Salmonberry Trail Intergovernmental Agency
Board Meeting
Agenda
April 6, 2017- 6:00 p.m. to 9:00 p.m.
Banks Fire District #13, 13430 NW Main St., Banks, OR 97106
(Map Attached)
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STIA Board Members
Peter Daugherty
Oregon Department of Forestry
Lisa Sumption
Oregon Parks and Recreation Department
Bill Baertlein
Commissioner, Tillamook County
Jack Mulder
Commissioner, Port of Tillamook Bay
Bob Terry
Commissioner, Washington County
Betsy Johnson
State Senator, District 16
Mark Ellsworth
Regional Solutions, Governor’s Office
Debbie Boone
State Representative, District 32
Ross Holloway
Tillamook Forest Heritage Trust
Carolyn McCormick
Washington County Visitors Association
Tonya Gleason-Shepek
The Confederated Tribes of Grand Ronde
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1. Welcome and Introductions –Lisa Sumptionand Peter Daugherty
2. Adjustments to the Agenda
3. Initial Public Comment Opportunity - 30 minutes
Expected maximum time 30 minutes: Speakers will be taken in the order in which they sign up and will be limited to 3-minutes. If the number wishing to testify exceeds five speakers, then additional speakers may be allowed if the Co-Conveners determine that time permits or each speaker's time may be reduced to fit within 15 minutes.
4. Review of Meeting Notes from February 3, 2017meeting - 5 minutes–
Meeting Notes attached on page 4.
5. Discussion - Strategic Marketing Plan – Ross Holloway and Cody Barnickel, HUEN LLC – 20 minutes
6. Discussion – Overview of Study Design for a Trail Benefits Study – Ross Holloway and Paul Manson, Portland State University – 20 minutes
7. Update – Fundraising Status Report – Ross Holloway - 10 minutes
8. Update–Insurance Issues—10 minutes
Update via Memo attached on page 9
9. Consensus Approval – Organizational Framework for Valley Segment Planning Advisory Committee – Dennis Wiley – 10 minutes
Agenda Item Summary attached on page 12
10. Update – Ownership Issues - Rail-Line Ownership Work Group - Commissioner Bill Baertlein, Pete Dalke, Dennis Wiley - 20minutes
Agenda Item Summary attached on page17
11. Update – Coastal Trail Planning Advisory Committees – Jack Mulder and Commissioner Bill Baertlein - 10 minutes
12. Update – Renewing an Agreement with Portland State University for Continuing Support of the STIA Board’s Work – Peter and Lisa – 5 minutes
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13. Comments from STIA Board Members - 10 minutes
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14. Future meeting dates, times, and locations for calendar year 2017:
Month / Day / Location / TimeJune / 6/2 / Tillamook / 10:00 AM- 1:00 PM
August / 8/4 / Salem Area / 10:00 AM- 1:00PM
October / 10/3 / Banks (Annual Coalition Meeting) / 6:00 PM – 9:00 PM
December / 12/1 / Tillamook / 10:00 AM- 1:00PM
15. Final Public CommentOpportunity - 15 minutes
Expected maximum time 15 minutes: Speakers will be taken in the order in which they sign up and will be limited to 3-minutes. If the number wishing to testify exceeds five speakers, then additional speakers may be allowed if the Co-Conveners determine that time permits or each speaker's time may be reduced to fit within 15 minutes.
16. Executive Session per ORS 192.660(2)(e).
Convener will read this script before going into Executive Session:
“The governing body will now meet in executive session pursuant to ORS 192.660(2)(e), which allows the Board to meet in executive session to conduct deliberations with persons designated to negotiate real property transactions. Representatives of the news media and designated persons shall be allowed to attend the executive session. All other members of the audience are asked to leave the room. Representatives of the news media are specifically directed not to report on or otherwise disclose any of the deliberations or anything said about these subjects during the executive session, except to state the general subject of the session as previously announced. No decision may be made in executive session. At the end of the executive session, we will return to open session and welcome the audience back into the room.”
17. Back to Public Session and then Adjourn.
GENERAL INFORMATION: Times listed on the agenda are approximate. At the discretion of the Co-Convenors, the time and order of agenda items may change to maintain meeting flow. Circumstances may dictate a revision to the agenda, either in the sequence of items to be addressed, or in the time of day the item is to be presented. If special materials, services, or assistance is required, such as a sign language interpreter, assistive listening device, or large print material, please contact Jim Johnson at least three working days prior to the meeting via telephone 541-285-3759. Use of all tobacco products in government-owned buildings and on adjacent grounds is prohibited.
Salmonberry Trail Intergovernmental Agency
Meeting Notes
February 3, 2017 - 10:30 a.m. to 1:00 p.m.
Oregon Department of Forestry, Salem, OR
The start of the meeting was delayed until 10:30 a.m. due to inclement weather. There were about 6 audience members in attendance.
1. Welcome and Introductions. Peter Daugherty, co-chair, opened the meeting and welcomed attendees. Board members or alternates in attendance included Port Commissioner Jack Mulder, Ross Holloway, Tonya Gleason-Shepek and Mark Ellsworth. Joining by phone: Lisa Sumption, Commissioner Bob Terry, Carolyn McCormick, Commissioner Bill Baertlein and Michele Bradley.
2. Adjustments to the Agenda. Agenda Item 5 – Fundraising Status Report and video - was delayed until Ross Holloway arrived in person.
3. Initial Public Comment Opportunity. Trinity Herr spoke regarding the community meeting in Timber the prior evening, February 2. Overall she felt last night was a really good meeting especially in contrast to the first community meeting last June. She noted her appreciation for scheduling another meeting in Timber in May.Senator Betsy Johnson and Commissioner Terry have expressed their desire to attend. She feels it is important to keep doing meetings in the communities on the eastside.
Commissioner Terry echoed her sentiments regarding last night’s meeting.There seems to be much more cooperation for moving forward.He anticipates the formation of a Valley (eastside) Advisory Committee coming together for more discussion.
Mark Ellsworth asked what made the difference in the Timber community meetings?Ms. Herr responded now that folks are more aware of the trail happening there is still some anger but not as much as expressed at the first meeting.She feels trust will build, and the community is more willing to give a little, get a little, noting it will be especially important for community members to be heard and considered in planning the trail.
4. Review of Meeting Notes from December 2, 2016 Meeting. The Meeting Notes were accepted with one correction, a misspelling. Ellsworth made a motion to approve the notes with the spelling correction.Sumption seconded the motion and the notes were approved.
5. Insurance Issues. Pete Dalke presented the memo from Jim Johnson regarding insurance issues. As noted in the report, Jim expects to return at the Board’s next meeting in April with a proposal for purchase of insurance from the Special Districts Association of Oregon for an amount not to exceed $1,500.
Christy Monson, Legal Counsel, had previously briefed the Board. Pete relayed a follow up conversation with her. Christy suggests the key question for a Board member to ask is: are you performing duties of your home agency? If so, it’s likely your agency is covering you in the normal course of your duties. Carolyn requested Christy to talk with Washington County Visitors Association CFO Jason Bagill to be certain there is no unintended exposure for the WCVA and Carolyn.
6. Rail Salvage Issues. Dennis Wiley reviewed the technical memo from Wiser Rail Engineering.There was not a request for any Board decision at this time.
Discussion: The technical memo is a review of approximately 25 miles of track between Banks and Cochran. Concerns include the need to complete vegetation management to maintain the salvage value of the rails and ties. A related concern is that once vegetation management and particularly salvage are completed, some of the public will feel trail is open.
No other sections of the railroad are planned for a similar salvage value review at this time.
The potential for positive revenues after paying for salvage are limited at this time. The report includes a 25% cost contingency as the engineer was not able to examine all 25 miles of track. Dennis noted steel prices are at a historic low.Value could go up in time making salvage more attractive in the future.He also made a second point - any net revenue from rail salvage will have to go to the Federal Emergency Management Agency (FEMA) in the near term (that being approximately the next 6 years).After that salvage net revenue could come to the POTB or STIA.
Commissioner Terry suggested that STIA ask FEMA for a waiver to their requirements for the salvage revenues. Dennis has been talking with FEMA through the Oregon Office of Emergency Management.Their answer to this question has been there is very little that FEMA will allow for use of proceeds in the near term.
Jim Thayer asked if it is feasible to stockpile salvaged rail until FEMA “strings” expire? This may not be a viable approach since contractors doing the salvage will typically want the salvage revenue as part of contract.
It was further noted that doing vegetation management now and waiting 6 years until the FEMA requirements expire will not be a detriment to salvage value.The Chair noted that the STIA needs to consider how to make the investment in completing the vegetation management.
Rail salvage cannot begin until rail banking is completed with the Surface Transportation Board.
7. Fundraising Status Report. Ross Holloway presented an update on fundraising. A video link and handouts for fundraising were emailed out to those on the phone(two spreadsheets and related attachment).
Discussion: Cycle Oregon announced a $1M fund raise for the Trail last week. $500-600K of money raised will be used for a catalyst project likely on the eastside. It was noted that on the handout the partner agency contributions are in real dollars, and on back are captured estimates of In-kind staff contributions.
The video produced for the Cycle Oregon kickoff on 1/24/17 and announcement of their fund raising was shown to the Board.Footage was included from interviews conducted at a prior STIA meeting.This particular video was developed for the Cycle Oregon audience.A more general video will be produced showing hikers, equestrian and other trail uses.
Comments on video: Tillamook County and the POTB voices were not prominently included in this version of the video.Concerns about the need for additional Tillamook voices to be included in the upcoming more general videos were discussed and the intention noted. Shorter video snips are going out on social media.
Related items for the Cycle Oregon event and future fund raisers have been developed including materials that were on display in the room.Lots of coasters with the Trail logo are available.
The RFP for a strategic marketing plan is out now on the street.A review team is scheduled to review proposals in a couple of weeks.The review team includes Ross, Carolyn, Nels Gabbert, and Nan Devlin from Tillamook.A presentation from a selected consultant is expected for the next STIA meeting in April.
Encore Fellow - Dancil Strickland has completed research on the economic and health benefits of trails.His report dated 1/24/17, was emailed out to Boardand handed out at the meeting. Work is on-going to locate funders for STIA’s own economic & health study.
Doug Decker is working part time doing development work for the Tillamook Forest Heritage Trust and the Trail.Efforts include the 1st e-newsletter that was published after Cycle Oregon event; Trail website major facelift since last STIA Board meeting; and, more work into developing social media.
8. Ownership Issues - Rail-Line Ownership Work Group (ROWG). Pete Dalke provided an update to the Board on rail-line ownership. Several work group meetings have been held since the Board’s last meeting and progress is being made and the Surface Transportation Board in D.C. granted a 180-day extension of the rail-banking negotiation period to July 21, 2017.
Discussion: The key aspects of the ROWG report and draft recitals and findings for a Memorandum of Understanding (MOU) were highlighted. Paul Levesque’s work to compile the findings was noted and is much appreciated. The draft is a “living document”. The expectation is that additional information may be added and other areas clarified before the MOU is finalized. One area lacking information concerns the amount of the state's investment to help restore rail service after the 1996 flood damage. It was noted that THFT may have archived information of interest developed byChris Friend and other tour guides over the years. Tonya offered to share the draft with a tribal historian to review and add additional information from the Tribes.
The recitals and findings do not go into detail on individual bridges and trestles. Consultation with SHPO will be a required part of developing the Trail, as well as mitigation for any changes to the trestles. This mitigation will includeinterpretation. The intention definitely isfor documenting and interpreting history as part of Trail development.
9. Coastal Trail Planning Advisory Committee Update. Port Commissioner Jack Mulder provided the Board with a detailed description of the discussions regarding the Committee’s recent meeting. Jack noted the Committee is working with the 23 mile long segment runs from Mohler to Lattimer Road.A question was raised concerning why planning stopped at Lattimer Road versus continuing through the City of Tillamook.The City will complete the first Trail segment to be built - Hoquarten Slough bridge to the City’s skate park.The City wants to plan the trail from Hoquarten to Cheese Factory. The City, Chamber and County will take lead to do an appendix to the Coast planning report for this section.
Discussion: The Nehalem Community Trust working on application to purchaseBotts March in Wheeler with an OWEB grant.The current owner wants to make sure there is language in the sale to accommodate what's needed for the Trail.The Trail can be accommodated within the current ROW and accessible with the Botts Marsh conservation area. Mark Ellsworth noted related development being completed on the uplands, working on tying development to the Trail.There is discussion of a loop trail through development as part of effort.
Lots of enthusiasm, lots of challenges continue where OSCR is operating.Developing short segments of rail-trail present the most opportunity in the near term. Jenna Berman, ODOT liaison for Region 2 will be releasing an RFP for evaluation of the existing bike route for the entire length of Highway 101 along the coast.ODOT wants to connect to communities and is looking for synergy.The evaluation will be looking at a number of aspects including alignment, signage and community connectivity.ODOT has interest in coordinating public involvement with STIA’s efforts. Mention was made that coordinating with the Oregon Recreational Trail Advisory Council may also be helpful.
10. Renewing an Agreement with Portland State University for Continuing Support of the STIA Board’s Work. Peter and Lisa presented the Phase 4 proposal for Oregon Solutions to continue assisting the Board of Directors. Peter noted that the Governor’s Recommended Budget does not include any funding for the Salmonberry Trail. They are discussing funding options for the proposal and on-going staffing for trail development with STIA partners. The Board reviewedthe summary of trail investments to date included with the staff report.Goal: ability or commitment from any of the others to help w the request. Next steps include:
- Carolyn will take request to the WCVA Board of Directorson 3/16for potentially contributing.
- Tonya will take to the Confederated Tribes of the Grande Ronde Tribal Council for consideration.
- TFHT - actively seeking capacity funds w some to be available for STIAs use as well.
11. Comments from STIA Board Members. Dennis Wiley and Mike Cafferata, ODF, were commended for their leadership at the meeting with Timber area residents the prior night.The Board noted their commitment to continue the conversations with the Timber area community.
12. Future meeting dates, times, and locations for calendar year 2017. Dennis reviewed the following for future meetings and the Board agreed to move forward with schedule and locations.
Month / Day / Location / TimeApril / 4/6 / Banks – Fire Hall / 6:00 PM- 9:00 PM
June / 6/2 / Tillamook / 10:00 AM- 1:00 PM
August / 8/4 / Salem Area / 10:00 AM- 1:00PM
October / 10/3 / Banks (Annual Coalition Meeting) / 6:00 PM – 9:00 PM
December / 12/1 / Tillamook / 10:00 AM- 1:00PM
13. Final Public Comment Opportunity.
Kira Taylor - Timber area resident shared her concern with the marketing efforts seeming to be targeted to the bike community.This may be off-putting to hikers and equestrians. The current marketing also seems Valley centric making people further along the rail-trail and on the coast feel like the trail may not be for them.More balanced and less targeted language will be helpful.The Board responded the comments are appreciated; the criticism will be taken seriously and included with the Board’s on-going concerns about equity and inclusion.
Jessica Jung - Oregon Coast Scenic Railroad indicated some of her Board is very concerned about promotional materialsthat don’t seem to include possibility of rail with trail.The materials shared today look like a rail to trail is what's planned and do not acknowledge OCSR use.OCSR appreciates the inclusion allowed thus far, and OCSR will continue to be collaborativewith the understanding that the intention is not to put OSCR out of business.OCSR analysis suggests the tourism generated by their operations adds $3-5M annually to the local economy.