Port Commission Minutes

MINUTES FROM THE REMOTE VIRTUAL REGULAR PORT COMMISSION MEETING OF THE PORT OF HOODSPORT COMMISSION August 11, 2021

Call to Order:   9:00am                                                   Adjourned:  10:13am

Meeting Held at:              Via Zoom Conference Room  

Roll Call:  Commissioner Booth – Chairwoman, Commissioner Kincannon – 2^nd Chairwoman, Terry Brazil – Trustee                                                                                                               

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

Public comment:              None               

Approval of Agenda:  Commissioner Kincannon made a motion to approve the agenda as

written; Commissioner Booth seconded; unanimously approved.

Minutes: Commissioner Kincannon made a motion to approve the regular port commission minutes for July 14, 2021, Commissioner Booth seconded, unanimously approved.

Vouchers:  Commissioner Kincannon made a motion to approve the Vouchers for July 15, 2021, in the amount of $14.74 and July 31, 2021, in the amount of $14,995.83 which included the annual insurance premium of $5,757.00; Commissioner Booth seconded, unanimously approved.

Public Communication:   M. Purvis emailed the port with an update on the public restroom septic system saying he has a septic design but no permit yet.  He is having a land survey done to double check boundaries. K Boxleightner with the Shelton-Mason Journal said he was here to listen in. A Bowers with the Timberland Regional Library said she had nothing to add and is listening in.  J Morris said she was working on the Fjordin Crossin and trying to find dates in 2022 that would work best, the tides and Farmers Market events were conflicting. The Potlatch Brewery got their final from the liquor control board and building permit, but the contractors are not finished with the inside, they have a beer garden in the back with tents on the gravel.  She said the beer was very good. Commissioner Kincannon said her family was visiting and many of them went to the brewery and said the beer was absolutely great.

Commissioner Reports     Commissioner Booth asked the commission if there was anything to report, there was not.  Commissioner Booth asked the port director to send an email with a reminder to each commissioner to write about the port’s amenities for submission in the 2022 Mason County Visitors Guide.

Port Maintenance Reports:  

Hoodsport Trail Park & Disc Golf Park:  S Lindgren said the disc golf and Hoodsport trail parks are very busy.  S Lindgren walked through the trail park to look at the trail signs because people were confused with the current trail signs. He said they were a little confusing and invited the commission and the port director to walk the trails and loop with him to look at the signs and make decisions on what symbols should be on the signs for clarity.  Commissioner Booth and the director committed to meet with him to walk the trails in the park.  Commissioner Kincannon is looking in to a QR code or a GPS system that can be linked to a trail map showing where you are on the trail.  She will talk to the port’s IT person to see what software programs could be used.  The director said the printed maps need to be updated but will order more for handouts at the Visitors center and trail park.

Hoodsport Marina, Dock & Waterfront Park:  S Lindgren purchased paint to freshen lines and painted areas in the port’s parking lot. 

Public Restrooms: The Public restrooms were surplus’d to the Purvis’ on April 14^, 2021 after a public hearing was held.  The Purvis’ will be replacing the drain field and repair the septic system in accordance with the Mason County Environmental health specifications to re-open the restrooms to the public as soon as possible.   Until then, the Port of Hoodsport and the Purvis’ continue to provide Sani cans with washing stations for the publics use.

Port parking/Office building/Maintenance shed: S. Lindgren has a Security App on his phone to monitor live stream surveillance cameras overlooking the public restrooms, office building, ports shed, parking lot, waterfront park and marina dock.

Port Directors Report

The port director said she and the port’s accountant, Wittenberg CPA have complied with the state auditor to provide information as requested during the biennial assessment audit for the years 2018-2019.  The director said the port just received an Exit letter stating the audit was complete and the audit results would be posted on the WA state auditor’s website.  The exit letter stated that based on the procedures performed, nothing came to their attention in the areas they reviewed causing them to believe the Port was in compliance with applicable state laws, regulations and its own policies and had no significant weaknesses in controls over the safeguarding of public resources. They added their appreciation for the prompt assistance with audit requests.  The port director asked if the commission and maintenance supervisor would review the parking and trail signs before placing the order.  The port director, Commissioner Booth and S Lindgren committed to meet in the port parking area across from the waterfront park.  The port director contacted Laura at the WA Fish & Wildlife Habitat Program office, explained there were stumps on the public beach that were anchored for erosion control.  They were there for as long as anyone could remember, then one day the maintenance supervisor noticed the cable that anchored them was cut and removed causing some of them to float away in a high tide.  Laura said, ‘do you think it is still necessary to have the stumps for erosion control? Soft shore armory is better than cement blocks, but you will need a permit from us and the county to replace them.  In my opinion, it is okay if they float away, I have no concerns, it is okay for inland soil to go into the water.  You can check with WSDOT to see if it worries them since the highway is close by and ask them if they want to fix it.”  The director asked if Laura knew who the point of contact was to talk about a break water floating log boom that could protect the port’s 6 slip boat dock in inclement weather. She suggested Samantha with the Army Corp of Engineers.  The director called Samantha, she said the Corp. could permit the breakwater if the port hired a contractor to do the work, she said the contractor would know how to apply for necessary permits.  Samantha said she is willing to attend the next port meeting to explain the procedure and answer the port commissions questions.  The port director went over the port’s insurance binder with the commission and noted the ports insurance premium increased by $1000.00 for 9-2021 through 8-2022.  The port director attended a webinar on EV Charging stations, the electric vehicles being built by car manufacturers and the need for EV Charging stations on Highways in Washington, it was directed at Port’s in the state of Washington. It was hosted by the project development manager at WSDOT and WA State University’s Green Transportation & Energy program director.  They wanted Port’s to partner with the private sector to find locations where EV charging stations could be placed to electrify the highways.  They offered limited grant money and suggested the federal government would be providing grants to help agencies and the private sector to install EV charging stations.  The level 1 EV charging station cost up to $100,000. providing a full battery charge in a short amount of time, the level 2 EV charging station costs $10,000. It provides a partial charge.  WSDOT and WSU representatives said they would be willing to do a presentation for Port commissions and the private sector.  The director asked if anyone was interested in a presentation, Commissioner Booth said yes, lets invite them to give us a presentation.  In an email, M Purvis said he is interested in partnering with the port if WSDOT or Federal EV Charging station grant money becomes available.  J Morris with the Hardware Distillery said she would be interested in partnering with the Port on the EV charging station as well. 

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Budget:               July financial statements were reviewed

Old Business:  As discussed above        New Business:    As discussed above Next Meeting:                   September 15^th

Adjourn:          Commissioner Booth made a motion to adjourn the Regular Port Commission meeting, Commissioner Brazil seconded, it was unanimously approved, meeting adjourned at 10:13 a.m.

2021 Regular Port Commission Meetings are scheduled as follows:

Wednesday’s at 9am   September 15^th, October 13^th, November 10^th, December 15^th        

Commissioner Brazil                Commissioner Booth          Commissioner Kincannon

MINUTES FROM THE REMOTE VIRTUAL REGULAR PORT COMMISSION MEETINGOF THE PORT OF HOODSPORT COMMISSION

July 14, 2021 Call to Order:   9:00am                                                   Adjourned:  10:25am

Meeting Held at:              Via Zoom Conference Room  

Roll Call:    Commissioner Booth – Chairwoman, Commissioner Kincannon – 2^nd Chairwoman, Commissioner Terry Brazil – Trustee                                                                                                               

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

Public:                                     Geri Purvis – Hood Canal Grocery, Annie Bowers – Timberland Regional Library

Approval of Agenda:  Commissioner Brazil made a motion to approve the agenda as written; Commissioner Kincannon seconded; unanimously approved.

Minutes: Commissioner Kincannon made a motion to approve the regular port commission minutes for June 15, 2021, Commissioner Brazil seconded, unanimously approved.

Vouchers:  Commissioner Kincannon made a motion to approve the Voucher for June 28, 2021, in the amount of $8,756.39 and Q2 Commission Payroll in the amount of $1,389.61; Commissioner Booth seconded, unanimously approved.

Public Communication:   G. Purvis wanted to update the port commission on the progress of repair for the septic system at the public restrooms.  We approved a bid from a guy who looked at the septic system and we are on his schedule.  In the meantime, we along with the Port added additional Sani cans with extra cleaning service over the 4^th of July weekend, it went well, we had no complaints.   A Bowers said the summer story book has been installed at the Hoodsport Trail Park, itt is called ‘And then came Summer’.  As I was installing the pages on the signs, a family walked up and were thrilled to be the first family to read the story.  Commissioner Brazil said that is great, our second story at the trail park.  A Bowers asked if they could install stories all year round.  S. Lindgren said in inclement weather we close the park due to hazardous trees and branches falling in high winds.  A Bowers said they plan to install a fall story and will check with S Lindgren to see if it is safe to put up a Winter story.  I am happy to report that all of the signs were intact and none of them were stolen.

Commissioner Reports     Commissioner Brazil said he was approached by a member of the Lake Cushman homeowner’s association, she wanted to know if the port would be putting up more trail park signs because when trying to follow the trail, it was real confusing.  Commissioner Brazil said, maybe we could have basic signs pointing to the upper trail, the lower trail and parking lot.  S Lindgren said all the trail signs are basic, some of them may have been knocked down, some of the loops go to the old disc golf pads.  Commissioner Kincannon said according to Facebook comments, everyone loves the trail, they also said it would be great to have better signage.  Maybe we can place more signs to help people find their way through the loops with color coded signs to show which trail they are on.  I will be up there next week with family and will test the trail.  Commissioner Booth said Heidi has a good idea to create a GPS trail map accessible by phone. Commissioner Kincannon said, I will head up the internet mapping to get that going.  Commissioner Booth said she looked at the Mason County Visitors Guide and noticed no mention of the Port of Hoodsport or any of its amenities such as the Hoodsport trail park, disc golf park, story book trail, boat moorage, public beach, or the waterfront park.  Heidi said the Journal does it, I don’t manage it.  K Boxleitner said each journalist is assigned a different section; I was assigned to mini profiles on small towns.  The disc golf course could have an article in the golf section.  Justin Johnson is the editor for the Mason County Journal, its best to reach him via email.  Commissioner Booth asked K Boxleitner if we were to put together more information on the port’s amenities could it be published in next year’s guide?  He said yes you need to contact Justin.  Commissioner Booth asked each commissioner to write a blurb about the amenities so we could have copy ready for the 2022 Mason County Visitors Guide.

Port Maintenance Reports:  

Hoodsport Trail Park & Disc Golf Park:  S Lindgren said the disc golf park and waterfront parks are very busy.  The trash cans are full all the time.  MWJ Services will be monitoring the trail park and keeping trails trimmed back and parking lots clean at both the Hoodsport Trail Park, Gazebo parking and Disc Golf parking areas.

Hoodsport Marina, Dock & Waterfront Park – S Lindgren said the 4^th of July was the same as every year, no one reads the ‘No Fireworks’ signs, they use personal fireworks on the beach and at the waterfront picnic area.  The picnic area was packed, garbage cans were full and there was garbage all over the beach.  The sprinklers came on at their usual time at 9:30 and people scattered. Commissioner Booth said let’s adjust the sprinklers to come on at 11pm next year.  G. Purvis said there was not a single open parking spot in my parking lot, it was packed for 3-4 hours, but it was the most mellow 4^th of July we have had.  S Lindgren said the Port’s chainsaw was stolen out of the back of his truck while he was mowing the lawn.  People are always casing the cars; I ran the surveillance video back and saw the guy but could not get a clear view of his license plate number.  I was online looking for a new chain saw, looking at a gas-powered Stihl’s, the nearest dealer and repair shop is in Olympia and everything I research suggests they are pushing hard to use battery powered equipment instead of gas.  How does the commission feel about that? Commissioner Booth said it may be a sign to get away from gas powered tools, everything is going to battery powered, S Lindgren said, if we are going that way, we will need new tools with interchangeable batteries and a battery docking station with extra batteries.  We will need a chain saw, hedge trimmer, lawn mower, leaf blower and power washer.  Commissioner Booth said I make a motion to move away from the gas-powered maintenance tools and purchase battery powered tools with extra interchangeable batteries, Commissioner Brazil said I second that motion, Commissioner Kincannon said I agree, it’s a great idea, the motion unanimous carried. S Lindgren said I noticed the power line was laying across the beach and called PUD#1, they came right away to take care of it.  S Lindgren said the dock is taking a beating from the wind and waves, the SW moorage finger squeaks, the rollers bang up against the piling and makes a horrible noise.  When the dock repair crew fixed it, they put plywood on it and the screws need to be replaced.  Commissioner Booth said when she spoke to the dock repair company, they said one option was to remove that finger, but she is not a fan.  Commissioner Kincannon said I don’t like that idea to take away from the community.  S Lindgren said there is no wave break so that corner takes a beating.  I can patch it, but it is not a long-term solution.  Even if the dock was replaced, we would still face that problem.  We need a breakwater. Commissioner Booth asked the director to investigate a breakwater.  Commissioner Brazil said the Corp of Engineers may have something to say about it.  Commissioner Kincannon said I will help with the investigative work and report back.  S Lindgren said there are stumps on the beach anchored by guidelines on eyelets.  Every single one of the cables are gone, two of the stumps floated away.  I am sure they were put there for a reason to stop erosion. I retied them back when I realized the cables were cut.  Commissioner Booth asked if the director would find out who to talk to about who put them there, if they are significant, and what to do at this point.  S Lindgren said the paint for the ADA parking and fire hydrant at very faded.  Commissioner Booth said go ahead and paint it.  S Lindgren said the snowplow in the winter scraped out the ADA cones.  S. Lindgren said we hired a new assistant maintenance contractor, MWJ Services, he will be working on the Hoodsport Trail Park and breaking in on garbage detail.

Public Restrooms: The Public restrooms were surplus’d to the Purvis’ on April 14^th after a public hearing was held.  The Purvis’ will be replacing the drain field and repair the septic system in accordance with the Mason County Environmental health specifications to re-open the restrooms to the public as soon as possible.   Until then, the Port of Hoodsport and the Purvis’ are continuing to provide Sani cans with washing stations for the publics use.

Port parking/Office building/Maintenance shed: S. Lindgren has Security App’s on his phone to monitor live stream surveillance cameras overlooking the public restrooms, office building, shed, parking lot, waterfront park and the dock.

Port Directors Report

The port director received an email from the YSS Dive Shop regarding a dead seal pup they spotted on the beach, YSS called NOAA who came out and picked it up.  The port commission approved a standard notice to be printed and placed on vehicles violating the 2-hour parking time limit in port parking spaces.  The notice will be to convey a friendly message for those who monopolize valuable parking spaces asking them to kindly allow other people a turn to park so everyone can enjoy the recreational amenities and visit local businesses in downtown Hoodsport. The director consulted with the Ports legal counsel regarding 2-hour parking signage for port parking spaces and specific verbiage to use on the parking notices.  A suggested verbiage was forwarded to the port commission for review and approval.  The Port commission inquired about remote meetings in the last regular port commission meeting.  The Port director reminded the port commission they were still under the Governors emergency proclamation which allows the Port agency to continue with remote meetings at this time if there is an option created for the public in which they can attend a public meeting remotely, read the agenda and hear the meeting.  The director also said if the port commission desired, they could continue with remote board meetings if the criterion to the public is met and they make a motion to adopt that policy.  It is probable the Governor will come up with alternative choices in conducting public meetings. Commissioner Brazil made a motion to adopt continuing to have remote board meetings because the office space conference table and are very small and he feels Zoom meetings facilitate a broader community and public participation.  Commissioner Kincannon seconded the motion, the motion carried.  The port director entered into an agreement to share information electronically with the State Auditor and expects the special biannual assessment audit to start at any time.  The port director along with the port’s accountant will likely be providing information to the auditor over the next month in response to their audit requirements.

Budget:               June financial statements were reviewed

Old Business:  As discussed above        New Business:       None Next Meeting:                   August 11^th

Adjourn:          Commissioner Booth made a motion to adjourn the Regular Port Commission meeting, Commissioner Brazil seconded, it was unanimously approved, meeting adjourned at 10:25 a.m.

2021 Regular Port Commission Meetings are scheduled as follows:

Wednesday’s at 9am    August 11^th, September 15^th 2021        

Commissioner Brazil                Commissioner Booth          Commissioner Kincannon