APPROVAL OF MINUTES

March 25, 2008, Regular Meeting

On motion by Commissioner Oliver, seconded by Commissioner Baker, and unanimously carried, the Port of Vancouver USA Board of Commissioners approved the minutes of the March 25, 2008, regular meeting.

OPEN FORUM

Commission Vice President Baker invited comments from the audience.

Seafarer's Center Spring Concert

Kent Williams, Director of the Fort Vancouver’s Seafarers Center stated since the last Commission meeting, the supporters of the Seafarers Center went on a magical sea cruise with Jim Fischer and Friends at the Royal Durst Auditorium. He thanked all event supporters, particularly the Port of Vancouver USA, ILWU Local 4, and community members in attendance for the great evening.

ACTION ITEMS

Approval of a Lease with BCT, Inc. for a portion of Building 2100

Director of Facilities Shuck presented the staff report, as contained in the agenda packet,
and discussed the proposal. He stated one of the Port’s Strategic goals is to maximize industrial business development by providing new and existing businesses opportunities to expand and be more efficient. He indicated Boise Cascade Trucking has been operating at the Port under a sublease with Boise Building Materials for the past two years and recently inquired of additional space to consolidate activities from a site in Portland.  

Kathy Holtby, Property Manager, stated BCT, Inc. has leased the building on a Short Term Lease Agreement since December 19, 2007 to meet their immediate needs. She indicated BCT will share a third of  Building 2100.

Commissioner Oliver asked what type of paper products will be stored and Kathy replied paper in large rolls. She indicated it is a new product BCT, Inc. will carry that Boise recently started to produce. Commissioner Baker asked if there are any changes other than reference to pollution language to the Port’s standard lease and Kathy stated no.

On motion by Commissioner Oliver, seconded by Commissioner Baker, and unanimously carried, the Port of Vancouver USA Board of Commissioners approved the Lease between the Port of Vancouver and BCT, Inc.

Authorization to solicit for Public Works Bids – Competitive Rail Access Phase 1

Director Shuck presented the staff report, as contained in the agenda packet,
and discussed the proposal. Director Shuck stated the action item is for the authorization to solicit for a public works bid for a portion of the West Vancouver Freight Access Project which will improvement an area of Schedule 3 of the Port’s Rail Project. He indicated this project was not identified in the Port’s Capital Budget of 2008 and was not covered by the blanket solicitation approval brought to the Commission in December.

On motion by Commissioner Baker, seconded by Commissioner Oliver, and unanimously carried, the Port of Vancouver USA Board of Commissioners authorize the Executive Director to solicit for Public Works Bids for the purposes of constructing Phase 1 of the Competitive Rail Access Project at the Port of Vancouver, USA.

Approval of Access Agreement and License Between Port of Vancouver and BNSF Railway Company

Director Shuck presented the staff report, as contained in the agenda packet, and discussed the proposal. He stated BNSF Railway is working with the Washington State Department of Transportation on the Vancouver By-Pass Project. He added the Department of Transportation and BNSF team discovered the Port owned a remnant piece of property east of Fruit Valley Road in the vicinity of the Frito Lay Facility, located at mile post 134.

Director Shuck stated the Department of Transportation and BNSF have requested from the Port an Access Agreement to allow for construction of this portion of the Vancouver Bypass Project. Director Shuck indicated there is the need to remove approximately 20 cubic yards of material. He stated this access is required to keep the BNSF/WSDOT Vancouver By-Pass Project on schedule.

Counsel Lisa Lowe stated she drafted the Agreement with the understanding it is only for the removal of the material and not for access over and across the property. Executive Director Paulson suggested the Commission’s motion include a revision to the Agreement to allow for access for purposes of construction.

On motion by Commissioner Oliver, seconded by Commissioner Baker, and unanimously carried, the Port of Vancouver USA Board of Commissioners authorizes the Executive Director to execute the Access Agreement and License between the Port of Vancouver, USA and the BNSF Railway Company as amended.  

Authorization for Executive Director to Execute Agreed Order No. 07-TC-S DE5189 for remedial action at the former Swan Manufacturing Company and Cadet Manufacturing Company sites

Director of Environmental Services Boyden presented the staff report, as contained in the agenda packet, and discussed the proposal. She stated both Agenda Items E-4 and E-5 are related and pertain to the TCE project. She stated Agenda Item E-4 is for an Agreed Order with the Washington Department of Ecology and the Port of Vancouver and Agenda Item E-5 is for an Interlocal Agreement between the City of Vancouver and the Port of Vancouver.

Director Boyden provided a brief overview of the TCE clean up. She indicated the Port entered into an Agreed Order with the Department of Ecology to conduct a remedial investigation and feasibility study of contamination. She added the Port has over 150 groundwater monitoring wells. She stated in 2006, the Port assumed the Cadet clean up as part of the Settlement Agreement and purchased the property. She indicated the next step is to install a groundwater clean up system which is also known as a pump and treat system.

Director Boyden indicated this Order is to replace the existing Agreed Orders Nos: DE 98-TC-S337 and DE 01-TCPVA-3257 to which the Port is a party and Order No. DE 00-TCPVA-847 to which Cadet is a party.

On motion by Commissioner Baker, seconded by Commissioner Oliver, and unanimously carried, the Port of Vancouver USA Board of Commissioners authorizes the Executive Director or his designee, to execute the State of Washington Department of Ecology Agreed Order No. 07-TC-S DE5189 for remedial action at the former Swan Manufacturing Company and Cadet Manufacturing Company sites.

Authorization for Executive Director to approve and sign an Interlocal Agreement between the Port of Vancouver and the City of Vancouver for the use of a shared stormwater line

Director Boyden presented the staff report, as contained in the agenda packet, and discussed the proposal. She reminded the Commission that this Agenda Item also relates to Agenda Item E-4.

Commissioner Oliver asked how many wells will be installed for the pump and treat system.  Director Boyden stated there will be one well initially, but there will be capacity to add two. Commissioner Oliver asked if the Department of Ecology has indicated the plan is acceptable and Director Boyden replied yes.

On motion by Commissioner Oliver, seconded by Commissioner Baker, and unanimously carried, the Port of Vancouver USA Board of Commissioners authorizes the Executive Director or his designee, to approve and sign the Interlocal Agreement between the Port of Vancouver and the City of Vancouver for use of a shared stormwater system.

UNFINISHED BUSINESS

Ports Contracts Log

Executive Director Paulson stated the Port Contracts Log is provided to the Commission on a monthly basis to provide information relating to what contracts and professional services contracts the Port enters into under Executive Director authority.

ACCOUNTS PAYABLE

Following discussion with staff, on motion by Commissioner Oliver, seconded by Commissioner Baker, and carried unanimously, the Port of Vancouver USA Board of Commissioners ratified and approved payment of March 2008 Vouchers 029780 - 030272 in the amount of $3,130,583.06 and March 2008 Payroll Checks 004803 – 004826 and Direct Deposits 17765 - 17889 in the amount of $234,859.85.

EXECUTIVE DIRECTOR REPORT

Project Updates
Director Shuck provided a brief update on the following projects: West Vancouver Freight Access Rail Project Schedule 1, Phase A; Parcel 8 Early Grading; and NuStar Energy Rail Project.

Executive Director Paulson stated since the last Commission meeting, a number of staff have been involved in the Commission Open Forums. He indicated the Port held a VIP tour on March 27. He shared that Director of Finance Smith held a TEFRA meeting on April 2. He indicated yesterday, the Port held a Commission and Directors Retreat which included an executive session. He stated Open Session focused on the Port’s planning for the future. He also shared that he and Director of Marketing Smith will be traveling to China, South Korea and Japan beginning April 11 and will return on April 24.  

COMMISSIONER REPORTS

Commissioner Oliver reported he attended or participated in the following meetings:

• Attended the two Commission Public Forums on March 25 and March 27
• Attended the Commission and Directors Retreat on April 7

Commissioner Baker reported she attended or participated in the following meetings:

• Attended the Commission Forums on March 25 and March 27
• Attended the NW Natural Luncheon
• Attended the Fruit Valley Neighborhood Association Meeting on April 3
• Attended the Commission and Directors Retreat on April 7

UPCOMING EVENTS

Upcoming events were flashed on the screen for viewers to see staff activities and events. Dates, times, locations, and contact information were also displayed.

RECESS

The regular meeting was recessed at 10:15 a.m. to sign documents and resumed at 10:30 a.m. in a workshop on Architect/Engineer Selection Procedures.

WORKSHOP

The Board of Commissioners, staff conducted a workshop on the Proposed Architect/Engineer Master Agreement On-Call Procedures from 10:30 a.m.-11:10 a.m.

ADJOURNMENT

There being no further business to come before the Port of Vancouver USA Board of Commissioners, the April 8, 2008, regular meeting was adjourned at 11:14 a.m. by
Commission Vice President Baker.