2023 August 9 Port of Hoodsport Regular Port Commission Meeting Minutes

Date Published: September 21, 2023
Category: Meeting's
Port of Hoodsport Letterhead


August 9, 2023

Call to Order:   9:02am                                                   Adjourned:  9:31am

Hybrid Meeting Held at:   24113 North Highway 101, Suite A Hoodsport, WA 98548

Virtual Zoom Conference Meeting Room ID#406-238-9936  

Roll Call:                             Commissioner Kincannon–Chairwoman/2nd Trustee

                                                Commissioner Brazil – 2nd Chairman/Trustee

                                                Commissioner Morris

Staff Present:                    K. Wyatt, Executive Director S. Lindgren – Maintenance Supervisor

Public:                              none

Approval of Agenda:       Commissioner Kincannon motioned to approve the August 9, 2023, agenda as written, Commissioner Morris seconded; all in favor, unanimously approved.

Minutes: Commissioner Morris motioned to approve the regular port commission meeting minutes for July 19, 2023, Commissioner Brazil seconded, all in favor, unanimously approved.

VouchersCommissioner Kincannon motioned to approve the Vouchers for July 2023, in the amount of $16,801.23 Commissioner Brazil seconded, all in favor, unanimously approved.

Public Communication:   none

Commissioner Reports    

Commissioner Brazil said he brought a large blue jug of water to help with watering the trees planted at the entrance to the Disc Golf course.  S Lindgren said the trees probably need more soil in addition to water, if they don’t make it, we have more trees to replace them.  Someone reported that there was a bee’s nest in the ground between holes 5 and 6, we went to move it but we never could find it, the people probably stepped right on it and stirred them up.  Commissioner Morris said I have an update on the dock inspection, I met with Rich at Integrated NW Construction (INWC), he did a preliminary look at the dock and is optimistic that the pilings are in good shape, there may be some surface level fixes for safety and aesthetics than can be done until we have a long-term plan.  A plus in using INWC is Rich’s familiarity with the folks at DNR, they can talk about it and scratch out what is and isn’t required, also other bids in the past factored in travel time, and INWC are here in Hoodsport. The situation is being monitored with our port going through the DNR lease process, as there are other public ports that are about to go through the dock lease process with DNR in the next couple of years.  As far as funding, we have time to talk to the Economic Development Committee (EDC) to at least get the money covered through a grant for what the Port has already spent this year on the initial survey and inspections for initial dock lease process.  Once we select a bid for the initial fix, we will go through the legislative process in 2024, so in 2025 we can secure the capital funding of the big project.  INWC says their bids initial fix can be done in a couple of days, I am hoping in April 2024 before Shrimp season starts. In not knowing what kind of funding, we will have in place, we will have to look at how to pay the invoice if we don’t have funding by July 2024.  Commissioner Kincannon said once we know what the dock inspection report discovers, maybe it doesn’t need to be redone in 15 years, we may not have to accept the original proposal and can re-negotiate and revise the dock lease.  We may need to have them work with the Port’s attorney, as he pointed out there are so many contingencies in the lease. Commissioner Morris said yes, the contractor can be the liaison between the Port of Hoodsport and the DNR.  DNR says if we can come up with a timeline, we can talk about it.  We are moving through all the steps as quickly as we can and are in good graces.  We will have an actual feasible game plan; we need money for maintenance of the dock, and we have such a small budget.  The port director reminded the commission that the last time the dock was reinforced was in 2020, the port spent $17,000 to address the issues at that time.  Commissioner Morris said Rich thought making the dock more flexible instead of hinged might be better for it to withstand winter weather. The port director said each time it is repaired, different contractors have different ideas, it was flexible, the next contractor felt it should be unhinged.  Commission Morris said in the lease language it says to redesign the dock it can be the same size or smaller.  Currently the piling design causes friction and damage, it is more common to place the pilings on the outside of the dock, we are waiting for the additional report from the engineer.  The director said she would reach out to see if INWC can attend the next regular port commission meeting to discuss their dock inspection findings and bid to see their checklist and bid amount.  Commissioner Morris said, “I will need bids to ask for money and will have more time after the ebb and flow of summer to work on it, when it starts raining, I can get back to the office.”   Commissioner Kincannon said the cigarette receptacle that I ordered was lost in shipping, a new one will be shipped via UPS on Friday, it is a Rubbermaid.  People are still complaining about the trail park signs, they aren’t understanding the symbols differentiating trails, yet they are still getting lost. I will talk to Katie so we can make heavy plastic signs.

Port Maintenance Reports:

Hoodsport Trail Park & Disc Golf Park:  S Lindgren said we got the utility trailer and ordered the windshield and roof for the UTV. Commissioner Kincannon said are you starting to think about the additional 9 holes at the Disc Golf Park.  S Lindgren said yes, I can ask how much the mini excavator is to run, we can clear the ground down the access road this winter.  Commissioner Kincannon said if we have 18 holes, it will encourage tournaments and attract people to stay overnight which is a criteria to apply for lodging tax money.  Can you get an estimate for the total expense for what it will cost?  S Lindgren, said Yes, I will do that.

Hoodsport Marina, Dock & Waterfront Park:  S Lindgren said I have the pipe fittings, electrical outlets will need to dig it up, splice and replace it, I am waiting for a good time to start. Commissioner Kincannon said after Labor Day and before frost is a good time.

Portable Restrooms:  The Port of Hoodsport and Hood Canal Grocery share the cost to rent portable restrooms with hand washing stations for the public’s use.  In the summer season, they are serviced 3 times per week.  In winter there are 2 rentals, each serviced twice per week.  The Port monitors them for trash and additional toilet paper as needed in between services.  

Port parking/Office building/Maintenance shed:  We are waiting for the cigarette receptacle.  The parking area needs to be re striped.  It also needs to be striped along the highway.

Port Directors Report:  Dock lease renewal discussed earlier.  The Port received the property schedule and binder from the Port’s insurance company.  The premium increased annually from $6467.00 for 2022-2023 to $7133.00 for 2023-2024, an increase of 11%.  Commissioner Kincannon asked whether we could break it down so each public resource category could contribute to the cost.  The director said, yes, the entire amount was budgeted under the insurance category, but it is a great idea to break it down to help with extra expenditures in certain categories.  The director asked the commission to look at their calendars and choose future regular port commission meeting dates for upcoming months of 2023, they are scheduled as follows below the adjournment.  The director said she would call the executive director for the Port of Alyn to re-invite him to the next regular port commission meeting to discuss their disc golf park hazard tree situation and $500,000 they were awarded in a grant for their dock repair.  I will also invite INWC to discuss their findings, bid, timeline and their ideas on re negotiation of the dock lease based upon their findings.

Budget:    July 2023 financial statements were reviewed.

Old Business:  As discussed above        New Business:    As discussed above.

Next Meeting:    September 13th

Adjourn:          Commissioner Kincannon made a motion to adjourn the Regular Port Commission meeting, Commissioner Brazil seconded, all in favor, unanimously approved, meeting adjourned at am 9:31am

2023 Regular Port Commission Meetings are scheduled as follows:

Wednesday’s at 9am September 13th, October 25th, November 8th, December 13th  

_______________________  _____________________  _________________________                  

Commissioner Kincannon         Commissioner Brazil         Commissioner Morris