Port Commission Minutes

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

February 5, 2020

 Call to Order:   9:00am          Adjourned:  10:30am

Meeting Held at:    Port of Hoodsport 24113 N US Hwy 101 Hoodsport, WA

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

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

Public:    Forest McCullough – NW Tree      Jan Morris – Hardware Distillery, Fjordin Crossin

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

Minutes: Commissioner Brazil made a motion to approve the regular port commission minutes from January 8, 2020, Commissioner Booth seconded, they were unanimously approved.

Vouchers:   The following Vouchers/Warrants are for approval of payment: Commissioner Brazil made a motion to approve the Voucher for February 5, 2020 1 of 1 in the amount of $7,534.13 and a Sweep of the general fund account in the amount of $1,535.59 which will be taken out by the Mason County Treasurer’s office on February 14^th for the Ports associated costs in the 2019 general election. Total amount paid in invoices including the sweep is $9,069.72

Public Communication:  Jan M. loves the new solar powered crosswalk and blinking lights that was installed at the corner of Schoolhouse Hill Rd. and Highway 101 by WSDOT. She says it works to bring attention to people crossing the highway.  B. Osborne said WSDOT replaced the crosswalk sign on the highway in front of the Ports marina with a breakaway sign. Jan wants to have a pedestrian refuge so people can get out of the rain on the West side of the crosswalk by the library where it is currently dirt.  Commissioner Booth suggested having a local artist create and donate a metal sculpture that could be a part of the refuge.  She said WSDOT probably has a pool of architects who could draw up a plan.  Jan said she was going to talk to Commissioner Sharon Trask to find out if there may be money the County can donate toward the refuge.  Jan is working on two ‘Oysters on the Beach’ events in collaboration with Cindy Sund for April 11^th and 25^th between 3-5pm.  Cindy will give history of generations of her family living on the Hood Canal and how to identify and find oysters on the beach.  The Kiwanis will be donating cups and providing 5-gallon bottled water jugs.  There is a maximum capacity of 16 people per event.  Jan is also working on future art shows at the local library.  Forest McCullough with NW Tree service spoke to a local forester who walked with him to identify over 100 hazard trees that need to be taken down in the Hoodsport Trail Park.  F. McCullough said the trees will be cut and left on the ground as they are not good for anything, not even pulp.  He said paperwork can be done with Department of Natural Resources to keep the paper trail going along as an ongoing part of the harvest from 2011, the last SEPA should still be good however there are no permits needed to fall hazard trees.  He will do an evaluation and let the port commission know what the cost and timeframe will be.  The Hoodsport Trail park will be closed during the falling of trees. F. McCullough said the port commission should submit a Forest Practice Application with DNR for the future forest management and plan since this will be an ongoing issue because the Fir and Alder Trees that are over 90 years old will continue to get root rot.  There should be a 5-year harvest plan so the port can capitalize on the timber that is harvested instead of just falling them as hazard trees once they are infected with root rot.

Commissioner Reports:  None

Port Maintenance Reports:

Hoodsport Trail Park & Disc Golf Park:  The trail park will be closed during inclement weather. S. Lindgren has been cleaning up fallen debris in the parking areas as needed. B Grondin is opening and closing the chain barrier for disc golfers.

Hoodsport Marina, Dock & Waterfront Park: B. Osborne said the mower will be serviced.

Public Restrooms: Currently open to the public intermittently as directed by Mason County and the septic specialist.  Readings on the septic tank gallonage is monitored as required.  De Icer is spread on the asphalt in front of the public restrooms as needed.

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

Port Operations Manager Report

The Port administrator and port commission discussed what information will be inserted into a presentation format regarding the history of the port and public restrooms from inception of the idea by public request to the present state of the septic drain field.  This information will eventually be put into a formal request to Washington State Department of Transportation in hopes that they will adopt the public restrooms as an official state managed highway public restroom.  There is a great need for the public restrooms along highway 101 for the general public’s use and the fact that it brings tourism into Hoodsport. The County commissioner and Mason county public works are working on deeding a county owned property as a solution for an alternative drain field that will support the current public restrooms septic system.  The 80-acre Hoodsport Trail Park was deeded to the Port of Hoodsport in 2009 to manage and be a steward of as a public recreational property.  The port is obligated to write a biennial report as to the progress and state of the trail park.  The report will be due in April 2020.  The direction of the public restrooms and a public hearing will be held once the port is certain of all the options available.

Budget:                  January financial statement was not available.

 Old Business:        As discussed above                  New Business:       None

Next Meeting:          March 11, 2020 to be held at the Port of Hoodsport Office

Adjourn:        Commissioner Brazil made a motion to adjourn the Regular Port Commission meeting, Commissioner Booth seconded, it was unanimously approved, meeting adjourned at 10:30 a.m.

2020 Regular Port Commission Meetings are scheduled as follows:

Wednesday’s at 9am     March 11^th     April 8^th 

 Commissioner Petz                  Commissioner Brazil                Commissioner Booth

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

October 9, 2019

Call to Order:   9:00am                                                    Adjourned:  10:48am

Meeting Held at:    Port of Hoodsport 24113 N US Hwy 101 Hoodsport, WA

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

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

Public:                              B. Sund – Septic Designer/Consultant

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

Minutes: Commissioner Brazil made a motion to approve the minutes from September 11,2019, Commissioner Booth seconded, it was unanimously approved.

Vouchers:   The following Vouchers/Warrants are for approval of payment: Commissioner Petz made a motion to approve September 1 of 1 in the amount of $8,585.77 and 3^rd ¼ Commission Payroll in the amount of $1,649.70; Commissioner Booth seconded; it was unanimously approved.

Public Communication:  B. Sund looked at the property owned by Mason County with S. Lindgren as a possible alternative septic drain field.  It looked good as an alternative, but we won’t know for sure until we dig test holes.  If we get heavy rains after the test holes are dug, it could be a problem.  Commissioner Petz asked if it was worth pursuing the property for the septic system drain field repair.   Commissioner Petz said to the commission, I think we should pursue this property, it is our only option, Commissioners Brazil and Booth concurred.  Commissioner Brazil made a motion to move forward with the County Commission on a transfer of the County property to the Port of Hoodsport for the purpose of an alternative septic drain field.  Commissioner Booth seconded; the motion was unanimously approved.  Commissioner Petz asked the port administrator to contact Kevin Shutty, the County Commissioner to discuss how to move forward with transferring the County property to the Port of Hoodsport.  B. Sund said if the port can acquire the property, they can dig the perc holes in the spring, submit a re design to the county and do the repair in May or June of 2020.  He said there is a lot of growth happening in North Mason County and on the peninsula, and the usage of the public restrooms will have to be curbed to what the usage of the design allows for.  Commissioner Petz asked B. Sund if the new location will allow for a larger capacity.  B. Sund said yes, we could install ten runs sixty feet long, we can max the amount of footage that can be installed however we will need a longer transport line.  Commissioner Petz asked B. Sund how many times the septic tank chamber should be pumped per year and specifically before or after which holidays during the year.  B. Sund said at least five times, before Labor Day, Memorial Day, 4^th of July, January and August.

Commissioner Reports:  none

Port Maintenance Reports:

Hoodsport Trail Park & Disc Golf Park:  B. Osborne said the disc golf parking area could use another load of bark.  Commissioner Petz asked how much bark was delivered before, B. Osborne said it is a 53-foot trailer that holds 100 yards of bark.  Commissioner Brazil said the parking area needs it; it should be done.  Commissioner Brazil made a motion to order another delivery, Commissioner Booth seconded the motion, it was unanimously approved. S. Lindgren said he retrieved the #1 tee basket that was crushed by a falling tree, he is bending it back into shape, the welds were broken so he is welding it back together as a backup.  Commissioner Brazil said a concerned citizen told him someone needs to check the bridges at the park for railing damage and the trails for downed trees. Commissioner Petz asked if there was a local arborist who could walk the trail park to identify dangerous trees.  B. Sund said Mike Davies is a forester and gave the port administrator his phone number to call for information on cost and availability.  B. Osborne said Jim Goodpastor volunteered time and a couple of giant rocks to the Port of Hoodsport, he then placed them in the parking area at the disc golf park to prevent off road vehicles from driving through and on the disc golf trails.

Hoodsport Marina, Dock & Waterfront Park: B. Osborne said two planters were stolen from in front of the Port maintenance shed.  S. Lindgren looked at the surveillance footage and saw someone tip over the planters to empty the dirt and lifted both concrete planters into his truck in less than two minutes.  He also thought he spotted the truck which may have been the same guy selling wood.  When the repairs are made to the fascia on the outer edge of the boat dock, a separate invoice will be created to bill the sailboat owner from the damage done by his sailboat.

Public Restrooms: Currently open to the public intermittently as directed by Mason County and the septic specialist.  Readings on the septic tank gallonage is monitored as required.

Port parking/Office building/Maintenance shed: B. Osborne and S. Lindgren both have App’s on their phones live streaming the surveillance cameras that cover the public restrooms, office, shed, parking lot, waterfront park and the dock. Dumpster pick up has been cut down to every other week starting October 8^th,

Port Operations Manager Report

The port administrator received $280.00 from the sailboat owner for the remainder of the moorage fees owed, Mason County Sheriff’s Sergeant Severance was notified.  When the dock is repaired from the damage, an invoice will be submitted to the owner for cost of material and time.  A draft copy of the Traffic safety ‘Charette report was emailed to the port commission for their comments and approval prior to a final report.  Commissioner Petz said he thought the report read well and took all issues and comments into consideration.  Commissioner Brazil made a motion to approve the Hoodsport Pedestrian Study, Commissioner Booth seconded, it was unanimously approved.  The Port administrator received sample Volunteer forms from Enduris insurance company that could be used, the forms are not mandatory and were provided upon request.  Commissioner Brazil said there is a Volunteer form used at Lake Cushman that he would obtain a copy of for the commission to review.  The Port administrator said the port missed the deadline for tourism tax funds for consideration in 2020 but will look for the application in 2020 for funds that may help defer growing public restroom costs for 2021.  Commissioner Brazil asked if the distribution of 2020 funds can be obtained, the port administrator will obtain the allocation report. A copy of the Port of Hoodsport’s Fall Newsletter was given to the commission in an email for approval.  A final draft was approved to be published on the Ports website, posted on the port office window, kiosk at the waterfront park and the library.  A copy was emailed to Lake Cushman’s newsletter editor to be inserted in their newsletter.  A preliminary budget without final revenue numbers was reviewed by the port commission except for election fees, seminar expenses and the 2020 Levy rate which has not yet been distributed by the Auditors office.  When the information is received by the port administrator and figured in, another copy of the preliminary budget will be emailed to the commission for review.  A public hearing with the final budget will be held on November 13, 2019.  The port administrator said there has been expenses to review surveillance footage from theft of port property and neighboring property.  Currently there is not a line item in the budget to draw from when the maintenance personnel take time to review surveillance footage.  The commission discussed it and concluded to create another category specifically for surveillance and make a line item called security.

 Budget:                  September 2019 financial statement was reviewed.

 Old Business:        As discussed above

New Business:       None

Next Meeting:          November 13, 2019 to be held at the Port of Hoodsport Office

Adjourn:      Commissioner Brazil made a motion to adjourn the Regular Port Commission meeting, Commissioner Booth seconded, it was unanimously approved, meeting adjourned at 10:48 a.m.

2019 Regular Port Commission Meetings are scheduled as follows: Wednesday’s at 9am November 13^th, December 11^th,

2020 Meetings  January 8^th, February 12^th

Commissioner Petz                  Commissioner Brazil                Commissioner Booth