Port Commission Minutes

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

January 18, 2023

Call to Order:   9:03am                                                   Adjourned:  10:00am

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 / 2^nd Trustee, Commissioner Brazil – 2^nd Chairman/Trustee -Excused absence, Commissioner Morris  

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

Public:                                 Forest McCullough – NW Land & Tree

Approval of Agenda:       Commissioner Kincannon motioned to approve the agenda dated January 18, 2023, at 9:03am, with an addition to the directors’ report to update the dock lease renewal; Commissioner Morris seconded; all in favor, unanimously approved.

Minutes: Commissioner Morris motioned to approve the regular port commission meeting minutes for December 14, 2022, Commissioner Kincannon seconded, all in favor, unanimously approved.

Vouchers:  Commissioner Kincannon motioned to approve the Vouchers for December 2022, in the amount of $12,037.68, and Q4 Commission payroll for $3,695.66 Commissioner Morris seconded, all in favor, unanimously approved.

Public Communication:   

F McCullough gave the commission an update on the Hoodsport Trail Park, we are one third of the way finished on the East side up on the hill where there’s a big portion of diseased trees by the big maple.  We are cutting dead Alders up there and are halfway through these Alders.  Commissioner Kincannon asked if they are still on target to be done by May 1^st? F McCullough said yes, we are on target to be done by May 1^st.  Commissioner Kincannon said our goal is to have your equipment out by the 1^st of May so we can pretty it up to be ready for the grand opening.

Commissioner Reports    

Commissioner Morris is looking at different Port websites to compare two things, public event facility use event fees and what port’s charge for boat moorage.  We would like to be on par with what other Ports are charging to keep it real, currently the Port of Hoodsport is far below the market rate charging just $10.00 per boat for overnight moorage.  Other Port’s are charging boaters $1.40 – $2.00 per foot for moorage.  Using this formula, our $10.00 moorage fee would cover on average a 7 foot boat.  I want to look at the quality of the moorage sites in comparison as well, I can say on shrimping days, we have some horrendous experiences with boaters skills when docking in the wind and waves.  As an example, Pleasant Harbor is a very nice marina that fits the name, they charge $2.50 per foot for moorage but are in superb shape.  Fortunately, Port information is easy to find with our handy WPPA directory so I will be contacting other ports.  I am waiting to hear responses on events and what the market rates are and what will be reasonable for the Port of Hoodsport to charge for events at the waterfront park.  The port director and I have been discussing legal language to set up policy around events and moorage.  We are reaching out to other ports to compare their language on policies and facility use agreements to comply with RCW’s., we are also working on policy for the port to accept private donations.  Commissioner Kincannon said, the Port currently has a facility use agreement approved by our Port attorney, as far as fees, we want to be in line with other ports and will be increasing the liability insurance to $2 million dollars.  I want to get us up to speed with fees and policy.  Commissioner Morris said I worked with Karen Leaf – Mason County Economic Development on Washington state grant money categorized under festivals during COVID to help with the Fjordin Crossin event and the brewery. Karen heard we were looking for grant money to fund the dock and reached out, it turns out a lot of people would like to help fund the dock repair and restructure, which gives us a lot of wind in our sails.  Commissioner Kincannon said I would like for us to make a decision to raise the moorage rates before this summer. I think $15.00 – $20.00 is average for what you found out as we don’t have personnel to measure boat lengths.  Commissioner Morris said I don’t think it is unreasonable to make a motion to raise the overnight moorage slip rate, we can put it on the agenda for the February meeting.  We can talk to the port attorney regarding policy and will make changes to the Marina’s signage, website, and moorage envelopes before summer.  Commissioner Kincannon said the Port has had a state purchasing agreement with the Department of Enterprise Services since 2019, right now, we can buy from state approved vendors if we are making big purchases.  As per an email on quotes for storage containers which include #1 which is favored Pacific NW Equipment in Tacoma $6000 with a $600. Delivery fee for a 40’ x 8’6” container.  It should be new, in a tan color that can be painted green; #2 I would like to withdraw because I am not sure of the stability of the company, we can continue to check one more vendor.  S Lindgren said we should call McKinney.  Commissioner Kincannon said that’s where I work, we sold the container division to Pac Family NW Containers. Commissioner Morris asked if we needed a concrete pad, Commissioner Kincannon said, we don’t, they are steel but do need to be on level ground, so the doors open and close correctly.  S Lindgren said we can put dunnage underneath and it would work fine.

Port Maintenance Reports:  

Hoodsport Trail Park & Disc Golf Park:  The park is starting to look good; we are working on the East Side of the creek the trees there with root rot are the worst in the park, they are standing and dead, it’s also a mud hole, we brought lots of rock in.  I am recovering old disc goal baskets and the pads. I have retrieved two goals and two pads, there are 2 more goals and 5 pads left.  Two of the goals were destroyed by falling trees last winter, 1 was stolen, for a total of 15 goals, they are big and heavy.  Commissioner Kincannon said the ATV will help with work for clean up before we have the grand opening in May.  If we approve the ATV today, we can determine who to purchase it through using the state purchasing agreement. S Lindgren said, I have priced them and for the ATV and utility trailer it will cost between $15,000 and $20,000 for everything needed.  Commissioner Kincannon said I make a motion to purchase the ATV, trailer and accessories using funds slated for the Hoodsport Trail Park.  Commissioner Morris said assuming there is a $20,000 ceiling, I second the motion, the motion carried. 

Hoodsport Marina, Dock & Waterfront Park:  S Lindgren said it is quiet in town except there is more and more household garbage being dumped in all of the garbage cans. There is also a homeless problem, a car has been parked in the port parking lot and people are sleeping in it.   Commissioner Kincannon asked what do you do if you see someone in their car for a couple of days? S Lindgren said, I ask if they need help, point out the towing signs and tell them they have to go.  Someone stole the aluminum can liner inside the concrete trash receptacles, I watched it on the surveillance video the next day. The Christmas light pole will have to be stored by the Port since the Kiwanis no longer have anywhere to put it.  It is over 20’ long and is currently in the port’s office.  The gift store is storing the Kiwanis Candy Canes, when we get the container shed, we can store all of it in there.  Commissioner Kincannon said the people who sell the containers have all kinds of kits to put shelving and hooks on the wall to store baskets, the light pole and candy canes.  Commissioner Morris said, my concern would be to access the container from one end to retrieve something on the other side, could a door be cut in the middle to make it more easily accessible without pulling everything out?  S Lindgren said an additional door could make it vulnerable to be broken into.  Commissioner Kincannon said shipping containers with steel locks don’t get broken into, people want to get in and out quickly.  We can circumvent the air circulation with Dry Z.  Once we purchase the UTV, we will know the total width and organize it.  Commissioner Morris said assuming the May target is met by F McCullough, how do we de modify the parking area, is the disc golf parking area ready?  S Lindgren said the yes, the disc golf parking lot is ready now, there is a pile of firewood logs, and the base is solid, people are already using the disc golf course.  Commissioner Kincannon said the main parking lot and gazebo parking lot will be done by F McCullough, we will touch base with him in March to make sure he is done by May.  We will advertise a couple of weeks in advance for volunteers to help with a clean up day.  S Lindgren said the storybook trail and Disc Golf Course are clear now, they will be tidier by May.  Commissioner Morris said that is awesome, we can make a huge deal with a ribbon cutting and pull put all stops.  The port director reminded the commission that S Lindgren still needs help as spring and summer are approaching, the last person who wanted the job was sent the contract and paperwork but never responded.

Portable Restrooms:  During the summer season, the Port and Hood Canal Grocery store rent 3 portable restrooms each with hand washing stations for the publics use, they are serviced 3 times per week.  In winter, rentals are decreased to 2 rentals each and serviced twice per week.  The Port checks them for trash and additional toilet paper in between services.

Port parking/Office building/Maintenance shed:  People are dumping their household trash.

Port Directors Report:

The Port director said Commissioner Brazil spoke to the president of the Kiwanis and will invite her to elaborate on their volunteer policies .  Commissioner Kincannon asked the director to create a spreadsheet showing the exact numbers for 2022 and how they compared to the estimated year end budget.   A 2022 year to date spreadsheets with actual expenditures was compared to the 2022 budget showing where additional unexpected timber revenue put the port $8,751. over the projected 2022 end balance.  Commissioner Kincannon thanked the director and said she did a great job.  The director and Commissioner Morris are looking into policy changes for facility use event fees, a moorage rate increase and private source donations as reported in the commissioner’s report.  The WPPA and other public ports will be contacted to compare their policies and fees.  The port director said $40,000 from investment funds slated specifically for the Hoodsport Trail Park as per the 2023 budget resolution will be moved into that budgeted line item along with the cost of the Container shed, it’s configuration and the cost to prep the area it will be placed, and the UTV when the Port knows exactly what the numbers are.  The director received a memo from the accountant stating that the IRS raised the mileage reimbursement amount to 65.5 cents per mile for 2023. The director spoke to the surveyor regarding the needed survey to renew the port dock lease through the Department of Natural Resources, he is finished with his site review and will be writing his report attaching the map to be submitted to DNR by the end of January.

Budget:               December financial statements were reviewed

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

Next Meeting:    February 8, 2023

Adjourn:          Commissioner Kincannon made a motion to adjourn the Regular Port Commission meeting, Commissioner Morris seconded, all in favor, unanimously approved, meeting adjourned at 10:00 a.m.

2023 Regular Port Commission Meetings are scheduled as follows:

Wednesday’s at 9am February 8^th, March 8^th, April 12^th

_______________________  _____________________  _________________________                  

Commissioner Kincannon         Commissioner Brazil         Commissioner Morris

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

December 14, 2022

Call to Order:   9:02am                                                   Adjourned:  10:25am

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 / 2^nd Trustee, Commissioner Brazil – 2^nd Chairman / Trustee   

Commissioner Morris  

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

Public:   Forest McCullough – NW Land & Tree, Katherine Yackel – YSS Dive Shop, Jan Morris – Fjordin Crossin – Hardware Distillery, Cheryl Kroneman – Kiwanis

Approval of Agenda:     Commissioner Brazil motioned to approve the agenda dated December 14, 2022 at 9:02am, as written; Commissioner Morris seconded; all in favor, unanimously approved.

Minutes: Commissioner Kincannon motioned to approve the regular port commission minutes for November 9, 2022, Commissioner Brazil seconded, all in favor, unanimously approved.

Vouchers:  Commissioner Kincannon motioned to approve the Vouchers for November 2022, in the amount of $9,358.40, Commissioner Morris seconded, all in favor, unanimously approved.

Public Communication:   

Commissioner Kincannon asked if Annie from the Timberland Library or Kirk with the Shelton Mason Journal had any comments.  Annie said she was here to listen and will address the libraries storybook trail when it is springtime.  K Yackel asked if the Port had a way to receive donations and fund-raising money to repair the port’s dock.  Commissioner Morris said we are working with the port’s attorney on how best to handle and set up the bookkeeping to receive outside donations for the dock restoration, there are others who would like to help fund the dock also.  After walking the dock prior to your last event, I could see it was in rough shape, there will be a short-term plan for general wear and tear, then ultimately a grandiose plan to mitigate what happens annually with the winter weather and wave action, we may need a breakwater system.  I’m talking to hydrologists and engineers about the dock in relation to which direction it faces, the engineering and buildout to change it up will require getting you folks with mutual interests involved.  K Yackel said when you set up a way to receive outside donations, we can do a ‘Dive around the clock’ fundraiser to help with dock repairs.  Commissioner Brazil said he met with Reid Middleton at the WPPA conference, who is an engineer, and his firm does every aspect of getting a project done including the evaluation, bid, grant writing and repair. We can set up a time/date with them to do an analysis.  We can consider phases 1, 2 and 3 for a repair, design and new dock.  Commissioner Kincannon said she also met with Anderson, we can talk to them about bids on short term and long-term repairs.  K Yackel said it is exciting to hear you are working on ideas, the dock is the key to commerce.  J Morris said I can get easy business involvement in fundraising, it is also good for commerce, we get a lot of boaters in and people who would like to help.  Commissioner Kincannon said, Jan you are also a grant writer, we can all work together.  Commissioner Brazil remined everyone that Reid Middleton’s firm does the entire project from start to finish.  K Yackel said she will send in Event forms for two events in 2023, May 6^th and September 23^rd.  C Cronneman with the Kiwanis said she is stepping into a new role, looking at all new options for a 5-year plan toward helping the community. Commissioner Brazil said the Kiwanis is reenergized with C Cronneman stepping into the position, we had a pancake breakfast and it was really nice.  I would like to meet with J Morris to build the Kiwanis up, work with the Port and business community, we could turn it international to help with grant money.  I have a brochure for the Kiwanis organization recruitment, we used to have about 40 people, but they are almost all gone for one reason or another.  Commissioner Kincannon said there are so many new business owners in our community, they may want to join the Kiwanis. C Cronneman said, I would like to encourage everyone to visit the Kiwanis International website page, we can help with parks, gazebos and the Kiwanis has liability insurance on all its volunteers.  Commissioner Brazil said we will need volunteers to help with the Hoodsport trail park in the spring and summer.  C Cronneman said does the Port of Hoodsport own the Gazebo at Lake Cushman?  S Lindgren said the Port owns the gazebo in the upper West parking lot at the Hoodsport Trail Park. Cheryl said we are trying to get the gazebo fixed on Lake Cushman property by the clubhouse. Commissioner Kincannon thanked Cheryl and said K Yackel is very techy, its nice we have a group of people with different types of skills and fortes, it will be great to have everyone working together.  J Morris said the Fjordin Crossin event will be on June 17, 2023, we received grant money this year for the Fjordin Crossin event through the Washington Arts Committee, it was very difficult, but it was a trickle-down idea and falls under reigniting artisans in festivals after COVID.  We will be having an after-hours event to promote the artisan festival.  We are organizing Christmas Caroling this Saturday night at 5:30 with caroling and activities for children.  We will start at YSS Dive shop in hopes that Carlos will participate.  There will be two boats rides which accommodates six people for each ride, every business is participating, the church has joined, the Wellness clinic has joined.  The Kiwanis will be serving hot chocolate, small crafts for the kids and Santa Claus.  Can the Port post a flyer to their website?  Commissioner Kincannon said yes, and we are happy to put a poster on the office window.   Commissioner Kincannon welcomed F McCullough to the meeting via telephone.  F McCullough said as far as the update, we got a lot of snow!  We are done with the East side of the Hoodsport Trail Park, we have a little more work to do on the parking lot, there are loads of pulp coming out today.  Commissioner Kincannon asked if they are still anticipating being totally done by April.  F McCullough said Yes, the disc golf is all cleaned up, we will do a walk through assessment to see if the heavy snow knocked any trees down.  We are due to get another 16” of snow next week. 

Commissioner Reports    

Commissioner Kincannon said she attended the Washington Public Ports Association (WPPA) semiannual meeting.  I met engineers, grant writers and great contacts.  I am working on the cigarette collector and understand from S Lindgren we need something solid that won’t walk away, I will talk to the Port of Tacoma and get back to you.  Commissioner Morris asked if we had a blank co-op purchasing agreement to piggyback with other Ports.  Commissioner Kincannon said I will get the form so we can all sign it and be ready.  Small purchases are not worth it such as single printers and small dollar items.  Commissioner Brazil said he spoke to Bill Grondin, the disc golf course warden, he is concerned about having to re design the disc golf course after winter.  We also talked about the disc golf baskets on the North side of the trail park and should collect the extra baskets and store them, the disc golf course on that side of the trail park was abandoned and is now overgrown.  S Lindgren said out of 9 baskets, 5 are lost or destroyed.  Commissioner Brazil said maybe we could have a storage at the trail park since we have the room or rent storage down the road.  Commissioner Kincannon it would be nice to have something onsite, we could store Port disc golf equipment at the trail park in a storage shed, there is a company in Chehalis who builds them, we just need a concrete slab ready.  Commissioner Morris said it would be great to have it readily available for B Grondin to access tools for maintenance of the disc golf park. Commissioner Kincannon said she has access to shipping containers, they are solid and secure, I will check in to pricing on 20 and 40 foot containers.  Commissioner Morris said he understood why the Dive shop was concerned about the dock and our walk through, it is in dire need of repairs.  I met County Commissioners Shutty and Trask regarding other potential revenue for the port.  They spoke about allocation of various taxes, lodging tax is collected by hotels, AIRBNB’s, VRBO’s sitting in the general fund, small amounts of sales taxes are available as well.  I will circle back to going to their meetings, they encouraged us all to attend their meetings, we could see an increase in overall revenue. It is a way to get our coffers buffed up.  Commissioner Kincannon asked if there is a form, we need to fill out immediately for the lodging tax.  Commissioner Morris said he will check back with the County Commissioners to find out. Let’s make sure we go through the hoops first. Grants usually require matching funds. Commissioner Shutty told me for funding, we need to look at the Port’s comprehensive plan. In the meantime, I am working with the Port of Shelton for surplus materials for piece meal immediate repairs.  Commissioner Shutty and Trask are very interested in providing a sewer to Hoodsport, I said I would bring it up.  They said they were confident about federal infrastructure funding program for rural areas.  I will ask if they could provide more detail and if they want to come to a port meeting to present more information.  Commissioner Brazil said if I can give some history, Belfair put in a sewer system and the money was diverted.  Belfair then asked Mason County to pay for the sewer system, now everyone’s figuring out how do we pay for this?  It is not in the positive interest; it costs people and businesses money.  Commissioner Kincannon said we are happy to present it to the community, let’s invite the County Commissioners to a meeting and let them share it with the community.  Commissioner Brazil said I would like to make a comment, there is grant funding for derelict boats and to remove them, part of the money is used to clean up waterways.  K Yackel, if you would like to look into it, the money can be used to help you clean up the water. K Yackel said there are six sunken boats under the dock, I will check into this further to see if funds are available.

Port Maintenance Reports:  

Hoodsport Trail Park & Disc Golf Park:  Currently closed for tree removal, clean up and snow. We could really use a utility rig with a trailer up at the trail park to haul tools that we need to maintain the trails.  Commissioner Kincannon said go ahead and get a bid.  Commissioner Kincannon said the ATV may be an item we can piggyback purchasing from another ports contract.

Hoodsport Marina, Dock & Waterfront Park:  S Lindgren said the Kiwanis handed him the Christmas tree frame, it was missing strands of lights, so the Port purchased them and put it up at the Waterfront Park.

Portable Restrooms:  During the summer season, the Port and Hood Canal Grocery store rent 3 each of the portable restrooms with hand washing stations for the publics use, they are serviced 3 times per week.  In winter, rentals are decreased to 2 each and serviced twice per week.  The Port checks them for trash and additional toilet paper in between services.

Port parking/Office building/Maintenance shed:  We had a lot of snow, I asked F McCullough to plow the ports parking lots.  The Kiwanis has their Candy canes and couldn’t have PUD#1 hang them from the power poles this year because they are busy with winter weather. I can either hang them or we can tie them to the walkway railing posts in front of the beach. 

Port Directors Report:

The Port director went over the 2023board of commissioner’s positions, terms and committee assignments to give structure for upcoming business and organizational meetings with the public. Commissioner Kincannon, Port commissioner position 2 is the Chairwoman and WPPA 2^nd Trustee, oversees communications, marketing, press, website, Chamber, community and contractor liaison, Commissioner Brazil, Port commissioner position 1 is the 2^nd Chairman and WPPA 1^st Trustee, oversees the Hoodsport Trail park, disc golf park, the Lake Cushman board liaison and Kiwanis liaison, Commissioner Morris, Port commissioner position 3 oversees the Waterfront dock, pier, beach, day use park, port parking and is the local business and community liaison.  Commissioner Kincannon and I have been working with Zech design on updating the website, it’s looking so much more streamlined.  As suggested by Kirk Boxleightner, reporter; the Port now has an annual subscription to the Shelton-mason Journal.  The new WPPA Port Governance management guide has been requested for each commissioner and a copy for the office.  A reminder to submit Q4 timesheets, reimbursement vouchers for WPPA expenses.

Budget:               November financial statements were reviewed

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

Next Meeting:    January 18, 2023

Adjourn:          Commissioner Brazil made a motion to adjourn the Regular Port Commission meeting, Commissioner Morris seconded, all in favor, unanimously approved, meeting adjourned at 10:25 a.m.

2023 Regular Port Commission Meetings are scheduled as follows:

Wednesday’s at 9am January 18^th, February 8^th, March 8^th, April 12^th

_______________________  _____________________  _________________________                  

Commissioner Kincannon         Commissioner Brazil         Commissioner Morris