COMMISSION MEETING April 13, 2010 The Port of Grays Harbor Commission Meeting for April 13, 2010 was called to order at 9:03 a.m. Seth Taylor led the meeting in the Pledge of Allegiance. Those in attendance at the meeting were as follows: COMMISSION AND STAFF Jack Thompson - Commissioner Chuck Caldwell - Commissioner Stan Pinnick - 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 Shannon Anderson - Business & Trade Development Asst. Diane Souron - Business & Trade Development Asst. VISITORS Fred Goheen - Jones Stevedoring Company Billy Swor - ILWU Local No. 24 Josh Metcalf - HDR Engineering Whitey Forsman - Washington Crab Producers, Inc. Roger Milliman - GHEDC Items discussed and actions taken where required are as follows: MINUTES: 1. By motion made by Commissioner Caldwell, seconded by Commissioner Pinnick and unanimously approved, the Commission adopted the Minutes of the March 9, 2010, Regular Commission Meeting as recorded in Minutes Book No. 17, on pages 41 through 46 inclusive. 2. By motion made by Commissioner Pinnick, seconded by Commissioner Caldwell and unanimously approved, the Commission adopted the Minutes of the April 6, 2010, Special Commission Meeting as recorded in Minutes Book No. 17, on pages 47 through 48 inclusive. VOUCHERS: 1. By motion made by Commissioner Caldwell, seconded by Commissioner Pinnick and adopted, the Commission unanimously approved for payment those Payroll Vouchers issued March 19, 2010 and April 5, 2010, ACH/Wire Transfers issued March 26 and 29, 2010, and General Disbursement Vouchers No. 75039 through and including No. 75293 for payment in the amount of $2,790,442.60. REPORTS: 2010 Grays Harbor Shorebird Festival Diane Souron described planned activities for the 15th Annual Grays Harbor Shorebird Festival scheduled for April 30 to May 2 at Central Elementary School and the Grays Harbor National Wildlife Refuge. Westport Viewing Tower Update Mike Johnson reported that the Port has hired TransOlympic Engineering to conduct a condition survey of the Port’s Westport Viewing Tower. The tower was constructed in 1982 with funding from the U.S. Army Corps of Engineers and the Port. Of particular concern is the condition of the steel. The survey will include ultrasonic testing to check the integrity of the structure. Hungry Whale Site Status Diane Souron informed the Commission that in 2008 a remedial investigation report recommended ongoing plume meter monitoring at the Hungry Whale Site. The plume has been stable for several years. Recently, the Port had an old unused culvert removed from the site containing 1,130 gallons of wastewater. Monitoring of the Site will continue. Vessel Activity Leonard Barnes announced that during March 2010, the Port handled seven ships and two barges loading 123,875 MT of cargo and 2,146 autos. Year-to-date, seventeen ships and nine barges have visited Port facilities loading 456,436 MT and 3,550 RoRo pieces. Public Comment Billy Swor of the ILWU Local #24 stated that the ILWU is advocating for appropriate salary increases for Port staff to encourage the Executive Director and other key personnel to not be lured away from Grays Harbor. The Local considers the Port THE economic engine in our community and the current Port leadership team an important aspect of the success the Port is experiencing. Mr. Swor shared some ILWU employment statistics the Local has been experiencing including the fact that for the first quarter of 2010, the Aberdeen Local has the highest port average of hours worked per longshoreman for the entire Pacific Northwest region. Gary Nelson asked Mr. Swor if there is anything the Port can do to make sure there continues to be an adequate number of supervisory personnel on the Harbor for longshore activities. Mr. Swor suggested a letter from the Port requesting that the Local supplying foremen for crews, works towards increasing the number of local, resident foremen on the Harbor from the current two. ACTION/RESOLUTION ITEMS: Action Item No. 1 Mike Johnson reported that staff reviewed the qualifications submitted by six firms for permitting services for Marine Rail System, Phases 2-4. Based on the proposals and criteria required for the project, the review team recommends selection of Skillings and Connolly, with whom to begin negotiations. Motion to authorize the Executive Director to refine scope, negotiate and prepare an agreement with Skillings and Connolly, for permitting services for the Marine Terminal Rail System, Phases 2-4 was made by Commissioner Caldwell and seconded by Commissioner Pinnick. Motion passed unanimously with all Commissioners in favor. Action Item No. 2 Mike Johnson reported that staff reviewed the proposals submitted by seven firms for engineering and design services for Marine Rail System, Phases 2-4. Based on the proposals and criteria required for the project, the review team recommends selection of RailPros, Inc., with whom to begin negotiations. Motion to authorize the Executive Director to refine scope, negotiate and prepare an agreement with RailPros, Inc., for engineering and design services for the Marine Terminal Rail System, Phases 2-4 was made by Commissioner Pinnick and seconded by Commissioner Caldwell. Motion passed unanimously with all Commissioners in favor. Action Item No. 3 Leonard Barnes stated that Paneltech International, LLC would like to extend the term of Lease No. 947 for Warehouse A to March 31, 2011. Motion to authorize the Executive Director to amend Lease Agreement No. 947 with Paneltech International, LLC was made by Commissioner Caldwell and seconded by Commissioner Pinnick. Motion passed unanimously with all Commissioners in favor. Action Item No. 4 Leonard Barnes reported that Green Crow would like to extend the term of Lease No. 982 for office space by adding five additional one-year options, which will extend their expiration date to May 31, 2015. Motion to authorize the Executive Director to amend Lease Agreement No. 982 with Green Crow was made by Commissioner Pinnick and seconded by Commissioner Caldwell. Motion passed unanimously with all Commissioners in favor. Resolution 2762 Art Blauvelt stated that annually, the Commission reviews Executive Director Gary Nelson’s performance and makes any needed adjustment in his salary. Commissioner Pinnick has met with Mr. Nelson to discuss his performance. Recommendation is made to raise Mr. Nelson’s compensation by 5% in 2010. Commissioner Pinnick noted that the business and finance goals established by the Commission have been met under Mr. Nelson’s leadership. Motion to adopt Resolution 2762: Amending the 2010 Compensation Terms of Mr. Gary G. Nelson’s Employment as Executive Director of the Port District was made by Commissioner Caldwell and seconded by Commissioner Pinnick. Motion passed unanimously with all Commissioners in favor. Resolution Adopted. Public Comment None NEW BUSINESS: Gary Nelson went over several calendar items with the Commission, including: • April 15 – Special Commission Meeting for a Planning Workshop • April 20 – PDA monthly meeting will be held at the Port offices • April 30-May 2 – Grays Harbor Shorebird Festival with Banquet Dinner held on May 1 Leonard Barnes informed the Commission that Diane Souron’s last day with the Port will be May 3 as she has decided to retire. Diane started working for the Port in 1995 and has taken on many responsibilities over the years, shown integrity in her work ethic, and has been a valued and loyal part of the team. Mr. Barnes really appreciates all the work Ms. Souron has done and wishes her the best. Commissioner Pinnick paid tribute to Ms. Souron for her contribution in working with the Grays Harbor Shipping Club so diligently. Commissioner Thompson expressed the appreciation of the Commission for Mr. Souron’s years of dedication to the Port of Grays Harbor. There being no further business to come before the Commission, the Regular Meeting recessed at 10:12 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 12:30 p.m., and the Regular Meeting adjourned at that time.