Port Commission Minutes

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

February 8, 2023

Call to Order:   9:01am                                                   Adjourned:  9:48am

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  -Excused absence

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

Public:                                 Forest McCullough – NW Land & Tree, Katie Zech – Zech Designs

Approval of Agenda:       Commissioner Brazil motioned to approve the agenda dated February 8, 2023, Commissioner Kincannon seconded; all in favor, unanimously approved.

Minutes: Commissioner Kincannon motioned to approve the regular port commission meeting minutes for January 18, 2022, Commissioner Brazil seconded, all in favor, unanimously approved.

Vouchers:  Commissioner Kincannon motioned to approve the Vouchers for January 2023, in the amount of $9,186.08, Commissioner Brazil seconded, all in favor, unanimously approved.

Public Communication:   

F McCullough gave the commission an update on the Hoodsport Trail Park, we are getting closer to getting it done, mother nature is giving us some headaches with the weather.  The upper parking lot will be cleaned, fixed and ready for top rock and beauty bark when the weather is dryer.  Commissioner Kincannon asked if the end of April is still the target, and will you be grading it and spreading the top tock? F McCullough said Yes, once we start, we need three good dry days to wrap it up. The port will pay for the rock and beauty bark, I sourced some larger rock to bring into the disc golf parking lot to shrink it a bit and take care of the drainage issues.  The trailside main parking area won’t change much, there are no drainage issues on that side.  Commissioner Brazil said he would like to see a log in the middle for people who like to make fast turns and spin in circles. We will bring some of the big trees to add to the middle of the parking lot as a deterrent for people to do brodies up there, they destroy the gravel on the parking lots. We will also transplant some of the trees around the parking lot area.  Commissioner Kincannon asked if we could do a walk through before it is finished as there may be some suggestions while your crew is still there.  F McCullough said, I would prefer that too.  Commissioner Kincannon said we would like to have you attend the Grand opening and bring an excavator for kids to see.   K Zech said she launched the Port’s new website over the weekend and shared her screen to show the commission a comparison of the old/new websites.  It has the same content but has been streamlined to look clean, easy to see the information and it directs people to the Port’s Google business profile.  The website is now mobile friendly, it scrolls down easily and has a navigation with cleaner pages, updated trail park maps and information.  This site can be easily updated and has room for updates and pictures, we can even create a slideshow gallery. I added Google analytics to see how people are accessing the website which is pushed out by Google. Google is quirky and sometimes rejects pictures and content if too much is added at once as it thinks it may be a hacker so we will be careful as we add and change content, Google will see the interaction. Commissioner Brazil said I can send pictures of people playing disc golf. Commissioner Kincannon said that’s great, before; no one could find the website, it is now very modernized.  We have a Hoodsport trail park update I would like to email it to you to upload under the Hoodsport Trail Park tab.  K Zech said I noticed there is not a separate tab for the Disc Golf Course, we can add a tab to specifically post under it. Commissioner Kincannon said I like the idea of having separate pages for the trail park and disc golf course.  K Zech said now that we have claimed the Port of Hoodsport on Google, we can add updates and pictures.  there are FAQ’s.  In speaking to the director, one of the 5 common questions was if the port had a boat launch, her answer not only said no, but it also directed people to where the nearest boat launches were.  We now need 4 more common questions asked by the public and the answers to post.

Commissioner Reports    

Commissioner Morris has COVID and is not feeling well today.  Commissioner Kincannon asked the director to email the DNR and Ecology people who met with him on Monday to notify them to the exposure.  Commissioner Brazil said he invited C Kronaman with the Kiwanis to attend the meeting to discuss their volunteer program, she did not show up probably because her husband has COVID.  Commissioner Brazil said we will defer her to the March meeting.  Commissioner Kincannon said we are currently working on streamlining the Volunteer Waivers.  I have been up at the trail park; F McCullough is working hard on the upper North side of the park.  I have not seen B Grondin, disc gold warden lately.  I do know the Disc Golf Association has a new president and will get their contact information. Commissioner Kincannon said maybe you could reach out to the disc golf community to find out if they have their volunteer group who can help get the disc golf course in shape before the month of May.  Commissioner Brazil said, I will see if we can get a work party together.  Commissioner Kincannon said she received three quotes for 40-foot Containers and the least expensive once is $5300.00, the color choices are Tan or Gray and to paint them it costs an additional $3000.00, I don’t think it is worth it.  Delivery is $300.00 the tax is approximately $600.00, and shelving may cost up to $500.00.  S Lindgren said it will be placed on the upper North parking area.  I would like to make a motion to approve $6700.00 for the container, delivery, shelving, and tax through United Rentals.  Commissioner Brazil seconded the motion, it was unanimously approved.  The director said since we have the numbers for the Container, the UTV and 2023 budget resolution for the trail park, the commission should make a motion to move the total funds of $66,700.00 from the investment account into the general fund for the Hoodsport Trail Park.  Commissioner Kincannon said I would like to make a motion to move $66,700.00 from the investment account into the general fund specifically for the container, UTV and as per the 2023 budget resolution.  Commissioner Brazil seconded, it was approved.

Port Maintenance Reports:

Hoodsport Trail Park & Disc Golf Park:  S Lindgren said he is playing disc golf daily, bringing a rake to take care of areas that need clean up, the disc golf course looks awesome.  The disc golf parking lot will be looking great when the gravel is spread out and it is condensed.  I will be making some trips to Olympia and Tacoma for the UTV and container. 

Hoodsport Marina, Dock & Waterfront Park:  S Lindgren said it is quiet in town.  Commissioner Morris and I met with people from DNR and the Ecology group at the dock.  DNR is extending the width of the amount of room boats can moor at the dock as the old lease agreement did not allow for bigger sized boats.  The Ecology person would like to see the Port take out the wooden deck and replace it with a more ecological friendly material, she also wanted a piling assessment.  We will need to order the flowers for May delivery for the waterfront park planters and hanging baskets. The director will  make contact and place the order.

Portable Restrooms:  The Port and Hood Canal Grocery store rent 3 portable restrooms each with hand washing stations for the publics 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 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 will re invite the president of the Kiwanis elaborate on their volunteer policies at the March meeting.  I am reaching out to other ports and the Washington public ports association to look at their policies around facility usage for events, private donations, dock use, moorage, UTV’s and volunteers.  The ports insurance company has also been contacted for their input.  Commissioner Kincannon and I will be reviewing policies, insurance, use agreements and waivers, we will then run everything by the port’s attorney for approval to create streamlined policy process for all areas and have proper paperwork needed. The moorage rate increase discussion will be tabled for March as Commissioner Morris was spearheading that topic.  Commissioner Kincannon will get the final draft of the update on the Hoodsport Trail Park to me and K Zech for the Port’s website.  The required aquatic survey was done for the DNR Lease renewal, was finished, and forwarded to DNR, the survey cost $3420.00.

Budget:               January financial statements were reviewed; however the county treasurer is to re issue financial statements to reflect correct balances.  They will be reviewed again in March.

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

Next Meeting:    March 8, 2023

Adjourn:          Commissioner Kincannon made a motion to adjourn the Regular Port Commission meeting, Commissioner Brazil seconded, all in favor, unanimously approved, meeting adjourned at 9:48 a.m.

2023 Regular Port Commission Meetings are scheduled as follows:

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

_______________________  _____________________  _________________________                  

Commissioner Kincannon         Commissioner Brazil         Commissioner Morris

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