Port Commission Minutes

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

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

January 17, 2023

Call to Order:   9:13am                                                   Adjourned:  10:46am

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 Supervisor

Public speakers:             

Approval of Agenda:       Commissioner Kincannon motioned to approve the January 17, 2024, 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 December 13, 2023, Commissioner Brazil seconded, it was unanimously approved.

Vouchers:  Commissioner Kincannon motioned to approve December 2023 Voucher, 1of1 in the amount of $10,728.10 and Q4 Commission Payroll in the amount of $1,392.38 Commissioner Morris seconded, it was unanimously approved.

Public Communication:   

Jan Moris with the Hardware Distillery handed S Lindgren a donation check in the amount of $500.00 for the Ports public dock repair fund.  Commissioner Kincannon thanked J Morris, owner of the Hardware Distillery for her generous donation and support. The director said the port is authorized to accept donations as per its ‘Donation Policy’, Resolution POH2023-02 accepting donations to serve a public purpose in support of specific projects or a donation in general. J Morris asked if the Port is going around to the businesses in Hoodsport for donations.  Commissioner Kincannon said yes, the Port already asked all business owners for donations in an email when we asked for their endorsement of the letter of support.  The Port commission will be asking legislation to apply for state capital funding in the 2025 session for either a full repair or replacement of the public dock.  It’s been said that when applying for capital funding, in their review of the application, it helps to see that the agency demonstrated fund-raising efforts.  J Morris said if the Port would like to have a presence at the Fjordin Crossin event, you are welcome to have a spot to set up a fundraising table for the dock repair.  Commissioner Kincannon said yes, that would be awesome, the director and I have been brainstorming with ideas for fundraising. Commissioner Morris said I would like to set up a table during Shrimp season for fundraising.  Commissioner Kincannon asked J Morris where they are with the EV charging stations.  J Morris said we are at a stumbling block, trying to get in touch with Blink is totally impossible, the engineer looked at the EVC spot at the ‘Landing Building’, said there were a couple of parking spaces, and that the pole would have to be upgraded to support a slow-fast charge.  He said the pole next to the portable restrooms and ports office could work, but the grocery store is at their limit.  We need to find out who owns the parking spaces, the director said the store owns the three parking spaces next to the portable restrooms.  J Morris said there is an EVC going in at the Sunrise Motel for their guests, but it is a 1 phase slow charge.  Commissioner Kincannon said if you need help, call me.  J Morris said on Friday night at the Brewery between 5;30-7pm there will be a meet and greet with the Superintendent for the Hood Canal School board, it will be informational, we would love to see you there to support.

Commissioner Reports    

Commissioner Morris said here’s an update on the dock, we got a bid from Marine Floats, the ports attorney sent them our contract and they submitted it to their legal department.  After reviewing the ports contract, they changed the hourly rate from $105. p/hour to $145. p/hour to meet prevailing wages.  It adds up to possibly about a 7% increase or $7,000., not nearly as dramatic of an increase of what was expected at 10%, the bid will be revised, doing rough math to about $48,264. We are waiting for the revised invoice.  Commissioner Kincannon asked the director if the port has enough funds to start the project while waiting for capital funding.  The director said yes, the end of year numbers shows the port collected all its property tax levy, collected $10,000. additional in Timber taxes and an additional $12,000. in interest. 2023’s end balance is $21,000.00 over what was estimated.  Commissioner Kincannon said I would like to make a motion to approve Marine Floats bid up to $50,000. Commissioner Morris seconded the motion, all in favor.  Commissioner Kincannon said everyone who was contacted for their endorsement on the letter of support was kind and supportive, we have verbal support and logos from local business owners and prominent community members and are still waiting to hear from a couple of business owners in Union.  We were advised to get the letter finalized now, as it is the cutoff time for the original ask for capital funding.  Commissioner Brazil said it will be tough pulling in money until summer can we ask small ports to contribute?  Commissioner Kincannon said we did receive the Washington Public Ports Association’s endorsement and logo to use on the letter.  Commissioner Kincannon asked if J Morris advertised the Fjordin Crossin event in the Fjord magazine, J Morris said yes, we don’t know when the next deadline is, it usually comes out in the spring and again just before the Fjordin Crossin event.  Rachel writes stories, maybe the Port could give her bullet points and ask her to include an article about what you want to raise funds for.  Commissioner Kincannon said it would be a great opportunity for the Port to advertise and keep the public informed on what is happening with the port’s public amenities, the dock repair, and be another resource for public donations.  Commissioner Morris said you may want to explore KMAS radio station and get an interview with Jeff Slakey with talking points about where the port is at with the dock situation and how to donate to help with dock repair. Commissioner Brazil said we need to let people know from outside the Hoodsport area before they come to the dock about what is going on. The director said we can start a campaign of awareness by creating a link on the port’s website specifically for the dock, showing the docks history, emergency dock situation and future dock repair information, a QR code and link to a donation page with information on how to make a donation can be established.  Commissioner Morris said that’s a great idea to get the community together with the limited repair also setting a template for the big ask next year.  The director said I will work with the web page designer and Commissioner Kincannon on the port’s website.  Commissioner Kincannon said we can reach out to the Shelton Mason County Journal to write an article to update the public with information, a direct contact and where to go to read about dock repair specifics.  Commissioner Morris said we are planning to attend Port Day at the capital in Olympia on February 2^nd, do we need to sign up?  Commissioner Kincannon said there is an open schedule, we are working with the lobbyist to set up specific meetings with legislators.

Port Maintenance Reports:

Hoodsport Trail Park & Disc Golf Park:  S Lindgren said I finished the signs, the arrow, flora, fauna, storybook trail, and parking lot signs for the trail park are all made up and can be installed in many ways.  The state originally used 4×4 posts with concrete bases, but they are all gone.  We can put the signs on the trees, concrete posts, or wood posts.  How does the commission want them installed? Commissioner Kincannon said we want good quality, plastic milk carton posts that are indestructible and will last a long time.  S Lindgren said, unfortunately it has been our experience that anything put into the ground will be vandalized, knocked down or torn down.  The mule is rigged with implements for the additional 9 holes at the disc golf course. We only need one basket and 1 t box; all of the others were recovered.  The parking lots are all draining nicely, and the planted trees are green and healthy. 

Hoodsport Marina, Dock & Waterfront Park:  S Lindgren said there’s a big dead head stump in the water, it washed up between the pilings at the dock.  We have been trying to push it off, apparently someone south of the ports dock, released a bunch of tree stumps and they are moving around in the water with the storms and high tides.  Barbara Gray would like the gate to the pier moved toward the ramp so people can walk on the pier.  Commissioner Brazil said we are really short on cash these days with the dock repair but could get a bid and let her know what it costs.  Commissioner Kincannon asked S Lindgren if B Gray would like to come to the next regular port commission meeting to talk about the gate and what the port’s situation is, she is welcome.  S Lindgren said, I measured the area to bring the container shed down to port property, we can’t put it perpendicular but can fit it in on the grass parallel to the parking area.  I will spray paint the exact area the container shed can fit into so the commission can see the vision of what it will look like.  The price is between $300.-$500. to move the container shed. Commissioner Morris said we can hire a local artist to paint a mural on it with ‘Welcome to Hoodsport’.  Commissioner Brazil said when was there a container conversation?  Commissioner Kincannon said at the last meeting, you were not present.  The port has items of value to store and came up with this option. The insurance company suggested moving the container as it is in a vulnerable spot.  S Lingren said the parking spaces across from the dock need restriping.

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.  The director reminded everyone that the Port facility maintenance is short of a person to help with garbage during the winter and in all port areas in summer season.

Port Directors Report:  The Director said the letter of support was a joint effort between the lobbyist, the port commission and me, we made phone calls and sent emails to business owners, longtime residents, and prominent people for their endorsement.  We gathered business logos, historical facts and pertinent information to convey the best scenario of exactly what the Port of Hoodsport’s dock means to the community from a recreational, business and emergency situation standpoint.  Commissioner Kincannon made sure the letter was a single page, worded to describe the port’s dock situation and its importance to the town and surrounding communities and included business logos and names of people who endorsed the letter.  The final letter was submitted along with photos of the waterfront park and the dock in its current state of disrepair, the presentation was very well done.  The letter was submitted by the port’s lobbyist to local state representatives Dan Griffey and Travis Couture.  They then submitted a formal member request local community project information form to the House members requesting a separate appropriation of $41,200. within the capital budget for this project.  All funding then becomes at the discretion of the Legislature. 2024 is a ‘lame duck’ legislative session in which most all capital funding was already designated in the 2023 session, the capital funding pool for these last-minute requests is under $200,00.00.  We are crossing our fingers.  Regarding Marine Floats, we are waiting for their legal team to send the port another invoice with their final cost and a signed contract.  The Mason conservation district applied for a grant and wanted to confirm with the commission that if they receive the grant, they would be able to do an invasive species study at the Hoodsport Hills Disc Golf course.  Mason County Elections department breaks down their annual election costs between fire districts, port districts and school districts.  2023 election costs including salaries, wages, benefits, supplies etc, totaled $176,502.  The Port of Hoodsport’s share was $1,236.04, the Port’s general election for Commission position #2 cost $914.05.  A total of $2,150.09 will be swept from the Port of Hoodsport’s general account in February 2024. We previously discussed advertising in the Fjord magazine.  I will be discussing the Port’s donation policy with the port attorneys to find out exactly what activities the port can be involved in for fundraising. 

Budget:    December 2023 financial statements were reviewed.

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

Next Meeting:    February 14^th, March 13th

Adjourn:          Commissioner Morris made a motion to adjourn the Regular Port Commission meeting, Commissioner Kincannon seconded, it was unanimously approved, meeting adjourned at am 10:46am

2023 Regular Port Commission Meetings are scheduled as follows:

Wednesday’s at 9am  February 14^th, March 13^th

_______________________  _____________________  _________________________                  

Commissioner Kincannon         Commissioner Brazil         Commissioner Morris