Port of Grays Harbor

Commission Meeting

October 11, 2016

The Port of Grays Harbor Commission Meeting for October 11, 2016 was called to order at 9:00 a.m.

Randy Lewis, Director of Environmental and Engineering Services led the meeting in the Pledge of Allegiance.

Those in attendance at the meeting were as follows:

Jack Thompson - Commissioner
Stan Pinnick - Commissioner
Chuck Caldwell - Commissioner, by phone
Gary Nelson - Executive Director
Arthur Blauvelt - Legal Counsel
Mary Nelson - Director of Finance & Administration
Randy Lewis - Director of Environmental and Engineering Services
Mike Johnson - Contract & Project Manager
Leonard Barnes - Deputy Executive Director
Seth Taylor - Marine Terminals Manager
Marisa Yauch - Executive Administrative Assistant
Robin Leraas - Westport Marina Manager
Alissa Shay - Manager of Business Development
Shannon Anderson - Business and Trade Development Assistant
Kayla Dunlap - Public Affairs Manager
Chris Hunt - IT Manager

John Arnold - Experimental Aviation Assn.
Dave Haviland - Jodesha
Jim Criel - Private Citizen
Linda Orgel - CCH
Bob Esposito - Hoquiam Private Citizen
Rob Bearden - Mayor of Westport
Arnie Martin - GHAS
Elizabeth Chien - USACE
Jon Davies - BHC Consultants
K. Schaffer - Private Citizen
Marc Horton - WPC
Catherine Wright - Private Citizen
Dan Hammock - Daily World

Items discussed and action taken where required is as follows:

1. By motion made by Commissioner Caldwell, seconded by Commissioner Pinnick and unanimously approved, the Commission adopted the Minutes of September 13, 2016 Regular Commission Meeting as recorded in the Minutes Book No. 20 on pages 9 through 15 inclusive.

2. By motion made by Commissioner Pinnick, seconded by Commissioner Caldwell and unanimously approved, the Commission adopted the Minutes of September 27, 2016 Special Commission Meeting as recorded in the Minutes Book No. 20 on pages 16 through 18 inclusive.

3. By motion made by Commissioner Caldwell, seconded by Commissioner Pinnick and unanimously approved, the Commission adopted the Minutes of October 4, 2016 Special Commission Meeting as recorded in the Minutes Book No. 20 on pages 19 through 26 inclusive.

1. By motion made by Commissioner Pinnick, seconded by Commissioner Thompson, the Commission unanimously approved for payment those Payroll Vouchers issued September 20, 2016 and October 5, 2016, ACH/Wire Transfers No. 99900745 through and including No. 99900758 and General Disbursement Vouchers No. 92224 through and including No. 92436 for payment in the amount of $2,744,861.43.

Corps Marina Repair Projects
Randy Lewis introduced Elizabeth Chien from the U.S. Army Corps of Engineers. Ms. Chien reported a successful dredge of the inner channel recently. Dredge spoils were placed on the outside of the South Jetty which helped support south beaches and the dredge project overall was very effective.

Ms. Chien also reported on the Westport Marina Breakwater project which was awarded to Rognlin’s, Inc. They will be replacing missing boards on breakwater areas and adding rock where needed.

Mr. Nelson asked what type of treatment would be used for the replaced boards. Ms. Chien stated there are only 2 ways to treat this wood which are marine and freshwater treatments. The recommended wood is on order which will take 10-12 weeks to allow for proper drying. Then it will be treated to be placed in the marine environment which will hold up well in the water when complete.

Another project the Corps is working on is the Pt. Chehalis revetment repair in Westport. It will take about 6-8 weeks to get the large rock delivered to the site for repairs. They will be repairing about 500 feet of revetment in 3 segments and the work is expected to go from December of 2016 through February of 2017.

Commissioner Thompson asked where they plan to get the rock for the project. Ms. Chien stated they have used a quarry near Tenino, WA in the past and may use them again based on proximity to the project. At this time it has not been determined as the notice to proceed has not yet been issued.

Fishing for Energy
Kayla Dunlap reported on Fishing for Energy, a derelict gear removal project sponsored by multiple agencies with the goal of removing gear from the ocean. A technology has been developed to burn most of the retrieved debris which will be used to produce electricity for homes. A video showing the process of making sure the materials collected will result in a clean burn and how they are able to turn this waste into renewable energy was shown. An event will take place Friday, October 14th at the Westport Marina to promote this program with fishermen in the community.

Commissioner Caldwell asked if the fishermen get paid to deposit gear for this program. Robin Leraas, Marina Manager stated they will not be paid for this, but will benefit from having a place to dispose of gear that can no longer be used. They can also use this disposal for gear they my collect out in the water. It is for the good of the entire fishing industry to remove gear that is not in use in the water so sea animals may thrive. This is the first location through this program in Washington State so it will be good to see the positive benefits.

Bowerman Airport Environmental Assessment
Randy Lewis reported on the Bowerman Airport Environmental Assessment. The current Master Plan identified several discrepancies that needed to be addressed. The costs to complete these issues were well beyond the annual funding received from the FAA, so a multi-phased strategy with 4 phases was adopted.

Phase 1 included a drainage assessment and planning level cost estimates, which was completed in 2013. Currently in Phase 2, the environmental assessment and design work are in process. Phase 3 will consist of final design and engineering and is scheduled for 2017 – 2018. Phase 4 is the construction phase and is currently scheduled for 2018-2019.

Funds for this project will come out of the annual funds received from the FAA. The construction project will require the Port to compete for a discretionary grant from the FAA. Funds for the Port’s match of these projects have been included in the Preliminary 2017-2021 Capital Improvement Plan.

Friends Landing and T-1 Dolphin Ladder Project Updates
Mike Johnson reported on two repair projects completed last month to keep our facilities in safe working order.

Six piling on a dock at Friends Landing were found to be moving leaving the walkway and platform unstable. The reason for this could not be determined other than current and storms from the river environments. It was determined that new piling should be installed to secure the dock; four bids were received from our Small Works Roster. Quigg Brother’s, Inc. came in with the low bid of $50,018.50 to complete the project and upgrade all of the piling from wood to steel for long term wear. In the time between discovery of the piling issue and the repairs, some minor damage was found on the dock and also required repair in the amount of $6,781.25, bring the project total to $56,799.75.

The second project was adding ladders to the dolphins at Terminal 1. Current access was unsafe and new ladders were requested by Brusco Tug and Barge Company to ensure safety of the tug crews when securing vessel lines to these large dolphins. Berger/ABAM provided plans and specifications for the new ladders. The proposal consisted of construction and installation of 3 new steel ladders on the dolphins. Six contractors from our Small Works Roster were asked to provide pricing with the low bid submitted by Quigg Brothers, Inc., in the amount of $23,002.00. The project has now been completed.

Commissioner Caldwell commented on the Friends Landing repairs and stated that he is very thankful that they were able to save the walkway and platform.

2016 Bowerman Field Master Plan Update
Shannon Anderson reported on the Bowerman Field Master Plan update for 2016. This is a 20 year planning document needed in order to remain eligible for FAA funding. This was last adopted in 1997 and has been under review by our master plan study team for a few years prior to this proposal for adoption. All aspects of the inventory, activity forecast, facility requirements and development program have been studied and deficiencies are noted in the Master Plan with updated alternatives. There are three levels to the plan focusing on short term (1-3 years), intermediate (6-10 years) and long term (11-20 years) plans.

Public Information Report
Kayla Dunlap reported that the final EIS for the Westway expansion project was released on September 29th. The document is not a permit or approval, but it will be used as a resource for local and state agencies in making decisions on whether to issue permits and approvals.

There are a few mitigation measures specific to the Port of Grays Harbor. The Port will work with local agencies and tenants on these issues as they are addressed moving forward.

The City of Hoquiam will be the first agency required to take action on the proposal through consideration of the application for a shoreline development permit. They will begin the process this month following time and comment period requirements mandated. A decision will be expected from them no sooner than March 21, 2017. The decision will be sent to DOE for further review, hearings, and potential appeals. Updates will continue to be made throughout the process.

The Port continues outreach presentations to individual City Council meetings and the public. Upcoming meetings include City of Cosmopolis, November 2, City of Hoquiam, November 28th and GH PUD December 19th.

Vessel Activity
Leonard Barnes announced in September 2016 the Port handled eight deep water ships, resulting in 170,971.276 MT of cargo. YTD import/export cargo totals 1,492,989.824 MT and total ship calls are 63 ships and five barges.

Mr. Barnes commented that YTD this is the first time we have been ahead for the 2015 numbers. It is also looking like a very busy month which is good news.

Public Comment:
Mayor of Westport, Rob Bearden, announced that the City Council approved a letter of support for the Marina Improvements Project to improve the possibility of funding by the RCO. He stated they do have a little concern for the work being done in the winter months and if things are left exposed for any period of time they could be vulnerable to unexpected winter storms on the coast.

David Mascarinas of Westport commented on the Fishing for Energy project introduced. He agrees this is a great opportunity, but wonders if the time for disposal could be increased to quarterly to allow for even more success.

Mr. Mascarinas also commented on the board replacement between floats 3 and 5, stating that somebody installed a chain link fence in this area which he feels is out of place. Mr. Lewis stated that the Port installed the chain link fencing and it has been getting positive reviews from commercial fishermen that use the docks regularly, that it improves visibility. Mr. Mascarinas feels that these docks are primarily for tourism vs. 25-27 which are more for the commercial fleet. He thinks it would look better for tourists to go back to the wood fencing in those areas.

Action Item No. 1
Mary Nelson reported on the request to approve the Preliminary Budget and Capital Investment Plan for 2017. Ms. Nelson has reviewed the specifics of the budget and Port objectives as well as allowed time for further review by each Commissioner. All questions have been answered and impacts reviewed.

Motion for Port Staff to recommend that the Port Commission accept the 2017 Preliminary Budget as presented by staff and that a public hearing on the 2017 budget will be scheduled for November 8, 2016 during the Port Commission’s regular meeting, was made by Commissioner Pinnick and seconded by Commissioner Caldwell. Motion passed with a vote of 3-0.

Action Item No. 2
Mike Johnson reported on the Authorization to Award Contract No. 1877, Marina Improvements Phase III (Bankline and Fencing).

Plans and engineering were provided by Berglund & Schmidt for the final phase of the bankline replacement project at Westport Marina. This phase involved an addition of 735 feet of bankline repairs. New chain link style railing will also be installed as entrance ways to Floats 5, 7, 9 and 11.

On July 12, 2016 the Commission approved a Call for Bids on this contract. Rognlin’s, Inc. was the low bidder for this contract. Due to a rescheduling of the bid opening the bids were opened yesterday (October 10) so the Port will allow 2 full days for disputes from other bidders as is normal practice. The bid will be awarded on Wednesday, October 12, 2016 if no disputes are received.

Commissioner Pinnick inquired on what protocol would be of there were to be a dispute on the contract. Mr. Johnson stated the Port would seek legal advice if this were case and would award the contract upon resolution from all parties.

Motion to authorize the Executive Director to Award Contract No. 1877, Marina Improvements Phase III (Bankline and Fencing) to Rognlin’s, Inc., in the amount of $704,237.70 pending bidder disputes, was made by Commissioner Caldwell and seconded by Commissioner Pinnick. Motion passed with a vote of 3-0.

Resolution 2910
Shannon Anderson presented a resolution for Adoption of the 2016Airport Master Plan Update. A report covering all of the details was reviewed earlier in the meeting and adoption of this plan will be a forecast for the coming 20 years.

Motion to adopt Resolution 2910: A Resolution of the Port of Grays Harbor to adopt the 2016 Airport Master Plan Update, was made by Commissioner Pinnick and seconded by Commissioner Caldwell. Motion passed with a vote of 3-0.

Resolution 2911
Randy Lewis presented a resolution to authorize Port staff to submit an application for a grant to support the Westport Marina boat launch and upland improvements project.

The resolution is a requirement of the Recreation Conservation Office (RCO) as part of their grant process. The Port is in process of pursuing a grant for one million dollars to help pay for improvements at the boat launch facilities. Matching funds as required by RCO is included in the Capital Improvement Plan for 2018. The Fiscal impact of the project is estimated at $1.2 million and the Port match would be 25%, therefore the Port’s share would be approximately $300,000.

Motion to adopt Resolution 2911: A Resolution to authorize the Executive Director to make an application and sign the project agreement if successful to the RCO Funding Board, was made by Commissioner Caldwell and seconded by Commissioner Pinnick. Motion passed with a vote of 3-0.

Public Comment:
Arnie Martin of Hoquiam commented on the viewing platform between docks 5 and 7. It was stated that it was going to be removed in an earlier report and he wanted clarify which platform that was. Mr. Johnson stated it is a small platform that nobody uses.

Gary Nelson went over dates for upcoming events.

• October 12-14 - PNWA Annual Convention. Commissioner Pinnick, Kayla Dunlap and Gary Nelson attending.
• October 14 – GGHI Leadership Banquet at Quinault Beach Resort.
• October 20 – Pilotage meeting in Seattle.
• October 24-26 – AAPA Annual Meeting in New Orleans. PGH receiving award for 4th Grade Tour Program.
• November 5 - Hoquiam Shows its Best fundraiser.

There being no further business to come before the Commission, the Regular Meeting recessed at 11:05 a.m.

The Board then went into Executive Session to consider the acquisition, sale or lease of real estate and to discuss with Port’s legal counsel matters relating to agency enforcement actions, litigation or potential litigation. No action to be taken during Executive Session. It was announced that the Executive Session would last an hour and a half.

The Executive Session ended at 12:30 p.m., and the Regular Meeting adjourned at that time.