Regular Meeting Minutes - 9/22/09

PORT OF VANCOUVER USA
BOARD OF COMMISSIONERS
REGULAR MEETING
Tuesday, September 22, 2009

CALL TO ORDER

Commission President Nancy Baker called a regular meeting of the Port of Vancouver USA Board of Commissioners to order at 8:30 a.m., Tuesday, September 22, 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 8:30 a.m. for the purpose of discussing real estate, potential litigation, and issues of national security. The executive session ended at 9:21 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. by Commission President Baker with an announcement that the Port of Vancouver USA Board of Commissioners had been in executive session from 8:30 a.m. to 9:21 a.m. for the purpose of discussing real estate, potential litigation, and issues of national security. She indicated no action was taken during executive session.

Commissioner Baker welcomed members of the audience and Executive Director Paulson recognized guests.  Meeting attendees included:

 Nancy Baker Port Commission President
 Jerry Oliver Port Commission Vice President
 Brian Wolfe Port Commission Secretary
 Larry Paulson Port Executive Director
 Todd Coleman Port Deputy Executive Director
 Maggie Smith Port Director of Finance
 Curtis Shuck  Port Director of Economic Dev & 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
 Mike Schiller Port General Manager-Operations
 Monty Edberg Port Engineering Manager
 Nelson Holmberg Port Communications Manager
 Katy Brooks Port Community Planning and Outreach Manager
 Julianna Marler Port Senior Manager of Contracts
 Kathy Holtby Port Property Manager
 Katie Odem Port Communications Specialist
 Rick Cline Port Projects Procurement Manager
 Marie Day Port Office Assistant
 Brad Clark ILWU Local 4
 Boe Ellis       IUOE Local 701
 Jay Hamachek Great Western Malting
 Libby Tucker The Columbian
 Ronald PlushnickUnited Grain Corporation
 Richard Rochet Parametrix
 Peter Howe Tristar Transload
 Vinton Erickson Erickson Farms
 Kelly Burns Grady/Briton
 Frank Grady Grady/Briton
  Sara Prentiss Grady/Briton

Commissioner Baker led everyone in the Pledge of Allegiance.

APPROVAL OF MINUTES

September 8, 2009, Regular Meeting

On motion by Commissioner Wolfe, seconded by Commissioner Oliver, and carried unanimously, the Port of Vancouver USA Board of Commissioners approved the minutes of the regular meeting of September 8, 2009.

OPEN FORUM
 
Commission President Baker invited comments from the audience regarding items not listed on today’s meeting agenda.  There were no responses to her invitation.

At the request of Executive Director Paulson, Port Community Planning and Outreach Manager Brooks presented plaques of appreciation to the commissioners commemorating their participation in the port’s recent Terminal 5 groundbreaking event. She described the highly successful port event and commended the commissioners for their participation. 

Executive Director Paulson and the commissioners acknowledged the efforts of all staff involved in the event and thanked Ms. Brooks for the mementos of the event.

ACTION ITEMS

Approval of a Lease between the Port of Vancouver and Great Western Malting Company for the north section of Building 2501 Kotobuki Way

Director of Economic Development and Facilities Shuck presented the staff report, as contained in the agenda packet, and discussed the proposal with the commission. Property Manager Holtby gave details of the lease proposal.  In response to questions from the commission, she explained the inclusion of brokerage fees in the lease proposal.

Commissioner Wolfe expressed discontent regarding the brokerage commission. After further discussion, it was agreed that a workshop regarding the port’s broker compensation policy would be held in the near future.

Jay Hamachek with Great Western Malting spoke in favor of the proposal. He added Great Western Malting has used a matrix decision-making model with assistance from their broker to make their facility locating decisions. He indicated the use of brokers has been helpful to Great Western Malting because they were looking at warehouse space beyond those owned by the Port of Vancouver.  It just turns out that the port's facility met the needs of Great Western Malting the best in this case.

On motion by Commissioner Oliver, seconded by Commissioner Wolfe, and carried unanimously, the Port of Vancouver USA Board of Commissioners approved the lease between the Port of Vancouver and Great Western Malting Company for the north section of Building 2501 Kotobuki Way.
Approval of Parametrix Contract Change Order – TCE Groundwater Cleanup
Director of Environmental Services Boyden presented the staff report, as contained in the agenda packet and discussed it with the commissioners. Director Boyden and Richard Rochet, representing Parametrix, presented a detailed PowerPoint presentation regarding environmental projects included in the proposal and answered questions of the commission. 
Projects Procurement Manager Cline provided history of the procurement process leading to the change order proposal.  He recommended approval of the proposed change order since Parametrix has extensive history with the project and the proposed services are an extension of the Parametrix efforts to date. He also added there would be a significant cost for another contractor to gain the detailed knowledge and experience that Parametrix has of the site.
On motion by Commissioner Wolfe, seconded by Commissioner Oliver, and carried unanimously, the Port of Vancouver USA Board of Commissioners authorized the Executive Director to sign Change Order #19 for $2,650,000 with a completion date of December 31, 2011 to the Professional Service Contract with Parametrix, Inc. for TCE groundwater cleanup.
Executive Director Paulson asked the Commission to take a couple of action items out of order since there were guests in the audience.
Approve United Grain Corporation Fourth Amendment and Extension to Lease Term
Director of Finance Smith presented the staff report, as contained in the agenda packet,   and discussed the proposal with the commissioners. Commissioner Oliver indicated it might be beneficial for the viewing audience if they understood that the port was extending the lease while also refunding revenue bonds given the current economic circumstances. Ronald Plushnick with United Grain Corporation spoke in favor of the proposal. It was further acknowledged staff would be working with United Grain Corporation to amend the lease in accordance with attached Memorandum of Understanding before December 2010. The immediate extension of the lease is a required condition of "refinancing" the revenue bonds.
On motion by Commissioner Oliver, seconded by Commissioner Wolfe, and carried unanimously, the Port of Vancouver USA Board of Commissioners approved the United Grain Corporation Fourth Amendment and Extension to Lease Term.
Approval of Second Amendment to Lease between the Port of Vancouver and Tristar Transload NW, Inc. for a ground lease at 3702 NW Gateway Avenue
Director of Economic Development and Facilities Shuck presented the staff report, as contained in the agenda packet, and discussed the proposal with the commissioners. Property Manager Holtby described the details of the lease and discussed the lease with the commissioners and answered questions. Peter Howe, owner of TriStar Transload, spoke in favor of the proposal.
On motion by Commissioner Wolfe, seconded by Commissioner Oliver, and carried unanimously, the Port of Vancouver USA Board of Commissioners approved the Second Amendment to Lease between the Port of Vancouver and Tristar Transload NW, Inc. for a ground lease at 3702 NW Gateway Avenue.
Approval of Interlocal Agreement with City of Vancouver for Services Provided During Construction of WVFA Project #3
Director of Economic Development and Facilities Shuck presented the staff report, as contained in the agenda packet, and discussed the proposal with the commissioners. Senior Manager of Contracts Marler and Engineering Manager Edberg provided additional details of the proposal and answered the commission’s questions.
On motion by Commissioner Wolfe, seconded by Commissioner Oliver, and carried unanimously, the Port of Vancouver USA Board of Commissioners authorized an interlocal agreement between the Port of Vancouver and City of Vancouver which allows the city to provide construction management services for an amount not to exceed $250,000.
Approval of First Amendment to Lease between the Port of Vancouver and Thompson Metal Fab for a portion of Building 3201 – Section C
Director of Economic Development and Facilities Shuck presented the staff report, as contained in the agenda packet, and discussed the proposal with the commissioners. Property Manager Holtby provided detailed information regarding the proposed lease amendment and discussed the proposal with the commissioners.
On motion by Commissioner Oliver, seconded by Commissioner Wolf and carried unanimously, the Port of Vancouver USA Board of Commissioners approved the First Amendment to Lease between the Port of Vancouver and Thompson Metal Fab for a portion of Building 3201 – Section C.
Adoption of Resolution No. 11-2009, Declaring Certain Personal Property Surplus
General Manager of Operations Schiller presented the staff report, as contained in the agenda packet, and discussed the proposal with the commissioners. He indicated adoption of Resolution No. 11-2009 authorizes the 1958 Gantry Mounted Revolving Crane, commonly known as the “Big Washington” be approved as surplus so port staff can market and advertise to surplus the crane to the secondary market.
On motion by Commissioner Oliver, seconded by Commissioner Baker, and carried unanimously, the Port of Vancouver USA Board of Commissioners adopted Resolution No. 11-2009, declaring one 1958 Gantry Mounted Revolving Crane, “Big Washington”, and associated material handling equipment surplus per the requirements set forth in RCW 53.08.090, Resolution No. 1-2009 and the Port of Vancouver procurement procedures.
Adoption of Resolution No. 12-2009, Declaring Certain Personal Property Surplus
General Manager of Operations Schiller presented the staff report, as contained in the agenda packet, and discussed the proposal with the commissioners. He indicated adoption of Resolution No. 12-2009 allows the Colby Crane and associated material handling equipment on the dock be approved as surplus so port staff can market and advertise to surplus the crane to the secondary market.
On motion by Commissioner Oliver, seconded by Commissioner Wolf, and carried unanimously, the Port of Vancouver USA Board of Commissioners adopted Resolution No. 12-2009, declaring one Colby Crane and associated material handling equipment surplus per the requirements set forth in RCW 53.08.090, Resolution 9-01 and the Port of Vancouver procurement procedures.

UNFINISHED BUSINESS

Resolution No. 10-2009 Centennial Industrial Park

Executive Director Paulson indicated Resolution No. 10-2009 originally came before the commission on September 8, 2009. At that time, Commissioner Wolfe expressed reservations about naming the entire site “Centennial Industrial Park” as the Rufener family had farmed that area for 75 years and the farm had become a community icon.

 Executive Director Paulson stated the Resolution has been amended to approve the name, “Centennial Industrial Park” for the former Rufener farm Parcel 8 and is ready for commission signature. He further request that special care be given by port staff to make allowances for the legacy of the Rufener Family to continue through special interpretive opportunities during the development of the property.

No action was required or taken.
 

NEW BUSINESS

No new business was presented to the commission for consideration at this time.

EXECUTIVE DIRECTOR REPORT

Updates on the following current projects were presented to the commissioners:
• West Vancouver Freight Access
• Terminal 5 Unit Train Improvements, WVFA Project #3
• Turner Engineering Co. Tenant Improvements

Executive Director Paulson discussed the following events he recently attended:
• Funeral Service for Tom Gibson, retired Port Security Superintendent, September 9
• Port of Vancouver Environmental Forum, September 9
• Annual Port of Vancouver European Marketing Trip, along with Sr. Director of Marketing and Operations Smith. September 11-19

Executive Director Paulson announced that, along with Sr. Director of Marketing and Operations Smith and Port Marketing Manager Heindl, he is planning to attend the American Public Port Association’s 2009 Annual Break Bulk Conference October 11-19.  He added that he will miss the next regular meeting of the commission on October 13, and Deputy Executive Director Coleman will serve as Acting Executive Director in his absence.
Executive Director Paulson thanked Port Counsel Lowe for a September 18 social event that she and her husband hosted.  He added that he and a large number of port staff enjoyed the event and appreciated the warm and gracious hospitality generously given by Ms. Lowe and her husband.
COMMISSIONER REPORTS

Commissioner Oliver reported that he recently attended and participated in the following events:

• Terminal 5 event, August 13
• Library Ground breaking event, August 14
• Columbia River Crossing Meeting, August 18
• Meeting with Executive Director Paulson, August 26
• Port Waterfront Appreciation event, August 27
• RTC Columbia River Toll Forum, September 1
• Meeting with Finance Director Smith regarding the upcoming port budget workshop Meeting with Sr. Director of Marketing and Operations Smith, September 9
• Port Environmental Forum, September 9
• Washington Public Ports Association Economic Development Seminar,
• September16-18
• Meeting with Clark County Commissioner Mark Bolt and Deputy Executive Director Coleman, September 21

Commissioner Wolfe reported that he recently attended and participated in the following events:

• Port Waterfront Appreciation event, August 27
• CREDC  By-Laws Meeting, September 4
• Port Environmental Forum, September 9
• CREDC Executive Committee Meeting, September 10
• CREDC Board Meeting, September 17
• Annual Greater Vancouver Chamber of Commerce Installation of Officers Event, September 17

Commissioner Baker reported that she recently attended and participated in the following events:

• Regional Transportation Council Columbia River Toll Forum, September 1
• Meeting with Executive Director Paulson, September 3
• Tom Gibson Funeral, September 9
• Port Environmental Forum, September 9
• Downtown Vancouver Association (DVA) Meeting, September 10
• Clark County Labor Roundtable, September 11
• VIP Port Tour, September 15
• Meeting with Port Deputy Executive Director Coleman, September 17
• Downtown Vancouver Association Board Meeting, September 17
• Vancouver Historic Reserve Celebrate Freedom event, September 18
• Port VIP Tour, September 21
• Vancouver City Council Meeting, September 21

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 Paulson noted the following:

• Fruit Valley Neighborhood Association Meeting, October 1
• Neighborhood Associations Council of Clark County, October 12
• Next regular commission meeting, October 13
• Port VIP Tour, October 15

Commissioner Baker announced that the City of Vancouver Planning Commission was scheduled to consider the Fruit Valley Neighborhood SubArea Plan on September 24 at city hall.

RECESS

The regular meeting was recessed from 11:50 a.m. to 12:10 p.m. for the commissioners to sign documents and staff to prepare the meeting room for a workshop.

WORKSHOP

A workshop regarding the port’s 2009 marketing and advertising program was held from 12:10 to 12:48 p.m. Port staff and advertising agency shared information on the port's 2009 and proposed 2010 advertising strategy and collateral.

ADJOURNMENT

There being no further business to come before the Port of Vancouver USA Board of Commissioners, the September 22, 2009, regular meeting was resumed and adjourned at 12:48 p.m. by Commission President Baker.

 PORT OF VANCOUVER USA
 BOARD OF COMMISSIONERS

Michelle Allan, Executive Assistant,  
September 22, 2009, Regular  
Port of Vancouver
USA Board of Commission Meeting