COMMISSION MEETING September 8, 2009 The Port of Grays Harbor Commission Meeting for September 8, 2009 was called to order at 9:04 a.m. Mike Johnson led the meeting in the Pledge of Allegiance. Those in attendance at the meeting were as follows: COMMISSION AND STAFF Stan Pinnick - Commissioner Jack Thompson - Commissioner Chuck Caldwell - Commissioner Art Blauvelt - Legal Counsel Gary Nelson - Executive Director Leonard Barnes - Deputy Executive Director Mary Nelson - Director of Finance & Administration Lisa Benn - Accounting Manager Mike Johnson - Contracts Administrator Robin Leraas - Westport Marina Manager Seth Taylor - Marine Terminal Manager Joseph Shay - History Intern VISITORS Eric Winter - HDR Engineering Billy Swor - ILWU Local No. 24 Paul Toste - F/V Adventurous Fred Goheen - Jones Stevedoring Company Theressa Julius - GH Council of Governments Kevin Campbell - Brusco Tug & Barge Items discussed and actions taken where required are as follows: MINUTES: 1. By motion made by Commissioner Thompson, seconded by Commissioner Caldwell and unanimously approved, the Commission adopted the Minutes of the August 11, 2009, Regular Commission Meeting as recorded in Minutes Book No. 16, on pages 221 through 227 inclusive. VOUCHERS: 1. By motion made by Commissioner Caldwell, seconded by Commissioner Thompson and adopted, the Commission unanimously approved for payment those Payroll Vouchers issued August 20, 2009 and September 4, 2009, and General Disbursement Vouchers No. 73836 through and including No. 73994 for payment in the amount of $586,811.60. REPORTS: Marine Terminal Rail Study Update As demands on the Port rail network have grown, Gary Nelson reported it became apparent this year that the Port needed to update its rail master plan. The need to forecast future demand by our partners and make sure their future expansion plans do not conflict with the Port’s rail system is crucial. Eric Winters of HDR Engineering has been working with the Port on preliminary rail design concepts. Mr. Winters outlined primary components of our existing rail system and proposed improvements. The Master Plan Update must allow for: • AGP growth while maintaining current AGP business • Minimize potential access conflicts at T-4 between uplands and the terminal • Allow for ladder tracks to load/offload rail cars with autos • Provide loop track access for our liquid bulk customers to improve their operational flexibility. The Port intends to make application for funding to the USDOT under the TIGER grant program, a stimulus program targeted toward repairing and improving our Nation’s transportation infrastructure. If successful in the application, the Port would be able to do full build out of its marine terminal rail network, make yard improvements and provide for safety enhancements on the east end of the PSAP rail line to help mitigate for increased traffic levels. T-1 Berth Enhancement Project Update Gary Nelson briefly outlined the Marine Terminal No. 1 Enhancement Feasibility Study adopted by the Port Commission in 2008. The study found that it was feasible to design a liquid bulk facility to handle up to Panamax-class vessels at Terminal No. 1 and identified preliminary design concepts and alternatives. The preferred alternative of extending the current berth riverward by 50’ and utilizing as much of the existing structure as possible has been designed, permitting is nearing completion and the funding package has been compiled. The two main components of the project include berth construction and berth dredging. Both contracts are going out to bid shortly. Grays Harbor Innovation Partnership Zone (IPZ) Research & Development (R&D) Facility Update Mary Nelson described the phased approach to the R&D Facility project. The Port has been presented with an opportunity to purchase an existing building rather than construct a new structure. Staff is currently working with MSGS Architects in evaluating the viability of purchasing and remodeling the building. The work scope for MSGS includes collaboration with Paneltech on the facility and development of a regional market assessment. Port Industrial Road Improvement Project Status Mike Johnson presented a short slide show outlining the construction status of the improvements to Port Industrial Road: • Silt fencing is installed • Clearing & grubbing of the length of road is accomplished • Excavation work has begun on the location of what will be the new west-bound lane • Additional material has been added in a few places for better subsurface stability The contractor is utilizing local trucking companies for hauling away the debris and bringing in the rock necessary for the excavation work. Port staff is working through traffic concerns and access issues with tenants as the project proceeds. Port History Project & Centennial Celebration Mary Nelson explained that in 2005, Port staff and legal counsel initiated a project to organize the Port’s historical records, conduct oral interviews, and help prepare information for the Port’s 2011 Centennial Celebration. Joseph Shay, then a history student at Grays Harbor College, was hired as a history intern and has worked each year since then during school breaks, accomplishing archival work for the Port including: • Digitizing and indexing more than 4,900 articles from the Port’s scrapbooks as well as those loaned to the Port by Hank Soike and the W.J. Murphy Family • Digitizing historical Port photos & certain historical deeds/records • Digitizing Port Commission minutes and resolutions creating searchable records of these critical documents • Developing a comprehensive chronology/timeline of major events in Port history • Conducting and recording video interviews with former long-time General Manager Hank Soike, Port Dredge worker Ken Paul, Westport Marina Harbormaster Jim Whalen & Port General Counsel Ernie Ingram Mr. Shay briefly reviewed his masters work study and internship with the Commission. Display clips of the video interviews were played and search capabilities on scanned minutes and resolutions were demonstrated to those present. Gary Nelson announced that in 2011, the Port of Grays Harbor, the Port of Seattle (POS) and the Washington Public Ports Association (WPPA) will celebrate their Centennials. WPPA has asked to collaborate with the Ports of Grays Harbor and Seattle as we plan our centennial celebrations. Commissioner Jack Thompson is chairing the WPPA Centennial Committee, and staff looks forward to teaming with WPPA and POS to make all the centennial celebrations successful. Vessel Activity Leonard Barnes reported the Port loaded three vessels during August 2009: log, AGP, and Partner Shipping RoRo. In addition, Willis Enterprises loaded four barges at T-3. Year-to-date, 25 ships have loaded/unloaded more than 359,000 MT of products over Port docks. During September, four to five vessels are anticipated to load as well as five Willis barges. The last quarter of the year is expected to be a big shipping period for the Port with diverse cargo activities at Terminal Nos. 2, 3 and 4. Public Comment Paul Toste, a commercial fisherman, stated that all the Port’s studies he has read have expressed the need for a public hoist in Westport. Mr. Toste asked for a timeline from the Port on when it plans to provide a public hoist. Staff response explained that there are several factors affecting the issue, not the least of which is availability of a suitable location for the equipment. Mr. Toste expects to return with other concerned fishermen to voice their opinions at future meetings. ACTION/RESOLUTION ITEMS: Action Item No. 1 Mike Johnson stated that before enhancement construction could begin on Terminal No. 1 Pier, dredging needs to be performed in order to provide space for new dolphins and support piling. In addition, annual maintenance dredging needs to be accomplished at Terminal No. 2. Motion to authorize the Executive Director to Call for Bids on Contract No. 1607-B, Terminal No. 1 Enhancement Project Dredging & Terminal No. 2 Maintenance Dredging was made by Commissioner Caldwell and seconded by Commissioner Thompson. Motion passed unanimously with all Commissioners in favor. Action Item No. 2 Mike Johnson reported that the tenant currently leasing Warehouse D is experiencing water damage to weather sensitive products inside the building from a leaking roof. Contractor’s from the Port’s Small Works Roster will be contacted and asked to bid on the project. Motion to authorize the Executive Director to proceed with Contract No. 1609, Warehouse D Roof Repairs was made by Commissioner Thompson and seconded by Commissioner Caldwell. Motion passed unanimously with all Commissioners in favor. Resolution 2747 Leonard Barnes announced that the Final Draft of the 28th Street Landing Recreational Lands and Facilities Plan 2009-2014 is ready for adoption by the Port. Theressa Julius of the Grays Harbor Council of Governments (COG) outlined the planning process that began in the spring of 2008 with establishment of a Advisory Committee and has gone through the public review and comment period. The Plan is required for the Port to be eligible for certain recreational grant opportunities to help fund improvements at the facility. Commissioner Caldwell, who sat on the Advisory Committee for the Port, expressed the Port’s appreciation for Ms. Julius’ leadership efforts in developing this Plan. Motion to adopt Resolution No. 2747: Adoption of 28th Street Landing Recreational Lands and Facilities Plan was made by Commissioner Thompson and seconded by Commissioner Caldwell. Motion passed unanimously with all Commissioners in favor. Resolution adopted. Public Comment None NEW BUSINESS: Gary Nelson reported on several upcoming calendar items: • September 9 – JOBS Team Meeting • September 18 – Showcase Grays Harbor • September 23 – At Montesano City Hall, One of a Series of Public Meetings by the US Army Corps of Engineers concerning Chehalis River Flooding • October 8 – Washington State Pilotage Board Meeting • October 15 – JOBS Team Legislative Tour Commissioner Jack Thompson announced that a WPPA Centennial Committee meeting was scheduled for September 10. Longshore Dispatcher Billy Swor has offered to help compile information for the Port’s Centennial concerning the history of the ILWU’s Local No. 24. There being no further business to come before the Commission, the Regular Meeting recessed at 10:41 a.m. The Board then went into Executive Session to consider the sale or lease of real property and discuss with legal counsel potential or actual litigation. No action to be taken during Executive Session. It was announced that the Executive Session would last two hours. The Executive Session ended at 1:40 p.m., after one extension had been announced, and the Regular Meeting adjourned at that time.