been requested to cover the two quads minus the one office, which will take us off the property tax rolls for next year. Charmaine did ask if there was a better way to do this as well as asking Salmon Harbor how they handle this to see if there is a better way than how it s done now. These tax payments had not been budgeted for so they were taken out of Personal Services. Dredging update: Per Kate Groth with the Army Corps of Engineers, the Yaquina removed 119,937 cubic yards from the Umpqua in 7.81 days spent here. The annual meeting with the Corps and the Port is 4

5 scheduled for Wednesday December 11 th at 4:00 here at the Port, if anyone is interested in attending. Linda with Salmon Harbor will be here as well Legislative session final report: Charmaine has copies in her office that are available upon request. SALMON HARBOR MANAGER: Paul gave a report of projects they have been working on in Salmon Harbor. At a recent vendor fair they found someone who makes unique floats that looked like they may help the situation they are having with the wooden docks. The first installation of one of these systems looks promising, so they have ordered more. Other projects that are in the works include refurbishing picnic tables, upgrading the marina s WIFI, and they have been doing a lot to promote tourism in Winchester Bay. COMMISSIONERS: Keith reported that on Sunday at 1 p.m. Senator Wyden will be in Coos Bay, and part of the agenda will be include the LNG facility in Coos Bay. Keith has been invited to attend and he will be speaking on behalf of the Regional Solutions. He will get the information as to where and when to Charmaine. Donna reported there was another Oregon Main Street board meeting, the group is moving forward, right now focusing on a possible theme for downtown. Bill Karcher who is a local business owner was there too, which was encouraging since it s the businesses that will benefit from these efforts. Jonathon added that they have agreed to move forward and one suggestion was to find a full time person to help put the plan together for this project. They are applying for a RARE student to fill this position, which will be a one year position at the cost of about $20,000. The Chamber has given financial support, and it may be something that the Urban Renewal board could help financially help with as well. One project they have started is to decorate the vacant windows downtown to give a façade there. They are hoping to hire local artist Karen Olson who will paint the windows with some sort of theme. One thought for a theme is going historical such as one of the vacant windows being done like an old mercantile. Now they are working on a price for the artist and the chamber said they have money in CDABA that could be used towards those costs. Steve asked Jonathon where things are with the ODOT project. Right now the status is that nothing has happened it s still at the OTC and they are still anticipating they will receive funding, if they do then hopefully it will be enough to include the Reedsport project. Donna said another suggestion that has come up is putting clear lights in the trees downtown. Steve asked about a project in the past where they tried putting in solar lights in the trees down there, and Donna said that the street lights over powered the solar lights. Now they are looking at the poles to try to actually hard wire the lights so they will come on. 5

6 The meeting was then adjourned at 7:47 p.m. The next Port of Umpqua Regular Meeting will be held December 18, 2013 at 7:00 p.m. at the Port of Umpqua Annex building, 1841 Winchester Ave., Reedsport, Oregon Steve Reese, President Karen Halstead, Admin. Assistant 6