2020 June 24 ‘Virtual Regular Port Commission Minutes

Date Published: July 17, 2020


 Call to Order:   9:00am                                                    Adjourned:  10:40am                                         Meeting Held at:    Via Zoom Conference Call

Roll Call:      Commissioner Petz – Commission Chair,    Commissioner Brazil ,        Commissioner Booth

 Staff Present:     K. Wyatt, Port Director,  B. Osborne – Director of Maintenance,  S.Lindgren – Maintenance

Public:      Bill Grondin- Course warden ‘Cushman Cruise’ disc golf course

Approval of Agenda:  Commissioner Brazil made a motion to approve the agenda as   written; Commissioner Booth seconded; unanimously approved.

Minutes: Commissioner Brazil made a motion to approve the virtual regular port commission minutes from June 10, 2020, Commissioner Booth seconded, unanimously approved.

Vouchers:   The following Vouchers/Warrants were approved for payment: June 24, 2020 in the amount of $7,364.70

Public Communication:   B. Grondin said the disc course and parking area is looking good, we solved the mud problem, put in a practice basket and cleaned up the logs on the course.  A guy from the Disc Golf National Review showed up while I was there, we played a 9-hole round, he ranked it high, said it was fun and he liked it.  Commissioner Petz asked if he played the 60-acre side of the highway, B. Grondin said it was overgrown. S. Lindgren said it was impossible to follow.  Commissioner Brazil, we have money tied up in equipment on that side, what are we going to do with it?  B. Grondin said he could ask the Disc Golf association players at their next meeting.  They would like to build another 9-hole course on the 20-acre level side and could reuse the composite T pads and basket equipment.  The players talked about lengthening a few of the holes after playing them more.  Commissioner Brazil said let’s get a plan together and figure out where to start.  S. Lindgren said he would start disassembling the composite pads.  Commissioner Petz said our original plan for the 60 acres was to put in a premier course for expert players to contribute to the welfare of the community, I would like you to find out what we are doing with the challenge course, not sure we want to abandon it.  Commissioner Brazil asked when will the next Shelton Disc Golf Assn. be meeting, I would be happy to attend. B Grondin said it was the first Monday of the month, the next one will be on July 6th at 6pm at the Shelton Springs disc golf course.  B. Osborne said there were 6-8 cars in the disc golf parking area in the last two days.  B. Grondin said the Cushman Cruise course is rated 4.5 out of 5 and people are coming from all over the state to play. Commissioner Petz asked how the Shelton Springs course ranked, B. Grondin said it has been ranked the number 1 course in the state for the past 11 years straight.  Commissioner Brazil asked if they were going to host any tournaments, B. Grondin said Josh was working on that.  Commissioner Brazil asked how they keep score and suggested course cards be printed up with the layout which may raise it up to a pro level.  B. Grondin invited the port commission to walk the disc golf course and said he would like to have an annual event of an 8-12-week doubles or singles events.

Commissioner Reports:  Commissioner Petz said he has not had success in discussion about the public restroom septic with the Purvis’.  The port director said the Purvis’ asked to attend the next regular port commission meeting, a Zoom invitation was sent to them to attend the meeting, there was no response.  Commissioner Petz asked the Port director to go over the timeline from the beginning of discovery of the failing drain field with the Port commission.  The Purvis’ have been very generous with good will, kindness and cooperation to the Port, its constituents, the public, surrounding business owners and neighboring citizens regarding the public restrooms. In 2018 due to overwhelming usage of the public restrooms that exceeded the design and capacity of the septic system, the original drain field could not meet the demand, the pubic restrooms were utilized to the point that the septic drain field began to fail.  Mason County environmental health department issued notice that the Port must cease and desist full capacity usage of the public restrooms and find a solution to resolve the matter. Steps were taken to identify and resolve the issue with the original septic designer and installer, septic companies, septic pump manufacturers, other septic design experts and Mason County were all consulted. It was determined that an additional drain field was needed, an emergency drain field repair permit was issued by Mason County. The County put conditions and restrictions on usage of the public restrooms to monitor gallonage daily and reduce public use, it was agreed by the Port and property owner to provide an alternative to the situation by renting regular and ADA portable restrooms to compensate. The Port is again, very appreciative of the Purvis’ generosity, cooperation and assistance in this additional effort.  In June 2019, the port was notified by the property owner to consider using an area above the drain field or to look at another property close by owned by Mason County for the alternative drain field.  The septic designer determined the soil was not feasible on the upper property and it would require a very expensive treatment.  The Mason County property was deemed not feasible due to several factors to include well head setbacks, soil suitability and neighboring owners who were not in favor.  The Port received another document from the property owner which was a lease amendment to resolve septic issues.  In reviewing the options, option #1 was not feasible because the port cannot build three separate drain fields and it is cost prohibitive.  #2 if the ports drain field and a second drain field were built simultaneously, another septic design will have to be submitted for approval and permitting which would extend the installation time window into 2021.  As for the burden of the cost to maintain and supply the public restrooms, a cost analysis was done of the cost to maintain, supply restrooms in high season in a full operational year, with summer months and days of usage exceeding the septic tank limits per day, additional pump outs and portable restrooms. Annually it costs up to 31% of the ports budget.  To install an additional drain field will deplete the port’s reserve account by at least 28%.  Other factors include unknown future revenue delays due to the COVID-19 extension of property tax payments.  The port explored options with WSDOT, the Chamber of Commerce and Mason County to take over or assist with the burden of the public restroom to no avail.  Due to COVID-19, a scheduled meeting and collaboration with higher levels of government for assistance is no longer viable.   Commissioner Brazil said we need to have a public meeting to discuss this with the property owner to go over those points and can come to a decision.  Commissioner Booth said she agrees, we need to sit down and discuss how far we have come and the best direction for the port and everyone involved.

Port Maintenance Reports:

Hoodsport Trail Park & Disc Golf Park:  S. Lindgren said he is clearing hiking trails as needed. The disc golf course and parking area is looking great, people are playing a lot of disc golf.

Hoodsport Marina, Dock & Waterfront Park: S. Lindgren said lots of people are using the dock and the waterfront park. Hundreds of snails have been eating the flowers in the planters, we used snail bait, but they aren’t going away.  Lots of garbage is being left by people, shrimp days are the worst, shrimp heads and smelly cat food is in and around the garbage cans.  The marina slips have been full during shrimping, future shrimping dates are June 26th, 28th, July 15th & 28th. ‘No Fireworks’ signs are posted along the sidewalk by the beach.  S. Lindgren said another ‘dog’ area  will be created by the shed since people like to take their dogs over there.

Public Restrooms: Currently closed to the public for health and safety reasons due to COVID-19 pandemic. Portable restrooms with hand washing stations are available for the public provided by the Port and the Purvis’.  The company providing the portable restrooms will be servicing them daily during the 4th of July weekend.

Port parking/Office building/Maintenance shed: B. Osborne and S. Lindgren have Security App’s on their phones and are monitoring the live stream surveillance cameras that oversee the public restrooms, office building, shed, parking lot, waterfront park and the dock.

Port Directors Report

The port commissioners time sheets for the second quarter are due, they can be emailed or left on the conference table before Friday.  An email was sent to Lori, the president of the Mason County Disc Golf Assn to gather information at the next disc golf meeting so we can proceed with a Memorandum of Understanding between the Port of Hoodsport and the MCDG Assn.  I will be attending a round table meeting with the Washington public ports association on Tuesday June 30th, we will be discussing returning to the office after July 1st.   The Governor extended the OPMA guideline to July 1st, and Mason County opened the county up to Phase III which allows people to gather in groups of 50 or less, wear face masks, and social distance six feet away. Due to the most recent Governors mandate, COVID-19 health and safety compliance signs will be posted on all port properties for the public’s information and on the office window.  The Port of Hoodsport port commission is using a ‘Zoom’ virtual chat room venue for regular port commission public meetings during the COVID-19 pandemic, the public can request an invite to attend the meetings.  Meeting dates are posted on the port’s website, on MasonTV, in the WPPA newsletter and posted on the port office window. Current Port meeting protocol requires the agenda to have two sections reading “Necessary and Routine” and “Necessary and Routine Topics and Actions in Response to COVID-19 Outbreak”. Currently, the public may email comments to the ports email address to include in the minutes but may not participate in the meetings. A Resolution was drafted authorizing the executive administrator to act in making decisions in an emergency situation, closure of the public restrooms for the safety of the public and maintenance personnel to holding regular port commission meetings online via Zoom as per the Governors guidelines for the OPMA were the changes that have been made during the COVID-19 pandemic.

Budget:       No financial statement was reviewed      Old Business:        As discussed above       New Business:       None

Next Meeting:          July 8, 2020 to be held via internet in a ZOOM chatroom venue

Adjourn:      Commissioner Brazil made a motion to adjourn the Regular Port Commission meeting, Commissioner Booth seconded, it was unanimously approved, meeting adjourned at 10:40 a.m.

 2020 Regular Port Commission Meetings are scheduled as follows:     Wednesday’s at 9am    July 8, July 22, August 12, August 26

 Commissioner Petz                  Commissioner Brazil                Commissioner Booth