Port Commission Minutes

MINUTES FROM THE VIRTUAL REGULAR PORT COMMISSION MEETING  OF THE PORT OF HOODSPORT COMMISSION  August 12, 2020

 Call to Order:   9:00am                                                   Adjourned:  11:05am

Meeting Held at:              Via Zoom Conference Call

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

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

Public:       Katherine Yackel – YSS Dive Shop                 Morgan Rothrock – Hoodsport Hills Disc Golf Course   Bill Grondin – Hoodsport Hills Disc Golf

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 July 22, 2020, Commissioner Booth seconded, unanimously approved.

Vouchers:  The following Vouchers/Warrants were approved for payment: August 12, 2020 1of1 in the amount of $8,476.01

Public Communication:   The Port director introduced K Yackel as one of the owners of the new YSS Dive shop next to the waterfront park. We had a phone conversation regarding the YSS Dive shop entering into a Facility Use Agreement to use the ports waterfront park for staging and entering the canal with their dive students. The port discussed usage at the last port commission meeting and was in favor of the dive shop using the are if they were mindful of families and the public using picnic tables and the grass area.   YSS Dive shop agreed to enter a FUA with the Port and will list the Port as additionally insured on their liability insurance with coverage no less than $1,000,000. per occurrence.  The Facility Use agreement will be reviewed by the Ports insurance company and attorney as well as the Yackel’s attorney.  K. Yackel asked if the Port commission would be interested in the having the dive area around the dock be adopted as a Dive sight?  They are involved in ‘Project Aware’, an ocean conservation program whereby the Dive shop adopts a dive site and has conservation classes there.  The site is posted online and seen worldwide as an adopted and protected dive site.  Divers will be diving around the ports dock; all dive debris is reported and documented. 100 % of the funds from every dive certification for PADI and SIO goes toward conservation.  So far they have discovered 5 sunken boats under and around the port dock, there is also a car barge that sunk over 50 years ago at a depth of 60’ and there is a tire reef.  Students are taught how to look at dive wrecks, we have seen 3 giant octopus, wolf eels and sea whips at a depth of 60’, they are a type of coral that only grows in the Hood Canal.  The minimum age of students is 12 years old.  We are the only dive store in Washington state that can dive right outside its shop. Commissioner Brazil said the dive shop provides a great service and are a real asset to our town.  Commissioner Booth said she wanted them to be aware of concerns of safety for divers during fishing season between July and November.  There are boats moving extremely fast pulling nets, there are people crabbing off the dock as well.  She emphasized they need to be extremely careful as most people will not recognize divers under the water around the dock even with a dive flag in the water.  K. Yackel said she is a master instructor certified in safety, they emphasize safety and have a shore support person for extra safety. Commisisoner Petz asked what do we have to do to be adopted as a dive site?  K Yackel said she will have to register it online and asked if the commission had a specific name, they would like to call it, the commission all agreed the Port of Hoodsport Dive site would be a great name.  Commissioner Petz thanked K. Yackel and said what they are doing is remarkably interesting.  M. Rothrock was present to talk about expansion of the 9-hole disc golf course, the club wants to move forward with finishing the 9-hole disc golf course and have been struggling with the COVID-19 rules and regulations, they are discussing how to proceed with safety protocols.  The port director said COVID-19 signs are posted in several areas at the disc golf course as per statewide prevention guidelines and they can monitor themselves. Commissioner Brazil asked if the new board of trustees had their paperwork together yet and if they have discussed signing the Memorandum of Understanding between the Port of Hoodsport and the new board members of the Disc Golf Association.  M. Rothrock asked the port director to email the MOU, he could then create a format for online signatures that would work for everyone. M. Rothrock said they are ready to put in the pads which entails coordination of people, concrete forms and a concrete truck delivery. Commissioner Petz said get it scheduled before the weather window disappears.   M Rothrock said it will be in early September.

Commissioner Reports:  Commissioner Booth and the port director had a Zoom conference with Commissioner K. Shutty and K. Leaf from the Economic Development Council to talk about further funding to defray costs associated with the public restrooms as far as pumping septic tanks, maintaining and supplying them.   They also discussed how they might help with matching funds for a grant to replace the ports dock.  Commissioner Shutty suggested tapping into the Lodging tax however it is not guaranteed year to year.  Commissioner Booth said, in looking at the City of Shelton website on the L-Tax, it said the L-Tax decreased this year due to COVID-19, people are not staying in hotels and they have cut their staff by 50%. We missed the cut off date for next year’s RCO grants in the boating infrastructure category.  We need to discuss ports funds regarding having enough money to match a percentage of grant money.  One of the things the Port needs to do is update the ‘Master Plan’. The port director will email a copy of the ports ‘Master Plan’ to each commissioner for review and input.  The port director asked the commission to review the Public restroom budget scenarios which breaks down costs and percentage of the ports budget for each scenario 1) pump the septic tanks on an as needed basis as suggested in past meetings would cost 55% of the ports annual budget 2) rent portable restrooms in lieu of pumping would cost 15% of the ports annual budget 3) replacing the drain field, normal hours, pumping during high season would cost 65% of the ports reserve and 36% of the ports annual budget. Commissioner Petz said the Port’s budget cannot sustain the pumping scenario even if the constituents were polled with a survey on whether they wanted to continue with the public restrooms.  Without guaranteed consistent additional funding, the ports budget cant sustain the cost.  Commissioner Brazil said if the port provided portable restrooms it would only cost 15% of the ports budget.  Commissioner Petz said if we are getting out of the restroom business, we do not need to supply portable restrooms.  Commissioner Brazil said during shrimping and in the summer months, it may be beneficial to put a couple of portable restrooms on port property by the ports shed so people using the dock can use them.  Commissioner Booth said we need to figure out what dock repairs need to be done. Once we know, can the port afford a 25% match, still a qualifier is that no more than 10% of the match can come from Government sources and hopefully we have the 15% in our reserves.

Port Maintenance Reports:

Hoodsport Trail Park & Disc Golf Park:  B. Osborne said other than the normal maintenance there is nothing more to report.  He will help B. Grondin get the forms made to pour concrete for the pads and find out the price on concrete.

Hoodsport Marina, Dock & Waterfront Park: B. Osborne said one flotation came out from under the middle slip on the dock.  Both ladders have been broken off the dock, if someone fell in the water, they would have a hard time climbing out.  Commissioner Brazil made a motion to purchase two aluminum ladders to be replaced, Commissioners Booth and Petz agreed, it was unanimous.  B. Osborne said he would check with Marine Floats for recommendations and get a price for the port administrator.

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’. The company who services the portable restrooms are cleaning them Monday, Wednesday, and Fridays. The director is calling with extra service to the portable restrooms when needed. The Port personnel are checking garbage and supplying additional toilet paper daily.

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

Port Directors Report    The port director spoke to the director of the Port of Shelton to find out about polling the public, she said it was awfully expensive to mail surveys and they opted to have two public meetings instead.  The port director said at this point with COVID-19, we could only send out a survey or an online survey to the port’s taxpayers.  The port director will call Mason county to obtain a list of taxpayers in the ports district.  The port director will send a Facility Use agreement to the port’s insurance company and attorney for review before obtaining signatures from YSS Dive shop.    The port is writing an adapting, evolving policy to meet evolving port policy requirements as per the Governors guidelines around ports and COVID-19.  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:                  The July financial statements were reviewed              Old Business:        As discussed above            New Business:       None

Next Meeting:          August 26, 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 11:05 a.m.

2020 Regular Port Commission Meetings are scheduled as follows:    Wednesday’s at 9am     August 26

 Commissioner Petz                  Commissioner Brazil                Commissioner Booth

MINUTES FROM THE VIRTUAL REGULAR PORT COMMISSION MEETING OF THE PORT OF HOODSPORT COMMISSION   July 8, 2020

Call to Order:   9:00am                                                    Adjourned:  11:05am

Meeting Held at:    Via Zoom Conference Call

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

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

Public:      Mike & Geri Purvis – Hood Canal Grocery            Jan Morris – Hardware Distillery                   Bill Grondin- Course warden ‘Cushman Cruise’ disc golf course

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 June 24, 2020, Commissioner Booth seconded, unanimously approved.

Vouchers:  The following Vouchers/Warrants were approved for payment: July 8, 2020 1of1 in the amount of $4,260.54 and Commissioner Payroll in the amount of $2,205.04 totaling $6,465.58

Public Communication:  Commissioner Petz asked the port’s director to recap the entire public restroom situation ending with the cost to the Port’s budget.  The director went over the timeline from the beginning of the failed septic system in 2018, steps taken to identify the problem, exploration of all of the available avenues to remedy the situation and the analysis to maintain and supply the public restrooms. The operational cost to supply and maintain the public restrooms cost up to 31% of the ports budget and installation of a new drain field would cost the port 28% of its reserve. M. Purvis said it was sad that we failed to find a solution. He suggested analyzing the cost to pump the septic tank every time it gets full instead of spending money for the cost of a new drain field.  He said the port will need to find a way to operate it or remove it. M Purvis did an analysis of the cars in the parking area by the public restrooms and found 10% of the people using the public restrooms use their store, 90% of the people go to the others stores, are hikers, boaters & travelers.  He said the Hoodsport businesses and WSDOT should be sharing the cost.  He feels public restrooms are needed in every town and named several towns in the state who have them.  He suggested if the community business owners were not willing to step up to help with the cost, the port could campaign for a Levy to raise taxes to help pay for the public restrooms especially since when the public was polled in 2007, public restrooms were the number one item the community wanted.  The people wanted the public restrooms, it was unanimous, maybe they will pay a higher tax to keep it in Hoodsport.  This makes Hoodsport a real town. Other business owners think the public restrooms were built for IGA. We donated the land for the public restrooms, septic system and drain field, we also pay for the water.

We need a certain standard; the restrooms need to be clean and nice or not at all.  M. Purvis said if the County approved using the existing drain field and the effluent could be monitored so it was pumped when the tank was full, it could work.  Just put a meter on the tank and have the pumper pump it into the drain field when its full, pumping more often with regularity and possibly once per week for 12 summer weeks may be a better plan. IGA would be willing to pay for 50% of the cost to pump the septic tank for only one year for the cost of pumping only.  Commissioner Brazil said before COVID-19, the public restrooms were open Friday-Monday as per the County’s guidelines since the drain field failed. The restrooms are now closed to the public to prevent the spread of the virus to the public and port personnel.  We have had portable restrooms with hand washing stations since March 2020.  M. Purvis said, we are not trying to hurry or push the issue and don’t want to rush it.  Commissioner Petz said he will get B. Sund to check with the County to make sure they would approve if we downsize by cutting back the 2 drain field laterals, set the distribution to only 8 laterals then monitor the effluent and how much is going in to the drain field.  M. Purvis said it is hard to work within B. Sund’s time frames with any kind of installation of a new drain field.  Commissioner Petz said with everyone the port consulted with to identify the problem, it was B. Sund who did, and he has good communication with the County.  B. Sund renewed his license strictly to help the port in this situation. J. Morris from the Hardware Distillery said she would contribute $1-$3000. Per year and will ask other business owners to contribute. She said she would do whatever it takes to help get a tax increase levy passed.  Commissioner Petz said the Port has not increased the Levy for 10 years and could take the highest levy for the 2021 budget without a vote.  M. Purvis said the broader we can spread the cost, the less one person has to pay, until COVID simmers down, we have time to do homework.  Jan said most ports keep their public restrooms open.  Commissioner Booth said other ports have a big budget and the staff.  Commissioner Brazil said those other ports are enormous with big budgets. Jan said she can start fund raising.  M. Purvis said the Port of Hoodsport is the cheapest tax district. Commissioner Brazil said our dock needs attention. Commissioner Booth said our gangway has collapsed down and we are missing a float among other things that will continue to go wrong with the dock. M. Purvis said if you take out the docks and the public restrooms, people will miss them.  Commissioner Petz said he would contact the County and B. Sund to find out if we can operate as discussed. M. Purvis said he appreciates everything and would like to communicate as often as possible. B Grondin said the Shelton Disc Golf club had its meeting on July 6^th at the Shelton disc golf course. Commissioner Brazil said he tried to attend but could not find the disc golf course in Shelton. B. Grondin said it is by the cemetery and the next meeting is scheduled for August 3^rd.  He said it will be one year since the Hoodsport Hills Birdie Bash grand opening.  Commissioner Brazil said he would like to see them do something for the annual anniversary of the opening to generate publicity and promote the disc golf course, you can encourage people to come out with flyers and have free hot dogs.  B. Grondin said we plan to have a tournament on August 8^th, we could have a pay to play $10. 00 to enter with an 18-hole payout.  Entry fee could be for one round, members get 50% off.  COVID-19 slowed things down a lot.  He would like to have a nighttime glow disc tournament and have an event at the same time every year.  B. Grondin said the club is talking about lengthening 4 holes at the birdie bash and get players opinions to evaluate the difficulty.  Commissioner Brazil said in regular golf there are red, white and blue holes to accommodate different technical levels of golfers, you can play three different ways with two pad placements for each hole. B. Grondin said after the tournament in August, we will have a good feeling about where to place the pads. After Labor Day, we will need fill dirt, bed sand and wood for the bases to set the composite pads.  Commissioner Brazil asked if they have disc golf score cards, B. Grondin said we have score cards during tournament’s but not when we go out to play, we use plastic score cards that can be erased.  B. Osborne said he would build a Kiosk before the tournament.  B. Grondin said Josh will run the tournament and he will ask Morgan if he can make a map of the course.  B. Grondin said he would like to invite the Commissioners up to the course on August 8^th for the Birdie Bash from 8am-5pm.  Commissioner Brazil said he would be there.

Commissioner Reports:  Commissioner Booth met with Jack Inslee of Marina Floats regarding emergency repair on the dock to the gangway and the end finger of the dock which appears to be missing a float.  She said Marine Floats is on the MRSC roster and bid came out to $5000.00 for materials, permits and labor.  She let Jack know that the public dock will be extremely busy during shrimping days and gave him those dates of July 15^th and July 28^th to avoid working on the docks.

Port Maintenance Reports:

Hoodsport Trail Park & Disc Golf Park:  S. Lindgren said he is clearing hiking trails as needed. The disc golf course and parking area is looking great, people are playing a lot of disc golf.

Hoodsport Marina, Dock & Waterfront Park: S. Lindgren said lots of people are using the dock and the waterfront park. Hundreds of snails are still eating the flowers in the planters, despite using snail bait.  Over the 4^th of July weekend, there were people everywhere setting off fireworks, despite the Ports signs that say, ‘No Fireworks’. He picked up the discharged fireworks trash, it filled the dumpster. Lots of garbage is being left by people, shrimp days are the worst, shrimp heads and smelly cat food is in and around the garbage cans.  The marina slips have been full during shrimping, future shrimping dates are July 15th & 28^th. The Welcome to Hoodsport sign blew off the dock in a big wind, it was retrieved and will be fixed.

Public Restrooms: Currently closed to the public for health and safety reasons due to COVID-19 pandemic. Portable restrooms with hand washing stations are available for the public provided by the Port and the Purvis’. The company who services the portable restrooms are cleaning them Monday, Wednesday and Fridays.  The Port personnel are checking garbage and supplying additional toilet paper daily.

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

Port Directors Report   The port director presented the Commission with Resolution 2020-02 stating the Port of  Hoodsport has established the Remote Meeting Procedures and arranged for remote attendance by the public at those meetings.  the Port of Hoodsport has all of its commission and one third of its contracted personnel in the high-risk category. The Port of Hoodsport’s conference area in their office space is the dimension of 10 feet by 20 feet making it impossible to social distance at least 6 feet. The Port of Hoodsport desires to continue conducting meetings that are subject to RCW 42.30 during the COVID-19 outbreak in a manner that allows for public participation with the fewest restrictions. The Port of Hoodsport restates, ratifies and extends the Remote Meeting Procedures it has established under Proclamation 20-28 regarding remote attendance for meetings subject to RCW 42.30, the Open Public Meetings Act until it is safe to return to the limited office space and can continue keeping the health and safety of the commission and contracted personnel. The port director will attend the annual port director’s seminar hosted by the Washington Public Ports Assn. on Thursday July 9^th via an online meeting venue.  The Port director will be writing port policy once the WPPA has verbiage available for ports to create an adaptive evolving work policy as COVID-19 evolves and we continue to receive guidelines and mandates from the Governor.  An email was sent to Lori, the president of the Mason County golf association to discuss current officers, board members, a memorandum of understanding and expectations. Lori has not been able to attend a port meeting due to work circumstances.  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 MasonTV, 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:                  June 2020 Financial statement was discussed                  Old Business:        As discussed above                         New Business:       None

Next Meeting:          July 22, 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 11:05 a.m.

 2020 Regular Port Commission Meetings are scheduled as follows:    Wednesday’s at 9am           July 22, August 12, August 26

________________________  _______________________  _____________________    Commissioner Petz                  Commissioner Brazil                Commissioner Booth