Port Commission Minutes

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

March 13, 2024

Call to Order:   9:05am                                                   Adjourned:  9:43am

Hybrid Meeting Held at:   24113 North Highway 101, Suite A

Hoodsport, WA 98548

Virtual Zoom Conference Meeting Room ID#406-238-9936  

Roll Call:                             Commissioner Kincannon–Chairwoman/2^nd Trustee

                                                Commissioner Brazil – 2^nd Chairman/Trustee

                                                Commissioner Morris

Staff Present:                    K. Wyatt, Executive Director

                                                S. Lindgren – Maintenance Facility Supervisor

Public speakers:              none

Approval of Agenda:       Commissioner Kincannon motioned to approve the March 13, 2024, agenda as is.  Commissioner Morris seconded; all in favor, it was unanimously approved.

Minutes: Commissioner Kincannon motioned to approve the regular port commission meeting minutes for February 14, 2024, Commissioner Brazil seconded, it was unanimously approved.

Vouchers:  Commissioner Kincannon motioned to approve February 2024 Voucher 1of1 in the amount of $12,883.51 Commissioner Morris seconded, it was unanimously approved.

Public Communication:   

Annie with Timberland Libraries said she put up the spring story book at the Hoodsport Trail Park.  The storybook is ‘Hidden Treasures’.  Commissioner Brazil asked how the trail was, she said it was fine, I am glad I wore my rain boots.  Jen Bly said I am just here to listen.

Commissioner Reports    

Commissioner Kincannon said I have laminated closure signs for the dock and pier, I will get them to Scott.  I am working on T Shirts, hats and ¼ zip hoodies, they are Unisex sizes.  The graphic guy said the logo smudges but has a new process and a good deal.  I have checked on the container move, it is expensive if you are not purchasing a container.  S Lindgren said if you can get it close, we can move it into place, we will prepare the area it will be moved to, there is snow on the ground in the disc golf parking lot.  Commissioner Brazil said I was at the Hoodsport Trail Park and couldn’t get into the parking lot because of the snow.  Commissioner Morris said I met with Corey at Marine Floats he has the key to the docks gate and has the measurements for fabrication.  We are getting the Small Works Contract clarified and the corrected estimate will be emailed to me.  The Ports attorney will be making changes to the contract after we receive more information.  We are hoping the fabrication of parts will happen quickly after signing because Marine Floats has other large projects coming up.  I met with the Skokomish tribal council, they are going to endorse the dock repair project but were adamant about remaining sovereign, I will be attending more meetings to talk about assistance with maintenance and support for when we ask for the next round of capital funding, we will probably get them to sign off as an endorsement.  Commissioner Kincannon asked if Marine Floats put in for permits, Commissioner Morris said Corey and Cailan with DNR said this counts as an emergency minor repair that doesn’t need permits.  Cailan switches roles at DNR this month so we will have a new person working on the lease moving forward. 

Port Maintenance Reports:

Hoodsport Trail Park & Disc Golf Park:  S Lindgren said the weather is bad, the container site and additional 9 holes are on hold. Annie put up the new Story Book on the trail, there are a few limbs and trees down over the trail. Someone put a couch in the gazebo, furniture and trash have been left at the parking lots.

Hoodsport Marina, Dock & Waterfront Park:  S Lindgren said Cintas will be here Friday to service the fire extinguishers. The flower baskets have been ordered and I checked on the shrubs at Hunters, its still too cold to plant anything.

Portable Restrooms:  The Port of Hoodsport and Hood Canal Market Fresh share the cost of renting portable restrooms with hand washing stations for the public’s use.  In the summer season, they are serviced 3 times per week.  In winter, November through April there are 2 rentals, each serviced twice per week.  The Ports maintenance department monitors them for trash and additional toilet paper as needed in between services. 

Port parking/Office building/Maintenance shed:  The same locals continue to throw household garbage in all of the trash cans provided by the Port both in town and at the trail park.  The director reminded everyone that the Port facility maintenance department is short of a person to help with garbage during the winter and in all port areas in the summer season.

Port Directors Report: 

The director said the Port received confirmation of $41,000. in capital funding for the Port of Hoodsport’s emergency dock repairs, it is great news for the entire community!  Business owners and community members rallied together in endorsing the Port’s capital budget funding request. The Port Commission thanks every one of the community members and business owners for their endorsement, support, and strong advocacy for the funding request. The Port has received three individual dock repair donations totaling $1100., we will be posting Dock Repair Donors on the website soon.  If someone would like to contribute to the dock repair costs, there is a donation form that can be found on the Port of Hoodsport’s website at www.portofhoodsport.us . When the dock is repaired, we will have a grand re opening and will invite the district 35 legislators and lobbyist who went to bat for the emergency repair funds, the community businesses and supporters who endorsed the Port in their Letter of Support. We will invite the community to celebrate and educate them on the Port’s next venture to request capital funding for a dock replacement that will continue to serve as an emergency, economic and outdoor recreational asset in the heart of our small, rural community. I would like to remind the commission to sign paperwork on the conference table and I have sent Q1 Commission timesheets for payroll, please submit them to me as soon as possible. We need to set some future regular port commission meeting dates.  May 15^th and June 12^th were tentatively chosen.

Budget:    February 2024 financial statements were reviewed.

Old Business:  As discussed above        New Business:    As discussed above.

Next Meeting:    April 10^th, May 15^th, June 12^th  

Adjourn:          Commissioner Kincannon made a motion to adjourn the Regular Port Commission meeting, Commissioner Morris seconded, it was unanimously approved, meeting adjourned at am 9.43am

2024 Regular Port Commission Meetings are scheduled as follows:

Wednesday’s at 9am April 10^th, May 15^th, June 12^th

_______________________  _____________________  _________________________                 

Commissioner Kincannon         Commissioner Brazil         Commissioner Morris

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

February 14, 2024

Call to Order:   9:12am                                                   Adjourned:  10:14am

Hybrid Meeting Held at:   24113 North Highway 101, Suite A

Hoodsport, WA 98548

Virtual Zoom Conference Meeting Room ID#406-238-9936  

Roll Call:                             Commissioner Kincannon–Chairwoman/2^nd Trustee

                                                Commissioner Brazil – 2^nd Chairman/Trustee

                                                Commissioner Morris

Staff Present:                    K. Wyatt, Executive Director

                                                S. Lindgren – Maintenance Facility Supervisor

Public speakers:              Forest McCullough – NW Land & Tree

Approval of Agenda:       Commissioner Brazil motioned to approve the February 14, 2024, as amended to add Container shed, Disc Golf course additional 9 holes & election sweep to the Directors report on the regular port commission agenda.  Commissioner Morris seconded; all in favor, it was unanimously approved.

Minutes: Commissioner Kincannon motioned to approve the regular port commission meeting minutes for January 17, 2024, Commissioner Brazil seconded, it was unanimously approved.

Vouchers:  Commissioner Kincannon motioned to approve January 2024 Voucher 1of1 in the amount of $10,828.24 Commissioner Morris seconded, it was unanimously approved.

Public Communication:   

Jen Bly with Canal Side gifts wanted the port commission to know she puts her support behind the Port’s emergency dock repair project. Commissioner Kincannon said her name was on the letter of support that was submitted to legislators for the capital funding request.  F McCullough said I can prepare the area where the commission approved to move the container shed.  We will create stability to the bank that will be behind the shed, will bring in a trailer to haul away debris, make a clean french drainage system to improve what is already there, put down rock then set the shed.  We will need to cut down a tree, so it doesn’t eventually fall on top of the container.  It may be $3-4,000. and the cost to move the container.  S Lindgren said United Rentals may charge $3-$400. to move it, Commissioner Kincannon said I have a contact to move the container and will check with them.  F McCullough said with the additional 9 holes at the disc golf course, I will donate my time to create the first hole to see how much time it takes then I can estimate how much it will cost to do the other 8 holes.  Each hole will be 30 feet by 240-300 feet long, we will brush it out, limb up the trees and clear the area, this will give us an idea to see how the course will be layed out.  Commissioner Kincannon said that is great, I would like to make a motion to approve creating the first hole and spending up to $1000. to find out what an estimate will be to make all 9 holes.  F McCullough said the Lake Cushman maintenance company still has mounds of chips we can use to sculpt and design the course.  Commissioner Brazil said I second the motion, all in favor, it was unanimously approved.  F McCullough said he walked around the Hoodsport Trail Park and all the cedar trees that were planted in the reforestation have already grown 6 inches since they were planted last spring.  Commissioner Brazil said he sees people in all kinds of weather playing disc golf and walking. 

Commissioner Reports    

Commissioner Kincannon said we are in a fundraising process for the dock repair, community businesses will be sponsoring events to accept donations for the Port’s dock repair, people can sponsor fundraisers on their own, they can then give the port a lump sum check and the Port can accept donations directly from people.  The director said so far, we have received two generous donations, one from the Hardware Distillery in the amount of $500. and another from a community resident, Rebecca Cappelluti in the amount of $100.  Commissioner Brazil said residents around Lake Cushman like to have garage sales around Memorial Day, maybe some of them are willing to donate their proceeds for the dock repair.  The director said as we discussed in the last meeting, the Port attorney said there are specific rules the Port must follow around fundraising, however it can be present at a function to accept donation checks for the dock repair.  Commissioner Morris said there was a legislative meeting regarding the capital funding set up by the Port’s lobbyist on Port Day in Olympia, both state representatives Dan Griffey and Doug Couture along with the port’s lobbyist Holly Sanabria were present.  We got a positive affirmation to get the dock repair funded, there is such a small amount of money available in this cycle of funds allocation but there was enough earmarked along with other projects slated for those funds.  In March we should be able to get the funding notification, the port was at the top of requests for our district, there is no more ability to get new requests past the deadline. They will close the session on February 13^th, I met Drew MacEwan, he was adamant about this project getting funding and to be compliant with DNR.  Handshakes and promises are good, but you need to be the squeaky wheel.  Commissioner Brazil said that’s good we got the fire started, let’s not let it go out.  Commissioner Kincannon said this is phase I, the temporary fix to get up and running, we will need a lot more money than we are asking for when we go onto the next session for 2025, our lobbyist will be on it.  Commissioner Brazil said the people will want to know what we are doing, maybe we should have a community meeting to notify them about what’s going on.  Commissioner Kincannon said we currently have a large-scale campaign to get the word out, it includes newspaper press releases, notification at the kiosk at the waterfront park, the port website, magazine articles, boating publications like the Salish Sea guide, WPPA boating guide and word of mouth.  The Port will have an information table at both the shrimping season kickoff and the Fjordin Crossin on June 22^nd, we will be accepting donations. This will check a box for the next legislation application when we apply for capital funding, it will show our fundraising visibility and how tangible we are in the community.  This project is popular, the Chamber of Commerce wants to help with fundraising; as many of their members in Mason County, visitors and the surrounding community use the dock.  Commissioner Morris said Lisa Perry wants to help with fundraising also.  Commissioner Kincannon said for these events, we should have tee shirts, hoodies, and hats with the Port logo for the commission and staff, I have a resource and will check into pricing. Commissioner Morris said I will be meeting with Marine Floats on the 22^nd to get final measurements for fabrication then we will get a timeline and hopefully we are lucky with the weather.  We are hoping to get it done by shrimping season.

Port Maintenance Reports:

Hoodsport Trail Park & Disc Golf Park:  S Lindgren said people are leaving household trash, furniture, junk, and stuff next to the trash cans at the trail park parking lot, its disgusting.  Commissioner Kincannon said maybe we should lock the gate at night.  The Disc Golf course looks good, people are out walking and playing disc golf when the weather is good. 

Hoodsport Marina, Dock & Waterfront Park:  S Lindgren said there is still a big stump in the water floating around the pilings, I would like to find a way to push it away from the dock.  We are due to have fire extinguishers serviced, 2 on the dock, one by the public restrooms and 1 in the office.  We will need to order the flowers baskets for spring.  Can we use the two planters by the Ports parking are for shrubs this year instead of flowers, there is not a source of water there, they won’t need as much water as the flowers.

Portable Restrooms:  The Port of Hoodsport and Hood Canal Market Fresh share the cost of renting portable restrooms with hand washing stations for the public’s use.  In the summer season, they are serviced 3 times per week.  In winter, November through April there are 2 rentals, each serviced twice per week.  The Ports maintenance department monitors them for trash and additional toilet paper as needed in between services. 

Port parking/Office building/Maintenance shed:  The same locals continue to throw household garbage in the trash cans around the Ports office.  The director reminded everyone that the Port facility maintenance department is short of a person to help with garbage during the winter and in all port areas in summer season.

Port Directors Report: 

We discussed the docks bid and contract, when we have the final estimate, we will have the Port attorney create the small works contract to be signed.  We discussed fundraising, moving the container shed and details for the additional 9 holes at the disc golf course.  In February, Mason County Elections department will sweep the Ports general account for $2,150.09 as was outlined in detail in the Ports January regular port commission meeting, we received their invoice and breakdown so in addition to the February monthly bills, that will be deducted.  We need to look at our calendars and make tentative meeting dates for the next few months. 

Budget:    January 2024 financial statements were reviewed.

Old Business:  As discussed above        New Business:    As discussed above.

Next Meeting:    March 13^th, April 10^th

Adjourn:          Commissioner Kincannon made a motion to adjourn the Regular Port Commission meeting, Commissioner Morris seconded, it was unanimously approved, meeting adjourned at am 10:14am

2024 Regular Port Commission Meetings are scheduled as follows:

Wednesday’s at 9am March 13^th April 10^th  

_______________________  _____________________  _________________________                  Commissioner Kincannon         Commissioner Brazil         Commissioner Morris