Friday Harbor Port District
Port Commission
November 12, 2003
Meeting Minutes
These are the minutes of the November 12, 2003 regular meeting of the Friday Harbor Port Commission. Port Commissioners attending were Greg Hertel and Mike Ahrenius.
Staff attending were Executive Director Steve Simpson, Port Auditor Marilyn O'Connor, Harbormaster Ed Barrett, Maintenance Supervisor Bob Freeauf, and Airport Operations Manager Pat Mayo.
The meeting was called to order at 4:04 pm.
1. Approve minutes of the previous meeting: Greg Hertel moved to approve the minutes of the October 22nd regular meeting and the October 29th and November 5th special meetings. Mike Ahrenius seconded and the motion passed unanimously.
2. Citizen Comments/Requests: None
3. Committee reports and facility maintenance reports:
Bob Freeauf reported on maintenance budget items, including the fuel pier cylinder valve replacements and bull rail replacements. Staff is looking at a portable foam fire extinguisher as a first line of defense against fires.
Small Community Air Service Committee Grant Report: Mike Ahrenius reported that the airlines discussed timing of the grants and how best to spend the money. The paper work is done and the Town is working on their contributions to the grant. No decision will be made until all the information has been collected. The first focus of the grant will be for a spring promotion.
4. Consent Agenda: None
5. Commission action issues:
A. Approve Signatures on Airport Fencing Contract.
a. Engineer's recommendation to approve contract. Steve Simpson reported that the Port held a bid opening for fence and gate work at the airport. The lowest and sole bidder on the project is Guyline Construction. Both staff and the engineer, Bill Ness of Reid Middleton, have reviewed the bid documents and have found them complete. The engineer recommends the Port approve the contract with Guyline Construction for the bid price of $212,745.56. Staff noted that Guyline has done work at the airport and has performed well. The fence committee recommended that after the contract is signed we eliminate the controller for two gate, saving $10,000 from the original bid. Mike Ahrenius moved to approve Resolution #03-017 which awards a contract for fence improvements to Guyline Construction for a total price of $212,745.56. Greg Hertel seconded and the motion passed unanimously.
B. Resolution #03-018 regarding Island Dive.
a. Addendum to lease regarding rent security. Marilyn O'Connor reported a change in the amount of lease security bonding that is required for Island Dive and Water Sports at the Spring Street building. Greg Hertel moved to approve Resolution #03-018 and Mike Ahrenius seconded the resolution which changes the terms for security bonding for Island Dive and Water Sports. The motion passed unanimously.
6. Commission Discussion items.
A. Discussion of 2004 Budget.
a. Report on energy use policy and sustainability. Steve Simpson reported on a policy for energy efficiency, and steps the Port can make toward sustainability in operations and construction. The Commission agreed that such a policy is important and discussed ways to reduce the energy used for heating and agreed it is important to invest in up front costs in building construction and other capital expenses in order to save operating costs.
b. Discussion of capital improvement budget. Marilyn O'Connor presented the proposed capital improvement budget. She noted that staff had cut over $40,000 from the budget first reviewed by the Port Commission to bring income and expenditures in balance.
B. Discussion requests from lease tenants.
a. Tanbark Marine for early renewal of lease. Marilyn O'Connor reported that Tanbark Marine is requesting a change in their lease term, adding seven years to their lease. Staff has no objection to the idea of their renewing their lease early and adding extra time to the lease. However, staff recommend the Port use a newer version of its lease contract, which is the same as that developed for Spring Street Landing building rentals.
b. Peter Whiting, Charters Northwest, sublease adjacent space. Marilyn O'Connor reported that Charters Northwest is asking to sublease the space that is now leased to Drew Schmidt. Staff has no objections, so long as Mr. Schmidt remains responsible for performance of the lease, and the sublease requires the lessee to bring signs and displays into compliance with Port and Town policies. Staff will notify the two tenants that the Port Commission will
approve the requests with the conditions mentioned in the discussion.
C. Discussion of lease request from James Crossley.
a. Request for encumbrance on his lease property with a second mortgage and for an estoppel agreement from Whidbey Island Bank. Steve Simpson reported that Mr. Crossley has asked the Port to approve a second mortgage against his hangar lease in order to secure a line of credit that he can use to develop the Old Terminal project. Staff feels there is no significant risk to the Port District as long as the terms for the estoppel agreement are the same as the first. Discussion only.
D. Discussion of Hangar Unlimited plans to begin construction.
a. SWPCC for winter construction. Steve Simpson reported that Gary Bolster is asking the Port to allow him to begin the hangar project this fall. The Port will require Mr. Bolster to follow the stormwater pollution protection plan.
b. Building height issues. Gary Bolster has recently completed a redesign of the hangars, which lowered the height of his hangars to clear the FAA Part 77 surfaces. However, a waiver may be required from the FAA for small (less than 12-inch) intrusion into the surface. The Port Commission felt there is no reason to hold up the project so long as there are no significant impacts on the airport.
7. Public Hearings: None. (5:00 pm when scheduled)
8. Staff Reports
A. Auditor: Budget Hearing. Marilyn O'Connor reported the public hearing on the 2004 budget would be at 5:00 pm on November 19th at the Yacht Club.
B. Airport Operations Manager reported the airport pre-construction meeting for fencing will take place at 1:00 pm on November 18th at the Airport Operations Center. The Unicom frequency license application and FAA acceptance letter to retain our CTAF frequency has been sent off to the FCC. The airport snow removal equipment is ready to move snow. The old Terminal Project is not moving very fast. However, Mr. Crossley expects to open the building to the public on December 14, 2003..
C. Harbormaster/Marina Report: Ed Barrett reported on the Pacific Coast Congress meeting he attended, and thanked the Port Commission for allowing him to attend the conference because of the networking possibilities it presents.
D. Port Director: Steve Simpson reported that Les Gunther is interested in the net shed building at Jackson beach, as a possible Wooden Boat Center. He will be at next Port Commissioners meeting to discuss. A community meeting will be held later this evening to discuss the LaFarge property and barge landing. Steve Simpson will be on the panel and will report that the Port Commission supports a barge landing and water access to rest of beach. The November chamber meeting discussed the broadband project. On December 6, there will be a boat lighting show, and possible prizes and donations for the best lighting on a boat.
9. Capital Improvement/Acquisition Project Approvals: None.
10. Commissioners' reports comments, correspondence and requests.
11. Agenda items pending future action: None.
12. Approve and sign warrants: Greg Hertel moved to pay the bills and Mike Ahrenius seconded. The motion passed unanimously.
13. Executive sessions: None.
The meeting adjourned at 5:36 pm.
Minutes for the October 22, 2003 Port of Friday Harbor Commission meeting
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