SPECIAL COMMISSION BUSINESS MEETING August 14, 2017 at 1:30pm AGENDA ** Time Specific at 1:35pm – State of Washington Audit Report I. CALL TO ORDER / PLEDGE OF ALLEGIANCE II. APPROVAL OF CONSENT AGENDA A. Commission Meeting Minutes 1. August 1, 2017 Special Commission Meeting Minutes (pg. 1-4) B. Vouchers in the amount of $1,270,846.97 (pg. 5) III. COMPLETION OF RECORDS – July Monthly Report (pg. 6-82) IV. EARLY PUBLIC COMMENT SESSION (total session up to 20 minutes and related to an item on the agenda) V. PLANNING A. Marine Terminal Stormwater Conveyance Change Order No. 2 (pg. 83-85) B. 2nd Quarter Capital Budget Report (pg. 86-99) C. Former Dungeness Pier Pile Removal (pg. 100-103) VI. PROPERTY No Items VII. MARINAS No Items VIII. AIRPORTS No Items IX. OTHER BUSINESS A. **Time Specific at 1:35pm - State of Washington Audit Report B. Quarter 2 Financial Report (pg. 104-144) C. Quarter 2 Investment Report (pg. 145-153) D. Letter of Appreciation for Former TAC Member, Mr. John Calhoun (pg. 154) X. PUBLIC COMMENT SESSION (total session up to 20 minutes and related to an item on the agenda) XI. NEXT MEETINGS (pg. 155-156) A. August 14, 2017 at 5:00pm in Forks – Special Joint Meeting with the City of Forks B. August 29, 2017 at 9:00am – Special Commission Meeting XII. UPCOMING EVENTS A. Penticton, B.C. – Commissioner Tour of CLT Facility XIII. EXECUTIVE SESSION The Board may recess into Executive Session for those purposes authorized under Chapter 42.30 RCW, the Open Public Meetings Act. XIV. ADJOURN RULES FOR ATTENDING COMMISSION MEETING • Signs, placards, and noise making devices including musical instruments are prohibited. • Disruptive behavior by audience members is inappropriate and may result in removal. • Loud comments, clapping, and booing may be considered disruptive and result in removal at the discretion of the Chair. RULES FOR SPEAKING AT A SPECIAL COMMISSION MEETING • Members of the public wishing to address the Board on agenda related items only may do so during the designated times on the agenda or when recognized by the Chair. • Time allotted to each speaker is determined by the Chair and, in general, is limited to 3 minutes. • Total time planned for each public comment period is 20 minutes, subject to change by the Chair. • All comments should be made from the speaker’s rostrum and any individual making comments shall first state their name and city of residence for the official record. • Speakers should not comment more than once per meeting unless their comments pertain to a new agenda topic they have not previously spoken about. • In the event of a contentious topic with multiple speakers, the Chair will attempt to provide equal time for both sides. 1 2 SPECIAL COMMISSION BUSINESS MEETING AGENDA 3 August 1, 2017 4 12:00 PM 5 6 PRESENT: 7 Colleen McAleer, President 13 Jerry Ludke, Airport & Marina Mgr. 8 Connie Beauvais, Vice-President 14 Dan Gase, Real Estate & Bus. Mgr. 9 Steven Burke, Secretary 15 Holly Hairell, Admin. Mgr. 10 Karen Goschen, Exec. Dir. 16 Simon Barnhart, Port Counsel 11 John Nutter, Dir. of Fin. & Admin. 17 Laurel Black, Design Consultant 12 Chris Hartman, Dir. of Eng. 18 19 I. BROWN BAG LUNCH WITH COMMISSION – 12PM 20 21 Commissioner McAleer convened the brown bag lunch at 12:20pm adjourned it at 1:00pm. 22 23 II. CALL TO ORDER / PLEDGE OF ALLEGIANCE – 1PM (0:00 to 0:22) 24 25 Commissioner McAleer called the meeting to order at 1:00pm and Holly Hairell led the pledge 26 of allegiance. 27 28 III. APPROVAL OF CONSENT AGENDA (0:30 to 0:54) 29 30 A. Commission Meeting Minutes 31 1. July 17, 2017 Special Joint Commission Meeting minutes 32 2. July 17, 2017 Special Commission Meeting minutes 33 34 Commission Action: Commissioner Beauvais made a motion to approve the consent 35 agenda. Commissioner Burke seconded the motion. The vote was called for and it passed 36 unanimously. 37 IV. EARLY PUBLIC COMMENT SESSION (total session up to 20 minutes) 38 None offered. 39 V. PLANNING 40 No items 41 VI. PROPERTY 42 No items 1 43 VII. MARINAS 44 A. 3-Phase Shore Power E-F Float – Advertisement for Bids (1:08 to 13:13) 45 Chris Hartman, Director of Engineering, presented the 3-Phase Shore Power for E-F 46 Float project to the Commission and highlighted the budget, scope and a breakdown of 47 the estimate to install 3-Phase power in the Boat Haven. Mr. Hartman stated that there 48 is a 6% return on investment for this project. He asked for direction from the 49 Commission in moving forward with the project. Questions and discussion from the 50 Commission followed about the 2017 delayed projects, fees for tenants using the 3- 51 Phase power, fees at other marinas for 3-Phase power and the location of the 3-Phase 52 service 53 54 Commission Action: Commissioner Beauvais made a motion to move forward with 55 the 3-Phase Shore Power at the E-F floats. Commissioner Burke seconded the motion 56 for discussion. A brief discussion followed regarding the solicitation of local contractors 57 for the project. The vote was called for and it passed unanimously. 58 59 VIII. AIRPORTS 60 A. Lincoln Park trees – information only (13:19 to 16:09) 61 Executive Director, Karen Goschen recapped the Lincoln Park tree removal project and the 62 project’s overall costs with the Commission. Commissioner Beauvais stated that the Port has 63 paid $1,594.24 per tree to have them removed to rescind the FAA’s landing restriction. Port 64 staff stated that there will be further costs related to stump grinding in the near future. 65 66 IX. OTHER BUSINESS 67 A. Website Redesign (16:11 to 53:27) 68 Holly Hairell, Admin Manager, presented the Port’s current website, its structure and 69 challenges along with the evolving trends in websites. Ms. Hairell then presented the 70 redesigned website home page to the Commission and the corresponding project timeline. 71 She stated that the design structure needs to be approved by Friday, August 4, 2017 to keep 72 the project on schedule. 73 74 Laurel Black of Laurel Black Design presented the new Port website’s marketing approach so 75 that the website is utilized as a marketing tool and an informational website. Ms. Black then 76 highlighted how the redesigned website would be organized. Discussion followed amongst the 77 Commission and staff regarding search engine optimization, the website being mobile friendly 78 and a community outreach button on the home page. 79 80 Commission Consensus: The Commission directed Port staff to move forward with the 81 website redesign process. 82 B. WPPA Commissioner’s Seminar Report (53:29 to 1:13:17) 2 83 Commissioner McAleer reported that she attended the WPPA Commissioners Seminar in late 84 July and presented to the Commission two of the seminar’s PowerPoint presentations from 85 attorney Frank Chmelik and the Port of Walla Walla. She highlighted the current focuses and 86 issues of other ports, the powers of ports in general, build-to-suit guidelines and a success 87 story from the Port of Walla Walla. 88 C. Line of Business discussion (1:13:19 to 1:53:44) 89 John Nutter, Director of Finance and Administration, gave the Lines of Business presentation 90 to the Commission before the budget process later in the summer. Mr. Nutter highlighted rate 91 of return concepts, public vs. financial return matrix, financial data, the 2012 economic impact 92 data regarding jobs, a draft of the line of business return matrix and the next steps. Questions 93 and discussion occurred between the Commission and staff throughout the presentation. 94 X. PUBLIC COMMENTS SESSION (total session up to 20 minutes) 95 None offered. 96 XI. NEXT MEETINGS (1:53:50 to 1:59:16) 97 A. August 14, 2017 at 1:00pm – Special Commission Meeting 98 B. August 14, 2017 at 5:00pm – Special Joint Commission Meeting with City of 99 Forks Council at the City of Forks 100 101 A brief discussion ensued regarding the topics for the City of Forks meeting on August 14, 102 2017 at 5:00pm. 103 XII. UPCOMING EVENTS (1:59:17 to 2:01:48) 104 A. August 3-4, 2017 – AFRC Summer Board Meeting at Klamath Falls 105 106 Commissioner Beauvais noted that she would be out of town for the October 24, 2017 meeting 107 and requested the meeting be moved to October 23, 2017. Commissioner Burke and 108 Commissioner McAleer agreed to the date change. 109 110 Director Goschen noted that the August 29, 2017 meeting would be a long meeting. 111 112 XIII. EXECUTIVE SESSION The Board may recess into Executive Session for those 113 purposes authorized under Chapter 42.30 RCW, the Open Public Meetings Act. 114 (2:01:49 to 2:02:30) 115 Commissioner McAleer moved the meeting into executive session at 3:02pm to discuss one 116 item concerning the purchase of real estate and two items concerning potential litigation. She 117 estimated the time needed for executive session would be 50 minutes and stated that it would 118 begin at 3:10pm. No action was expected following executive session. 3 119 120 At 4:00pm, Commissioner McAleer extended the executive session 15 minutes. 121 At 4:15pm, Commissioner McAleer extended the executive session 15 minutes. 122 At 4:30pm, Commissioner McAleer extended the executive session 15 minutes. 123 124 125 126 XIV. ADJOURN 127 128 With no further business to discuss, Commissioner McAleer adjourned the meeting at 4:45pm.