Port Commission Minutes

MINUTES FROM THE REGULAR PORT COMMISSION MEETING FOR THE PORT OF HOODSPORT

September 18, 2024

Call to Order:   9:06am                                                   Adjourned:  10:03am

Hybrid Meeting Held at:   24113 North Highway 101, Suite B

Hoodsport, WA 98548

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

Roll Call:                             Commissioner Kincannon–Chairwoman/2^nd Trustee

                                                Commissioner Brazil – 2^nd Chairman/Trustee

                                                Commissioner Morris – Community, Dock repair liaison

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

Public speakers:              Jan Morris – Fjordin Crossin

Approval of Agenda:       Commissioner Kincannon motioned to approve the September 18, 2024; agenda as amended to add J Morris as a Speaker Commissioner Morris seconded; all in favor, unanimously approved.

Minutes: Commissioner Kincannon motioned to approve the regular port commission meeting minutes for August 14, 2024, Commissioner Morris seconded, unanimously approved.

Vouchers:  Commissioner Kincannon motioned to approve August 2024 Voucher 1of1 in the amount of $12,056.35 and Dock repair Ck #6 of $5,374.33 Commissioner Morris seconded, unanimously approved.

Public Communication:   

J Morris with the Hardware Distillery said I have been talking to Jen Bly, Rachel & John Hansen about Christmas Caroling ideas for making it more Christmasy around town.  Rachel Hanson proposed asking the Port to resurrect a 25’ tree on the Port property at the Waterfront Park if the port says yes.  Rachel does the Fjord magazine and is doing a holiday magazine; the article is due on November 15^th.  Can the Port put up Holiday decorations on the Port’s building. The director said Ben Fabig owns the building you can ask him, he probably will not object to it.  Commissioner Kincannon said I like the idea; I have lots of outdoor Christmas decorations and will donate them.  Another idea is putting up other trees to decorate the town, theres a program where you can donate $100. for a decorated tree.  J Morris said we are ordering 8 live trees for the landing building.  The Kiwanis will be putting up their candy canes this year, we asked PUD to help decorate.  Jen is having a Christmas Tree lot to buy trees.  Commissioner Morris said the idea is to sell the trees for money to be used toward the Kiwanis, I would imagine F McCullough could help get the trees for sale.  Commissioner Kincannon said I have 5 acres of trees we could use for garland that could run the length of the metal railing along the sidewalk.  We could light it up if we have a power source. S Lindgren said we could use the waterfront power box.  Commission Morris said I make a motion to grant permission to the people of Hoodsport to decorate the ports waterfront property with a big tree and lights.  Commissioner Kincannon said I second that motion, all in favor, unanimously approved.  J Morris said during our event, can people donate funds for the dock, Commissioner Kincannon said we can take any amount of a donation from anyone for the dock repair and maintenance.  Commissioner Morris said we have a map for caroling stops and we will have hot cider donations for the Port.  The port director said we will make sure to have donation slips and receipts.

Commissioner Reports    

Commissioner Morris said I did get ahold of Stephanie for information to fill out the Archaeologist form but was having computer issues and a hard time converting the description. I explained that all of the repair work was done above the water so we should be able to get it approved.  I am going through the DNR lease, it is slow. Commissioner Kincannon said I will send you my notes from when we originally went through the lease with the Port attorney, and we can take the portions you edit and review them as you go through it.  Commissioner Morris said I spoke to Corey at Marine Floats regarding the estimate for the pilings repair part of the original repair.  The report received by the engineer was not really accurate, just a scope of what was requested by DNR.  Commissioner Kincannon said does DNR need a new engineering report?  Commissioner Morris said I will ask Corey if they can give us a scenario of what their inspection revealed, if we can reduce what the original DNR requirements are and parcel out what is left over a 15-year period we can phase construction projects to be affordable enough to make payments and make reimbursements from capital funding.  We will do the piles first, then over time have the rest of the dock replaced over several years.  Commissioner Kincannon said we need to make sure we can commit to the payment structure with a level of assurance for receipt of capital funding reimbursements, so we are not in breach of contract. Commissioner Kincannon said we have the invites ready for the Appreciation Day event o October 4^th.  The director said I will be posting the invite on the Ports website, it will be published under community events in the Mason Journal, the journalist will be here to take photos and write an article.  I have an email list of supporters who signed the Port’s letter of support that was submitted to legislation, emails will also be sent to other community members.  Flyers will be posted on the Port’s window and kiosk.  I will pick up food and balloons, Commissioner Kincannon and I will make sure it is ready at the brewery for after the dock photo ops.  Commissioner Morris said we plan to set up the brewery with table for the food, a donation of 50% of proceeds on purchasing beer will go to the Port as a donation for the dock repair.  We can move to the tasting room for the speech and mingling if needed. 

Port Maintenance Reports:

Hoodsport Trail Park & Disc Golf Park:  S Lindgren said my helper quit!  We still need 3 more baskets and launching pads.  Commissioner Kincannon said I have emailed the Shelton Disc Golf Assn to find out if they want to sell their discarded T-baskets and have had no response. The director said I will research disc golf T baskets online to find the same or similar baskets and can purchase five of them so there are practice holes.  Commissioner Brazil motioned to purchase the remainder of the baskets for under $3000.  Commissioner Morris seconded the motion, all in favor, motioned approved.  S Lindgren said I am finding plastic figurines; I think they call them Cushman Critters.  People are using the back 9 holes already for disc golf and dog walking, they love it!  People are still dumping trash at the main trail park parking lot.

Hoodsport Marina, Dock & Waterfront Park:  A fire extinguisher and life ring were stolen at the pier.

Portable Restrooms:  The Port of Hoodsport and Hood Canal Market Fresh share the cost of renting portable restrooms with hand washing stations for the public’s use.  The director said it is time to decrease trash service to every other week. It is time to reduce service for the portable restrooms to every Friday and remove one portable restroom in town for the winter season.

In the summer season, May – October, four portable restrooms are serviced 3 times per week.  In winter, October – April three rentals are serviced twice per week.  The Ports maintenance department monitors them for trash and additional toilet paper as needed in between services. 

Port parking/Office building/Maintenance shed:  The mural has been started but Brianne had another job to do so we are on a pause.   

Port Directors Report: The director said we discussed the Appreciation day event for October 4^th invitations included Senator MacEwan, Representatives Griffey and Couture, the WPPA Executive Director, supporters who signed the Letter of Support for Capital funding and community members, all bases are covered.  We are up to speed with contractual documents between the WA Commerce funding at the state level and Mason County Treasurer to accept Vendor payee direct deposits, this enables the Port to receive reimbursement for payments made to the contractor for the emergency dock repair.  We are still working on the DNR lease which is required to be in place and all the other paperwork filed with state and local entities, we are currently working on this part before funding can be released.  MRSC went statewide with their Small Work Roster changing some of the methods in which state and local agencies are required to use in their bidding processes.  The Port of Hoodsport joined the MRSC Small Works Roster in 2007, Resolution POH R07-04 is required to be amended and is replaced with Resolution POH 2024-01.  Commissioner Brazil made a motion to adopt the new MRSC Small Works Resolution POH 2024-01 to replace the Resolution POH R07-04, Commissioner Morris seconded the motion, all in favor, the motion was approved.  The director reminded the commission to turn in their 2024 Q3 timesheets as payroll will be submitted to the financial services the last full week of the month.  At the November 6^th regular port commission meeting the Commission will approve the 2025 Port of Hoodsport’s budget at the Budget hearing meeting schedule that day at 9am. Let’s look at our calendars to schedule the December meeting.  The December meeting is scheduled for December 11^th.

Budget:     Financial statements for August were reviewed

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

Next Meeting:    October 9,2024

Adjourn:          Commissioner Kincannon made a motion to adjourn the Regular Port Commission meeting, Commissioner Morris seconded, it was unanimously approved, meeting adjourned at am 10:03am

2024 Regular Port Commission Meetings are scheduled as follows:

Wednesday’s at 9am:    October 9^th,  , November 20^th, December 11^th

2025 Budget Hearing meeting is scheduled for November 20^th at 9am

      

Commissioner Kincannon         Commissioner Morris                Commissioner Brazil

MINUTES FROM THE REGULAR PORT COMMISSION MEETING FOR THE PORT OF HOODSPORT

August 14, 2024 Call to Order:   9:06am                                                   Adjourned:  10:15am

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

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

Roll Call:                             Commissioner Kincannon–Chairwoman/2^nd Trustee

                                                Commissioner Brazil – 2^nd Chairman/Trustee (unexcused absence)

                                                Commissioner Morris – Community, Dock repair liaison

Staff Present:                    K. Wyatt, Executive Director

                                                S. Lindgren – Maintenance Facility Supervisor

Public speakers:              Jan Morris – Fjordin Crossin

                                                F McCullough – (not in attendance)

                                                Gordan Thomas Honeywell – Holly Sanabria & Emily Shay, lobbyists

Approval of Agenda:       Commissioner Kincannon motioned to approve the August 14, 2024; agenda as amended to add J Morris as a Speaker Commissioner Morris seconded; all in favor, it was unanimously approved.

Minutes: Commissioner Kincannon motioned to approve the regular port commission meeting minutes for July 10, 2024, Commissioner Morris seconded, it was unanimously approved.

Vouchers:  Commissioner Kincannon motioned to approve July 2024 Voucher 1of1 in the amount of $18,538.20 and Dock repair Ck #5 of $5,374.33 Commissioner Morris seconded, it was unanimously approved.

Public Communication:   

J Morris with the Fjordin Crossin said we were very lucky with the Fjordin Crossin costs this year, the Rotary club helped pay for the portable restrooms and lots of people helped out with the event.  We want it added to the permanent record that Scott Lindgren was wonderful in helping us with the event, we want to give you a huge thank you and are so very grateful for your help.  The Fjordin Crossis is donating a small check to the Port of Hoodsport in the amount of $250.00 to help with the recent dock repair costs, we will let you know when the next Fjordin Crossin event will be. I am the owner of the new gallery in our tasting room, it is called the ‘Flywheel’, we want to plan an “art Fair” event for next year at the waterfront park, we are having a Chamber ribbon cutting ceremony on Friday August 30^th and would like to invite all of you, there will be a grand opening with tastings, food, door prizes and the ribbon cutting at 4pm.  The Director thanked J Morris for the generous donation to help with dock repair costs.  Holly Sanabria, the Port’s state lobbyist introduced Emily Shay, she will be the Port’s direct contact from here on out with myself available in the background.  There are three things to cover today, there are changes with Gordon Thomas Honeywell (GTH) they created a new position Policy Analyst, we want to talk about an Appreciation Event to thank the 35^th delegation and the 2025 legislation session.  GTH has three branches and a state team for local government clients, in July we brought on Emily Shay to take over my role then GTH created a position for a policy analyst researcher for grant work.  I will be taking over as the Policy Analyst. Emily is from the federal association world and has experience with state and federal work.  Emily is from Hoquiam; her dad is Brian Shay and her mom works for the Port of Grays Harbor.  Emily said, thank you for the introduction, Holly, I look forward to working with you.  Holly said she’s your main point of contact and we will both work with you on the upcoming session.  Commissioner Kincannon said we are excited about being able to work with both of you!  Holly said we will be reaching out to the 35^th legislators for their availability in their September/October schedules to find out which date works best for them to come out to Hoodsport for the Appreciation Day event.  Commissioner Kincannon said we don’t have a big indoor facility to host a lot of people at an event so if we have it at the dock the sooner the better since its starts to rain in October.  Commissioner Morris said we can use the tasting room to mingle, we can start at the dock, head to the brewery and then to the tasting room.  We can have a mike at the brewery for speeches.  Holly said we have pop up tents as well; we all live in Washington and dress for expected rain.  We need to create an official invitation to email all who signed the letter of support and thank everyone for their participation, talk about the journey, and asking for funds at the last minute of the last session, legislation showed up and secured the funding, we still have work to do to preserve this public asset.  We can make it creative and fun, with balloons and a banner on the dock so people can see the event and have photo credit time for the delegates.  We can spread the word to get people excited. Commissioner Morris said once we have a date, I will invite the Chamber and ask them to post the event on their events page.  We can have food and drinks at the brewery, half of the beer price will go toward the dock repair.   Holly said, ‘where are we for the 2025 session’. Commissioner Morris said Marine Floats will be here on the 19^th with the pile inspector to give us estimates to replace or repair the piles which are still a part of the emergency dock repair structural issues.  That bid will give us the specific amount for new pilings.  The environmental component will be in the project write up and game plan for legislation, I hope to have it by October to advocate for capital funding during the budget year.  The entire dock repair may be in the $500.k – $800.k range and may be better received.  Commissioner Kincannon said we have finance concerns since the capital funding is on a reimbursement basis.  How does a port with such a small budget put out the money they don’t have.  I looked at the low interest financing programs and did not find one eligible for port districts.  Commissioner Morris said I am sure whichever contractor we go with will know about these kinds of projects and have a default plan on how to deal with payments in phases.  For the next ask, we will have to be familiar with the MRSC Small Works Roster bid process, my hope is that during the contractor selection process we will be able to find someone who will work with us.  We are still going through the paperwork process to receive the capital funding allocated for us to reimburse the bulk of the emergency dock repair.  For the next round, we will have submitted all necessary paperwork and the experience with the process. The Director said we will have our vendor payment process already set up through the state and county systems.  Commissioner Morris said, DNR is very open to all repairs being phased, we are currently going through the DNR lease and will have a final draft to submit to the port’s attorney for review within a couple of weeks. 

Commissioner Reports    

Commissioner Kincannon said the I ordered restricted area personnel only signs for the office and container shed.  I met with Brianne, she is excited to start the mural on the container shed next week, we walked the waterfront park and talked about ideas for the mural. S Lindgren said I will cone off the area in front of where she will be working.  Commissioner Morris said, I am going through the DNR lease 5 pages at a time hoping to have the first draft finished with reasonable edits then passing it on to the director and Commissioner Kincannon for review before sending it to the attorney for approval then circling back to DNR for approval and signature so we can move forward with our funding reimbursement.  We have most all of the paperwork filed for the state funding, the archeology paperwork is filled out, I highly doubt they will have an issue because all of the work was done above the water, we may have one more paper to fill out, then a physical review, I will speak to the tribe next week at their meeting. 

Port Maintenance Reports:

Hoodsport Trail Park & Disc Golf Park:  S Lindgren said we are continuing to work on the remainder of the additional 9 holes we are down to the design on the last 3 holes, we need 3 more baskets and launching pads.  Commissioner Kincannon said I will send an email to the Shelton Mason Disc Golf Club to find out if they are willing to sell some of their mothballed T baskets from when they replaced theirs at the Shelton Disc Golf Course.  S Lindgren said we could use 5-6 if you can get them for a couple of practice holes.  We found the old railroad rail which will be identified with signage.  There is an elevated hole in one on the last 9 holes, it is pretty cool. There are people starting to camp in the parking lots, looks like vacationers.  Commissioner Morris said let’s put up a sign that says, “NO OVERNIGHT CAMPING” Commissioner Kincannon said I will order them.   S Lindgren said luckily, they are folks on vacation, not littering, not causing trouble. There are 50/50 people walking their dogs and playing disc golf.  The Mule blew a U joint. I will find out if it is still under warranty with Paulsen’s and get an estimate to repair it if it is not. D Stacy is keeping the trail park real clean and will be putting the trail signs back up.  People are still dumping trash at the main trail park parking lot.

Hoodsport Marina, Dock & Waterfront Park:  There haven’t been many overnight boaters.  We have moles in the grass, but they are not messing with the irrigation system.

Portable Restrooms:  The Port of Hoodsport and Hood Canal Market Fresh share the cost of renting portable restrooms with hand washing stations for the public’s use.  In the summer season, May – October, four portable restrooms are serviced 3 times per week.  In winter, November – April three rentals are serviced twice per week.  The Ports maintenance department monitors them for trash and additional toilet paper as needed in between services. 

Port parking/Office building/Maintenance shed:  For the mural, the HTP container shed has been pressure washed.  There have been a lot of transient people hanging around. People continue to throw household garbage in all the trash cans provided by the Port in town and at the trail park, there’s been an increase of abandoned furniture and junk left next to the gazebo at the trail park, the Port has to pay to haul it to the dump.

Port Directors Report: 

The director said instead of buying a new laptop, our computer technician replaced the hard drive for $100. It is works so much better.  I am working with the Office of Financial management and the Mason County Treasurers office to coordinate state funding to be reimbursed via direct deposit through the Treasurers account, we are almost there with the paperwork.  I am working on three documents that are mandatory to a Small Works Roster Resolution from 2007.  MRSC is now statewide making it mandatory for all agencies to be in compliance with their new rules and regulations to continue working with MRSC and to use their Small Works Roster for contractor selection and repair work. I will have a new MRSC Small Works Roster Resolution, Direct Contracting Procedures and Business Utilization Plan for review at the next meeting.  We all completed a First Amendment Audit webinar and are aware of what we can and cannot do if our public meeting is disrupted and the rights of people in public space. As a reminder, our Port office is open to the public during regular port meetings. 

Budget:     Financial statements for July was reviewed

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

Next Meeting:    September 14,^, 2024

Adjourn:          Commissioner Kincannon made a motion to adjourn the Regular Port Commission meeting, Commissioner Morris seconded, it was unanimously approved, meeting adjourned at am 10:15am

2024 Regular Port Commission Meetings are scheduled as follows:

Wednesday’s at 9am:    September 11th, October 9th

_______________________ ___________________________            

Commissioner Kincannon         Commissioner Morris