Port Commission Minutes

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

September 7, 2022

Call to Order:   9:05am                                                   Adjourned:  9:49 am

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

Approval of Agenda:       Commissioner Brazil motioned to approve the agenda dated September 7, 2022, as written; Commissioner Kincannon seconded; all in favor, unanimously approved.

Minutes: Commissioner Kincannon motioned to approve the regular port commission minutes for August 17, 2022, Commissioner Brazil seconded, all in favor, unanimously approved.

Vouchers:  Commissioner Kincannon motioned to approve the Vouchers for August 2022, in the amount of $15,755.60, Commissioner Morris seconded, all in favor, unanimously approved.

Public Communication:   

F McCullough provided an update on the removal of the dead, diseased and damaged trees in the Hoodsport Trail Park. We moved our operation over to the disc golf course side of State Rt 119 a week and a half ago and are a quarter of the way through.  We will move to the residential area due to concerns from the neighbors on the adjacent properties which will require more technical maneuvers for safety purposes, they are very anxious to have these danger trees removed.  There are so many diseased and infected trees, you can literally watch the trees show signs of dying daily.  The bark beetle is prevalent, you can tell where they are, their burrowing looks like piles of sawdust around the exterior of the tree bark and down by the base of the tree.  Commissioner Kincannon asked what the estimation of completion is now.  F McCullough said it will be the end of October or later before we are finished depending on what we find when we cross back over the creek on the North side, there is an open area in the middle with a lot of tangled blow down trees, it’s a mess. They will have to be carefully removed for obvious safety reasons.

Commissioner Reports     Commissioner Kincannon asked the commission if they reviewed the Digital Presence Proposal from Zech Design.  The web designer checked into why the port’s website presence is inadequate, it’s because there are no google analytics, people have a hard time finding the webpage. Also, the WordPress platform is antiquated and must be updated, we can update it and plug it into the old website. Plugging the old website into the new platform will look the same with the same navigation but will update the entire website. This portion will cost $950.00 We will need to create a master Gmail account; it will cost $95.00.  If we start by claiming the Port’s business page, we can update its presence with correct information that will carry over to the main Ports website listing.  We can table the social media part at this time, Facebook the Port of Hoodsport by virtue of being tagged. Commissioner Morris said the incremental approach makes more sense in managing the 22/23 budget, so the cost is easier to handle.  The proposal makes sense having to play the google game to appear, first master the Gmail account, do the website update breaking it in to two parts, the scope of work makes sense to me.  Commissioner Kincannon made a motion to accept part of the digital presence proposal.  Updating the website $950.00, create a Gmail address $95.00 then claim it’s google business page $400.00.  Total cost to start this process now is $1,445.00.  Commissioner Morris seconded the motion.  All in favor, the motion was approved.  Commissioner Morris said if we claim the Facebook page, can we lock it in to prevent comments.  The director said we will have to find a way to store all records on Facebook as it becomes public record.  Commissioner Morris said, that is a topic we can discuss with other ports at the Small Ports Conference.  Commissioner Brazil said in looking at the Facebook pages, it shows the Hoodsport Trail Park as a state park.  Commissioner Kincannon said a Facebook page was created by default as people on Facebook added tags so it’s out there but we need to claim it and own it so the facts can be updated, but once we claim it, we must manage it as a public record.  Commissioner Kincannon said let’s gather information, see where we all are next year and discuss concerns by the director and ports attorney.  Commissioner Morris said it would be interesting if someone wrote a program that covers government agencies on how to make them public record in social media.

Port Maintenance Reports:  

Hoodsport Trail Park & Disc Golf Park:  Currently closed for fallen and hazard tree clean up

Hoodsport Marina, Dock & Waterfront Park:  The weather is attracting lots of people to the waterfront park, dock, and marina.  It has been tremendously busy; people are dumping trash in all 5 garbage cans consistently.  Our second maintenance person left; I could use someone to help with garbage in the winter months.  Commissioner Kincannon asked if we could advertise.  S Lindgren said he may have someone in mind.  Commissioner Morris said he has someone in mind as well.

Portable Restrooms:  During the summer season, the Port rents 3 portable restrooms with hand washing stations for the publics use, have them cleaned 3 times per week and checks them for trash and toilet paper in between services.  The grocery store also rents 3 portable restrooms for the publics use.  Starting in October, the Port will rent 2 portable restrooms for the public and cut cleaning to twice per week.

Port parking/Office building/Maintenance shed: S. Lindgren monitors live stream surveillance cameras overlooking the public restrooms, office building, port shed, parking lot, waterfront park and marina dock. The same people continue to dump household garbage in the trash receptacles.

Port Directors Report:

The Port director asked the port commission if they had questions after reviewing the application to renew the Aquatic lease with DNR.  The director and Commissioner Kincannon had a conference call with the WA State DNR representative to go through the application process and to ensure the correct content is filled in the required sections of the application.  The director will complete the application, obtain proper signatures then will go through the list of surveyors provided by WA State DNR.  In response to YSS dive shops email regarding a past event in April 2022 and an upcoming event on September 24^th, the port commission approved the PADI clean up event and responded in an email with an Event application and Facility Use agreement for their information and to be filled out and returned along with their certificate of liability insurance and the event deposit.  The Digital Presence proposal was previously discussed.  The director and Commissioner Morris visited the Hoodsport Trail Park after the September 7^th meeting and met with NW Land and Tree. They toured the logging operation and were shown diseased trees that had Poria Laminated Root rot, in looking at the diseased cut trees, they were unbelievably spongy and hollow in the core of the tree trunks, you could put an entire foot inside of the tree.  In looking at the standing trees, you could not tell they were diseased until looking up at the tops which were not green.  A core borer takes a sample of the interior and shows layers of hardwood then a spongy material further into the tree trunk.  A sample of the interior of the diseased trees was brought back to the office so the commission could see what it looks like.  Trees with bark beetle infestation showed beetle bore holes, sawdust around the hole and down the exterior of the bark, leaving a mound of it at the bottom of the tree.  Entanglements of blow down trees from last years winter storm were being carefully removed like pick up sticks to prevent them from springing up and damaging the crane operator and live trees.  Log trucks were at the staging area in the parking lot, it was very interesting to watch the log crane operators pick up huge logs and set them perfectly on the truck trailers to be hauled away.  The port director reminded the commission, this was the last regular port commission meeting in the third quarter of 2022 and a timesheet will be emailed for their payroll.

Budget:               August financial statements were reviewed

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

Next Meeting:    October 12, 2022

Adjourn:          Commissioner Kincannon made a motion to adjourn the Regular Port Commission meeting, Commissioner Morris seconded, all in favor, unanimously approved, meeting adjourned at 9:49 a.m.

2022 Regular Port Commission Meetings are scheduled as follows:

Wednesday’s at 9am   October 12^th, November 16^th, December 14th

_______________________  _____________________  _________________________                  

Commissioner Kincannon         Commissioner Brazil         Commissioner Morris

MINUTES FROM THE REGULAR PORT COMMISSION MEETING FOR THE PORT OF HOODSPORT    September 7, 2022

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

August 17, 2022 Call to Order:   9:15am                                                   Adjourned:  10:00 am

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 -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

Approval of Agenda:       Commissioner Brazil motioned to approve the agenda dated August 17, 2022, as written; Commissioner Kincannon seconded; all in favor, unanimously approved.

Minutes: Commissioner Brazil motioned to approve the regular port commission minutes for July 20, 2022, Commissioner Morris seconded, all in favor, unanimously approved.

Vouchers:  Commissioner Kincannon motioned to approve the Vouchers for July 30, 2022, in the amounts of $7,776.37 and $3,168.58 for Q2 Commission payroll, Commissioner Morris seconded, all in favor, unanimously approved.

Public Communication:   

Commissioner Morris welcomed Katherine Yackel with YSS Dive Shop to the meeting, we appreciate having the Dive shop in town, it brings divers and activity to the downtown area; I like seeing business’ popping up, young blood and changes in ownership in our community. The port recently sent a second letter to you at the Dive Shop regarding usage of the Port’s public property, what is your interpretation of what was conveyed in the letter.  K Yackel said she wanted to confirm everyone in the meeting room wanting to confirm the maintenance supervisor, then said, we’ve heard complaints from divers that they are receiving parking tickets on their windows from the port’s maintenance person for parking over two hours in public parking, however we see no one else receiving notices. We heard inappropriate pictures are being taken of divers and their families when divers use the waterfront park, dock, and public parking, garbage cans are overflowing, we pick up the trash because we want a clean environment.  We notice commercial activity on the dock and people parking for longer than two hours on shrimping days, we feel it skews the perception of what the port does.  On the other hand, the waterfront park looks great, people are happy, Captain Lee is dropping off and picking up passengers from the dock bringing tourism to Hoodsport. On Monday and Tuesday, the Model T pub was so busy there were people everywhere, it was nice to see. We apologize for using the public waterfront park, dock, and parking area on April 30^th without the port commissions permission. We don’t have a problem filling out the proper paperwork, making the deposit and providing liability insurance.  We don’t sanction other people from using the waterfront park, dock, or beach, we encourage them to be safe and use safe practices.   Our attorney feels we are in the right to use the dock occasionally because we are not exchanging funds and we don’t want to get into a legal battle. Commissioner Morris thanked K Yackel for her observations and said the Port commission will check in to your concerns.  The main reason for the letters sent to you was to make sure you understand there is a process to schedule events at the waterfront park and to ensure public property is not being monopolized by private entities when there are specific Washington state constitution rules governing usage around public property. People in the public have said it is difficult to use the waterfront park and picnic tables when all the tables are used and there is dive equipment on the tables. K Yackel said you need to keep a clear distinction between private and public use and not show preferential treatment to one private entity to avoid ligation we feel there is a lot of focus on what we are doing.  Commissioner Morris said the Port commission is happy to talk about hosting your occasional dive events at the waterfront park and is only stating what has been seen.  Commissioner Kincannon said there is an event application on the port’s website, it requires approved dates to be calendared, a facility use agreement, deposit fee and liability insurance, it is a formal way to give people who hold events equal time.  Remember the park is for everyone, please don’t monopolize the waterfront park, parking, and dock.  We will internally address your concerns and discuss them at another meeting. We are a small port, with a small budget and contracted personnel, we do then best we can, we don’t want anyone to have to pick up garbage and will monitor the garbage better on known busy days.  The Port strives to be good steward’s and neighbors. Our maintenance personnel have long days keeping up the grounds, it gets frustrating sometimes when people don’t follow the rules, please be mindful of that, it is a two-way street; we are all on the same page for compatible usage of public properties.  Commissioner Brazil said the biggest problem in town is parking, the port in the past looked for additional public parking but was unable to find anything suitable. Commissioner Morris asked K Yackel if she has met the new owners of the Hood Canal grocery store, she said, not yet.  Commissioner Morris said, I would like to send an introductory email to the new store owners as a fellow small business owner and to address community parking issues. I would also like to talk to you personally about additional parking you may be interested in behind my building.  Thank you for your time and concerns today. F McCullough said we are almost finished cutting trees on the North side of State Rt 119 and will be moving over to the South side of the road to cut the trees close to houses in the subdivision since that is a big concern.  I really need S Lindgren to help with core boring, Poria root rot spreads from diseased trees to adjacent healthy trees and shows little symptoms.  If the commission can come up to the site, I can show you an example of what the Poria laminated root rot does to the middle of a tree and how to tell by core boring.  I have had a big problem just recently with vandalism, people are stealing my logging signs and there’s been damage to my skidder.  They took the cables, I found out who they were and confronted them, told them it was us here working and to leave our stuff alone.  Commissioner Brazil said why would they do that, F McCullough said because they are not in the right frame of mind.  Commissioner Kincannon asked are you still on schedule.  F McCullough said there are a lot more diseased and damaged trees than originally anticipated, one section of trees has all been blown down by storms last winter, it’s a big mess they are tangled and criss crossed so we are behind schedule for sure.  S Lindgren said there are bad danger trees everywhere, once they are removed it will make room for trees that were planted during the reforestation project 10 years ago by the forester after the last removal of diseased and dead trees. Commissioner Brazil said yes, we planted over 17,000 trees impervious to root rot.  I walked through the park recently, it was impressive to see the logging operation and trees coming down, there is caution tape everywhere.  Commissioner Kincannon asked if there were any issues with people in the park.  F McCullough said yes despite chainsaws running, our logging signs and yellow caution tape everywhere, there are the same people who always walk their dog and berry pickers, people don’t read signs or listen, we have to shew them away. Commissioner Brazil said he drove by to see people lifting the chain to park inside of the parking area, S Lindgren says it happens daily. F McCullough says he walks out of the woods and people are parked next to his trucks behind the chain.  I put out a game camera but what good does it do after the fact, I see them, but they have already been there and taken stuff.  Commissioner Brazil said he will speak to the Lake Cushman maintenance company to look around the Hoodsport Trail parking areas when they are on patrol.  Lake Cushman maintenance company delivered three big piles of chipped wood that we can use on the trails, there are volunteers who are ready to help spread the chips.  F McCullough said I spoke to Bill Grondin, warden of the disc golf park, he will be contacting disc golfers to let them know part of the disc golf course will be closed while we work of the South side.  The homeowners are getting anxious for us to cut those danger trees down.  Are any commissioners coming up today, the logging trucks will be here to pick up trees.  Annie Bowers from the Timberland Regional Library said I am just here to listen, when you have the trails ready for the fall storybook, I am ready to post the story.  I will bring up additional metal frames in case any of them were damaged.

Commissioner Reports     Commissioner Kincannon said I have the final copy of the Hoodsport Trail brochure showing the hiking trail, disc golf course and restrooms.  S Lindgren said there is one change, the restrooms are across State Rt 119 in the parking area at the disc golf park.  Commissioner Kincannon said there used to be small signposts along the trail identifying trees, flora, and fauna, they are very old, and water damaged, I would like to see if we can replace them using revenue from the trees that is slated to go back in to the park.  If everyone agrees, I will contact the Shelton high school to find kids who will help identify plants and trees, what do you think?  Commissioners Brazil and Morris both said, yes, great idea! Commissioner Brazil said in the summer, garbage cans fill up quickly, but its seasonal.

Port Maintenance Reports:  

Hoodsport Trail Park & Disc Golf Park:  Closed for fallen and hazard tree clean up

Hoodsport Marina, Dock & Waterfront Park:  Summer is attracting many people to the waterfront park, dock, and marina.  It has been tremendously busy; people are dumping trash in all 5 garbage cans consistently.  Our second maintenance person is leaving, I could use someone to help me for the rest of summer.  Commissioner Kincannon asked if we could advertise.  S Lindgren said he may have someone in mind.

Portable Restrooms:  During the summer season, the Port rents 3 portable restrooms with hand washing stations for the publics use.  The grocery store also rents 3 portable restrooms for the publics use.

Port parking/Office building/Maintenance shed: S. Lindgren monitors live stream surveillance cameras overlooking the public restrooms, office building, port shed, parking lot, waterfront park and marina dock. It appears the same people continue to dump household garbage in the trash receptacles.

Port Directors Report:

The Port director asked the port commission if September 21^st, October 12^th, November 16^th, and December 14^th will work for the commission for upcoming regular port commission meetings.  All commissioners said it will tentatively work.  The port director said she is working of the dock lease renewal application and will be working with the representative from Washington State Department of Resources to fill in required information for the Washington State Aquatic Resources Permit and its attachment.  An email was sent to the representative and a conference call has been set for when she returns after August 15^th.  The port received an event application and deposit from Jan Morris to host the Fjordin Crossin festival on a Saturday next June 17^th, 2023.  It will be calendared on the Community Events page on the port’s website.  The port director said Commissioner Morris and I will be visiting the logging operation today to learn more about the Poria root rot and to see the loggers remove trees at the Hoodsport Trail park if anyone would like to join us.

Budget:               July financial statements were reviewed

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

Next Meeting:    September 7, 2022

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

2022 Regular Port Commission Meetings are scheduled as follows:

Wednesday’s at 9am   September 7^th, October 12^th, November 16^th, December 14th

Commissioner Kincannon         Commissioner Brazil         Commissioner Morris