Port of Grays Harbor

Commission Meeting

December 13, 2016

The Port of Grays Harbor Commission Meeting for December 13, 2016 was called to order at 9:00 a.m.

Art Blauvelt, Legal Counsel, 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
Mike Johnson - Contract & Project Manager
Leonard Barnes - Deputy Executive Director
Robin Leraas - Westport Marina Manager
Marisa Yauch - Executive Administrative Assistant
Alissa Shay - Manager of Business Development
Shannon Anderson - Business & Trade Development Asst.
Seth Taylor - Marine Terminals Manager
Kayla Dunlap - Public Affairs Manager
Lisa Benn - Accounting Manager
Ross Read - Operations Manager
Nathan Hoover - Project Coordinator

Shelli Hopsecger - CCAI
Fred Rapp - Custom Sec.
Aaron DeBard - Citizen
Arnie Martin - GHAS
Dave Haviland - Jodesha
Linda Orgel - CCH
Ray Brown - GHGOP

Items discussed and action taken where required is as follows:

1. By motion made by Commissioner Pinnick, seconded by Commissioner Thompson and unanimously approved, the Commission adopted the Minutes of November 8, 2016 Regular Commission Meeting as recorded in the Minutes Book No. 20 on pages 35 through 42 inclusive.

1. By motion made by Commissioner Caldwell, seconded by Commissioner Pinnick, the Commission unanimously approved for payment those Payroll Vouchers issued November 18, 2016 and December 5, 2016, ACH/Wire Transfers No. 99900770 through and including No. 99900790 and General Disbursement Vouchers No. 92658 through and including No. 92949 for payment in the amount of $5,467,447.08.

Friends Landing Year in Review
Alissa Shay reported on some new advertising sources that have been added for Friends Landing in 2016. There is a brochure specific to Friends Landing and additional advertising in the Visitor’s Choice booklet as well as the Good Sam RV Park advertising guide nationwide.

Ross Read then reported on the upgrade of the caretakers residence and the new layout which allows transactions to be made through a window rather than requiring the visitor to enter into the caretakers residence. Additional maintenance upgrades to the restroom building, well house and potable leak repairs were some important safety updates made on the property. Free Wi-Fi throughout the area was also added which has helped improve ratings and visitor satisfaction.

Nathan Hoover reported on an Eagle Scout project which replaced three benches on the trail and two on the docks. They have plans for more bench replacements in the coming year, their efforts are greatly appreciated.

Commissioner Caldwell mentioned the need for better signage on the highway coming from Olympia to the area. Ms. Shay stated that she has been working to get better visibility on the highway signs and will continue to work on this until they are updated.

Westport Marina Summer Activity Report
Robin Leraas reported on the 2016 summer activity at Westport Marina. Maintenance and repairs of the docks were completed with the extra summer help hired for those needs while the weather was mild.

The tuna came near Westport early this year which is good as it brings boats up all the way from San Diego for this prime fishing. The salmon fishing was slow, but was combined with bottom fishing which still brought recreational boaters. Moorage revenues were down for transient boaters, but up for annuals so boaters are committing to longer moorage in the marina.

Gary Nelson asked when non-treaty crabbing begins. Ms. Leraas stated this will start January 1.

Commissioner Pinnick asked if the Army Corps of Engineers has started projects at the marina. Yes, along with the bankline and revetment projects there have been storms and surges creating some damage. The maintenance crew is working to fix these damages and continue with the projects.

Satsop Business Park 2016 Short Term Usage Agreements
Nathan Hoover reported on the short term usage agreements for 2016; they are tracking similarly to 2015. There are various military training sessions planned at Satsop and some have become an annual reoccurrence. The military is currently planning for the largest event they have had which has required two years of preparation. In addition to these operations there have been many crews on site for photography, commercials, audio recordings, music videos and films. These revenues continue to be good for the park and increase exposure of what the park has to offer.

Commissioner Caldwell commented on the great activity at the park.

Deeper Draft Celebration
Kayla Dunlap reported on the deeper draft celebration taking place Wednesday, December 14th. Ms. Dunlap recapped the deeper draft timeline from the very beginning in 1976 until the first bucket of sediment was removed in October of 2016 for Phase II of the project. Deepening the channel has remained a priority for the Port for many years from authorization, to awards of funding and implementation.

The celebration for this great accomplishment and the many parties involved to allow it to come together will be held from 4:00 to 6:00 p.m. December 14th. Speakers involved will begin at 4:30 p.m. and photos will be on display documenting the many stages of the project.

Public Information Report
Kayla Dunlap reported that the written public comment for the Shoreline Substantial Development Permit proposed by Contanda closed on 11/19/16. The City received more than 5,000 comments.

Hoquiam City Council recently approved a contract with Phillips Burgess, a law firm hired to review the shoreline permit application and make a recommendation to the city. They expect the review to be complete next month.

Vessel Activity
Leonard Barnes announced in November 2016 the Port handled 12 deep water ships, resulting in 214,760.146 MT of cargo. YTD import/export cargo totals 1,883,863.663 MT and total ship calls are 85 ships and five barges.

Mr. Barnes mentioned there has been a good balance at various terminals and a good amount of imports as well as exports. Pasha has a new account with Nissan and if all goes according to plan Pasha will have over 2 million MT of cargo trade for 2016. The Port is expecting 14 vessels in December which will finish strong.

Public Comment:
Ray Brown of Westport commented in regard to the first action item. He would like the Port to consider using this property to extend the Westport Airport runway to open access for the Westport Marina and the Coast Guard. He believes the access would be easier if this were extended and would utilize the airport further.

Fred Rapp of Elma stated his appreciation for the military and the control they have while flying helicopters over the area. Mr. Rapp also commented on the East County Rotary putting on the Pair of Hearts Ball which will be held at the Lucky Eagle Casino this year; it is a great time to join East County Rotary.

Action Item No. 1
Leonard Barnes reported on a request by Port staff to make an amendment to Lease Agreement No. 1106, with Ocean Gold Seafood, Inc.

Ocean Gold Seafood, Inc. leases the building for office space and 319,186 square feet of land in Westport. They currently do not need all of this land and are requesting to reduce the land footprint from 319,186 sq. ft. to 129,509 sq. ft. Staff is requesting that all other aspects of the lease remain the same.

Current rent is $6,837.73 per month and rent will decrease to $3,933.88 per month plus leasehold tax. This comes to $47,206.56 annually plus leasehold tax.

Motion to authorize the Executive Director to amend Lease Agreement No. 1106 with Ocean Gold Seafood, Inc., was made by Commissioner Pinnick and seconded by Commissioner Caldwell. Motion passed with a vote of 3-0.

Commissioner Thompson called for a 10 minute recess at 10:20 a.m. Meeting resumed at 10:30 a.m.

2017 Port Communications Plan
Shelli Hopsecger introduced the interactive workshop focusing on the Public Affairs, Communications and Advertising Program. This workshop focused on how the Port works to show, tell, share and inspire the Port’s stories internally and throughout the community. The communication plan promotes transparency, partnerships, education and awareness. Tools include newsletters, public tours, presentations, and radio interviews along with the primary tool, the Port’s website.

Kayla Dunlap, Manager of Public Affairs discussed the role social media can play in the Port’s communication efforts. Ms. Dunlap outlined the usage of Facebook, Instagram, Snapchat and other social media outlets. It is the recommendation of staff that the Port launch a social media presence in the first quarter of 2017. The benefits of using social media include regular postings of Port information to followers’ news pages.

The Commissioners and staff discussed the risk with using social media as an outreach platform for the Port. Art Blauvelt stated that research has been done to ensure that the social media policy is very clear. Any public records requests will still need to go through the proper channel and not be requested through Facebook. The Port’s social media and web usage policies will be clearly posted on the Port’s website and social media pages so users understand the limitations of the tools.

Commissioner Pinnick asked if the comments people make will be responded to daily. Ms. Dunlap responded that they will be monitored, but we will not guarantee that they are responded to daily. Many comments are just that and will not need a response. If, however, something negative is stated, the administrator, Kayla Dunlap, will contact the person outside of Facebook to discuss any misunderstandings directly.

Commissioner Caldwell clarified the Port Administrator. At this point, Kayla Dunlap will be the only administrator able to post something on behalf of the Port. Any Facebook user may comment on the posting, but it will show their name, not the Port. If the Port continues using the social media avenues in the future it is possible that other managers may be added as administrators. These posts will always be reviewed by the Executive Director before being added to the site.

2. 2017 Workshop Schedule
The schedule for planned workshops through the end of 2017 was reviewed and put formally into place for the rest of the year. These will cover each of the Port’s lines of business as well as financial updates throughout the year.

Resolution 2914
Mary Nelson presented a resolution to amend the Port’s salary range schedules and adopting the 2017 holiday schedule. It is the goal of the Port to keep salary ranges competitive with the greater Seattle area and to keep the CPI between 80% and 90% of this standard. The recommended increase of 2% will put the Port at 88% CPI which will be applied to all pay ranges.

Motion to adopt Resolution No. 2914: Amendment of the Port’s Salary Range Schedules and to Adopt the 2017 Holiday Schedule was made by Commissioner Pinnick and Seconded by Commissioner Caldwell. Motion passed with a vote of 3-0. Resolution Adopted.

Resolution 2915
Mary Nelson presented the annual renewal of delegation by the Commission to the Executive Director to sell Port surplus personal property valued at $10,000 or less during 2017.

Motion to adopt Resolution No. 2915: Delegating Authority to the Executive Director to Sell Port Surplus Personal Property during Calendar Year 2017 was made by Commissioner Pinnick and seconded by Commissioner Caldwell. Motion passed with a vote of 3-0. Resolution Adopted.

Resolution 2916
Kayla Dunlap presented a resolution to authorize the Executive Director to adopt and amend the Port’s social media public use policy.

The Port’s staff, Executive Director, legal counsel and Commissioners have reviewed the social media policy and would like to put this policy in place.

Motion to adopt Resolution No. 2916: Authorization for the Executive Director to Adopt and Amend the Port’s Social Media Public Use Policy, was made by Commissioner Pinnick and seconded by Commissioner Caldwell. Motion passed with a vote of 3-0. Resolution Adopted.

Resolution 2917
Kayla Dunlap presented a resolution to authorize the Executive Director to adopt and amend the Port’s web presence policy.

The Port’s staff, Executive Director, legal counsel and Commissioners have reviewed the web presence policy and would like to put this policy in place.

Commissioner Pinnick asked about reviews of progress. Ms. Dunlap stated she would be happy to provide a monthly update of progress

Motion to adopt Resolution No. 2917: Authorization for the Executive Director to Adopt and Amend the Port’s Web Presence Policy, was made by Commissioner Pinnick and seconded by Commissioner Caldwell. Motion passed with a vote of 3-0. Resolution Adopted.

Public Comment: 
No public comment

Gary Nelson went over dates for upcoming events.
• Rayonier, Inc. is celebrating its 90 year anniversary starting with the original pulp mill in Shelton in 1926
• December 14 – Deeper Draft Celebration at PGH – Coffee, displays, appreciation to Seattle USACE and others in   Washington D.C. for this great accomplishment 4:00 – 6:00 p.m.
• December 19 – Grays Harbor PUD Outreach Presentation 3:30 p.m.
• December 23 and 26 as well as January 2 PGH offices closed for holidays
• January 5 – Legislative Send Off Luncheon at the Log Pavilion

There being no further business to come before the Commission, the Regular Meeting recessed at 11:40 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 one hour and five minutes.

The Executive Session ended at 1:15 p.m. after a 25 minute extension, and the Regular Meeting adjourned at that time.