Port Commission Minutes

MINUTES FROM THE VIRTUAL REGULAR PORT COMMISSION MEETING

                       OF THE PORT OF HOODSPORT COMMISSION                  

March 10, 2021

Call to Order:   9:00am                                                   Adjourned:  10:17am

Meeting Held at:              Via Zoom Conference Call 

Roll Call:                             Commissioner Booth – Chairwoman

                                                Commissioner Kincannon – 2^nd Chairwoman

                                                Terry Brazil – Trustee                                                                                                               

Staff Present:                    K. Wyatt, Executive Director

                                                B. Osborne – Supervisor of Maintenance

                                                S. Lindgren – Maintenance

Public:                                    Mike & Geri Purvis – Hood Canal Grocery

                                                    Heidi McCutchen – Mason County Chamber

                                                    Annie Bowers – Timberland Regional Library

                                                     Skip Houser – Port Legal Council

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

Minutes: Commissioner Booth made a motion to approve the regular port commission minutes for February 10, 2021, Commissioner Kincannon seconded, unanimously approved.

Vouchers:  Commissioner Booth made a motion to approve the Voucher for February 26, 2021 in the amount of $5,938.59 Commissioner Brazil seconded, unanimously approved.

Public Communication:   The port director introduced the Port of Hoodsport’s legal counsel Skip Houser.  Mr. Houser is here to walk us through the process on what is required to surplus the public restrooms to the Purvis’.  S Houser prepared draft documents for the Purvis’ to review and expressed that the Port would consider any language they prefer.  M Purvis said, you covered it very nicely, we have a pretty good plan to put it all together.  We have set aside money for the drain field and have a plan with all the pieces arranged just waiting for the go ahead.  We will make it work within the timeline.  S Houser said we will get it all in order, then go through the process correctly to make sure it meets all regulatory and governmental guidelines.  M. Purvis said we have done a lot of research, we have a designer working on the drain field design, we pumped out the septic tank and analyzed that it will be working perfectly. We have talked to the County to cue them in that we would like to have it up and running by July 4^th.  S Houser said you are welcome to reach out to myself or the port director, we will work together.  M Purvis said I think we are on target; the town needs a restroom; we have the solution and several ideas to include people in town into the plan or else we will do it all by ourselves to get it going.  S Houser said the Olympia Farmers market sold pavers and bricks to raise funds.  They called it ‘friends of the market’ and generated money to support the market.  M Purvis said we think tourists may like that idea and get involved in that way. We will advertise and form a business association so all of the businesses can be aware and involved in what’s going on.  Commissioner Booth asked A Bowers if she could report on the progress of the story book trail at the Hoodsport Trail Park. A Bowers said the signs for the story trail are put together and we are ready to start the installation process, pages are double laminated, connected and held to the sign.  The creative services department has created flyers, I will coordinate with the port director to get some to the port.  Commissioner Booth asked if we are still doing the press release? A Bowers said she was waiting until the installation was finished.  Commissioner Kincannon said she could help put brochures at the Visitors center. M Purvis said when it is installed, I would like to take my grand daughters to see it.  A Bowers asked if someone from the port could accompany her to install the signs, I think we need a rubber mallet.  S Lindgren said he would be happy to help, Commissioner Brazil said he would like to be there during the installation. A Bowers said once the frames are in the ground it will be easy to replace the story books.  Commissioner Booth said we look forward to reading these books, we appreciate you, Annie!

Commissioner Reports     Commissioner Booth said she would like to address B Osbornes requests for an hourly rate increase and to make it retroactive.  The port is on a very limited budget, we would have to evaluate and break down the budget in each maintenance category to determine whether the hourly increase request is a possibility.  She asked the port director to compile a breakdown of supplies and maintenance in each of the port’s categories requiring maintenance, so the port commission knows how much is budgeted to spend each month within particular areas.  Commissioner Brazil said we appreciate you B. Osborne, you do a comprehensive job.  Commissioner Brazil said we had an incident with campers at the disc golf course parking lot with an RV and three cars backed into the disc golf course parking area.  I talked to them and told them they couldn’t stay there, they said they were looking for a place to live, I suggested they check with Dow Creek Campground, they said they stayed there four weeks then they moved into the disc golf parking lot.  They were squatters.  I told them; sorry you cannot camp here.  B Osborne, S. Lindgren and the port director all got involved.  B Osborne approached the lady and said they couldn’t camp there, and they put a sign in the window saying they would move, he called the Sheriff. S Lindgren showed up and said the same thing, he waited until they left.  B Osborne called the police back to let them know they left.  Commissioner Brazil said the police have their hands tied on squatters with the current COVID rules, glad it was taken care of it, so it is not an inviting spot for people to stay.  B Osborne said someone brought in large trucks that caused damage to the disc golf parking lot and with the past few storms it made some huge mud puddles. With regrading and gravel to redress the parking area it will be back to new.  Commissioner Brazil said at the last meeting we made a motion to put in a French drain.  B Osborne said it will require a contractor and engineer.  Commissioner Booth asked if there were theft of logs. B Osborne said yes someone has come in and stolen logs at night.  Commissioner Booth asked G Purvis if there would be shrimping in May, G Purvis said fish and wildlife are not ready to give us days yet.

Port Maintenance Reports:  

Hoodsport Trail Park & Disc Golf Park:  

Hoodsport Marina, Dock & Waterfront Park 

Public Restrooms: Currently closed to the public both as directed by Mason County because of a failed drain field and due to the COVID 19 pandemic for health and safety of the public and personnel. An ADA and 2 Portable restrooms with hand washing stations are currently available for the publics use. Portable restrooms are serviced Monday and Fridays in winter months. They are serviced additionally when needed. Maintenance personnel monitors garbage and supplies as needed.

Port parking/Office building/Maintenance shed: B. Osborne and S. Lindgren have Security App’s on their phones 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 was notified by the ports computer technician when he transferred the ports website, it was down for a 24 hour period but was seamless. The port director relayed a message from the computer technician to Commissioner Kincannon that she was encouraged to contact him to go over the website with him so she could make changes and updates. Commissioner Kincannon said she would definitely like to spruce up the Port’s website.

Governor Inslee extended the Proclamation 20-28-14 OPMA guideline to continue with 25% capacity, Due to the most recent Governor’s mandate, COVID-19 health and safety compliance signs are posted on all port properties for the public’s information and on the office window.  The Port of Hoodsport port commission continues using the ‘Zoom’ virtual chat room venue for regular port commission meetings during the COVID-19 pandemic, the public can request an invite to attend the meetings.  Meeting dates are posted on the port’s website, on Mason TV, in the WPPA newsletter and posted on the port office window. Currently, the public may email the port for an invitation to attend the regular port commission meeting.  The request must be received by 4pm the day prior to the scheduled meeting. 

Budget:                  February financial statements were reviewed

Old Business:        As discussed above        New Business:       None

Next Meeting:          April 14, 2021 a regular port commission meeting will be held via internet in a ZOOM chatroom venue. A public hearing to hear public testimony on the surplus of the public restrooms to Purvis LLC will be held prior to the regular port commission meeting at 9am

Adjourn:      Commissioner Brazil made a motion to adjourn the Regular Port Commission meeting, Commissioner Kincannon seconded, it was unanimously approved, meeting adjourned at 10.17 a.m.

2021 Regular Port Commission Meetings are scheduled as follows:

Wednesday’s at 9am April 14^th  May 19^th June 16th  July 14^th 2021

Commissioner Brazil     Commissioner Booth          Commissioner Kincannon

MINUTES FROM THE VIRTUAL REGULAR PORT COMMISSION MEETING

                       OF THE PORT OF HOODSPORT COMMISSION                  

February 10, 2021 Call to Order:   9:00am        Adjourned:  10:05am

Meeting Held at:              Via Zoom Conference Call 

Roll Call:                             Commissioner Booth – Chairwoman

                                                Commissioner Kincannon – 2^nd Chairwoman

                                                Terry Brazil – Trustee                                                                                                               

Staff Present:                    K. Wyatt, Administrative Director

                                                B. Osborne – Supervisor of Maintenance

                                                S. Lindgren – Maintenance

Public:                                       Mike & Geri Purvis – Hood Canal Grocery

                                                    Jann Goodpaster – Hoodsport Resident

                                                  Annie Bowers – Timberland Regional Library

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

Minutes: Commissioner Booth made a motion to approve the regular port commission minutes with one correction for January 13, 2021, Commissioner Brazil seconded, unanimously approved.

Vouchers:  Approval of Voucher January 1of 1 1-27-2021 in the amount of $6,112.60 and 4^th Quarter Commission payroll in the amount of $2,062.02.

Public Communication:   The port director was asked by Commissioner Booth to read a proposal received from M & G Purvis titled ‘Save our Restrooms’.  The Purvis’ proposed to take charge and supply the needed public restrooms for tourism in the community of Hoodsport.  To open the restrooms back up, it will require expanding and repairing the septic drain field; and supplying and maintaining the public restroom building. It will also require creating a nonprofit organization that can accept funding from tourism grants, taxes, businesses who support tourism, business owners and private citizens.  An estimated budget proposal was provided.  M Purvis said the proposal is rough and needs adjustment as we go.  We will not come back to anyone; we will just make this thing work. The Purvis’ requested the port provide a portable restroom until the public restrooms are functional with a projected date of July 2021.  After the restrooms open, there will be a non-binding agreement that will suggest the Port pledge $835.00 per month to assist in providing public restrooms for tourism drawn to the community from recreational port properties.   Commissioner Brazil asked the port director if it was currently within the port’s budget, the director said, yes it does, we have budgeted for portable restrooms with minimal staffing for 2021. Commissioner Kincannon said it was a great proposal, the port could add it to their annual budget review to analyze the amount of money that the port can contribute annually based on the ports budget.  Commissioner Booth said it was a very generous and wonderful offer, we are keenly aware of how much the town needs a public restroom, this is a great solution to have public restrooms and for the port to assist with the public restrooms for tourism, it is a reasonable amount that currently fits into the ports budget.  The Port would like to acknowledge that without the Purvis’, the public restrooms would not have initially been constructed in 2013 as the drain field and restroom facility are on Purvis’ property and were allowed to be built through a lease and an easement.  Commissioner Brazil said it was really the only solution since the Port was up against a wall without funds in the budget to repair or maintain the restrooms, with no other entity willing to provide funding or take it over.  The port needs to focus on future planning to repair and maintain its recreational public properties instead of reacting to something the port does not have funds to address.  M Purvis said the goal is to strengthen the port to operate within its budget and the long-range goal is to alleviate the Port of the burden.  We realize the port has many things they need to do with the money in their small budget. The proposal is not a contractual agreement, non-binding.  Consult with the ports attorney so he can put together the paperwork.  Commissioner Booth asked the port director to work with the port’s attorney on how to properly convey and surplus the restroom facility to the Purvis’ and what paperwork is involved to terminate the ground lease, easement and accept the Purvis’ proposal.  Annie Bowers with the Timberland Library said the update for the storybook trail is that we chose a book call the ‘West Coast Wild Babies’ that goes with the wilderness theme.  We are ready to attach laminated pages of the sign posts.  We are working on facts that go with the signs and are on track to install them on the trail in March.  Commissioner Booth asked once you are set up, who will you call for publicity? Commissioner Kincannon said I can help you with press releases. Annie said we have our own creative services who can do it, we have a monthly newsletter.  Commissioner Brazil said we should coordinate it with a spring opening at the disc golf park which has been very busy.  There are always cars parked in the disc golf parking lot and I hear people talking as they play disc golf.  Commissioner Booth asked if we have heard from Morgan Rothrock, one of the disc golf members and original founder of the disc golf park.  The port director said she emailed him and invited him to the port meeting for an update but has not heard back.  Commissioner Brazil said Bill Grondin is the course warden and he should spearhead publicity for the disc golf course.  S Lindgren said we need to get some heavy equipment in the disc golf parking lot because with the rain, it has become a muddy mess.  B Osborne said there is a pile of bark that needs to be regraded and we can get 21 yards of gravel for $710.00.  S Lindgren said we should wait until the forester takes the logs out through the parking area.  M Purvis said you can do something as simple as dig a French drain right through the middle of the parking area.  Jann Goodpastor said her family decided to close their gravel pit, she just talked to her brother Jim and they can donate the gravel the port needs before the pit is closed.  Commissioner Brazil said that is a generous and great idea.  The port director said DNR approved the ports application for the 15 year forestation plan to remove hazard trees in the Hoodsport trail park before they become dangerous.  The Port took down dangerous hazard trees last spring which is what are stacked in the log decks, we were waiting for DNR approval and hopefully they are still marketable for pulp.  Commissioner Brazil said, I make a motion to have NW Land & Trees remove the logs at the Hoodsport Trail park and take them to market, put in a French drain in the parking lot, and regrade the parking area to be ready to accept the gravel donation from the Goodpasters gravel pit.  Commissioner Kincannon seconded the motion.

Commissioner Reports     Nothing to report 

Port Maintenance Reports:  

Hoodsport Trail Park & Disc Golf Park:  B Osborne said the park was maintained by S Lindgren and is looks great.

Hoodsport Marina, Dock & Waterfront Park  S Lindgren said some of the fascia boards came loose on the dock from winter weather.  Grass seed has been spread in the area behind the maintenance shed, I would like to install a perforated pipe to direct the flow of runoff coming down the hill with some plants to wick away the water.  Commissioner Brazil said by all means make sure the water is draining away into the storm gutters.

Public Restrooms: Currently closed to the public both as directed by Mason County because of a failed drain field and due to the COVID 19 pandemic for health and safety of the public and personnel. An ADA and 2 Portable restrooms with hand washing stations are available for the publics use. Portable restrooms are serviced Monday and Fridays in winter months. They are serviced additionally when needed. Maintenance personnel monitors garbage and supplies additional toilet paper as needed.

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

Port Directors Report

A Facility Use Agreement between the Port of Hoodsport and YSS Dive Shop has been reviewed by the port’s attorney at the dive shops request.  There is conflict with a Washington state constitution prohibiting a public port to contribute public funds or assets as a gift that creates revenue for a private entity.  The use on port property cannot be a scheduled use unless an application has been submitted and a facility use agreement is in place with proper insurance for special events that are not consistent.  Commissioner Kincannon asked if they use their boat only to pick up and drop off people it is occasional.  Commissioner Kincannon made a motion to go with the attorney’s findings and have the ports attorney send a letter to the YSS Dive shop outlining his findings referencing the conflict and in what capacity the dive shop can operate on port property under the Washington State Constitution.  The port director summarized the Computer technician’s proposal for services of remote help, web hosting, domain registration, continuous back ups and internet protection which came to $900. Annually.  He is also going to make sure the port is using the most current version of Microsoft 365 for word/excel.  Commissioner Kincannon made a motion to accept the proposal very quickly by the computer technician.  Commissioner Booth seconded the motion. Governor Inslee extended the Proclamation 20-28-14 OPMA guideline to continue with 25% capacity, Due to the most recent Governors mandate, COVID-19 health and safety compliance signs are posted on all port properties for the public’s information and on the office window.  The Port of Hoodsport port commission continues using the ‘Zoom’ virtual chat room venue for regular port commission meetings during the COVID-19 pandemic, the public can request an invite to attend the meetings.  Meeting dates are posted on the port’s website, on Mason TV, in the WPPA newsletter and posted on the port office window. Currently, the public may email the port for an invitation to attend the regular port commission meeting.  The request must be received by 4pm the day prior to the scheduled meeting. 

Budget:                  January financial statements were reviewed

Old Business:        As discussed above        New Business:       None

Next Meeting:          March 10, 2021 to be held via internet in a ZOOM chatroom venue

Adjourn:    Commissioner Booth made a motion to adjourn the Regular Port Commission meeting, Commissioner Brazil seconded, it was unanimously approved, meeting adjourned at 10.05 a.m.

2021 Regular Port Commission Meetings are scheduled as follows:

Wednesday’s at 9am March 10^th, April 14^th  2021

Commissioner Brazil     Commissioner Booth     Commissioner Kincannon