Commissioners Present: Benye Weber, Bruce Bryson and Ann McDonald

Others Present: Jim Patton (Executive Director), Molly MacLeod-Roberts (Edwards & Associates), Nathan Whalen (Whidbey News-Times), and Tom Baenen (GFMG President)

Call to Order: The regular meeting was called to order at 10:30 a.m. by Commissioner Weber in the Island County Commissioners' Hearing Room located at #1 NE Sixth Street, Room B-102, in Coupeville, WA followed by the Pledge of Allegiance.

APPROVAL OF THE MINUTES OF THE PREVIOUS MEETING:

Weber stated that the Minutes for the regular meeting of September 12, 2007 were not available, so approval and signatures of those Minutes was deferred until the next regular meeting on November 14, 2007.

SPECIAL PRESENTATIONS: None.

MEETING OPEN TO PUBLIC INPUT: Weber opened the meeting to public input. No one wished to speak and Weber closed the meeting to public input and returned to the public meeting.

UNFINISHED BUSINESS:

Port Executive Director's Report: (Patton)

Boating and fueling activity - Winter rates began on October 1st: Patton reported fuel sales for September were $5,796. That amount was one-half of the amount of fuel sales for September 2006. Moorage revenue was $2,228; almost exactly the same as September 2006. Patton said the moorage fees were reduced by 50% effective October 1, 2007. He reported that another buoy was lost. Port Diver, Marty Malloy, has agreed to go down and inspect the other 3 buoys at no charge. He will try to determine the cause for the buoy breaking loose. The Harbormaster reported the missing buoy the day after the big windstorm, and reported that there was no boat moored to it. Bryson asked if it was a different buoy from the last one that was lost and Patton said Yes, it was. Patton explained the buoys, tackle and anchors are identical to those used at the State Parks. State Park maintenance employees have told Patton that they are constantly in motion replacing them. Patton said it might turn out that there is a defective design. Weber said she didn't think the wind had been that strong, but Bryson and Patton disagreed. Patton said the Port's flagpole for the Washington State flag was bent. McDonald asked if the buoy had been recovered and Patton said it hadn't been found yet. Because there is almost no wintertime activity at the buoys, Patton suggested not replacing it until the springtime. The Board agreed with his recommendation.

Status of rental spaces on the Wharf - occupation by KWPA Radio: Patton said the status is unchanged. The date for occupation of Space D by the Whidbey Island Center for the Arts' KWPA Radio has not been established yet. Although they have been paying rent and leasehold taxes, they have not put together the rest of the package for boaters' supplies, display arrangements, etc. Additionally, they have not yet identified one or more individuals who would donate their time to be there. Patton noted that the radio station has missed the summer season and they may find they are unable to get underway with the marine supply facility until springtime. Patton said he would keep the Board apprised of the status.

Status of work on the Port office basement - new electrical panel and heat detector: Patton reported the basement has a new concrete floor and concrete bulkheads, and all of the new supporting pilings and beams are in place. The new lighting is installed but there is still more work to be done when the new circuit breaker panel arrives. Patton reported that once all the insulation had been removed and the basement had been cleaned up, it was discovered that a smoke alarm had been installed years ago instead of a heat detector. The smoke alarm was essentially useless, so Patton has asked the Port's alarm company to provide a heat detector in the basement that will be wired to the Port's alarm system. Then if a fire breaks out, the alarm system will notify the fire department.

Status of electrical repairs on causeway: Patton indicated the repairs would begin as soon as Pat Andrews of CK Electric can schedule them.

Status of Comprehensive Plan initiatives: Master Site Plan: Patton reported that at the 2^nd Master Site Plan workshop, the Board and the Greenbank Farm Management Group (GFMG) had unanimously agreed to accept Donna Keeler's proposal to be the Master Site Plan Coordinator. Her contract was signed at the meeting. GFMG President Tom Baenen took Keeler on a tour of the Farm yesterday, and Patton has provided Keeler with all the documents related to the Farm, including the two large presentation displays the Port previously used to show how the Port's portion of the Farm is divided regarding recreational, commercial and agricultural areas. Patton said Keeler is already hard at work and her next meeting will be with Cheryl Sagmeister regarding the Asset Inventory. Conservation Easement: Patton referred to the letter from Island County Commissioner Phil Bakke (copies of which were provided to the Board prior to the meeting). Bakke had read the Port's Comprehensive Plan and complemented the Board for its work. Patton suggested sending a letter to Bakke to thank him and to let him know that the State Recreation and Conservation Board and the Washington Public Ports Association (WPPA) had also approved it. WPPA said it would endorse the Comprehensive Plan as a model for all the small ports. Patton provided a draft version of the letter for the Board's approval (attached to these Minutes) and discussed the content of the letter regarding the Conservation Easement, especially the issue of whether the County would accept the guardianship of development rights in principle and act as the Conservator of those rights. The letter ended with a request to meet with Bakke to discuss the matter. Bryson said he felt it was a good draft and would serve to open the dialogue with the County. Weber agreed.

ACTION: A motion was made by Bryson and seconded by McDonald that the draft letter to Phil Bakke, Island County Commissioner District #1 be approved. The motion passed unanimously.

Patton said he would see that Bakke received the letter today. Weber said it was a very nice, constructive letter and thanked Patton.

Marine Education Center and Park at entrance to Causeway: Patton said he has kept the Board informed of what progress has been made by the Washington State University (WSU)-Extension and WSU Beachwatchers regarding their taking charge of pulling together stakeholders and providing the Port with a schedule and a plan. One delay has been due to Graham Johnson's being on vacation for a couple of weeks. Patton attended a WSU Beachwatchers meeting last week, and he noted the consensus was that although WSU Beachwatchers are eager to do all they said they would do, the actual running of the Marine Education Center (MEC) is beyond their capabilities since they are volunteers. The WSU Beachwatchers are able to handle the displays that they currently have at the wharf with the volunteer docents, but to expand beyond that would require additional staffing with a larger base of community support. At the meeting, Beachwatchers mentioned getting help from the Front St. Merchants, Ebey's Reserve, the museum, etc., but further discussion was tabled until Johnson returns from his vacation. Weber noted the same information was shared at the Marine Resources Committee (i.e. that the MEC project is a big burden and a big responsibility). Weber said that is why she has continuously said the Port needs to generate more involvement with partners, not just financially but also with volunteers.

Greenbank Farm Management Report: (Baenen): Greenbank Farm Management Group President Baenen was on hand to answer any questions the Board had regarding the September Farm Report he previously submitted and which is attached to these Minutes.

The Finance Report for August was reviewed with Commissioner Bryson and Port Executive Director Patton on September 26^th. A slightly modified format was found to be acceptable. Use of this report will save at least one hour a month of the Farm bookkeeper's time without lessening the monthly information needed by the Port.

Weber thanked Baenen for his report. Patton asked Baenen to extend the Port's gratitude to Mary Jo Stansbury for circulating the Farm's anniversary pictures via email. Baenen said he wanted to thank all four Whidbey publications for the very fine coverage they provided for the 10^th Anniversary.

COMMITTEE REPORTS:

Marine Resources Committee (MRC): (Weber) Weber did not attend the October 2^nd meeting of the MRC because it was held at the same time as the Port's special meeting to approve the final budget. She therefore had nothing to report other than that the MRC is preparing to attend the Northwest Straits Commission Conference on November 3^rd and 4^th at Rosario. Weber added that MRC Executive Director, Rex Porter, has put together a 3-ring binder of grants and objectives with associated tasks. Weber is in charge of public information and will be working with the League of Women Voters on an informational meeting for the public after the 1^st of the year. The meeting will address what the MRC has been doing and the goals and objectives of the MRC in the future. The next MRC meeting is Tuesday, October 16^th. Weber noted that the MRC recently changed its meeting schedule and will now meet on the 1^st and 3^rd Tuesdays of the month at 3:30 p.m. in the Island County Commissioners' Hearing Room.

Central Whidbey Chamber of Commerce (CWCOC): (Weber) Weber reported the CWCOC's next meeting is Thursday, October 11^th at 8:00 a.m. following a 30-minute meet and greet period. Tenth District Representative Barbara Bailey will be the guest speaker. Weber is on the CWCOC's Public Affairs Committee and they have just completed a Directory of Services Offered in Coupeville. They are now looking for funding in order to publish it.

Shoreline Management Plan (SMP) and Greenbank Farm Liaison: (Bryson)

SMP: Bryson had nothing to report regarding the SMP. The Town Planner is making the necessary changes to meet the Department of Ecology's requirements.

Greenbank Farm Liaison: Bryson said his Greenbank Farm Liaison report had already been covered by Baenen earlier in the meeting. Bryson said the reformatted GFMG Finance Report is a good report. He said the meeting was shorter than usual and there was just a brief discussion on the Conservation Easement procedure. Baenen said he and Michael Stansbury had attended the Port's Budget Hearing and the GFMG was very grateful for the Port's approval of their increased fee request, and the inclusion of funds to work on capital projects.

Council of Governments (COG), Regional Transportation Policy Organization (RTPO), Economic Development Council (EDC) and WPPA Legislative Committee): (McDonald)

COG: Did not meet.

WPPA Legislative Committee: Nothing new from WPPA.

EDC:

New Board Member. The members had the opportunity to meet November Board appointee Jim Campbell, who represents the City of Oak Harbor.

Change in .09 Funds Policy. The EDC reviewed the .09 funds policy. McDonald reported that the EDC is once again allowed to go directly to the Island County Commissioners for those funds. The EDC had planned to do that in September and meet with the COG Board in October, but since COG didn't meet in October it will take place next month instead.

Uniquely Whidbey Trade Fair. McDonald reported the Uniquely Whidbey Trade Fair would take place on October 13^th & 14^th at the new Coupeville High School campus and it was nearly sold out.

Marine Industries Training School. The relocation of the school in Anacortes is a big issue as the EDC is quite connected with the school. Two locations are being looked at and Anacortes residents have expressed a lot of interest in the placement of the school.

RTPO:

Island Sub-Region Transportation Improvement Program for 2008-2013. McDonald said the main purpose of the meeting was approval of the program.

Washington State Ferries. There was a lengthy discussion about the ferry system and what RTPO's plans are for the Port Townsend/Keystone run. The Washington State Department of Transportation (WA DOT) is very concerned about the poor condition of the existing ferries and has had to reduce the runs considerably.

Oak Harbor Traffic. McDonald said the options for traffic congestion reduction in downtown Oak Harbor were discussed at great length with a representative from the City and representatives from WA DOT. The focus is from Swantown to Beeksma in particular.

Next Meeting. McDonald said that at the next month's RTPO meeting, a bridge expert would make a presentation and discuss bridge inspections, rating systems, etc.

NEW BUSINESS:

Status of the Port's Operating Reserves: (Patton) Patton explained that while waiting for the 2^nd installment of nearly $100,000 from the levy, the Port's operating reserves have been depleted to $2,000 - the lowest amount it has ever been. For the month of September, the Port only anticipates receiving about $4,000 from the levy. The Port will receive the bulk of the remaining levy amount at the end of October. Patton explained that the Board will be asked to sign vouchers in the amount of $25,618, but the Port's current balance is only $20,948. There are 5 vouchers that MacLeod-Roberts will hold off on submitting to the County until sufficient money has been deposited to the Port's account. Those 5 vouchers are not due until either October 31^st or November 15^th, but if the signing of those vouchers was postponed until the Port's next regular meeting they would be overdue and late fees would be assessed. Patton said he had arranged to postpone payment of $3,571 to Skagit Farmer's Supply for fuel until November, with no late charges being assessed based on the Port's good customer status. Patton reported he has put a moratorium on buying fuel and noted there is currently 500 gallons of unleaded and 800 gallons of diesel in the Port's underground fuel tanks. That is enough to sustain the Port's key customer, Penn Cove Shellfish, and the few other vessels that might come in for fuel. His intention is to not buy any more fuel until it is needed, and he will keep the Commissioners updated via email. Patton said he had also arranged to postpone until November the payment of approximately $3,400 to the Department of Natural Resources for the Port's annual rent of the water space at the Wharf.

Port Website: Patton reported that he had obtained the free services of a Webmaster, and the Port of Coupeville's website would be online and available beginning tomorrow. The address is: http://portofcoupeville.org/. The Comprehensive Plan will be available on the website.

Briefing to the public: Patton said he is preparing the November 10^th presentation at the Greenbank Progressive Club. The public briefing will explain the Master Site Plan and the Port's process for developing that plan. Patton will solicit volunteers for the focus groups which will provide projects for the Farm. Patton said putting the briefing on the website may help to advertise that meeting. Patton said he looks forward to any recommendations and comments the Board has regarding the website, and noted changes will be made as needed.

Tally of Comprehensive Plan initiatives: Patton said that he owed the Board a running tally of the status of each of the 13 initiatives in the Comprehensive Plan and that will also be available on the website. Weber asked if the webmaster is a volunteer and Patton said Yes, he was. Weber said there is a real and urgent need for a Port website and she is excited about it.

ANNOUNCEMENTS & ADMINISTRATIVE ACTIONS:

Special Port Meeting to provide briefing to the public on Master Site Plan: Saturday, 10:00 a.m., November 10, 2007, at the Greenbank Progressive Club: Weber announced the meeting for the record.

Next Port regular meeting: The next regular monthly meeting of the Port's Board of Commissioners will be held at 10:30 a.m. on Wednesday, November 14, 2007, in the Island County Commissioners Hearing Room located at #1 NE Sixth Street, Room B-102, Coupeville, WA.

Monthly Financial Status Report: MacLeod-Roberts submitted the final August 2007 financial statement and the preliminary September 2007 financial statement.

ACTION: A motion was made by Weber and seconded by Bryson to accept the final August 2007 financial statement as submitted. The motion passed unanimously.

Approval of Current Vouchers: MacLeod-Roberts submitted vouchers audited and certified by the auditing officer as required by RCW 42.24.080. She also submitted expense reimbursement claims certified as required by RCW 42.24.090.

ACTION: A motion was made by Bryson and seconded by McDonald to approve by signature the September 2007 vouchers, numbers #537 - #564 for a total amount of $25,618.37. The motion passed unanimously.

ADJOURNMENT: There being no further business to come before the Board, Weber adjourned the meeting at 11:26 a.m.