Port Commission Minutes

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

June 5, 2024

Call to Order:   9:20am                                                   Adjourned:  10:06am

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 -unexcused absence

                                                Commissioner Morris

Staff Present:                    K. Wyatt, Executive Director

                                                S. Lindgren – Maintenance Facility Supervisor

Public speakers:              Jan Morris – Fjordin Crossin

Approval of Agenda:       Commissioner Kincannon motioned to approve the June 5, 2024; agenda as amended to remove F McCullough as a Speaker.  Commissioner Morris seconded; all in favor, it was unanimously approved.

Minutes: Commissioner Kincannon motioned to approve the regular port commission meeting minutes for May 8, 2024, Commissioner Morris seconded, it was unanimously approved.

Vouchers:  Commissioner Kincannon motioned to approve May 2024 Voucher 1of1 in the amount of $15,284.21 and Marine Floats dock repair ck #3 $5,374.33 Commissioner Morris seconded, it was unanimously approved.

Public Communication:   

J Morris said everything is in place, we would like to reserve some parking spaces in front of the port office for some special attendees.  The Director said we can reserve 2 parking spaces in front of the office, S. Lindgren said I will put up cones and reserve signs.  J Morris said the bus route is changing so the bus driver won’t have to make any left turns on the highway, she will drive to the Oyster bank as the turn around then would like to use the Port’s two parallel parking spaces to drop off and load up passengers. S Lindgren said I will coordinate that with you. 

Commissioner Reports    

Commissioner Kincannon said I will be at the Fjordin Crossin with the Director to get signatures on a support letter for the next round of capital funding for a dock replacement and to collect donations for what was not appropriated to repair the dock this year.  J Morris said Kerry has designated a space for you to set up a table near the sidewalk next to the information table.  Commissioner Kincannon said that’s terrific, we will be there between 11am and 1pm I ordered Port t-shirts, sweatshirts, and hats and we have extra disc golf frisbees to hand out.  I will work on a thank you letter that we can laminate for the public to look at.  Commissioner Morris said I spoke to Corey at Marine Floats, the last of the parts for the dock repair have arrived, they need to shut down the dock for at least 4 days to finish and will be there from June 17^th – June 21^st.  The Director said we will post the closure dates on the website and put up the Dock closure banner facing the waterside for boats to see, post signs at the kiosk, the gate to the pier and the port office window.  Commissioner Morris said it will be wrapped up by June 22^nd for the Fjordin Crossin, the dock will be ready and back open.  I will talk to Marine Floats about a 1/4ly ‘maintenance program’ possibility with a checklist that the facility maintenance director can go by to make periodic checks.  This may also help with receiving funds from the state for an application toward maintenance funds.  Commissioner Kincannon said I would like to work with the Chamber, they are very supportive of our community.  Commissioner Morris said the dock rebuild is a big ask, the more partners and community support we have will make a difference. 

Port Maintenance Reports:

Hoodsport Trail Park & Disc Golf Park:  S Lindgren said Hole 10 is almost finished at the Disc Golf Park, the t baskets at Hole 11 need to be raised up to a certain height so there’s a little welding to be done.  We are making small hills with chips and doing some creative landscape and are about ¾ of the way finished. We will need to order three more baskets. Commissioner Morris said I like the whimsey and mysterious leans to the new holes.  Maybe we can have a Grand opening mid-July or August.  S Lindgren said the library started a new storybook on the trail.  D Stacy is keeping the trail park real clean and will be putting the trail signs back up.  People are still dumping trash at the main trail park parking lot.

Hoodsport Marina, Dock & Waterfront Park:  S Lindgren said, most of the irrigation is done, flowers and grass are growing good.  I will start striping the parking lot and re stencil the ADA parking spaces.  We are going to start working on the wild roses at the North end of the beach.

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, May – October, four portable restrooms are serviced 3 times per week.  In winter, November – April three rentals are 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:  People continue to throw household garbage in all the trash cans provided by the Port in town and at the trail park, there has been an increase of abandoned furniture and junk left next to the gazebo, unfortunately, the Port must pay to haul it to the dump.

Port Directors Report: 

The director said I will be attending a Department of Commerce Direct Appropriations for Local & Community Projects grant seminar on June 18^th to learn more about the steps needed before a contract can be executed prior to awarded capital funds being disbursed.  There are a lot of steps, and it could take months to received the funding.  We received an email from the WPPA who surveyed other Ports on Metal Detecting policies, there was only one Port who had a policy.  Commissioner Morris said if people ask, let’s just direct them to the WA State website where they can register and take the Oath to report anything of historical significance.  The Director said I have been working closely with the Port’s CPA, we just completed the Schedule 22 annual audit and submitted it to the State Auditor on May 30^th.  Timesheets have been emailed to the commission for Q2 April – June meetings and will be submitted for payroll at the end of June.  We need to chose some regular port commission meeting dates for the next few months.  July 10^th and August 14^th were selected.

Budget:     Financial statements for May were not yet available for review

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

Next Meeting:    July 10^, 2024

Adjourn:          Commissioner Kincannon made a motion to adjourn the Regular Port Commission meeting, Commissioner Morris seconded, it was unanimously approved, meeting adjourned at am 10:06am

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

May 8, 2024

Call to Order:   9:01am                                                   Adjourned:  10:10am

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:              F McCullough – NW Land & Tree

Approval of Agenda:       Commissioner Kincannon motioned to approve the May 8, 2024, agenda as amended to include Marine Floats 1^st & 2^nd payment checks.  Commissioner Morris seconded; all in favor, it was unanimously approved.

Minutes: Commissioner Kincannon motioned to approve the regular port commission meeting minutes for April 10, 2024, Commissioner Brazil seconded, it was unanimously approved.

Vouchers:  Commissioner Morris motioned to approve April 2024 Voucher 1of1 in the amount of $15,729.43 and Marine Floats dock repair cks #1 $5,374.33 & #2 $5,374.33 Commissioner Kincannon seconded, it was unanimously approved.

Public Communication:   

F McCullough said it is nice to work with S Lindgren, we started on the 10^th T-Basket hole at the Disc Golf course, it took 7 hours to complete without the T-box or goal, it turned out sweet we smoked it out real quick.  I donated my time on hole #10 to find out how long it would take to complete each hole and estimated that it will take 7 hours at $1050 per hole for labor and equipment. I called Lake Cushman Maintenance Company, they brought us more chips at no cost, we moved dirt and stacked the chips to sculpt the landscape, we will have enough for the rest of the course.  Commissioner Morris said, in doing the math for your labor & equipment costs it comes out to about $8400. S Lindgren said his estimation for labor is $2400.  Commissioner Morris said okay then about $12,000. to finish the course, what about materials?  S Lindgren said pipes, locks, cement will probably cost $3,000. for a total of $15,000. to complete the course.  Commissioner Morris made a motion to approve $15,000. to complete the additional holes to complete the additional 9 holes at the disc golf course.  Commissioner Kincannon seconded, all in favor, it was unanimous.  The Director said I will transfer funds from the Hoodsport Trail Park investment account into the general account to cover the costs.  Commissioner Morris asked what is a reasonable timeframe for completion of the additional 8 holes? Commissioner Kincannon said can we shoot for July 4^th?  Commissioner Brazil said grooming the trail takes a long time, we don’t need to push it, S Lindgren said between the two of us, using the Mule with its implements, and D Stacey helping us, who is working out well, we should be finished by July 4^th.  F McCullough said, “I don’t think that will be a problem.  People ask me all the time what’s going on with the dock, have you considered sponsorships like at baseball games where people hang their banners around the field for a sponsorship fee?   Commissioner Morris said we can accept donations from businesses but can’t hang a banner along the rail.  The Director said, the Port has a list of people who have donated to help repair the dock on the port’s website.  The list will also be shown to legislators at the next session and the next request for capital funds demonstrating that the Port is actively pursuing donations for the dock repair. Commissioner Kincannon said we will have a table at the Fjordin Crossin ready to accept donations from the public for the dock repair bills.

Commissioner Reports    

Commissioner Kincannon said the banners for the dock closure were made, one for the end of the dock facing the water, one for facing the highway and other banners were made to hang on tables at fundraising events.  Commissioner Brazil said I was in Hoodsport last weekend and the Dive event was very busy, there were people everywhere, most of the people were on tarps on the beach, there were small boats in the water all around the dock.  The Hoodsport trail park container shed looks great down there.  Commissioner Kincannon said do we have an estimate of what it will cost for a mural, do you know who did the murals around town? Commissioner Morris said the guy who did a couple of the murals in Hoodsport’s name is Haro.  I will reach out to the EDC to find out about matching grant funds for the mural artwork some local businesses may be interested in donating for that cause.  I will find out who they are using for the artwork around Shelton, they are aggressively receiving art grant money.  Commissioner Morris said the dock repairs are going quicker than expected.  We were worried about the YSS Dive shops event, so I reached out to Marine Floats about it, they said it was not recommended that anyone use the dock since it was not completely repaired. I spoke to the dive shop to let them know what the construction company said and that there was still construction debris on the dock.  I am 99% sure the 5 slips of the dock will be fully repaired by the first day of shrimping on 5/17.  The dock used to have 2 ladders, should we replace both ladders?  Commissioner Kincannon said “I think we should go with one ladder, Commissioner Morris said that is my opinion too. The contractor said all the parts are galvanized, the SW finger gets the most amount of stress because it is connected to the sliding ramp, it will need most of the hardware repair, I hope the parts get here in time.  We will probably have to barrier off that finger so no one can use it until it is secure.  The rest of the dock should be accessible for shrimping by 5/17, possibly done by the 14^th.  The director asked Commissioner Morris to update her as soon as possible on the status so a statement can be posted on the waterfront park kiosk & pier, the Port office window, and the Ports website.  Commissioner Morris said I will talk to the reporter about a press release newspaper update.  Commissioner Kincannon had to leave the meeting early due to a gas leak at the location where she was at and was excused.

Port Maintenance Reports:

Hoodsport Trail Park & Disc Golf Park:  S Lindgren said the Container shed looks great!  The trail signs are being made by D Stacey.

Hoodsport Marina, Dock & Waterfront Park:  S Lindgren said, the graffiti has been covered up, the flowers baskets are up and the planters at the waterfront park are planted, I haven’t planted the shrubs yet.  The stump that was moved away from the pilings has been cut up on the beach, the loose root wad was tied to one of the beach anchors.  The last finger on the SW corner of the dock has always been a problem, people have used it to swing their boat around, you can hardly get around it.  Commissioner Morris said we should get the hardware to repair it by Tuesday, it’s a problem but we still need that finger, we don’t want to lose the footprint of the dock because we will never get it back.  S Lindgren said I gave the contractor the floats that I retrieved when they popped out from under the dock, they said they would credit the Port for them.

Portable Restrooms:  Another portable restroom and increased service day was added in May. 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, May – October, four portable restrooms are serviced 3 times per week.  In winter, November – April three rentals are 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:  Garbage pick-up was increased to 2 times per week for the summer season. The same locals continue to throw household garbage in all the trash cans provided by the Port, by the parking area in town and at the trail park, there has been an increase of abandoned furniture and junk left next to the gazebo, unfortunately, we must haul it to the dump.

Port Directors Report: 

The director said I will work with Commissioner Kincannon and the web developer to update the port website with the most current dock repair information, a donation form and list of donors.  I am working with the WA State Department of Commerce on the steps to obtain the awarded state grant funds, they will be sending an updated guideline.  I have already submitted a contract readiness survey so we can work together on other requirements.  I am currently working with the Port’s CPA on the annual Schedule 22 audit, it will be complete by May 31^st.  The Port commission had a request to metal detect on the Port’s public beach.  Commissioner Morris said he was walking his dog at the Potlatch State Park and saw a ‘No metal detecting’ sign.  He did some research on state laws on metal detecting, the state has quite a few properties where they allow metal detecting, but you must fill out a form and register online with the state of Washington to sign an oath of metal detecting with a code of conduct and ethics that says if you find historical artifacts, you must report it the state.  F McCullough said once I was excavating close to tribal lands and was required to always have a tribal archeologist present, we did find an old wallet with old money, she took it with her.  Commissioner Brazil said someone could find artifacts.  Commissioner Morris said I will forward the link to the state site to the director and check with the WPPA to find out if there is a Metal Detecting policy in place at any of the other Ports. For now, I would like to have this person register with the state to limit risks.  Commissioner Brazil said I agree with Commissioner Morris, I think its fine, I am not worried about finding artifacts, the beach has probably been scoured, they may find mid century garbage, there used to be a restaurant over the beach that burned down a long time ago.

Budget:    March 2024 financial statements were reviewed.

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

Next Meeting:    June 5^th  (Since Commissioner Kincannon had to leave we will firm dates at the next meeting)

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

2024 Regular Port Commission Meetings are scheduled as follows:

Wednesday’s at 9am      June 5^th

Commissioner Kincannon         Commissioner Morris        Commissioner Brazil