Commissioners Present: Ann McDonald and Marshall Bronson

Others Present: Jim Patton (Executive Director), Molly MacLeod-Roberts (Edwards & Associates), Nathan Whalen (Whidbey News-Times), Michaela Marx Wheatley, (South Whidbey Record), Tom Baenen (GFMG President), Cheryl Bradkin (Penn Cove Water Festival Association), Susan Berta (Orca Network), and Greenbank Residents: Rob Hetler, Mark Fessler and Richard Turner.

Call to Order: The regular meeting was called to order at 10:37 a.m. by Commissioner Bronson in the ground floor meeting room of the Service Alternatives Building located at 20 NW Front St. in Coupeville, WA.

APPROVAL OF THE MINUTES OF THE PREVIOUS MEETING:

Bronson stated that the Minutes for the regular meeting of March 12, 2008, were available for approval and signatures, but since McDonald was not present at that meeting and Commissioner Weber is not present today, approval of those Minutes was postponed until the next regular meeting per parliamentary procedure.

SPECIAL PRESENTATIONS:

Presentation of Water Festival Paddle display case (Rob Hetler): Hetler was on hand to present the Port with a display case he created for the cedar paddle with bronze name plaques that Weber had commissioned. The beautiful new display case will be hung in the breezeway in time for the Penn Cove Water Festival. The Board thanked Hetler for his excellent work.

Presentation of noxious weed information (Mark Fessler): Fessler, President of Native Plan Stewards, was on hand to present information and proposed action for control of the noxious weeds at the Greenbank Farm. Fessler explained that when they first started doing the controls in 2001 the Purple Loosestrife population was not that large, but between 2001 and 2004 it doubled every year, and the hours it took to go in and clip the bloom heads doubled as well each year. In 2004, they introduced a foliage beetle obtained from Gary Piper at Washington State University (WSU) to try to bring biological controls to the area so that they wouldn't be continually making incursions deep into the wetland and disturbing habitat. It was expected that the beetle colony would take 3-4 years to establish and start reducing the population of Purple Loosestrife. At that point, another type of biological control, the seed weevil, could be introduced. Since 2004, the population of Purple Loosestrife has halved each year, along with the amount of volunteer hours. Fessler explained they are asking for the Port's permission to release the seed weevil in July and to continue the leaf beetle releases for control of the Purple Loosestrife, and permission to introduce the Stem Gall Fly for control of Canada Thistle. The Canada Thistle is another big problem on the Farm, and they would like to have an immediate release of the Stem Gall Fly behind the Jim Davis House.

Bronson said the beetles were a very good idea to control the Purple Loosestrife. He asked if the beetles migrate. Fessler said the foliage beetle is kind of like a ladybug in that it does move around and is fairly mobile. He said the Holmes Harbor community would also benefit from the beetles' work of defoliating the Loosestrife. Fessler explained the foliage beetle is plant specific and the beetle population will decline as the Loosestrife plant declines.

Bronson asked if the Stem Gall Fly proposes a threat to artichokes and other thistle family plants. Fessler said: No, according to research it affects only the Canada Thistle.

Fessler said that since they will be doing the seed weevil release in July/August, they would introduce all of the different biological controls for the Board's consideration at this time, so that as they become available they can be introduced without having to go through the process again. He said the root weevil would probably not be available until 2009. When they do become available, they need to be released on pretty short notice.

ACTION: A motion was made by McDonald and seconded by Bronson to approve the proposal regarding bio-controls for invasive plants at Greenbank Farm as presented by Mark Fessler. The motion passed unanimously.

Request for interpretive sign on Wharf (Susan Berta): Berta was on hand to present Orca Network's request to place an interpretive sign on the Wharf. She explained that they have obtained the funding for 6-8 signs in Island County, depending on the installation and pedestal requirements of each site. Orca Network and the Marine Resources Committee (MRC) are using the same company to produce their signs. Berta said the Orca Network would like to place their sign on the cove side of the Wharf where people are most likely to see marine mammals. Berta said they have the funds for printing the sign, but ordering a pedestal would cost an additional $300-$500. At the Wharf, there would be no need for a pedestal because it could be attached to a railing or the outbuilding. Orca Network requests that the Port give permission for the sign to be displayed on the Wharf and provide and pay for the labor to install their sign. Patton asked about the size of the sign, and Berta said it would be 2 ft. x 3 ft. He said the Port Handyman had already installed the MRC's three panels of the same size and could mount the Orca Network's sign in the same manner. He said there are signs on the causeway already, and it is up to the Board to decide if they want to put a sign on the Wharf itself. Berta said they are open to wherever the Board thinks is best.

McDonald asked Patton how much the installation would cost. Patton said building the structure and paying the labor of the Port Handyman would total approximately $300.

Bronson said the sign was a very good idea and he thinks they should approve having the sign. He added that the location of the sign needs more consideration, and it would be nice for the Board to come up with a long term plan for sign placement on the Wharf first. Berta said they would be happy to have the Board decide where the best placement would be. Patton said he could prepare a short memo proposal to the Board via email after he and they have had a chance to walk around the Wharf and take a look. Patton said he could then put the location decision on the Agenda for the next regular Port meeting. The Board agreed.

ACTION: A motion was made by Bronson and seconded by McDonald approve in principle the acceptance and display of the Orca Network's interpretive sign at a location to be determined. The motion passed unanimously.

McDonald thanked Berta for her presentation and said the Board will look very carefully at the location preferred by the Orca Network. Berta said they would be happy with whatever the Board decides.

MEETING OPEN TO PUBLIC INPUT: Bronson opened the meeting to public input. Fessler said the beaver colony had re-established in the wetland at the Farm, but the male beaver recently died, probably from being shot by someone at the beach. The female is probably still there with infant beavers. Bronson asked if they had been happy with the beavers and Fessler said, The beavers do everything that was recommended in the 1998 Wetland Enhancement Report for free. They raise the water level, they open some of the pools for more water fowl, create greater bio-diversity in the wetland, etc.

There being no further public comments, Bronson closed the public input session.

UNFINISHED BUSINESS:

Port Executive Director's Report: (Patton)

Boating and fueling activities: Patton reported that fuel sales for March, 2008 were $3,200 and moorage revenue was about $900. Both are pretty closely comparable to last year. He said the Port continues to buy only enough fuel as is needed, primarily for the Mystic Sea and for Ian Jeffords of the Penn Cove Mussel Farm, who provide advance requests for fuel.

Bronson asked what the Port's profit is on fuel sales, and Patton explained that it is not very much. Last year, the Board agreed to a $0.40 mark-up per gallon. That $0.40 is used to pay $1,000 per year for insurance, $350 per year for calibration of tanks, etc. Patton said the Port aims for a net of $7,000 - $8,000 at the end of the year, and that covers the expenses and pays for the dockhand's wages.

McDonald noted that the Port keeps the fuel prices low in order to attract people to fuel at the Wharf and still have enough money left to spend in the Coupeville community. She asked if they could better advertise the fact that they have best fuel prices in town. Patton noted the presence of the local press and said, I think you just did. McDonald said in addition to having the best fuel prices, it is very easy to moor at the Coupeville Wharf's fuel dock.

Status of Local Grown coffee shop on Wharf: Bell emailed an update this morning, showing his proposed signage and he reported that the Health Department is inspecting the facility and the construction for the retail operations is finished. KWPA Radio has not yet begun installing their equipment, but it doesn't amount to a lot of equipment and a few cubicle-type interior walls. Bell will also be picking up the basic marine supplies for sales to the boating public as required by the lease agreement. Possible sale of Long's Café: Long Bechard, owner of Long's Café, informed Patton that she has a potential buyer for her restaurant. The buyer has been advised that they are required to present to the Board a business plan that has been approved by the local Economic Development Council. The buyer is required to present the business plan and make a case for assumption of the lease at a regular meeting of the Port, and obtain the Board's approval. Patton said that the agenda for the regular May meeting would therefore probably include a briefing by Barry Wennas and Jamie Landreneau, the buyers. Sign appearances: Bronson suggested the Board look at the font/script presentations and consider if it keeps in line with the concept of an historic pier and perhaps consider that all signs be consistent with each other in that respect. McDonald said that was a very good idea. Patton said the decision is entirely up to the Board; they can enforce any requirement on signage. He said if they did choose to adopt a font or script, now would be an opportune time, because of the new restaurant owners coming in and Bell just starting his business. Bronson suggested that he could make some presentations to Patton and they could come up with recommendation post haste. McDonald said that was a great idea and she was glad that Bronson had brought it up.

ACTION: A motion was made by McDonald and seconded by Bronson to approve Local Grown's request for signage with possible revisions of style to be determined within the next few weeks by the Board. The motion passed unanimously.

Status of Comprehensive Plan initiatives: Progress on the Marine Education Center: Patton said he had accompanied Graham Johnson of WSU-Beachwatchers to the various briefings of the stakeholders in a Marine Education Center on the Wharf. The MRC briefing was very well attended and they received a lot of good input. Patton noted that one of the common trends at all the briefings is the comment that there is a need for a restaurant of some sort on the Wharf in combination with the Marine Education Center.

Progress on the Greenbank Farm Conservation Easement: Patton said he is waiting for the draft briefing to the Attorney General that Michael Stansbury is preparing. When it is ready, they will bring it to the Board for approval. Once approved, it will be forwarded to Senator Mary Margaret Haugen who will then submit it to the Attorney General for his opinion.

Progress on the Asset Inventory and the Master Site Plan: (Donna Keeler): Asset Inventory: Patton reported that Keeler was on vacation. He distributed black & white copies of the updated draft of the Asset Inventory for the Greenbank Farm. He said Keeler had done an excellent job with it, and added that it was incomplete. The plan is to give each member of the focus group a copy, and ask them to provide recommendations for deletions, additions and/or modifications. The document will then be reformulated and delivered to the Board with a proposal that it be approved and adopted. The Asset Inventory would then become a permanent document of the Port of Coupeville, as well as the Greenbank Farm Management Group. Master Site Plan: Patton said the Board-approved process is proceeding apace, and Keeler has been working very hard. Patton said the message that has come out from the focus groups is that the open space that is so appealing to everyone is very fragile and could easily be distorted or ruined by development. They don't want to do anything that would change the ambiance of the Farm. The other message is that volunteerism is also fragile, and one of the reasons that people volunteer is that they want to preserve the Farm's open space.

Information about the inter-island ferry concept: Jack Harmon, owner of the Victoria Express, is interested in running a passenger only ferry between Camano and Whidbey Islands. Cama Beach State Park on Camano Island is a brand new state park, and part of the park's plan is water access, and they have the funding for the design and permitting for a pier there. It is only about 8 miles from the Coupeville Wharf. Patton reported he had spoken with Ranger Jeff Wheeler, the Project Manager for the Park, who is looking for information as to potential users of the pier, size of vessels, etc. Patton therefore suggested the next step should be to put Wheeler and Harmon together for a conversation. Wheeler is also anxious to get Island Transit bus service to Cama Beach State Park. Patton had talked with Ray Daniels of Island Transit, and Daniels promised to look into the feasibility of that project, and let Patton know what he learns. The inter-island ferry concept does look very possible at this point. Regarding whether or not it would be a profit-making venture: with the Board's permission, Patton spoke with Island County Commissioner Phil Bakke, who indicated the County might even contribute some money up to the level they currently spend for their employees to commute to Camano Island. Patton also spoke with Mike Morton of Island County Public Works, and Morton said there had been some analysis done about commuting employees but it needed to be updated. Morton said he would get the information to Patton. Another part of the project is the possibility of a third terminal. Patton spoke with Port Manager Ed Field of the Port of South Whidbey, and Field reported that they expect to have their marina in Langley up and operating by 2011, which is also when the pier at Cama Beach State Park is expected to be completed. Harmon would also like to look at the possibility of adding Mukilteo to the Coupeville-Cama Beach State Park-Langley run, since Mukilteo will have a new passenger inter-modal terminal there. Patton said most of the ingredients for an inter-island ferry system may fall into place within the next few years, and with the Board's permission he will continue his dialogue with all parties involved and keep the Board informed.

Commissioner McDonald asked what would be required to accommodate the ferry in Coupeville. Patton said the key thing would be to make the Wharf compatible with the Americans with Disabilities Act (ADA). He said there are state grants available to make marinas ADA compatible, but the problem is that the state typically wants matching funds and the Port is not in a financial position to go forward with a grant request.

Patton referred the Board to the notice from the North Sound Connecting Community Project (NSCC) that is being run under the auspices of Whatcom County's Council of Governments. That council has the responsibility of coordinating planning activities such as for passenger-only ferries connecting the islands. Both Patton and McDonald plan to attend their next meeting on Friday in Mount Vernon to learn more about the project.

Background information about Port finances: Patton summarized his research of the financial history of the Port. His memorandum is attached to these Minutes. At Bronson's request, Patton explained that although the Port of Coupeville's taxpayers see two entries for the Port of Coupeville on their tax bills: a maintenance fund and a ‘bond fund, there is only one levy. Patton explained that the bonds issued to buy the Greenbank Farm are administrative bonds. If a port can repay a bond out of its levy, then it is essentially a loan from the County and it is managed administratively. The Port's bonds for the purchase of the Greenbank Farm were packaged in a much larger bond package for Island County, which included a new jail and other facilities. After the Greenbank Farm purchase in 1997, the maintenance levy was reduced beginning in 1998 by $100,933 to make the first payment on the bonds. Every year since, at least $100,100 has been deducted from the Port's levy to make bond payments. There has never been a separate levy to pay off the bonds – there is only one levy. Patton explained that the Port is now facing a backlog of deferred maintenance. The Wharf and the Port office building need to be repainted, the steel plates that secure the concrete fueling piers to the Wharf need to be replaced, and there are other maintenance costs as well. Bronson added there are fire protection systems needed at Greenbank Farm, and there are large spaces there that cannot be used because they don't meet health and safety requirements. Bronson said the Port has had the long-term difficulty of trying to use inadequate reserves to handle two large areas, so the Board is going to work very hard to lift the levy. He said Patton had done a nice job presenting the information, and said he hoped that the public would come to the Board if they need further clarification on the issue.

Greenbank Farm Management Report: (Baenen) GFMG President Baenen was on hand to answer any questions the Board had regarding the March Report he previously submitted via email and which is included in these Minutes.

A Volunteer Appreciation Celebration was held the afternoon of March 1, 2008, in the Main Barn. Forty-seven (47) Greenbank Farm volunteers were the Board and Staff's guests for a picnic lunch. The important role that volunteers play in the Farm's operations was acknowledged. A remembrance was presented to each volunteer.

The Point of Sale Computer System is up and running in the Wine Shop. Quick Books '08 is installed and a new chart of accounts is being put in place. The Events Manager has a new laptop and the office a new paper shredder. These improvements will make better planning and budgeting possible and streamline our bookkeeping and accounting procedures.

Colleen Hammer is the new Market Manager for the 2008 season. Markets will begin in the Barn on April 6^th and move outside shortly thereafter. Colleen and Cheryl held a Market Vendor's Pot Luck for thirty-eight (38) on the 16^th. Rate change and guideline revisions as well as a new layout were discussed. Festival Flags have been purchased.  

We welcome Todd Bitts to the GFMG Board of Directors. Todd brings a great deal of promotion and publicity experience, community relations and non-profit experience, together with fresh ideas and enthusiasm to the Board.

An Easter Egg Hunt took place on the 22^nd and 23^rd. Over 350 excited egg hunters were outside on the 22^nd and in the Barn on the 23^rd. Steve is already planning the event for '09.

The monthly finance review with Commissioner Bronson and Port Executive Director Patton took place in the Jim Davis House on the 27^th. There were no issues.

On Monday, March 31^st, the building permit for the new sign was received from Island County. We had hoped to have the sign up for Loganberry Festival last year but some processes take a little longer. We should have it ready for Loganberry 2008 if necessary donor funds to build the sign are found promptly.

Baenen made some additional comments. He noted that without the $45,000 raised through the Annual Fund and donations, the Farm's finances would not have broken even. He reported that last year alone, there were between 2,750 and 3,000 hours of volunteer work at the Farm, and that doesn't include in-kind volunteer hours such as legal services, etc.

Baenen said the Farm's Market season had kicked off the previous Sunday and it was held in the Barn. The season started a month earlier than usual and was very successful with 20 or so vendors participating. He said the non-money raising events that the Farm holds have all been quite successful, as noted by this year's Egg Hunt.

Patton said he had attended the MSP Recreation focus group meeting the previous evening, and the principal speaker was the Farm's new Event Manager, Steve Marriott. Patton said he was very impressed with Marriott.

Baenen added that the new Market Manager, Colleen Hammer, has implemented a number of things, including changing the market layout and moving the fence. Bronson asked if the market vendors pay the GFMG a percentage of their sales, and Baenen said they are asked to contribute 10% of their sales as a donation to the Farm, but the GFMG does not force them to do that. McDonald asked Baenen what percentage of the vendors donate that 10%, and Baenen said the majority do it.

Baenen provided additional details on the updates to the various leases at the Farm. He noted that any lease of more than a year's duration requires the Port's approval, but none of the situations he discussed were subject to that requirement. There have not been any significant new negotiations, but Baenen agreed it was a good idea to note that Port approval is required for any new leases or those of more than one year. Bronson said the Board acknowledges and appreciates the information presented on the GFMG leases. The Board thanked Baenen very much for his report.

Baenen said the weevils and beavers were tremendous employees. He added that Mark Fessler and Barbara Kolar were superb individuals and they have done a marvelous job for the Farm, way beyond any compensation. Patton said that Fessler and Kohler had explained that they cannot get into the center of the wetland because it is too deep. Patton said the Port has a small aluminum punt at the Wharf that is not being used because it is too light to put an outboard motor on it and therefore needs to be paddled around. He suggested it might be better used by Native Plant Stewards year round to get in and out of the wetland, and asked for the Board's permission to try it out and see if it would work. McDonald and Bronson agreed the punt should be loaned to the Farm for that purpose. Patton noted that what the Port needs, but cannot afford, is a small, outboard motor-powered boat to respond to crises.

COMMITTEE REPORTS:

Marine Resources Committee (MRC) and Central Whidbey Chamber of Commerce (CWCOC): (Weber) Weber was absent so there were no reports for these committees.

Council of Governments (COG): (McDonald) McDonald said they had learned only a couple of days prior to the meeting that U.S. Senator Patty Murray would be attending, so the meeting plans changed dramatically. Senator Murray went around the table and asked everyone what they wanted to speak about, and then took some questions and comments from members of the audience. The main issues discussed were sub-prime mortgages and affordable housing. Senator Murray also talked about the serious need for new maintenance facilities at Island Transit. McDonald said she had the opportunity to talk with Senator Murray about the Port of Coupeville's interest in the foot ferry and brief her on the visit from Jack Harmon, owner of the Victoria Express.

Economic Development Council (EDC): (McDonald) McDonald said she was unable to attend the last EDC meeting, so there was no report.

Washington Public Ports Association Legislative Committee (WPPA): (McDonald) McDonald said the final Legislative Committee Report has not yet been presented by WPPA. The session began with 28 pieces of legislation that were whittled down to 8 by the time of the meeting. The most significant one that passed this session was HB 3724, which establishes new rules for port procurement of personal service contracts. In the bill, the WPPA is directed to work with the Municipal Research and Service Center to develop guidelines for ports on the new law. McDonald said she would not be attending WPPA's convention in May, and explained it was not an official meeting.

Shoreline Management Plan (SMP) and Greenbank Farm Liaison: (Bronson) SMP: Regarding the SMP: Bronson said he was happy to say: It passed! Greenbank Farm: Bronson said he continues to be enthused by the amount of interest and volunteerism he has seen at the MSP focus group meetings. He said it is great to have the Asset Inventory on the Farm, and asked if there is an Asset Inventory of the Wharf facilities. Patton said not in that same form, but they do have plenty of documentation from when it was remodeled and all the inspections. Bronson said, So we have it in essence, and Patton agreed.

NEW BUSINESS:

Draft Sustainability Resolution: (Patton) Patton referred the Board to the Draft Sustainability Resolution from Island County Commissioner John Dean. Patton said that the 2½ page Resolution provided by Dean could be summarized on Page 47 of the Port of Coupeville's Comprehensive Plan 2007-2026, under Initiative 4, Alternative Sustainable Energy Project.

Patton recommended that if the Council of Governments needs the Port's endorsement, one could simply say that the Port has already endorsed it in every respect. McDonald said that was great and she would do that, and thanked Patton.

Letter from William Oakes: Patton referred the Board to their copies of the letter from the Director of the Island County Public Works Department regarding the 6-year Transportation Improvement Programs, Capital Improvement Programs and Annual Road Construction Programs, which solicits suggestions. Patton said they might want to provide input regarding a turnaround at Greenbank Farm. Bronson said it is an annual input, and it might be better to wait until they have finished the Master Site Plan process at the Farm. Patton said that would be a very good idea.

ANNOUNCEMENTS & ADMINISTRATIVE ACTIONS:

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, May 14, 2008, in the Island County Commissioners' Hearing Room located at #1 NE 6^th Street, Room B-102, in Coupeville, WA.

Monthly Financial Status Report: MacLeod-Roberts submitted the final February 2008 financial statement and preliminary March 2008 financial statement.

ACTION: A motion was made by McDonald and seconded by Bronson to accept the final February 2008 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 McDonald and seconded by Bronson to approve by signature the April 2008 vouchers, numbers #684 - #712 for a total amount of $26,838.03. The motion passed unanimously.

ADJOURNMENT: There being no further business to come before the Board, Bronson adjourned the meeting at 12:18 p.m.