Regular Meeting Minutes-1/13/09

PORT OF VANCOUVER USA
BOARD OF COMMISSIONERS
REGULAR MEETING
Tuesday, January 13, 2009

CALL TO ORDER

Commission President Brian Wolfe called a regular meeting of the Port of Vancouver USA Board of Commissioners to order at 8:06 a.m., Tuesday, January 13, 2009, at the Port of Vancouver USA Administrative Office, 3103 N.W. Lower River Road, Vancouver, Washington 98660. 

EXECUTIVE SESSION

The regular meeting was recessed into executive session at 8:06 a.m. for the purpose of discussing real estate and litigation matters.  The executive session ended at 9:10 a.m. and a brief recess followed. 

OPENING REMARKS BY PRESIDENT AND EXECUTIVE DIRECTOR

The regular meeting was opened to the public at 9:32 a.m. by Commissioner Wolfe with an announcement that the Port of Vancouver USA Board of Commissioners had been in executive session from 8:06 to 9:10 a.m. for the purpose of discussing real estate and litigation matters. He indicated no action was taken during the executive session.

At this time, Commissioner Wolfe led everyone in the Pledge of Allegiance.

Commissioner Wolfe welcomed members of the audience and Executive Director Paulson introduced the guests.  Those in attendance were as follows:
 
 Brian Wolfe Port Commission President
 Nancy Baker Port Commission Vice President
 Jerry Oliver Port Commission Secretary
 Larry Paulson  Port Executive Director
 Todd Coleman  Port Deputy Executive Director
 Maggie Smith  Port Director of Finance and Accounting
 Addison Jacobs  Port Director of Public Affairs
 Curtis Shuck  Port Director of Facilities
Patty Boyden  Port Director of Environmental Services Alastair Smith  Port Sr. Dir of Mktg. and Operations

 Alicia Lowe  Port Counsel
 Mike Schiller  Port Operations Manager
 Kathy Holtby  Port Property Manager
 Michelle Allan  Port Executive Assistant  
 Katy Brooks  Port Community Planning & Outreach Manager
 Nelson Holmberg Port Communications Manager
 Rick Cline Port Project Procurement Manager
 Julianna Marler Port Senior Contracts Manager
 Dave Hurt Port Contracts Manager 
 Leonard York Port Information Technology Manager
 Katie Odem Port Communications Specialist
 Pete Boch Port Accounting Manager
 Jessi Belston Port Environmental Specialist
 Mary Mattix Port Environmental Specialist
 Dawn Schumacher Port Administrative Assistant
 Martyn Butler Community Citizen
 Steve Mathis Ports America
 Brett Deaton Columbia River Pilots
 Duane Decker Community citizen
 Mike Baur ILWU Local 4
 Boe Ellis IUOE Local 701
 Brad Clark ILWU Local 4
 Kelly Burns Grady Britton
 Frank Grady Grady Britton
 Kent Williams Ft. Vancouver Seafarers Center
 Jon Yamashita Mackay and Sposito
 

APPROVAL OF MINUTES

On motion by Commissioner Baker, seconded by Commissioner Oliver, and carried unanimously, the Port of Vancouver USA Board of Commissioners approved the minutes of the December 23, 2008, regular meeting.

OPEN FORUM

Commission President Wolfe invited comments from the audience.

Kent Williams

Kent Williams, Fort Vancouver Seafarers Center, expressed appreciation for the support and financial donations that community stakeholders graciously gave the Center during the past year.
 
Introduction of Dawn Schumacher

Executive Director Paulson introduced Dawn Schumacher, newly-hired Port Administrative Assistant in the Marketing and Operations Department.  He stated Ms. Schumacher, from St. Joseph, MO, holds a B.S. Degree in Communications and will be a valuable asset to the port.  Mr. Paulson and the commissioners welcomed her to the Port.

Amendment to Agenda

Executive Director Paulson announced that an additional action item, from the Marketing and Operations Department, was added this morning to the meeting’s agenda due to the “work window” for construction and dredging in the Columbia River. He apologized for presentation of an unanticipated item at this late hour and said it could not be avoided due to the work window constraints.

ACTION ITEMS

Election of Officers

President Wolfe reflected on his past year as Commission President and relayed that he had enjoyed the experience.  He said that he especially appreciated the support of Commissioner Baker, Commissioner Oliver, and Executive Director Paulson.  Commissioner Wolfe also individually recognized the Port Executive Management Team and all key support staff with whom he credited the Port’s success during his presidency in the past year. He commended staff for their significant contributions to the community. 

Commissioner Wolfe also recognized Russell Hill, CVTV, for his extraordinary efforts cable-casting the Port’s meetings and events.

Commissioner Baker echoed Commissioner Wolfe’s sentiments and also praised members of Local 4 and Local 11 for their support and assistance.

Executive Director Paulson commended the commissioners for their leadership, vision and support during the past year.

On motion by Commissioner Wolfe, seconded by Commissioner Baker, and carried unanimously, the Port of Vancouver USA Board of Commissioners elected the following slate of officers:  President Nancy Baker, Vice President Jerry Oliver and Secretary Brian Wolfe.

As customary, the commissioners exchanged designated seats to reflect their new positions.

Commissioner Wolfe congratulated Commissioner Baker upon her presidency and handed her the gavel.

Commission President Baker thanked Commissioner Wolfe and praised him for serving as president in an exemplary manner during the past year. She assumed chairmanship of the meeting.

Appointment of Staff

On motion by Commissioner Baker, seconded by Commissioner Oliver, and carried unanimously, the Port of Vancouver USA Board of Commissioners appointed the following staff: Larry Paulson, Executive Director; Maggie Smith, Port Auditor; and, Schwabe Williams & Wyatt, Port Counsel.

Organizational Assignments

Executive Director Paulson presented to the commissioners the 2008 Port of Vancouver organizational assignments to discuss assignments for 2009. After brief comments, Commissioner Oliver proposed to accept the assignments for now and revisit the matter at the next regular meeting.

On motion by Commissioner Wolfe, seconded by Commissioner Baker, and carried unanimously, the Port of Vancouver USA Board of Commissioners will revisit the organizational assignments for 2009 at the next regularly scheduled meeting on Tuesday, January 27, 2009.

Authorization to Amend Active Professional & Personal Service Contracts

Executive Director Paulson presented the staff report, as contained in the agenda packet, and discussed the proposal, which he identified as an annual housekeeping item, with the commissioners.  

Contracts Manager Dave Hurt also discussed the proposal with the commissioners.

Anchor Environmental (Berth Dredging)
 Current amount added to contract with this Change Order: $20,000.00
 Total contract amount: $373,192.00
 Extend to: December 31, 2009

Bank of America (Banking Services)
 Current amount added to contract with this Change Order: Fee for service
 Total contract amount: Fee for service
 Extend to: December 31, 2009

Berger Abam Engineering (Parcel 8)
 Current amount added to contract with this Change Order: $71,237.00
 Total contract amount: $1,078,676.00
 Extend to: December 31, 2009

Jones and Stokes (NEPA Consultant Services)
 Current amount added to contract with this Change Order: $0.00
 Total contract amount: $9,001,306.16
 Extend to: December 31, 2009

Kennedy Jenks (Stormwater System Consulting)
 Current amount added to contract with this Change Order: $0.00
 Total contract amount: $105,000.00
 Extend to: December 31, 2009

Mackay & Sposito (Rail Corridor Survey)
 Current amount added to contract with this Change Order: $0.00
 Total contract amount: $100,000.00
 Extend to: December 31, 2009

URS Corporation (Risk Liability Assessment – Alcoa and Evergreen Properties)
 Current amount added to contract with this Change Order: $0.00
 Total contract amount: $531,500.00
 Extend to: December 31, 2009

On motion by Commissioner Oliver, seconded by Commissioner Wolfe, and carried unanimously, the Port of Vancouver USA Board of Commissioners authorized Executive Director Paulson to sign the appropriate change orders extending the designated contracts as noted and adding money to designated contracts as noted.

Authorization to Approve a Contract with Grady Britton for Advertising, Marketing and Public Relations Services

Public Affairs Director Jacobs presented the staff report, as contained in the agenda packet, and discussed the proposal with the commissioners.

Port Projects Procurement Manager Rick Cline detailed the extensive Request for Proposals process that resulted in this recommendation.

Communications Manager Holmberg presented the work plan contained in the proposal.

Frank Grady, of Grady/Britton, appeared before the commission and expressed appreciation for the opportunity to work with the Port.  He described his company and outlined benefits his firm plans to bring to the Port. 

When asked by Commissioner Wolfe, Mr. Grady stated his company is familiar with the Vancouver community and currently has marketing accounts with Burgerville Corporation and First Independent Bank.  He said they also have public sector experience with the City of Newport, Oregon.

Commissioner Wolfe asked Directors Jacobs why the current advertising contract with Coates/Kokes for this service was not extended since they have provided excellent service to the Port.  She responded that the Port, as a public agency, is obligated to continually seek improvements to its service to the community.  She added the proposal promises a higher level of sophisticated service to the Port and community.

On motion by Commissioner Wolfe, seconded by Commissioner Oliver, and carried unanimously, the Port of Vancouver USA Board of Commissioners authorized Executive Director Paulson to sign and execute a contract with Grady/Britton for a not to exceed amount of $190,000 budgeted for 2009 with the 2010 and 2011 services to be contingent upon budget approval.

Authorization to Approve a Contract with Kennedy/Jenks Consulting for Groundwater Monitoring Services

Environmental Services Director Boyden presented the staff report, as contained in the agenda packet, and discussed the proposal with the commissioners.  

Contracts Manager Hurt discussed provisions of the proposed contract with the commissioners.

On motion by Commissioner Wolfe, seconded by Commissioner Oliver, and carried unanimously, the Port of Vancouver USA Board of Commissioners authorized Executive Director Paulson to sign a Personal Service Contract for “Groundwater Monitoring” with Kennedy/Jenks Consultants through December 31, 2013 for an amount of $498,000 subject to approval of annual budgets.

Approval of Authorization to Solicit for Bids and Award for Berth Dredging

Sr. Director of Marketing and Operations Smith presented the staff report, as contained in the agenda packet, and discussed the proposal with the commissioners.  He described the urgent nature and potential benefits of the proposal.

On motion by Commissioner Wolfe, seconded by Commissioner Oliver, and carried unanimously, the Port of Vancouver USA Board of Commissioners Authorized Executive Director Paulson to solicit for bids and award for berth dredging of approximately 5,000 cubic yards to a depth of -42 feet with an estimated contract amount not to exceed $225,000.00.

UNFINISHED BUSINESS
 
Port Contracts Log

Executive Director Paulson stated the Port Contracts Log is provided to the Commission on a regular basis to provide information relative to what contracts and professional services contracts the port enters into under his authority. There were no questions. 

NEW BUSINESS

Clark County Transportation Alliance Legislative Agenda

Executive Director Paulson and Public Affairs Director Jacobs presented this matter to the commission.  They gave history regarding the proposal and asked for the Commission’s approval.  Executive Director Paulson pointed out that the proposal is a list of community-wide transportation priorities that is submitted to the state legislature on an annual basis to aid with funding requests.

Commissioner Oliver said that he was uncomfortable with reference to a “constitutional fix” in the document and asked for further clarification.  After discussion, it was agreed that staff would provide additional background information regarding the proposal and the discussion would be continued under “unfinished business” at the next regular meeting.

 
ACCOUNTS PAYABLES

Following discussion with Finance and Accounting Director Smith and on motion by Commissioner Oliver, seconded by Commissioner Wolfe, and carried unanimously, the Port of Vancouver USA Board of Commissioners ratified and approved payment of December 2008 Vouchers  034513 - 035057 in the amount of $2,619,442.11 and December 2008 Payroll Checks 005004 - 005029 and Direct Deposits 18946 - 19090 in the amount of $273,067.71.
 

EXECUTIVE DIRECTOR REPORT

Facilities Director Shuck gave detailed status reports on the Parcel 1A-Vestas Rail Loading Tracks and Parcel 8 - Early Grading - Phase B, projects.

Environmental Services Director Boyden gave a comprehensive status report on the Port’s Groundwater Clean-Up Facility Project.

Executive Director Paulson reported that he recently participated in the following:
• Clark County RTC Board Meeting
• Retirement Event Honoring Pat Jones, former WPPA Executive Director
• WPPA Marine Cargo Forecast Meeting in Olympia

Executive Director Paulson announced he and Public Affairs Director Jacobs were planning to travel to Olympia this Friday, January 16, to appear before the International Relations Subcommittee of the Senate Economic Development and Trade Committee.

COMMISSIONER REPORTS

Commissioner Oliver reported that he attended or participated in the following:
• RTC Board Meeting
• Meeting with Vancouver Councilmember Jeanne Stewart

Commissioner Wolfe reported that he participated in the following:
• CREDC Executive Committee Meeting
• Meeting with Executive Director Paulson

Commissioner Baker reported that she attended or participated in the following:
• RTC Board Meeting
• Town Hall Event with 49th District Legislators

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.  
Executive Director noted the following:
• Next Regular Board of Commissioners Meeting, January 27, 9:30 a.m.
• VIP Tour, January 27 at 12:00 p.m.
• Annual “State of the Port” Event, Feb. 5, 7 a.m.

 
RECESS

The regular meeting was recessed at11:06 a.m. to sign documents and resumed at 11:16 a.m. following a brief break.

WORKSHOP

Three workshops regarding (1) Community Survey; (2) Columbia River Crossing Interchange Designs; and (3) tour Northwest Packing Company were held from 11:16 a.m. until 2:05 p.m.

ADJOURNMENT

There being no further business to come before the Port of Vancouver USA Board of Commissioners, the January 13, 2009, regular meeting was adjourned 2:05 p.m. by Commission President Baker.

 PORT OF VANCOUVER USA
 BOARD OF COMMISSIONERS

 __________________________
Michelle Allan, Executive Assistant, Nancy Baker, President
January 13, 2009, Regular  
Port of Vancouver USA Board of __________________________
Commission Meeting Jerry Oliver, Vice President
 
 __________________________ 
 Brian Wolfe, Secretary