Regular Meeting Minutes - 08/24/10

PORT OF VANCOUVER USA
BOARD OF COMMISSIONERS
REGULAR MEETING
Tuesday, August 24, 2010

CALL TO ORDER 

Commission President Jerry Oliver called a regular meeting of the Port of Vancouver USA Board of Commissioners to order at 9:30 a.m., Tuesday, August 24, 2010, at the Port of Vancouver USA Administrative Office, 3103 N.W. Lower River Road, Vancouver, Washington 98660.

EXECUTIVE SESSION

The regular meeting was immediately recessed into executive session at 8:30 a.m. to discuss real estate matters pursuant to RCW 42.30.110(b). The executive session ended at 9:24 a.m. and a brief recess followed.

OPENING REMARKS BY PRESIDENT AND EXECUTIVE DIRECTOR

The regular meeting was opened to the public at 9:30 a.m. with the Pledge of Allegiance led by Commissioner Oliver. He announced that the Port of Vancouver USA Board of Commissioners had been in executive session from 8:30 a.m. to 9:24 a.m. to discuss real estate matters pursuant to RCW 42.30.110(b) and no action was taken.

Commissioner Oliver recognized Executive Director Paulson, who welcomed meeting attendees, as follows:
 
 Jerry Oliver Port Commission President
 Brian Wolfe Port Commission Vice President
 Nancy Baker Port Commission Secretary
 Larry Paulson Port Executive Director
 Todd Coleman Port Deputy Executive Director
 Alastair Smith Port Sr. Director of Marketing and Operations
 Curtis Shuck Port Director of Economic Development & Facilities
 Patty Boyden Port Director of Environmental Services
 Addison Jacobs Port Director of Public Affairs
 Alicia Lowe Port Legal Counsel
 Michelle Allan Port Executive Assistant
 Scott Goodrich Port Accounting Manager
 Monty Edberg Port Engineering Manager
 Kathy Holtby Port Real Estate Manager
 Julianna Marler Port Sr. Manager of Contracts
 Dawn Egbert Port Contracts Manager
 Theresa Wagner Port Communications Manager
 Todd Krout Port Facilities Manager
 Katie Odem Port Communications Specialist
 Alan Hargrave Port Project Manager
 Brad Clark ILWU Local 4
 Dan Pavela T.Y. Lin International
 Jon Yamashita MacKay & Sposito
 Ralph Edwards SCORE
  

APPROVAL OF MINUTES
 
Regular Meeting of August 10, 2010

On motion by Commissioner Baker, seconded by Commissioner Wolfe and carried unanimously, the Port of Vancouver USA Board of Commissioners approved the minutes of the August 10, 2010, regular meeting.

OPEN FORUM

Commission President Oliver invited comments from the audience.  No comments were received at this time.

ACTION ITEMS

Approval of Amendment to Conservation Covenant Between the Port of Vancouver and City of Vancouver

Director of Environmental Services Boyden presented the staff report, as contained in the agenda packet and explained the proposal to the commissioners. She stated that a portion of the port’s West Vancouver Freight Access Schedule 3 rail project will encroach on a very small area of the buffer zone for the Parcel 1A Wetland Mitigation Area. She indicated an amendment to the covenant is needed because the rail corridor includes a retaining wall adjacent to the Parcel 1A wetland resulting in 0.08 acres of permanent wetland impacts. She added that this will not significantly impact the wetland. 

Commissioner Wolfe asked if the covenant prevents the Port of Vancouver from making any development in that area and Director Boyden stated that was correct.

On motion by Commissioner Wolfe, seconded by Commissioner Baker, and carried unanimously, the Port of Vancouver USA Board of Commissioners approves the Amendment to Conservation Covenant Between the Port of Vancouver and City of Vancouver. 

Approval of Public Works Contract for Bid # 10-11: Terminal 2 Shred Berm Expansion Project

Director of Economic Development and Facilities Shuck presented the staff report, as contained in the agenda packet, and explained the proposal to the commissioners.

Project Manager Hargrave explained that an Invitation to Bid was issued July 29, 2010 and then a non-mandatory pre-bid meeting and site visit was held on August 4, 2010. He indicated Addendum #1 was issued on August 6, 2010, to address questions submitted by interested bidders and necessary changes to the bid.

Commissioner Baker asked if the retaining wall can be removed if there is a need and Project Manager Hargrave said it would.

On motion by Commissioner Wolfe, seconded by Commissioner Baker, and carried unanimously, the Port of Vancouver USA Board of Commissioners authorized the Executive Director to execute a public works contract with Tapani Underground, Inc., the lowest responsive and responsible bidder, for the Terminal 2 Shred Berm Expansion project for a not to exceed amount of $322,646.99 including Washington State Sales Tax.

UNFINISHED BUSINESS

No unfinished business was considered at this time.

NEW BUSINESS

No new business was considered at this time.

EXECUTIVE DIRECTOR REPORT

Executive Director Paulson reported that she attended and/or participated in the following:

• Senator Murray Columbia River Crossing Event, August 10
• ILWU Local 4 Stop Work Meeting, August 11
• BNSF Railway Event, August 12
• Governor Christine Gregoire Visit, August 12
• Terminal 5 Celebration, August 12
• Diking District 14 meeting, August 17
• Port of Vancouver’s Waterfront Appreciation Lunch, August 17,
• Tour of the Port of Vancouver with Egils Milberg, Executive Director of the State Economic Development Council, August 19
• Labor Roundtable, August 20
• Commissioner Oliver, August 23
• Carl Siep and Kimberly Pincheira of Senator Maria Cantwell’s office, August 24

COMMISSIONER REPORTS

Commissioner Baker reported that she attended and/or participated in the following:

• BNSF Railway Event, August 12
• Governor Christine Gregoire Visit, August 12
• Terminal 5 Celebration, August 12
• Director of Finance, Maggie Smith, August 13
• Port of Vancouver’s Waterfront Appreciation Lunch, August 17,
• Labor Roundtable, August 20

Commissioner Wolfe reported that he attended and/or participated in the following:
• Director of Finance Maggie Smith, August 9
• BNSF Railway Event, August 12
• Governor Christine Gregoire Visit, August 12
• Terminal 5 Celebration, August 12
• CREDC Executive Committee Meeting, August 12
• Deputy Executive Director Todd Coleman, August 13
• Port of Vancouver’s Waterfront Appreciation Lunch, August 17

Commissioner Oliver reported that he attended and/or participated in the following:

• Director of Finance Maggie Smith, August 12
• BNSF Railway Event, August 12
• Governor Christine Gregoire Visit, August 12
• Terminal 5 Celebration, August 12
• Community Coffee Visit, August 13
• Executive Director Paulson, August 23

Commissioner Oliver encouraged community members to attend the upcoming Commission Forum which is scheduled for September 9. He added the forum will be televised and Julie Anderson, former Columbian Business Editor will be the moderator.

UPCOMING EVENTS

A list of upcoming events was displayed on the screen for viewers to see staff activities and events. Dates, times, locations, and contact information were also displayed.  

RECESS

The regular meeting was recessed at 9:55 a.m. to sign documents. 

EXECUTIVE SESSION CONTINUED

The meeting reconvened into executive session from 10:05 a.m. to 10:07 a.m. to discuss real estate matters, pursuant to RCW 42.30.110(b). No action was taken during executive session.

ADJOURNMENT

There being no further business to come before the Port of Vancouver USA Board of Commissioners, the August 24, 2010, regular meeting was adjourned.

PORT OF VANCOUVER USA
BOARD OF COMMISSIONERS

 
Michelle Allan, Executive Assistant, 
August 24, 2010, Regular  
Port of Vancouver USA Board of 
Commission Meeting