Port of Grays Harbor

Commission Meeting

March 13, 2018

The Port of Grays Harbor Commission Meeting for March 13, 2018 was called to order at 9:00 a.m.

Chuck Caldwell, Port of Grays Harbor Commissioner led the meeting in the Pledge of Allegiance.

Those in attendance at the meeting were as follows:

COMMISSION AND STAFF
Chuck Caldwell - Commissioner
Stan Pinnick - Commissioner
Jack Thompson - Commissioner
Gary Nelson - Executive Director
Arthur Blauvelt - Legal Counsel
Mary Nelson - Director of Finance & Administration
Leonard Barnes - Deputy Executive Director
Mike Johnson - Contract and Project Manager
Randy Lewis - Director of Environmental and Engineering Services
Molly Bold - Westport Business Manager
Alissa Shay - Manager of Business Development
Shannon Anderson - Business & Trade Development Asst.
Keya Bernhardt - Communications & Administrative Coordinator

VISITORS
David Dagden - WRE/ABB
Arnie Martin - GHAS
Linda Orgel - CCH
Gena Saelid - FMSIB
Brian Ziegler - FMSIB
Vickie Cummings - GHCOG
David Haviland - Jodesha

Items discussed and action taken where required are as follows:

MINUTES:
1. By motion made by Commissioner Pinnick, seconded by Commissioner Thompson and unanimously approved, the Commission adopted the Minutes of February 13, 2018 Regular Commission Meeting as recorded in the Minutes Book No. 20 on pages 186 through 191 inclusive.

VOUCHERS:
1. By motion made by Commissioner Pinnick and seconded by Commissioner Thompson, the Commission unanimously approved for payment those Payroll Vouchers issued February 20, 2018 and March 5, 2018, ACH/Wire Transfers No. 99900982 through and including No. 99900992, and General Disbursement Vouchers No. 96391 through and including No. 96598 for payment in the amount of $2,885,671.74.

REPORTS:
Freight Mobility Strategic Investment Board
Leonard Barnes introduced Brian Ziegler, P.E., Director, and Gena Saelid, Executive Assistant of the Freight Mobility Strategic Investment Board. Mr. Ziegler reported that the Freight Mobility Strategic Investment Board mission is to improve and mitigate freight movement on strategic state corridors, grow jobs and the economy, and bolster Washington as a leader in international trade. Funding sources for FMSIB include $29M per biennium dedicated to freight, and $17M per biennium from Connecting Washington. FMSIB project selection includes, Call for bids, technical and board committee scoring, interviews, committee final cut recommendation, and final board review and approval.

East Aberdeen Mobility Project and Regional Transportation Plan Update
Gary Nelson introduced Vicki Cummings, Executive Director, GH Council of Governments. Vicki Cummings reported on the regional transportation planning organization. The organizations duties include preparing/updating a transportation strategy for the region, preparing a Regional Transportation Plan, and developing a six-year Regional Transportation Improvement Program. The project list consists of regionally significant projects, projects that could be completed using FHWA or FTA funds, WSDOT and local project.

Grays Harbor County Hazard Mitigation Plan Update
Randy Lewis reported on the Grays Harbor County 2018 Multi-Jurisdiction Hazard Plan Update. The plan includes, a methodical approach to mitigation planning by enhancing public awareness and understanding, and by creating jurisdiction-specific hazard mitigation plans for implementation.

The mitigation planning group consists of representatives from the County DEM, officials from all cities and the County and various Special Purpose Districts, including: Transit, Fire, Hospitals, College, and Port.

The 2018 Hazards to be addressed included:

• Climate Change (new for 2018 update)
• Drought
• Earthquake
• Erosion (new for 2018 update)
• Flood (using FEMA’S 2015 and 2017 flood studies for analysis, including the new Chehalis and Wynoochee Rivers Study)
• Landslide
• Severe Weather – expanded to include excessive heat and cold
• Tsunami (using FEMA’s Westport Study)
• Volcano
• Wildfire

The Port’s participation incudes, administrative support and participation in the planning process with no financial commitment, only staff time to accomplish tasks. Hours are being tracked and submitted to the County for match towards the FEMA Grant funding this update. Randy Lewis and Mike Johnson are Port’s designated representatives.

We are completing portions of the plan, participating in workshops and providing information and data. The final plan will have an annex that is specific to the Port, and will meet the requirements of having a FEMA approved mitigation plan.

Commissioners will be asked to adopt the Countywide Plan with the Port Annex included later this year.

Vessel Activity
Leonard Barnes reported for February 2018 the Port had calls from 8 deep-water vessels and 3 barges, which resulted in 287,883 MT of cargo being handled. Year-to-date, the Port has handled 15 ships, 4 barge and 354,325 MT of cargo.

Public Comment:
N/A

ACTION/RESOLUTION ITEMS:
Action Item No. 1
Randy Lewis, Director of Environmental and Engineering Services, requested authorization for Executive Director to sign an agreement with the Department of Ecology to accept the Integrated Planning Grant for the former Grays Harbor Paper Site in Hoquiam and to proceed with contracting for consultant assistance in completing the required tasks.

Motion to authorize the Executive Director to sign an agreement with the Department of Ecology to accept the Integrated Planning Grant for the former Grays Harbor Paper Site in Hoquiam and to proceed with contracting for consultant assistance in completing the required tasks was made by Commissioner Pinnick and seconded by Commissioner Thompson. Motion passed with a vote of 3-0.

Action Item No. 2
Randy Lewis, Director of Environmental and Engineering Services, requested the authorization of Executive Director to enter into an agreement with the RCO to accept the grant funding and to enter into one or more contracts to complete the design and bid preparation phases of the project. Staff anticipates advertising for bids late this year and will bring a request for commission approval to do so.

Motion to authorize the Executive Director to enter into an agreement with the RCO to accept the grant funding and to enter into one or more contracts to complete the design and bid preparation phases of the project was made by Commissioner Thompson and seconded by Commissioner Pinnick. Motion passed with a vote of 3-0.

Resolution 2943
Mike Johnson, Contract and Project Manager, reported on Authorization to Accept Completed Contract No. 1897, Terminal Maintenance Dredging.

The total contract amounts to $872,853.11 and Washington State Sales Tax is included in this amount. Funds for the project will come from the Ports Operating Budget.

Motion to adopt Resolution No. 2943: Authorization to Accept Completed Contract No. 1897, Terminal Maintenance Dredging was made by Commissioner Pinnick and seconded by Commissioner Thompson. Motion passed with a vote of 3-0. Resolution adopted.

Resolution 2944
Mary Nelson, Director, Finance & Administration, reported on Accounts Receivable Bad Debt Write-Off. Commission approval of Resolution no. 2944, authorizing the write-off of past due customer accounts from the Port’s accounts receivable records which have been determined by the Executive Director to be uncollectible.

Motion to adopt Resolution No. 2944: Commission approval of resolution no. 2944, authorizing the write-off of past due customer accounts from the Port’s accounts receivable records was made by Commissioner Thompson and seconded by Commissioner Pinnick. Motion passed with a vote of 3-0. Resolution adopted.

Visitors/Public Comment:
N/A

NEW BUSINESS:
Mr. Nelson noted future meeting and events:
• March 26th – Oakville City Outreach
• March 11th-15th - PNWA Mission to DC
• March 20th-21st - AAPA Spring Conference

There being no further business to come before the Commission, the Regular Meeting recessed at 10:56 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 15 minutes.

The Executive Session ended at 2:00 p.m. and the Regular Meeting adjourned at that time.