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