MINUTES OF THE REGULAR MEETING OF THE BOARD OF COMMISSIONERS PORT OF CAMAS-WASHOUGAL JUNE 5, 2012 By: Mary Murphy, Executive Assistant A regular meeting of the Board of Commissioners of the Port of Camas-Washougal was held at the Port Offices, 24 South 'A' Street, Washougal WA, on Tuesday, June 5, 2012, at 3:30 p.m. PRESENT: Commissioners Bill Macrae-Smith, Mark Lampton and Bill Ward; Executive Director David Ripp; Finance Director & Auditor Kim Noah; Executive Assistant Mary Murphy; the Goodstein Law Group; and members of the press and public. At 3:30 p.m., the Commission recessed into executive session to discuss three matters relating to property disposition and six matters relating to property acquisition. Following executive session, the Commission reconvened into general open session. At 5:00 p.m., following the Pledge of Allegiance, Commission President Mark Lampton called the public meeting to order. CONSENT ITEMS Minutes The reading of the Minutes from the meeting of May 14, 2012, called as a special meeting because it was held on a Monday rather than the second Tuesday per Resolution 5-10, was dispensed with, it being noted that a copy of the Minutes had been provided previously to all Commissioners. After brief discussion, upon motion by Commissioner Ward, seconded by Commissioner Macrae-Smith and carried unanimously, the Minutes from the May 14, 2012 meeting were approved as presented. Claims/Vouchers After review and discussion, upon motion by Commissioner Ward, seconded by Commissioner Macrae-Smith and carried unanimously, general fund vouchers 1071-1083, 105506-105511 and 23093-23140 in the total amount of $77,830.62 and the issuance of warrants in payment thereof, were approved. NEW BUSINESS / DISCUSSION ITEMS Strategic Plan Budget Policies Finance Director & Auditor Kim Noah presented the policy directives from the Port s Comprehensive Scheme of Harbor Improvements and Strategic Plan (the Plan ) that will be followed during the 2013 Budget cycle. Commissioner Ward suggested that the Plan s budgeting policies include a global statement such as the Port s financial management practices will be guided by a long-range objective of making the Port less dependent upon public subsidies in its operations. Director Ripp pointed out that the money that s collected from taxes is not paying the operating costs of our assets. We re investing that money back into development, especially with what we re doing at Steigerwald Commerce Center, our goals for waterfront development, and other future projects. If we didn t have that tax revenue, we wouldn t be able to do those types of development. Discussion followed, and Finance Director Noah stated that the Plan s Operating Rates Policy directive states: To establish appropriate pricing of leases, the Port will use the current market value of the leasable assets (land, buildings, and/or related infrastructure) as the basis for rent calculation. The Port will charge lease rates that will, over time, generate sufficient revenue to cover all proportionate direct and indirect costs of operations associated with the use of that asset. She added that all operating areas are supported by lease revenue. Director Ripp explained that the Port also has to work within what the Page 1 of 3
market will bear, so if the lease rate had to be doubled in order to cover expenses, no one would lease and there would be no revenue. The Strategic Plan as well as the budget policies contain language that covers the long-term goal of generating sufficient revenues to offset operating costs. Commissioner Ward requested staff assistance in revisiting the Strategic Plan. No decisions were made. Revision to Schedule of Rates & Fees Finance Director Noah reported that in accordance with the Strategic Plan s Operating Rates Policy, staff had met to review the Port s Schedule of Rates & Fees and recommend that the Schedule be amended to include a $40.00 4 th of July moorage fee for the Breakwater Dock. This fee would be effective July 1, 2012, for docking on the inside or outside of the Breakwater Dock, and be applicable to current Marina tenants as well as guests. Noah added that approval of this amendment to the Schedule of Rates & Fees will be presented under Action Items. No decisions were made. PUBLIC COMMENT #1 John Wagoner commented on the port s mission statement, the addition of a 4 th of July moorage fee, and the commissions reimbursement warrants. Bruce Fuerstenberg commented on the Eagle Scout Project, the Chinook Plaza plaques, and the 4 th of July event. Mike Norris commented on the Port flags. ACTION ITEMS Resolution 6-12 Amending Strategic Plan Executive Director Ripp presented Resolution 6-12 which amends the Strategic Plan to include 6 th Street property and also authorizes acquisition of the Gustafson property. Following discussion, upon motion by Commissioner Ward, seconded by Commissioner Macrae-Smith and carried unanimously, Resolution 6-12 amending the Port s Comprehensive Scheme of Harbor Improvements and Strategic Plan was adopted as presented, effective June 5, 2012. Award Contract for Westlie-Ford HVAC Project Manager Larry Connolly presented the bid results to replace the failing HVAC system in the Port s building MB-7, and recommended awarding the contract to Area Heating and Cooling, Inc. in the amount of $11,667.29, including tax, for labor and materials. Commissioner Ward raised questions about the manufacturer, the warranty, and the bid process and made a motion to approve the contract conditioned on inclusion of a Trane unit with a 10-year warranty. After extensive discussion, Commissioner Ward withdrew the original motion and made a new motion authorizing the Executive Director to execute the contract with Area Heating & Cooling, Inc. for the unit as specified in the Request for Bid to replace the heat pump in MB-7, in the amount of $11,667.29, including tax, effective June 5, 2012. The motion was seconded by Commissioner Macrae-Smith and carried unanimously. PNWA Spring Conference Executive Director Ripp requested approval to attend the Pacific NW Waterways Association Summer Conference in Seattle, on June 27, 28 and 29. He added that his goal in attending is to spend time with legislators and the Corps of Engineers to reinforce the Port s concerns about the failing fish bypass in Steigerwald Commerce Center. Ripp stated that the PNWA has been supportive of the Port s position that the fish bypass design must be corrected to reduce excessive stormwater runoff currently directed through the Port s pump station, that the PNWA has assisted in meetings with the Corps, and that the Corps has recognized the need for corrective action. Ripp said that it is important Page 2 of 3
to continue advocating for a solution, adding that PNWA is a great environmental resource with connections in Washington D.C. Upon motion by Commissioner Ward, seconded by Commissioner Macrae-Smith and carried unanimously, the attendance by Executive Director Ripp at the PNWA Summer Conference in Seattle, June 27-29, 2012, was approved. Amend Schedule of Rates & Fees Finance Director Noah requested approval to amend the Port s Schedule of Rates & Fees to include a 4 th of July Breakwater moorage fee of $40.00, effective July 1, 2012. After discussion, upon motion by Commissioner Lampton, seconded by Commissioner Macrae-Smith and carried unanimously, the Schedule of Rates & Fees was amended to include a 4 th of July moorage fee for docking inside or outside the Breakwater Dock for $40.00, applicable to moorage tenants as well as guests, effective July 1, 2012. STAFF REPORTS Director Ripp s report (attached) included: o Steigerwald Commerce Center development update; o CERB Planning Grant status; o Camas Traffic Impact Study; o WSDOT Aviation Grant; o Lobby Art Display to change; o Immelman Hangars; o Mock Emergency Drill on June 8 th at Grove Field; and o 4 th of July celebration at the Port. COMMISSIONER REPORTS Commissioners Ward commented on the WPPA Spring Meeting, the 2013 WPPA meeting at Skamania Lodge; CWAA assisting a local serviceman; and the Parkersville Park sign. Commissioner Macrae-Smith commented on the WPPA Spring Meeting. Commissioner Lampton commented on the WPPA Spring Meeting and Director Ripp s presentation on Port projects and partnerships with other agencies. PUBLIC COMMENT #2: Richard Martin commented on CWAA events; July 4 th breakwater moorage; and AOPA. Neil Cahoon commented on Dave and Sally Luse. Martha Martin commented on the Mock Emergency Drill. John Wagoner commented on the June 20th panel at Vancouver Library on the Open Public Meetings Act and Open Records Act sponsored by the WA Coalition of Open Government. The meeting adjourned at 6:16 p.m. PORT OF CAMAS-WASHOUGAL COMMISSION Commissioners Page 3 of 3
EXECUTIVE DIRECTOR S REPORT June 5, 2012 STEIGERWALD COMMERCE CENTER As I write this report, it is still the plan to shoot for submittals of the Civil Plans, SEPA, Road Modification, and Grading Permit on Monday, June 4. The next step will be review by the City and making sure there no requirements for major changes. If there are no changes, then the Port will advertise this project for bid by the first week of July, with a goal to begin construction by the first part of August. Also, the goal of completing the streetscape portion will be later in the fall of this year. The reason for this is to not have to maintain the streetscape while the weather is still hot. If we wait until the fall, it will be more conducive for the plants and trees. MacKay and Sposito will help with the tree spacing specs, planting guidelines and species type. CERB Planning Grant At our last meeting I announced that the Port had made it through the next phase of the CERB grant process. I am happy to say that after completing the presentation phase the Port was successful in receiving a CERB Planning grant in the amount of $50,000. This grant will be used for the preliminary engineering portion of the Steigerwald development. PROJECT UPDATES Camas TIF Camas City Council approved their TIF plan that the Port participated in and I received a phone call from Lloyd Halverson thanking the Port for our contribution and for being a part of the process. WSDOT GRANT AWARD It looks like the Port will not be receiving a grant for our airport repaving project from WDOT. There were a lot of applicants that applied and they only had a limited amount of money to put forth toward projects. OTHER Washougal Welding Women The unveiling of the local artwork in the port lobby area will happen immediately following the commission meeting on Tuesday, June 19. This group has been influential in creating unique artwork in Southwest Washington and their group members will be here to describe their organization and surprise the audience with an art piece to be located in the port lobby for 3 months as part of the port's ongoing Art Display program. Immelman Hangers A couple of months ago the Commission approved Immelman Hanger for the Port s Rent Relief program. It allowed them to defer their full payment with interest until January 1, 2013 or when their remaining hangers sold or they started Phase #2. Scott Price came in and notified the Port that they have sold their last hanger and they paid the account current. He advised that they will most likely start their next phase in the spring. They have 5 or possibly 6 commitments for phase two hangers.
Emergency Drill June 8 th As mentioned at our last meeting, on Friday, June 8 th, staff will be working in conjunction with the ECFR, Camas Fire and Police and the Clark County Sheriff s office to hold a mock emergency drill out at Grove Field. This training is an excellent opportunity for staff to practice emergency response, as well as work with and build relationships with our other agencies. 4 th of July Just a reminder that Port and the City of Washougal will be partnering again in celebration of the 4 th of July. Again this year we have the Lions Club setting up their tent to serve burgers, hotdogs, beer and wine, along with some other food vendors. Music will go from 6pm-10pm, with fireworks starting a little after 10:00pm.