Port of Ridgefield
Regular Meeting Minutes
December 12, 2012
Present:Joe MelroyScott HughesBruce Wiseman
Jennifer KingJeanette LudkaBrent Grening
Wonder BaldwinLaurie OlinSandra Day
Betty T.Roy GarrisonGary Adkins
Rhidian MorganLee WellsJosh Elliott
Bill ElingGail AlexanderLarry Cohen
Tina WatkinsKristen LynchLeAnn Bremer
1. CALL TO ORDER:
At 3:00pm Chair Joe Melroy called the Port of Ridgefield Commission meeting to order.
2. PLEDGE OF ALLEGIANCE:
Roy Garrison led the Pledge of Allegiance.
3. APPROVAL OF THE AGENDA AND MINUTES:
Commissioner Scott Hughes made a motion to approve the minutes for the November 14, 2012 regular meeting. Commissioner Bruce Wiseman seconded the motion. The motion was carried.
4. CALL FOR PUBLIC COMMENT:
Gail Alexander on behalf of The Friends of the Ridgefield National Wildlife Refuge presented a portrait to the Port of Ridgefield as a thank you for their continued sponsorship of community events. Gail stated Jim Maul will provide an update of the refuge to the Port at a later time. She also mentioned that Courtney Givens is the new events coordinator for events in Ridgefield which will include the water trail event.
5. FINANCE REPORT:
Payment of the Bills - Commissioner Hughes reviewed the bills (with the exception of the Ridgefield Hardware invoice) and found them to be properly prepared. He made a motion to pay the bills. The bills for the month of December totaled $592,537.93. Commissioner Bruce Wiseman stated he reviewed the Ridgefield Hardware invoice and seconded the motion. The motion was carried.
General Fund Report – Jeanette Ludka stated that all reports have been placed in the commissioner’s dropbox for their review.
2010-2011 Audit Report – SAO: Brent introduced Kristen Lynch and Tina Watkins from the Washington State Auditor’s Office and stated they are here to present the Exit Conference from the Port’s 2010-2011 audit. Introductions were also made from the Port and the public. Kristen stated the purpose of the exit conference was to share the results of the audit and to provide a forum for open discussion. The auditor discussed results of the following reports: accountability audit report, financial statement audit report, recommendations, report publication, audit cost analysis, the Port’s next audit and the customer service survey.
Kristen stated the preliminary audit results and recommendations were shared in detail with Brent and Jeanette and encouraged any comments or questions. Kristen stated there were no findings at the Port of Ridgefield for this audit. Kristen noted the port’s sponsorship of community events and advertising (signage). Kristen told the Commission that concerns over these expenditures were not included in the audit reports, because they were determined to be non-material. Port staff clarified to the public, the Port’s position is that ports are authorized under state law to advertize and promote the Port, its products and services. The auditors told the Commission that they would follow-up with Port staff regarding the issue.
Gail Alexander stated The Friends of the Ridgefield National Wildlife Refuge, as a part of the community rely on sponsorships to provide growth to the community. She repeated her thanks to the Port Commission for their sponsorship of events that bring people and customers to town.
There was much discussion from the public and the Port regarding the value of advertizing and promotional sponsorships. Chair Melroy explained to the auditors the Port’s relationship with the community, and that advertising and promotional expenses are reviewed by the Commission and typically discussed in public prior to the expense.
Chair Melroy stated the commission will review the issue of community sponsorships, advertising and promotion. He thanked the auditors for the efforts on the Port’s audit.
The Port’s next audit will be in 2014.
2013 Budget Hearing – Budget Amendment – Chair Melroy opened a public hearing at 3:05pm to discuss the 2013 Port budget. Jeanette provided hard copies of the budget to everyone. She stated there was one change in the budget regarding new construction in Clark County. The hearing closed at 3:08pm with no further comments.
Resolution 2012-260: A Resolution of the Port of Ridgefield Commission Adopting a 2013 Supplemental Operating and Maintenance, Environmental Remediation Budget Pursuant to RCW 53.35.050. This resolution reconciles the Port’s budget regarding Clark County tax levy. The resolution stated that Port staff prepared a Preliminary 2013 Supplemental Operating and Maintenance, Environmental Remediation Budget and said the budget was presented for discussion and action in a Port public meeting on December 12, 2012. The Port published the notice in The Columbian during the required criteria for budget posting.
Commissioner Hughes made a motion to approve this resolution. Commissioner Wiseman seconded the motion. The motion was carried.
6. OLD BUSINESS:
Interim Action Update – Jennifer King from Maul Foster and Alongi stated that the contractor, Magnus Pacific has finished capping the majority of Cells 1 and 2. She stated the contractor will return in the Spring of 2013 to cap the last 2-3 acres, compact the soil, complete the waterfront trails and pave Division Street. The contractor will also make weekly visits to the site to perform stormwater inspection. Jennifer also stated that Division Street will remain closed for public access until further notice.
7. NEW BUSINESS:
PeaceHealth/Discovery Pointe Development Schedule Amendment – Brent introduced Larry Cohen from PeaceHealth who is the lead director on the development of the Discovery Pointe Medical Center property. He also introduced LeAnne Bremer who is the land use attorney for the PHSW.
Brent stated PeaceHealth Southwest (PHSW) is asking the Port Commission to extend the agreed development deadlines due to market conditions. The purpose of the extension is to allow PHSW time to continue negotiations with potential development partners.
Brent made the following recommendations:
❖Area A development extended to December 31, 2015
❖Area B development extended to December 31, 2017
❖Area C development extended to December 31, 2022
Larry Cohen provided a brief summary explaining the development plans for the extended deadlines which will include regular involvement from the Ridgefield community.
Commissioner Wiseman made a motion to extend the recommended deadlines with PeaceHealth Southwest. Commissioner Hughes seconded the motion. The motion was carried. Brent stated he will send a letter to Larry confirming the agreed deadline schedule.
2013 Port Legislative Agenda – Brent stated briefly in order of importance the Port’s 2013 Legislative Issues and Project Updates to be approved by the Commission which included Transportation, Infrastructure, Environment, Economic Development and Healthy Communities.
Commissioner Bruce Wiseman made a motion to approve the 2013 legislative agenda. Commissioner Scott Hughes seconded the motion. The motion was carried.
Appointment of the 2013 WPPA Trustee - Commissioner Bruce Wiseman made a motion to appoint Commissioner Scott Hughes as the 2013 WPPA Trustee for the Port of Ridgefield. Chair Melroy seconded the motion. The motion was carried.
Resolution 2012-259: A Resolution of the Port of Ridgefield Commission, Appointing Public Officials for the year 2013, and Delegating Authority to Appointed Officials, Allowing for Disposition of Surplus Personal Property, and Adjusting Port Proprietary – Type User Charges - This resolution reflects the following appointments:
❖Port Chairman - Commissioner Scott Hughes: Commissioner Bruce Wiseman made a motion to appoint Commissioner Scott Hughes as Chair. Chair Melroy seconded the motion. The motion was carried.
❖Port Secretary – Commissioner Bruce Wiseman: Commissioner Scott Hughes made a motion to appoint Commissioner Bruce Wiseman as Secretary. Chair Melroy seconded the motion. The motion was carried.
❖Port Treasurer – Commissioner Joe Melroy: Commissioner Scott Hughes made a motion to appoint Commissioner Joe Melroy as Treasurer. Commissioner Bruce Wiseman seconded the motion. The motion was carried.
Chair Melroy stated he will out of the office from January – 1st week of March.
Commissioner Bruce Wiseman made a motion to adopt this resolution. Commissioner Hughes seconded the motion. The motion was carried.
Resolution 2012-261 – A Resolution Setting Supplemental Responsible Bidder Criteria Pursuant to RCW 39.04.350 for a Public Works Project: Construction of a Railroad Overpass: Phase 1 -
Brent stated that Phase 1 of the Rail Overpass project is the construction of improvements at the Pioneer and Main Street intersection. He stated the Port has secured funding to start the construction. Bill Eling explained each section of the resolution for clarity regarding the bidder criteria process.
Commissioner Hughes made a motion to approve this resolution as presented. Commissioner Wiseman seconded the motion. The motion was carried.
Commissioner Wiseman asked the timeline of moving forward on this process. Brent stated he will provide an update at a later time.
December Commission Meeting – The December 26, 2012 commission meeting is cancelled.
8. CALL FOR PUBLIC COMMENT:
Councilman Lee Wells asked when will the Ridgefield Railroad Overpass project go out for bid. It was stated the project will go out to bid during the first quarter of the year.
Councilman Wells stated that the City of Ridgefield will announce the awarded bidder for the Overlook Park Project on December 20, 2012.
Council members Lee Wells and Sandra Day were given copies of the Legislative agenda per their request.
Gary Adkins requested today’s minutes be sent to him via e-mail when approved.
9. EXECUTIVE SESSION - PERSONNEL:
At 4:45pm Chair Melroy announced a 30-minute recess from the regular meeting to enter into an executive session to discuss an employee performance review pursuant to RCW 42.30.110 (1) (g).
10. General Session – Reconvened
The regular meeting reconvened at 5:15pm. Commissioner Scott Hughes made a motion to approve Brent’s new annual salary of $141,000 and to add $25,000 to his deferred compensation program. Commissioner Wiseman seconded the motion. The motion carried.
Brent thanked the commission for their generosity and stated he enjoys working at the Port and look forward to many more years.
11. ADJOURNMENT:
The meeting adjourned at 5:35pm with no further business or public comments. The next regular Commission meeting is scheduled for Wednesday, January 9, 2013 at 3:00pm. The meeting will be held at the Port of Ridgefield office in the downstairs conference room, located at 111 West Division Street in Ridgefield.
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Scott HughesD. Joe Melroy
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R. Bruce Wiseman
Respectfully submitted by
Wonder Baldwin
Administrative Assistant
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