Port of Coupeville - Comprehensive Plan - Section I

CONTRACTUAL and OTHER RELATIONSHIPS

The Port of Coupeville has a variety of contractual and other relationships within the Port District, Island County and Washington State. In general these fall into five categories: interagency liaison, memberships, event sponsorship, community involvement, and contracts.

INTERAGENCY LIAISON

The Port of Coupeville maintains regular communication with public and private agencies that have direct impact on the economic health of the Port District. The following are the current areas of active participation. The Board of Commissioners may initiate other formal or informal relationships as they become available.

Council of Governments (COG): This is a non-regulatory body whose membership includes representatives of Island County port commissions, cities and the County. The mission of this Council is to facilitate cooperation, collaboration and communication between local governments. A commissioner from the Port of Coupeville has participated from the Councils inception. The Ports representative is chosen annually by the Board of Commissioners. The selected commissioner is tasked with attending the meetings, making a monthly report to the Board at its regularly scheduled meeting and seeking direction from the Board on any decisions that may come before the Council.

Regional Transportation Planning Organization (RTPO): The RTPO is a state agency with planning groups in every County. The Island County groups task is to review and plan for improvements to the transportation systems in Island County. Membership includes the three Island County commissioners, the mayors from the three incorporated cities and a Port commissioner. The Port representation alternates between South Whidbey and Coupeville. Currently, a commissioner from the Port of South Whidbey is the representative to the RTPO. It is the responsibility of the attending representative to report to both commissions regarding the discussion and any actions of the RTPO.

Island County: The Port has a long history of collaboration with Island County government. Both entities seek the participation and cooperation of the other in the areas of overlapping responsibility and jurisdictions. The Port views the County as a partner in its pursuit of opportunities that can enhance the economic health of the Port District. There is ongoing communication with various Island County departments in the course of the Ports daily activities. The majority of the Port district is in unincorporated Island County, thus subject to Island County planning and zoning. The office of the Island County Treasurer processes the Ports revenue and disbursements.

Town of Coupeville: The Town of Coupeville is the only incorporated urban area in the District. The Port maintains an open and ongoing dialogue with the Town through regular communication between their Executive Director and the Mayor. The Port has historically been invited to participate in Town planning processes. The most recent was the Coupeville Shoreline Management Plan process, on which a Port commissioner served as a member of the planning committee.

Ebeys Landing National Historical Reserve (NHR): The NHR is wholly inside the boundaries of the Port District. (See map, Appendix E-6) The presence of the Reserve within the District is seen as placing a unique responsibility upon the Port of Coupeville. The Port maintains cooperative relationships with the local Trust Board, the local Reserve Manager and National Park Service staff to ensure its economic development activities are compatible with the historic rural and agricultural character of the district.

MEMBERSHIPS

The Port of Coupeville has maintained active memberships and participation in the following local organizations that directly affect its mission. The Board of Commissioners may identify other organizations over time in which Port membership is appropriate.

Washington Public Ports Association (WPPA): The Port is a member of this state-wide Association to stay current with issues affecting ports districts and their activities. Commissioners regularly attend the small port seminars sponsored by WPPA. Over time, commissioners have participated in various Association committees. Currently, a commissioner attends the WPPA Legislative Committee meetings and reports on the discussion at the Ports regularly scheduled public meetings.

Economic Development Council (EDC): The Port has historically placed a high priority on membership in the Island County EDC. Both entities share a primary mission focus of economic development which makes them natural collaborators. A commissioner is appointed annually to attend the monthly EDC meetings, and reports back at the Ports regularly scheduled public meetings.

Marine Resources Committee (MRC): As an island Port District, the marine environment has extraordinary significance. Membership in the MRC allows the Port to be an informed and active partner in community efforts to preserve and enhance the marine habitat. A commissioner is appointed annually to attend the twice monthly MRC meetings, and reports back at the Ports regularly scheduled public meetings.

Central Whidbey Chamber of Commerce: This chamber represents businesses located in the Port District. The Port is a long standing member recognizing shared economic development goals.

EVENT SPONSORSHIP

The Board of Commissioners is approached regularly regarding sponsorship of community events. Currently, the Port of Coupeville is a funding sponsor of two community events. They were chosen because of their direct connection to the Ports mission. The Board will continue to review requests and evaluate each based on the impact the event will have on its economic development goals.

Uniquely Whidbey Trade Fair: This annual business trade fair is held the second weekend in October. It is a highly productive marketing venue for Whidbey Island businesses. The Port has been a funding sponsor since its inception.

Penn Cove Water Festival: This festival honors the historic connection between Coupeville, local Native American tribes and water travel. The annual weekend event began in 1992. It is held every May, scheduled around the tides and international canoe race dates. It was a community project of the WSU Beach Watchers until 2004, when a community festival group was formed. In modern times the festival includes canoe traces, educational exhibits and Native American art & craft booths. It is the tradition of the festival to welcome the Native Americans with offerings of home baked bread. The Port has been a funding sponsor of this event since the beginning, and provides permanent display space for each years framed poster in the foyer of the wharf building. A Port commissioner is a member of the festivals Board of Directors.

COMMUNITY INVOLVEMENT

The Port of Coupeville gratefully acknowledges the following organizations for their contributions to Port facilities.

Greenbank Garden Club: Since 1997 the club has maintained the Barn A entryway gardens at the Greenbank Farm. These stunning gardens create a beautiful welcome to the facility, with year-round color and interest. The Club periodically re-plants the gardens to enhance the design, and members regularly have work parties to weed and prune. The generous commitment of volunteer time in the entryway gardens is matched by the Garden Clubs financial support for the upkeep of the gardens from their bi-annual plant sales.

Central Whidbey Lions Club: This volunteer service organization has a hands-on reputation that has benefited the Greenbank Farm. In 2004, the Club undertook the purchase and installation of a commercial swingset, the first element of a childrens playground. The Club sold a lot of hotdogs to raise money for the playground set, and members gave generously of their time to install it. In 2005, the Central Whidbey Lions Club again pitched in at the Farm, as the construction partner of the Whidbey Island Audubon Society to build a bird viewing platform.

Whidbey Island Audubon Society: This local group recognized the educational opportunity presented by the marshland at the Greenbank Farm. They funded an observation platform on a site east of the pond with an unobstructed view of the marshlands and its diverse community of birds, and with easy accessibility for the public. Society members generously volunteered their time to design the platform, to obtain permits and work with the Central Whidbey Lions Club to build it.

CONTRACTS

The Port of Coupeville has four general categories of contractual commitment: inter-agency agreements, tenant leases, management contracts, and mortgages.

INTER-AGENCY AGREEMENTS:

Island County: The Port has a 21-year interlocal cooperation contract with Island County regarding the Greenbank Farm, signed in 1997. This agreement articulates the common goals for the development of the property, restrictions on use and assignment of property. The agreement documents the personal property, water systems, water rights and water system easements conveyed to the Port. It also documents the easements and property retained by Island County. (See Section I Existing Facilities: Greenbank Farm, Easements and Water Rights and Appendix C-5, Parcel Map of Port and Island County Tracts) The full text of the interlocal cooperation agreement is available upon request from Island County or the Port of Coupeville.

Department of Natural Resources (DNR): The Port has two agreements with DNR. The first is a no fee agreement for use of aquatic lands for transient moorage on wharf floats and outlying buoys. It is a 30 year agreement ending in 2037. The second is a management agreement with DNR for the tidelands that abut the Port property in Coupeville and upon which the Coupeville wharf sits. (See diagram, Appendix B-1) It is a 30-year lease, ending 2026. The annual fee is established by a formula driven by the Ports use of the property. Uses defined as water-dependent require no lease payment.

Washington State University (WSU) Master Gardeners Association (MGA): The Port has approved an agreement through 2016 between GFMG and WSU that dedicates areas contiguous to the pond at the Greenbank Farm as the official site for MGAs Island County Educational Garden. (See map, Appendix C-8) In the first three years MGA volunteers rehabilitated a dilapidated shed into a focal point for information and equipment, and created seven separate gardens. (See map, Appendix C-8) A steering committee oversees seven garden committees (Pergola, Pond, Rose, Cottage, Shade, Herb and Native Plants), working directly with the Greenbank Farm Management Group to ensure on-site cooperation. MGA is responsible for the cost of garden development and maintenance. The Port thankfully acknowledges the huge contribution of volunteer time by MGA members.

TENANT LEASES:

Coupeville Marine Facility: The Port has four commercial rental units at, or adjacent to, their Coupeville Marine Facility. On the wharf itself there are three units, each currently under lease to different tenants for a caf, a gift shop and a marine supply business. The fourth rental unit is the space adjacent to the wharf entrance, which is leased to a retail clothing store. (See Appendix B-2: Coupeville Marine Facility Tenants and Terms)

National Park Service (NPS): The Port leases the northern perimeter of the entrance to the Coupeville wharf to NPS for a kiosk with information regarding Ebeys Landing National Historical Reserve. (See map, Appendix H) It is a 50-year lease, ending 2032. In exchange for the use of the property NPS built a 3-sided kiosk at the entrance to the wharf, which disguises the Port underground fuel tank vents and provides a vehicle for posting information regarding Port operations and other activities related to the Port.

Greenbank Farm Management Group (GFMG): The Port has worked collaboratively with GFMG since purchasing the Port Tract at the Greenbank Farm in 1997, establishing a unique public/private cooperation that has undergone several contractual changes, but continues today. GFMG is a 501(c)3 non-profit organization whose mission, values and strategic directions are consistent with the Ports strategic statements and were approved by the Port in 2005. (See Appendix D-1: GFMG Strategic Statements) The Port is leasing the majority of the Commercial Area property in the Port Tract and all the buildings within the Leased Area (See map, Exhibit D-3) to GFMG through March 31, 2014. GFMGs role and responsibilities are defined by a lease document. (See Appendix D-2: Summary of the Key Terms and Responsibilities Lease and Management Services Agreement) GFMG pays no lease payment and subleases portions of the commercial buildings to permanent tenants with prior approval of the Port. GFMG also rents portions of the buildings and grounds approved by the Port for short-term events. GFMG uses building space for its wine shop, administrative offices, caretaker residence, and facility maintenance operations. Currently the Port has approved thirteen GFMG long-term building subleases. (See Appendix D-4: GFMG Subtenants and Terms) To facilitate the lease approval process, the Port approved a template sublease document and established a procedure for securing its approval of subtenants and lease terms in 2004. (Copies of the sublease template and the approval process is available upon request from the Port of Coupeville.) GFMG has one agricultural sublease for ten acres which was approved by the Port for use as pasture for alpacas. At the termination of this sublease July 31, 2008, the property and future leases revert to the Port.

Alf Christianson Seed Company (ACSC): The Port has a direct agricultural lease with ACSC for approximately ten acres at the Port Tract of the Greenbank Farm through April 30, 2008. The permitted use is for the production of beets and other products for seed. ACSC is required to maintain State certification of their compliance with the National Organic Standards.

MANAGEMENT CONTRACTS:

Executive Director: The Port contracts with a private individual for management services as their Executive Director. The contract is renewable on a biennial basis. The term of the present contract is through September 2008.

Greenbank Farm Management Group (GFMG): In 2004, the Port initiated a Management Services Agreement with GFMG to manage, operate and maintain the Managed Area of the Port Tract. (See map, Exhibit D-3) GFMG is paid a fee of $45,000 annually under this agreement. The fee will be adjusted in 2008 and 2010 at the agreements anniversary dates. GFMGs role and responsibilities are defined by the Management Services Agreement, including Exhibit B: Scope of Work/Responsibilities of Manager. (See Appendix D-2: Summary of the Key Terms and Responsibilities Lease and Management Services Agreement) The agreement runs concurrently with the Lease (see above) through March 31, 2014.

Native Plan Stewards (NPS): The Port approved a five year contract between GFMG and NPS in 2004. The management contract allowed the introduction of biological control agents (beetles) to the eastern marshlands in the Port Tract for the purpose of controlling Purple Loostestrife. The agreement established NPS responsibilities and protocols for access and actions. The term of the contract is June 8, 2004 - June 7, 2009.

MORTGAGES:

The Port has a twenty-year purchase and sales agreement with Island County for their acquisition of the property known as the Port Tract of Greenbank Farm. The Port utilized non-voting administrative bonds for the purchase. Island County government purchased the entire 522-acre Greenbank Farm property in 1997 as part of a bond sale for a wide variety of public projects. The Ports purchase and sale agreement for 151 acres and buildings includes significant limitations on its use, and any property transfers, due to the underlying bonds. The annual mortgage payment is $100,100.00. Port district taxpayers see this obligation twice yearly on their property tax assessment statement as a separate levy item. The Port will own the property outright in 2017. The full text of the purchase and sales agreement is available upon request from Island County government or the Port of Coupeville.

Port of Coupeville Comprehensive Plan 2007-2026