Port Commission Minutes

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

October 7, 2020               Call to Order:   9:00am                                   Adjourned:  10:25am

Meeting Held at:              Via Zoom Conference Call    Roll Call:   Commissioner Brazil – Chair       Commissioner Booth

Staff Present:                    K. Wyatt, -Port Director      B  Osborne – Director of Maintenance      S Lindgren – Maintenance

Public:                                  Jan Morris – Hardware Distillery,            Lori Kincannon – Hoodsport resident

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

Minutes: Commissioner Brazil made a motion to approve the regular port commission minutes from September 16, 2020, Commissioner Booth seconded, unanimously approved.

Vouchers:  Commissioner Brazil made a motion to approve the Vouchers 1of1 October 7, 2020 for $7,278.47, Commissioner Booth seconded, unanimously approved.

Public Communication:   J. Morris wondered if the port commission thought she would be able to have the Fjordin Crossin event this June because she typically has everything lined up by now.  Last year we  coordinated with Mason Transit and had offsite parking at the school,  We have not done anything this year because of COVID-19 and I can’t wait until the last minute.  Commissioner Booth said the Governors proclamation says to follow protocol, we can only have gatherings of up to 50 people.  J Morris said, I think we would have a huge turnout because everyone will want to be outside.  Commissioner Brazil said we will support you if you have approval from governing authorities.

Commissioner Reports:  The Port director said we received an email late yesterday from Commissioner Petz, he said, ‘I hereby resign as a Commissioner for the Port of Hoodsport effective as of the date of this email”, the email was dated October 6, 2020.  The port director said we must appoint a new chairman of the board.  Commissioner Booth said I nominate Commissioner Brazil to be the new chairman, Commissioner Brazil said, I accept, the motion carried.  Commissioner Booth asked if Commissioner Petz indicated anything else, the port director said he has been talking about it for a couple of years, there may have been a health issue in the family, he has been a port Commissioner since 2009.  Commissioner Brazil asked when his term would be up, the port director said his term expires in 2023, we have 90 days to appoint someone to replace him. Commissioner Brazil said, he will certainly be missed.  J. Morris said, I am very sad, he did a lot of work for the port.  Are you going to have a function for him, I would like to have a celebration to thank him and will host it.  Commissioner Booth said, he is very cautious of COVID-19 and hardly leaves his house, you may want to call him to find out first.  Commissioner Brazil said he spent a couple of hours with B Grondin, the course warden at the Hoodsport Hills disc golf course.  The T pads that were created to launch the discs are perfect, wide in the rear and they narrow in the front.  There is new bark, rock and volunteers to help from people in the disc golf community.  Commissioner Booth asked if Commissioner Brazil played the course, he said no. Commissioner Booth said she attempted it but spent lots of time in the woods chasing her disc.  S. Lindgren said there are lots of people using the disc golf course.  Commissioner Brazil said he would like to get publicity for the disc golf course. L. Kincannon said she is in marketing and could definitely help out with issuing a press release to local radio stations and papers that would travel far and wide with online versions.  The port director said she will contact M Rothrock to find out if he can attend the next port meeting so talk about upcoming events and tournaments, he could create a press release.  S. Lindgren said Mason County Sheriff’s department are in the office now reviewing the ports surveillance footage to identify suspects that drove by in connection with a murder at FS Road 24.  Commissioner Booth asked B Osborne if the dock ladders have shown up yet.  B. Osborne said yes, they are in the office, they are heavy duty, we will install them on the first set of dock fingers closest to the shore.  Commissioner Brazil asked if YSS Divers were able to see ladders under the dock?  B. Osborne said yes the arms on the ladders are broken off, one of them is by the shed. Commissioner Brazil said how do you feel about putting a sign where the ladders will be installed so if someone falls in the water they will know where they are.  S. Lindgren said we could paint the rails red and paint signs on the mooring poles as to where they are located.  S. Lindgren said the mooring poles are rusting and have rust blisters that will have to be addressed now, there is a liquid that turns rust into metal which will save them.  Commissioner Booth said go ahead and look into the cost and how to apply it, find out how many gallons will cover the 14 mooring poles.  Commissioner Booth asked B Osborne to provide a budget for maintenance services for 2021.  The port director will forward last years spreadsheet to B. Osborne for a comparison.

Port Maintenance Reports:

Hoodsport Trail Park & Disc Golf Park:  B Osborne said everything is going well, the 9 Tpads are finished and the course looks great.  Commissioner Brazil asked what is going on with the trail signs. B Osborne said we are waiting for the disc golf course to be complete, M Rothrock is in charge of that.

Hoodsport Marina, Dock & Waterfront Park: S Lindgren said someone is using the water pipe on the dock.  The port director said the water bill was higher than usual. S. Lindgren said someone removed the clamps to move the water line, the compression fitting gets pulled out and it leaks, he will glue it together.  Commissioner Brazil asked if there are meters on the water lines.  Commissioner Booth asked if we could put a pad lock on it so once the water is shut off they cant use it.  J. Morris said is has to be a leak, you need to fix the leak. S. Lindgren said the garbage will be picked up every other week starting in October for the winter months.

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. Portable restrooms with hand washing stations are available for the publics use provided by the Port and the Purvis’. Portable restrooms are serviced Monday, Wednesday, and Fridays and serviced additionally when needed. Maintenance personnel monitors garbage and supplies additional toilet paper as needed. J Morris said she was surprised that in the survey done by the chamber of commerce more people thought the restrooms were more important than the businesses.  Commissioner Brazil said, yes, the same results as 13 years ago, but no one wants to jump up to fund the drain field and restrooms.

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 Fall port newsletter was read and approved by the commission to be published on the port of hoodsport website and in the Lake Cushman newsletter.  A Facility Use Agreement between the Port of Hoodsport and YSS Dive Shop is being reviewed by the port’s attorney.  The application submitted to DNR was approved for the first step in the Hoodsport Trail Park forest management plan. The plan is to harvest trees identified to have root rot before they become hazardous and dangerous to the public.  J Morris asked if the port can take out trees that are diseased but still marketable.  The port director said yes, that is the plan to take them out while they are marketable and not to wait until they are considered hazardous danger trees.  The port acquired the Hoodsport Trail Park from the State of Washington in 2009 with a stipulation that all revenue created by the trail park would go back into the trail park.  Currently, bridges and trails require repair, revenue will go toward the cost to remove trees, repairs, maintaining the trail park and upgrading the disc golf park. The port commission will be reviewing and discussing a preliminary budget at the next regular port commission meeting.  The port director said it is hard to gauge whether there will be an increase in property taxes and the levy for the port district, in listening to some of the people in the community, some people’s property tax assessments have gone up and some of them have gone down.  Lori Kincannon said hers went up after her house was finished.

Governor Inslee extended the OPMA guideline to August 1,2020, Mason County opened the county up to Phase III which allows people to gather in groups of 50 or less, wear face masks, and social distance six feet away. 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:                  September Financial statement was reviewed         Old Business:        As discussed above             New Business:       None

Next Meeting:      October 21, 2020 to be held via internet in a ZOOM chatroom venue

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

2020 Regular Port Commission Meetings are scheduled as follows:    Wednesday’s at 9am   October 21, November 11th    &    Budget Hearing meeting  Novembr 11th

Commissioner Brazil                Commissioner Booth

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

September 16, 2020              Call to Order:   9:00am                 Adjourned:  11:45am   Meeting Held at:              Via Zoom Conference Call

Roll Call:             Commissioner Petz – Commission Chair                  Commissioner Brazil                  Commissioner Booth

 Staff Present:          K. Wyatt – Port Director           B Osborne – Director of Maintenance                S Lindgren – Maintenance

Public: Mike & Geri Purvis – Hood Canal Grocery   Jan Morris – Hardware Distillery   Heidi McCutchen – Mason Chamber of Commerce  Bill Grondin- Hoodsport Hills – CourseWarden

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

Minutes: Commissioner Brazil made a motion to approve the regular port commission minutes from August 26, 2020, Commissioner Booth seconded, unanimously approved.

Vouchers:  Commissioner Brazil made a motion to approve the Vouchers 1of1 September 2, 2020 for $7,663.27 & 2of2 September 16, 2020 for $204.33, Commissioner Booth seconded, unanimously approved.

Public Communication:   J. Morris said Heidi at the Chamber did a survey.  Heidi posted an online survey regarding the importance of the public restrooms in Hoodsport.  The survey had over 250 responses showing 82% of the people who took the survey thought it was extremely important to have public restrooms, 11% thought it was somewhat important. H. McCutchen asked the port director if she could be the Host of the Zoom meeting so that she could share the survey statistics from her computer.  M. Purvis said it mirrors the survey run 10-12 years ago. Commissioner Brazil said he did not see the survey. G. Purvis said it was shared on the Visitors Center page and Lake Cushman community group page.  M. Purvis said we think the restrooms need to be fixed, it’s the right thing to do. They use our parking lot, park every which way then maybe 10% of the people come into the store. There were comments from people who came to the public restrooms and then to shop, the restrooms don’t’ draw people but welcomes customers to the community.  Commissioner Booth said we all think the town needs public restrooms, the question is who will pay for the repair, water, electricity, supplies and maintenance.  Who will take it over?  M Purvis said its obvious, the people who funded it.  We need a group to help fund $10.K per year which is what I see is the deficit. I see that as the missing component, we should be able to find that income. How do we open it, we need to open it.  Commissioner Petz said we are still under COVID-19 and asked the port director what the state requirements are for opening the public restrooms.  The port director said with the current drain field situation, the restrooms were open Friday through Monday.  Cleaning personnel should wear protective gear and wipe down high touch surfaces routinely, possibly every hour. H McCutchen said there are COVID related funds available.  Commissioner Booth asked H. McCutchen, are you using COVID funds for the Visitors Center?  H. McCutchen said no, we are not eligible. Government entities could have funding.  M Purvis said why don’t we raise the taxes if people want the public restrooms. J Morris said, how much does it cost, it should be free. Commissioner Booth said even if we raise the tax levy, since we have a very small tax base, it will not be enough money, how does the port recoup $56,000.  The port director said the port of hoodsport’s annual tax-based budget is $97,500.00, the scenario to pump the septic tank as needed, supplies, maintenance, electricity, insurance and now water will cost upwards of $56,000. per year which comes to 57% of the ports budget.  To install a new drain field is approximately $75,000 and will deplete the port’s reserve by 65%. The port director said the port needs to have constant long term continuous monetary commitments to run the public restrooms.  H. McCutchen said doesn’t the lease say if the drain field needs to be repaired, the port has to fix it? Why is that a problem, if the community wants it and the people said they want it, just do it. Commissioner Brazil said we looked at all the ways to replace the drain field initially, there were no feasible alternative left, then we looked at the budget, it does not pencil out. Commissioner Petz said we have a balanced budget and we are going to have budget issues, looking at the latest calculations the idea of continuously pumping, we are looking at spending way too much money, the numbers put together by the port director for the pump out scenario is not sustainable.   Going back to the taxes, taking the highest levy may not work, it may raise the budget 1-2%, we have never taken advantage of the highest levy, we may take a harder look at the numbers.  If we can get the public restrooms operable, maybe someone can take it over.  M Purvis said if the port and the store put in a drain field at the same time we can each pay for it.  Commissioner Petz said we could use the approach of putting in drain field laterals in between the current drain field.  M Purvis said no you can’t because I would have to shut down my store.  If you want to use the original drain field, it would not allow me to have a reserve for myself, I am suggesting to sit down and find solutions. M Purvis said we would like to work on how you plan to move forward with the drain field.  There is a second spot above the drain field and the third spot is the county property.  Commissioner Petz said the county property is not feasible because the 4 homeowners were not in favor and one of them has a well head that was well under the county setback limit.  The upper ground is not going to work because when we walked it with B. Sund the septic designer, he said there wasn’t enough soil and it would be an expensive treatment.  M Purvis said B Sunds schedule and my schedule are conflicting.  Commissioner Petz said maybe we could use a different designer; I will talk to Alex at the County to see if he will extend the emergency repair permit. M Purvis said we need to walk the area to understand correctly how we do this; we need to weigh out if in fact the port can or wants to do this.  If it’s a forced issue, it won’t work so who is the entity that could take it over.  Commissioner Petz said it comes back to Commissioner Brazil and Commissioner Booth, how do you feel about working with M Purvis to get a drain field and to stay in the public restroom business.  Commissioner Brazil said, we can take the highest levy, but I am not in favor of running an all-out campaign to raising property taxes.  If it will deplete our budget or reserves, I am not in favor. Commissioner Booth said I am not opposed to taking the highest levy, but it is probably not enough for the port to maintain the public restrooms.  The port recently spent $10,000. on small dock repairs, we are looking at grants to repair the dock which will require a match. I don’t think it is wise as commissioners to deplete what little we have as reserves to replace the drain field.  I think the government has some responsibility, WSDOT, the County or Chamber should take it over.  M Purvis said I agree, travelers use it much more than customers.  We need a business group to help with the money, raise the money and cooperate to receive it and have a way to direct it just for the public restrooms.  We could call it “Friends of the Hoodsport public restroom group”. Commissioner Petz asked the port director how the port could receive monetary gifts, she said the port could receive monetary gifts as long as they were slated for and to be used for a specific purpose. H McCutchen said maybe the port could get a LID local improvement district.  Commissioner Brazil said that is a good idea, I will look in to how it works.  M Purvis said don’t open it until we find a resolve for the drain field that doesn’t hamper my business.  As far as money goes anything we can do or put in we can help finance it, only if we can get an agreement and get a plan.  Commissioner Brazil asked H. McCutchen if she could help with grants or if her organization can help contribute.  She said she checked with the assessor for the current rate the port can raise its levy to, she said she would be happy to walk the drain field property with M Petz and M Purvis and happy to help however she can.  J Morris asked if the drain field can be installed on both the Purvis property and the county property. M Purvis said he thought there was enough room above the existing drain field.  We need to resolve this drain field problem before we get to the point to increase taxes.  H McCutchen said I am signing off. At 11:08 am the screen went blank because H. McCutchen did not relinquish being the Host before she signed off.  The port director tried contacting her to no avail.  The port director finally created a new port meeting room at 11:30am and re invited the port commission back to the regular port commission meeting.

Commissioner Reports:  Commissioner Brazil said he walked the 9-hole disc golf course and it is very nice, he went across the street to the original disc golf course and could not find the basket to hole #1. When he spoke to B Grondin told him he was not in charge of the 18-hole disc golf course side, M. Rothrock is in charge.  Commissioner Brazil said the course is way overgrown and needs to be maintained.  The port director said she authorized concrete to be delivered at M. Rothrocks direction for the new pads on the 9-hole disc golf course side.  Commissioner Booth said Marine Floats will be completing the float repairs underneath the dock today.  Two ladders were ordered and will be delivered when they come to finish the job so there is not an extra trip charge. B. Osborne said he would install the ladders.

Port Maintenance Reports:

Hoodsport Trail Park & Disc Golf Park:

Hoodsport Marina, Dock & Waterfront Park: Waiting for the ladders to install on the dock.

Public Restrooms: Currently closed to the public for health and safety of the public and personnel due to the COVID-19 pandemic. Portable restrooms with hand washing stations are available for the publics use provided by the Port and the Purvis’. Portable restrooms are serviced Monday, Wednesday, and Fridays and pumped 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

Commissioners need to turn in their 3^rd ¼ per diem timesheets by the end of September.  A Facility Use Agreement between the Port of Hoodsport and YSS Dive Shop will be reviewed by the port’s attorney.  An application was submitted to DNR for the first step in approval submitted by Ben Carlsen, forester hired to manage the Hoodsport Trail park trees. The plan is to harvest trees identified to have root rot before they become hazardous and dangerous to the public.  Governor Inslee extended the OPMA guideline to August 1,2020, Mason County opened the county up to Phase III which allows people to gather in groups of 50 or less, wear face masks, and social distance six feet away. 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:                  August Financial statement was reviewed      Old Business:        As discussed above           New Business:       None

Next Meeting:          September 30, 2020 to be held via internet in a ZOOM chatroom venue

Adjourn:        Commissioner Petz made a motion to adjourn the Regular Port Commission meeting, Commissioner Booth seconded, it was unanimously approved, meeting adjourned at 11:45 a.m.

2020 Regular Port Commission Meetings are scheduled as follows:     Wednesday’s at 9am      September 30 October 14,28

 Commissioner Petz                  Commissioner Brazil                Commissioner Booth