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 APRIL 25, 2006
CALL TO ORDER PUBLIC MEETING EXECUTIVE SESSION OPEN TO THE PUBLIC ATTENDANCE
APPROVAL OF MINUTES April 10, 2006, Board of Commissioners Regular Meeting On motion by Commissioner Miller, seconded by Commissioner
Wolfe, and carried unanimously, the Port of Vancouver USA
Board of Commissioners approved the minutes of the April
10, 2006, regular meeting as distributed. OPEN FORUM Kent Williams, representing the Fort Vancouver Seafarers Center, said that he was proud to attend this meeting and mentioned that his organization was working hard to meet the needs of seafarers at the Port of Vancouver. ACTION ITEMS Authorization to Solicit for Flexible Services Facilities Director Curtis Shuck presented the staff report, as contained in the agenda packet, and discussed the proposal with the Commissioners. He explained that the request was for authorization to solicit a Request for Qualifications from consultants for professional engineering and architectural services for Fiscal Year 2006 through Fiscal Year 2008. He added that selected consultants would be placed on the flexible services list and used on an "as-needed," rotational basis within each professional category in order to equalize usage. He acknowledged that Resolution 6-04, "Administrative Authority of Executive Director and His Designees," would govern the monetary limit of contracts that can be executed under the flexible services list. He pointed out that currently, the executive director can execute contracts for architecture and engineering services that are below $100,000, and all consultant contracts greater than $100,000 need Commission approval and are normally publicly advertised. He said that aggregate limits for consultant firms that provide services from the Architecture and Engineering Flexible Services list can not exceed $500,000 for the period of performance (2006-2008). Facilities Director Shuck explained that the Architecture/Engineering Flexible Services List is a valuable and beneficial tool for Port staff because it allows the Port to expeditiously execute contracts for professional services by reducing the need for a separate solicitation for each required service. He pointed out that, additionally, use of the pre-qualified list reduces consultant time and effort in preparing separate qualification packets to meet Port needs. Contracts Officer Becky Eisiminger discussed the Port's
contracts program with the Commissioners. In response to
concerns raised by Commissioner Miller about firms complaining
that they are not informed of Port solicitations, she explained
that vendors can access information regarding solicitations
from the Port's webpage using the E-Bid system. On motion by Commissioner Baker, seconded by Commissioner
Wolfe, and carried unanimously, the Port of Vancouver USA
Board of Commissioners authorized the executive director
to conduct a solicitation for "Architecture/Engineering
Flexible Services." UNFINISHED BUSINESS The Board of Commissioners acknowledged receipt of a revised version of Resolution 5-2006, adopted at the April 10, 2006, regular meeting, which included two additional paragraphs requested by the Commission, as follows: WHEREAS, Boise is currently planning to sell most of the remainder of its surrounding real property for multi-use purposes, including commercial and residential uses, consistent with the City of Vancouver's publicized vision; and WHEREAS, the proposed development and change in use will impact the viability of the Port of Vancouver maintaining the adjacent 2.9 acre tracts as industrial land; and….. The Commissioners agreed that the two additional paragraphs
sufficiently captured their directions to staff during the
April 10 discussion of the proposal and agreed to sign the
revised resolution as contained in the agenda packet. NEW BUSINESS Commissioner Miller explained that the Port Commission is the only governmental body in the state of Washington that is authorized by the Revised Code of Washington to set its own salary. He also mentioned that when the commissioners' salary is revised, the change does not happen until the next term of office begins. The Commissioners discussed the local boards salary survey presented by staff and said that the only comparable Clark County board was the Clark Public Utilities. At the request of the Commissioners, staff agreed to provide
comparable salary data from other Washington ports, including
whether or not other ports have taken action to increase
their salaries, to the Commissioners for their further consideration
of this matter at the May 9, 2006, regular meeting. It was
pointed out that commission per diem allowances, totaling
$70 per day, are established by the state legislature and
cannot be revised by the local board of commissioners. EXECUTIVE DIRECTOR
AND STAFF REPORTS Deputy Executive Director Todd Coleman reported on a Neighborhood Association Council of Clark County meeting that he and Commissioner Wolfe attended on April 10. He reported that approximately 20 Clark County neighborhood association representatives attended the meeting and were generally supportive of the Port's development plans, including the need for rail access and the creation of additional jobs in Clark County. Executive Director Paulson reported on a "Citizens Forum on Rail" which the Port conducted on April 11. He reported that the forum was an opportunity for Port staff to relay short-term rail plans to the community. Mr. Paulson commended Community Relations Manager Katy Brooks for her efforts to keep the Port and the community actively engaged in discussions regarding operations and future plans. Mr. Paulson relayed the following information:
Commissioner Baker mentioned that the auditors were highly complementary of the efforts of the Marketing and Operations Department during the exit interview. Executive Director Paulson agreed with Commissioner Baker and said that the auditors were also very complimentary of the Finance and Purchasing/Contracts functions of the Port. Executive Director Paulson reminded the Commissioners of the 7:30 a.m., April 28, Port of Vancouver USA Legislative Event at the Port. Mr. Paulson also reminded the Commissioners of a Port presentation to the University Women's Group at 1 p.m. on April 24; a 4 p.m., April 25, Columbia River Crossing Task Force meeting; a Port presentation to the Executive Club at 7 a.m. on April 27; a joint City/Port Workshop regarding the Columbia River waterfront development plans at City Hall from 4 to 6 p.m. on May 1; and, a Port visit by Representative Deb Wallace on May 3rd. Executive Director Paulson commended Facilities Director Curtis Shuck, Facilities Superintendent Todd Krout and Procurement Project Manager Rick Cline for their efforts in developing the Port's alternative fuels program. Sr. Marketing and Operations Manager Alastair Smith gave a report on his recent marketing trip to Canada where he and Terminal Manager Ken Mishler visited seven Port of Vancouver customers. He relayed that all customers were supportive of the Port and generally pleased with the service they have received. Director Smith added that the customers were happy to receive news that the Port was in the process of purchasing a heavy lift crane. He said that they volunteered to assist in the Port's marketing efforts by relaying news relative to the new crane to their international brokers, which could generate more project-type cargo at the Port. Director Smith reported that two concerns were raised during the meetings: (1) an insufficient number of qualified longshoremen available on ships during peak workloads, which creates delays, and (2) that PMA does not provide adequate training funds for longshoremen to perform crane work or any type of work on break bulk cargoes. He added that both issues are being addressed by the Port of Vancouver, PMA and Local 4 and that the Port of Vancouver USA may be selected as a training site by PMA. Executive Director Paulson reported that several associates of AON, the Port's insurance brokers, have left that organization. Finance Director Smith added that Debbie Bovee and a number of other employees have left AON to work at another brokerage firm. Ms. Smith and Mr. Paulson stated that a lack of continuity with broker services, especially losing the history with Debbie Bovee and the other brokers who have Port-related backgrounds, could be detrimental to the Port. She added that additional information regarding that impact on the Port of Vancouver's contract renewal discussions with AON would be forthcoming once she had an opportunity to discuss the matter with the seven other Washington ports finance representatives included in the state-wide insurance pool. Executive Director Paulson mentioned a proposal related to a twenty percent local funding match, or $372,000, from the Regional Transportation Council (RTC) for a $1.488 million High Capacity Transit Corridor Study. He added that Clark County identified $150,000 and was seeking support for the balance. Mr. Paulson said that he did not have any further information regarding the issue and was bringing it to the attention of the Commission in case they were contacted individually about the funding request. Commissioner Miller, a member of the RTC Board, relayed that the RTC 2006 Work Program included a high capacity transit study to determine high capacity transit within Clark County. He said that as a part of the Columbia River I-5 Bridge Task Force, there was also a high capacity transit-on-the-bridge study being conducted, but the two studies are completely independent and not being communicated to each other. He said that after the I-5 Columbia River Crossing Study determines what high capacity transit should be put on the new bridge, tunnel or other alternative developed, it will end just north of the Columbia River and, separately, the High Capacity Study that is being done will determine what to do within Clark County. Commissioner Miller said that as a result, a third study would be needed to determine how to connect the two studies together, and he felt the situation was asinine. He added that C-TRAN understands that light rail, which is the probable high capacity transit system that will be developed across the bridge, is not what is needed in Clark County since the urban density of Portland does not exist in Clark County. Commissioner Miller went on to say that at a recent RTC meeting Mayor Pollard suggested that the City of Vancouver and C-TRAN provide the balance of money needed for the local grant and C-TRAN declined the mayor's suggestion. Commissioner Miller stated that he was not in favor of the Port of Vancouver contributing any funds to the project unless C-TRAN agrees to provide an acceptable level of contribution to the project. NEW BUSINESS (Continued) The Commissioners and Executive Director Paulson discussed the request with Mr. Hunt. Commissioner Miller mentioned that the Port of Vancouver currently holds membership in the Washington Public Ports Association, the Pacific Northwest Waterways Association, and the American Association of Port Authorities. He added that the Port does not have any representation in the Pacific region where the bulk of its business is generated. Commissioner Miller acknowledged that the Port previously belonged to the Association of Pacific Ports but declined membership because a fair return on investment was not being received. He voiced optimism that under Mr. Hunt's direction, the organization would improve and provide a viable return on investment to its membership. Executive Director Paulson praised Mr. Hunt's expertise and recommended favorable consideration of the request. Commissioner Baker stated that as a former member of Port staff, she learned a lot through the Port's association with the Association of Pacific Ports and she felt that the networking potential for the commissioners was beneficial. Commissioner Baker added that the past burden of hosting the annual meetings became overwhelming to many ports in the association and she was glad to learn that under Mr. Hunt's direction, the individual ports would not be burdened with that hosting task. After further discussion, it was agreed that the request would be placed on the May 9 agenda for further consideration. Commissioner Baker thanked Mr. Hunt for attending the meeting,
as well as his interest in the Port of Vancouver. COMMISSIONER REPORTS Commissioner Wolfe reported on a CREDC Executive Committee meeting that he attended, as well as a recent trip to Oakland, California, where he was unable to participate in a Port of Oakland tour that had been arranged by Vancouver Port Communications Manager Maureen Chan-Hefflin. He thanked Ms. Chan-Hefflin for her efforts to coordinate the tour and said that since his son resides in Oakland, he plans to return there and participate in the port tour at a later date. Commissioner Miller stated that he appreciated Commissioner Wolfe's encouragement that he and Commissioner Baker also attend port-related community meetings, but added that staff would need to contact him with details about those meetings and provide as much advance notice as possible. Commissioner Miller reported that he attended a Columbia River Crossing Project Sponsors meeting on April 13 where approval of the reduction of nine alternatives was agreed upon. He said that on April 13 he also attended a farewell reception honoring Lynne Griffith at C-TRAN and a Columbia River Crossing Open House at Jantzen Beach. Commissioner Miller stated that he spent time in the Emergency Room at Southwest Washington Medical Center as a guest, at the invitation of Executive Director Joe Kortum, where he was allowed to "shadow" a registered nurse for two hours. He said the experience was a positive one that showed him that the emergency room is very organized, and he encouraged the other Commissioners to seize an opportunity to do the same. Commissioner Miller stated that he attended a meeting of the RTC Corridor Vision Group where direction of the group was established and agreed upon for presentation to the RTC Board at its regular May meeting for approval. Commissioner Miller reported that on April 19 he conducted a tour of the Port of Vancouver for Jack Burkman, a Democratic candidate for a state representative position. Commissioner Miller reported that he attended the initial meeting of the Portland Metropolitan Transit Plan update on April 20. He added that a series of meetings regarding the update would be held in the future. Commissioner Baker reported that she gave a welcome speech at the Clark County Discovery Trails System Dedication Ceremony at Vancouver Landing on April 6. She also attended a Lewis and Clark Bicentennial Luncheon immediately following the dedication ceremony and a reception that evening. Commissioner Baker reported that she spoke to the Fort Vancouver Retirement Center's Men's Group, where she had an opportunity to visit with Freeman Keller, a long-time community activist who formerly lived in her neighborhood. Commissioner Baker also reported that she attended the Washington State Transportation Commission's "Rail Study Listening Session" on April 13 at the Port; Lynne Griffith's farewell reception at C-TRAN; the Confluence Project dedication ceremony at Cape Disappointment, where she had an opportunity to spend time with former Governor Gary Locke and Maya Lin, on April 22; and the audit exit interview on April 24. Commissioner Baker added that she attended the Lincoln Neighborhood Association and Northwest Neighborhood Association meetings recently. She commended Community Relations Manager Katy Brooks and Deputy Executive Director Todd Coleman for their presentations at those meetings. Commissioner Miller gave history on his past experiences welcoming, in his home, new executives to the Vancouver community and encouraged others to open their homes and welcome Lynne Griffith's replacement at C-TRAN, as well as other newcomers, to the Vancouver business community.
ADJOURNMENT
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