Commissioners Present: Benye Weber and Ann McDonald

Others Present: Jim Patton (Executive Director), Molly MacLeod-Roberts (Edwards & Associates), Tom Baenen (GFMG President), Donna Keeler (Master Site Plan Coordinator) and Nathan Whalen (Whidbey-News-Times).

Call to Order: The regular meeting was called to order at 10:30 a.m. by Commissioner Weber in the Port office located at 24 Front Street 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 meetings of August 13 and September 8, 2008, were available for approval and signatures.

August 13 Correction: (McDonald) Page 11, EDC: Change to read, Weber said she, McDonald and Bronson had attended the EDC luncheon…

ACTION: A motion was made by Weber and seconded by McDonald to approve the August 13, 2008, meeting Minutes as amended. The motion passed unanimously.

September 8 Corrections: (Weber) Page 5, second ACTION: Change to read, A motion was made by Weber and seconded by Bronson to amend the motion to include… Page 9, Greenbank Farm: Change to read, McDonald said she would accompany Steve Sakuma…

ACTION: A motion was made by Weber and seconded by McDonald to approve the September 8, 2008 meeting Minutes as amended. The motion passed unanimously.

Patton said he would make the necessary corrections.

SPECIAL PRESENTATIONS: There were no special presentations.

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 activities: Patton reported 1,770 gallons of fuel sold in September 2008, compared to 1,900 gallons in September 2007 and 5,000 gallons in September 2006. With the 40 cents per gallon markup, the gross profit to the Port in September 2006 was $2,000 versus just $708 in September 2008. Historically, the Port has aimed for an annual gross profit of $7,000-$8,000. In the 2009 budget, he reduced the anticipated gross profit from fuel sales to $6,000. Patton reported that moorage revenue was pretty good - $2,478 in September 2008. He noted that it was mostly from sailboats, as there are a lot more sailboats coming to the Wharf than powerboats. Last month's moorage compares very favorably to September 2006 and 2007, when the Port received about $2000 for each of those months.

Departure of abandoned sailboat, Soul Mate: Patton reported the new owner had picked up the sailboat. As the winning high bidder, the new owner had paid the Port $1,330. Patton explained that after deducting the $1,330 from the Port's total cost of $4,600 for raising, repairing and advertising the sailboat, the Port has submitted a claim for 90% of the amount remaining to the Department of Natural Resources' (DNR) Abandoned Boat Fund. He hopes the Port will receive the nearly $3,000 reimbursement by the end of the year. Weber asked him to call DNR and find out when they can expect payment.

Repairs to fuel dock: Patton noted that Justin Burnett of the Whidbey Examiner had written an article about the Port running short of money & gas that included a picture of one of the badly rusted steel plates attaching the fuel dock to the Wharf. The replacement plates have been on order for about two months with Superior Systems in Mt. Vernon. The plates have been fabricated and are now in Seattle to be galvanized, but the plant there is running behind schedule. Patton said the plates would be installed as soon as they are ready.

Status of Comprehensive Plan Initiatives:

Progress on the Passenger-only Ferry: Entrepreneur George Terek wants to lease a boat and run a passenger-only ferry between Coupeville and Camano Island, and he took Patton and Island County Commissioner John Dean on a demonstration run around Bellingham Bay that included a few landings on a beach south of that city. The boat embarks and disembarks passengers via a ramp on the bow. The current lack of an available dock or floating pier along the shores of Camano Island would necessitate the use of the ramp. Although Dean and Patton were able to jump on and off the boat using the landing ramp, they cautioned Terek that a lot of people would not be able to do so and pointed out there would be insurance issues, etc. Terek has asked if he can bring his boat to the Wharf to make trial runs to and from Camano. Patton noted that they cannot refuse the request because and Terek is not yet a concessionaire and he will not be charging a fee. Terek will pay moorage fees and would like to purchase fuel from the Port.

Weber said a ferry using a bow ramp to move passengers over the beach at Camano would not meet the Port's needs, and McDonald agreed. Patton said a lot of the County's employees might be reluctant to commute that way as well.

Progress on the Marine Education Center (MEC): Graham Johnson and new WSU-Beachwatcher Coordinator, Sarah Martin, have asked to meet with Patton again, so he will have lunch with them on Thursday, October 9^th. After that meeting, Patton will prepare the response letter to WSU-Beachwatchers as directed by the Board at last month's regular meeting. Weber noted that Johnson's emails had said, Weber was adamant about not allowing the breezeway to be overused. Weber explained that the Port owes the tenants of the Wharf the courtesy of having unrestricted public access to their establishments. She is very enthused about the suggested recycled plastics display on the kiosk in the breezeway; it will be very educational and children and adults love that type of display. Weber suggested that the displays currently in the breezeway could be rotated, storing one and replacing it with a new one. She also encourages WSU-Beachwatchers to refresh the Orca capture display on the Port's kiosk at the entrance to the Wharf. Patton said he would share her comments with Johnson and Martin on Thursday.

Progress on the Greenbank Farm Conservation Easement: Patton referred the Board to the response from the Washington State Office of Attorney General. He read aloud the following from the letter, A port district has the authority to transfer its property or interest in property, such as a Conservation Easement, to another entity, provided that the district acts consistently and with applicable statutory requirements. Patton said that there are three statutory requirements and noted that the Board's adoption of Resolution No. 145 that declared the undeveloped area of the Greenbank Farm surplus to the needs of the Port satisfied one of those requirements. Since the Port's Comprehensive Plan already includes the goal of establishing a Conservation Easement to protect the Farm that statutory requirement has also been met. The third requirement involves two steps that are more difficult to accomplish. The Port needs to attach a value to whatever it is they want transferred to the County, and needs to get some consideration for that value. Patton asked Michael Stansbury to look into the issue and share his views. Stansbury believes that keeping the land free and clear of development has an intrinsic value. If the area is transferred, the compensation the Port would receive would be the protection of the attraction of the open land. Patton and Stansbury will meet and look into the matter further and provide the Board their best thoughts on the matter. Patton will provide Island County Commissioner Phil Bakke and Nester Newman at the State Auditor's office copies of the Attorney General's letter. Weber asked Patton to send a thank you letter to Senator Mary Margaret Haugen for her work on their behalf and to Deputy Solicitor General Ann E. Egler for responding in a timely manner.

Progress on the Master Site Plan: Master Site Plan Coordinator, Donna Keeler, reported that all 4 focus groups would be meeting together in Barn A at the Greenbank Farm on October 23^rd at 4:30 p.m. Each group will present their draft recommendations. The idea is to get input from all the groups and allow members to address any concerns or potential red flags. From that point, Keeler would like to condense the four groups into one group, consisting of 3 or 4 volunteers from each of the focus groups who want to bring the plan into the last stage of the process. Keeler said there are still issues to be worked out, and one of them is the zoning issue. Once all the groups have made their recommendations, she will take a look at the Port's Special Review District zoning and see what needs to be changed in order to accommodate those recommendations. As an example, Keeler pointed out that the recreation group is not recommending anything that would prevent agriculture, as long as hiking can continue in that zone. Another big issue to be worked out is the proposed Park & Ride. Keeler said there might be some conflicts with the exact usage of the proposed capital facilities project as well.

Request for agriculture lease at Greenbank Farm (Herrera & Farrow): (This agenda item was moved up from New Business to accommodate Keeler's schedule.) Patton referred the Board to the letter from Herrera & Farrow requesting an agricultural lease for 10 acres at the Farm. Much of the requested acreage is in the recreational zoned area, but Herrera said the area selected would not interfere with the main trail. Patton noted there some issues there, and one is that the area is currently zoned recreational and agricultural activity is prohibited. Another issue is that when the Master Site Plan is completed, it will probably identify recommended changes to the existing zoning. The request would have to be folded into the Master Site Plan and the Board cannot make any decisions until the draft Master Site Plan is in hand. Patton informed Herrera that the Plan still has to be completed, reviewed by the public, and adopted by the Port. It will probably be mid-2009 before the Board can make a decision regarding the proposed lease. If they agree to the request, the Port would also have the administrative task of persuading the County to hold the hearings for a public review, since the Farm is a Special Review District. Since this is not a decision the Board needs to make at this time, Patton's recommendation is that the request should stay within the context of Keeler's Master Site Plan activities. Weber agreed.

ACTION: A motion was made by Weber and seconded by McDonald that the matter be referred to the agriculture and recreation focus groups, so the groups could hear the presentation and make their recommendations. The motion passed unanimously.

Weber said it would simply be out of line for the Board to do anything with the request right now. She asked Patton to thank Herrera for his interest, and the proposed lease is within the realm of possibility. The Board looks forward to having people come forward who are willing to farm any of the available land. Keeler noted that since there are not any additional focus group meetings scheduled, Herrera would need to make his presentation to the condensed, consolidated group. She will schedule him for the group's first meeting. Patton said he would notify Herrera of the Board's interim decision.

Preparations for submitting proposal for capital project at Greenbank Farm: Patton has attended nearly all of the focus group meetings, and the groups have all seemed to coalesce around the idea of constructing a new multi-purpose building at the Farm. Rob Schouten's artist's concept drawing of the new building was very well received by the focus groups. In order to go to the Legislature, the capital project proposal needs a floor plan indicating the location for each of the functions. Patton was able to use a software program and create some schematics based on Schouten's drawing that depict the proposed office spaces, etc. He asked Keeler to present them to the focus groups and collect their comments and suggestions. John Hastings, a professional estimator who provides cost estimates for construction projects, has agreed to provide an estimate at his best rate, which is 10% off. Depending on how many hours it takes, Hastings estimates the cost will be in the $500-$1,200 range and he said he can get it done very quickly for the Port. McDonald asked why the Port doesn't just let it out for bids to general contractors, and Greenbank Farm Management Group President, Tom Baenen, explained that the estimate will be based on drawings that are only conceptual and are not detailed plans that contractors would require. Patton said they are following the same successful model as the big barn capital project five years ago. Senator Haugen has indicated they don't need much more than the artist's concept drawing and the schematic floor plan to bring to the Legislature.

Preparations for the Levy Lift Request:

Fact sheet printing and mailing costs and schedule: Patton said the Fact Sheets have been printed, addressed and stamped and will be mailed today. He said the Port certainly got our money's worth from Carol Molitor, who took the text he provided and put it into a very attractive format. The total costs for the one-time-only mailing of a fact sheet on the levy lift proposition are as follows: Design & Printing: $927; Mailing: $1,357; Labels: $233; Labeling: $1,200, for a total of $3,717. Those invoices are included in today's vouchers. Weber said she was surprised they were able to do it for less than $4,000. She was very pleased with the brochure and really appreciated the work done by Big Rock and Branch Business Services. Fact sheet on the website: Patton noted that the Public Disclosure Commission (PDC) had given permission to put the Fact Sheet on the Port's website and the website manager had posted it there. Weber said it looked great and several people had already commented on it. She added that Robert is to be commended again for his wonderful volunteer work on the Port's website. Patton said he would send him a thank you letter. District resident's activities: Patton noted that a number of people had volunteered to help the Port with the levy lift request, including Rob Harbour. Rob intends to email all the volunteers at Greenbank Farm as well as those who helped work on the Port's Comprehensive Plan. Jerry Mercer is another individual who has volunteered to help, and his Letter to the Editor in support of the Port's proposition has been published in the local newspaper. Schedule for press conference: Patton said the Municipal Research and Services Center had provided their explanation of the PDC laws, and it confirmed there are 3 allowable activities as follows: 1) the Port may hold a meeting and pass a motion or adopt a resolution expressing support for a ballot proposition if the meeting is properly announced to the public and an opportunity for public comment is provided, 2) the one-time distribution of a fact sheet, and 3) an elected official of the Port is allowed to make a statement at an open press conference in support or opposition to a ballot proposition. The Port has therefore scheduled a press conference as a special meeting of the Port on October 21^st at 11:00 a.m. in the Island County Commissioners' Hearing Room. Patton explained that he has some concern regarding whether it is acceptable for the press conference to be held under the Port's auspices. He's pretty sure there is no bar to the Port declaring an open press conference, but he wants to be certain. He is waiting for a return phone call from Tony Perkins of PDC to confirm it. Patton also hopes Perkins will provide information about how much latitude the Commissioners will have to answer questions at the press conference.

Status of Puget Sound Energy's (PSE) request for an easement at Greenbank Farm: As discussed at the September meeting, Patton noted that PSE has requested a 25 ft. wide easement to the north and south of Wonn Road, along the Port's property on the west side of North Bluff Road. Patton, Bronson Stansbury and Baenen walked the area and agreed the northern part is in the wetlands, so they contacted Justin Craven, Island County's Planner for Critical Areas. Patton then set up a meeting at the Farm for himself, Craven and Cindy Welpley, the senior real estate representative for PSE. Farm Manager Cheryl Sagmeister was also invited, but was not available. Although Craven was unable to attend the meeting, Patton and Welpley walked the whole length of the easement and she said since tall pines would not grow in the wetlands, PSE would rescind their request for an easement in the wetlands area. Welpley said she would write a new letter requesting an easement only to the south of Wonn Road. She will also send an arborist out to walk the area with Patton and identify which trees might grow tall enough to interfere with the power lines. There are about 20 pine trees in that 25 ft. setback, and he explained to Welpley that the Port doesn't want to see PSE chop down the trees and leave the stumps. PSE does not remove stumps, so the Port needs to know what PSE is really going to do there if the Port grants the easement. Patton will advise the Board via email when he receives Welpley's letter subsequent to the arborist's report.

Request for approval of changes to sublease policies at Greenbank Farm: Patton noted that Stansbury had emailed an update regarding recent developments in retail leasing at the Farm and Baenen has submitted an amendment to the Artworks Gallery sublease. The amendment to the sublease deletes Section 7A in its entirety - the exclusivity clause. Baenen signed the amended sublease on October 1^st. The amended sublease is to be co-signed by Artworks Gallery's authorized representative, Valerie Moore. Baenen said the GFMG has already received a written memorandum of acceptance from Artworks Gallery. Stansbury's email also reported that the former antique shop will be rented as a new art gallery for the term of one year beginning on November 15^th. Since the lease term is for one year or less, the GFMG does not have to get Port approval for the lease. For the new tenant, GFMG intends to use the existing standard form lease, but without the exclusivity clause. On behalf of GFMG, Baenen requested that the Board approve the requested amendment to the Artworks Gallery sublease, and allow the amendment to apply to the former Two Tacky Ladies sublease and the I Remember When Antiques sublease. Patton explained that GFMG intends to redo all of the leases over the next several months so that they are in a standard format. They will then bring the new formatted sublease to the Port to review and redo the template.

ACTION: A motion was made by Weber and seconded by McDonald to approve the amendment to the Artworks Gallery sublease as submitted, and to approve the same amendment for the two other retail subleases (for the spaces formerly leased by Two Tacky Ladies and I Remember When Antiques). The motion passed unanimously.

Weber thanked Baenen and said it was nice work by the GFMG. McDonald agreed. Weber said she knows several people who are involved with the Artworks Gallery, and they have a new vision and are very excited about it. They've told her, there's a new spirit at the Farm and it's a new beginning and expressed their pleasure and satisfaction with GFMG's response to their needs.

GFMG Annual Report: Patton said he was really impressed with the comprehensive Annual Report prepared and submitted by GFMG. He said, If someone walked in here who didn't know anything about the Farm and the Port and the relationship between the two, they could pick up the Annual Report and understand it very quickly. The Board agreed.

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

A review with the Port representatives of the July Leased and Managed Property Financial Report was held on 9.2.08. The Report was approved as presented. The August Review of Leased and Managed Property Financial Report was held on 9.26.08. The Report was approved as presented.

Members of the GFMG Board of Directors continue to attend the Port's Master Site Plan Focus Groups.

For the first time, the retail tenants met separately on 9.3.08 in the Rob Schouten Gallery. A spirit of cooperation and enthusiasm prevailed.

A meeting of the primary partners in the Community Supported Agricultural (CSA) Training Center at Greenbank Farm took place on 9.11.08 in Barn A. The Project Coordinator, Anza Muenchow, will be office'd in the Jim Davis house. The Port will have the Port handyman, Dick Tackett, replace a window with a door and add needed locks to the interior doors.

The space previously occupied by the I Remember When Antiques has been rented to Raven Rocks Studio. Their opening will be November 1, 2008. They have a one (1) year tenancy at $500.00 per month. They have an option to renew on terms agreed to in the last 60 days of the present agreement. The addition of this third gallery is a very positive step in giving the Farm an arts focused retail location.

The new sign has been completed. The reader-board insert and large wine barrel side mounts are yet to be installed. Rob Hetler is working on those details. Jerry Mercer's work on the antique tractor shelter is moving steadily along. We are indebted to Eagle Construction for work on the sign and Jerry for his work on the tractor shelter. Without our contributors and volunteers many projects like these would not be feasible due to limited capital and funding.

The proposed Puget Sound Energy (PSE) Easement on the east boundary of the Farm and the west side of North Bluff Road was walked by the Port representatives Tom Baenen and Michael Stansbury. They agreed much more detail must be provided. A big concern is the Farm wetlands!

A septic system back-up was caused by a grease build-up. A grease trap was not installed when the Café kitchen was built. The Café has had a plumber come quarterly to clean the build-up from that line. Eventually, it built up in the septic lines and caused a back-up and overflow. The lines were cleaned and the system is functioning, but the Café line and the system will both have to have grease traps installed. The Port is working on those needs.

Work on the Farm's Website continues. Links to a number of related sites are being developed. The Farm will shortly be able to receive donations over the Internet through its website.

The GFMG Board of Directors has received a $15,000 Challenge Grant from an anonymous donor. If the Board raises $15,000 by December 1, 2008, the challenge will have been met and each dollar received will be matched by the grant for a total of $30,000. The Challenge Grant is a big part in successfully raising the $45,000 to $50,000 needed to put the operating funds in the black. The GFMG Board's Appeal Letter will go out on October 15, 2008.

Weber asked if there was a projected completion date for the new sign. Baenen explained that Rob Hetler, who will supervise the two remaining pieces of the project, has been away on vacation. Hetler will provide the inset for the sign and supervise the repair and weatherproofing of the two large barrels that are currently stored in the barn loft. The barrels will then be placed on each side of the sign. There is still some time before it will be completed, but the framework is done.

Regarding the CSA, Baenen suggested that the GFMG and the Port would have to be very careful with what they provide CSA with and what role the Port and the GFMG play. He said they will need to be good parents and explain the limitations by laying out the protocol, and CSA would need to pay the costs for use of the facility (electricity, heating, etc.) McDonald felt the GFMG laid the groundwork very well and CSA heard it. She added that it sounds like the CSA has enough resources from the Northwest Agriculture Business Center (NABC), and they anticipate and expect to pay for those costs. Baenen explained that GFMG is reviewing the rent schedules to factor in energy costs, etc. and it would be reasonable to tell CSA that they would need to pay X amount of dollars each time they have a meeting.

Patton added that the Port looked forward to spotlighting their association with CSA and the NABC in the Port's capital grant request. The Port wants the CSA to succeed, and will have to nurture them until they can lean into their larger grant. Baenen agreed, and noted that that it will be the first CSA training center in the State, and only the fourth CSA program in the State. He added that CSA is tentatively planning a kick-off celebration along with the Port and GFMG sometime in November. Patton said it would be very good to have a newspaper article with pictures of the initiation of CSA to include with the capital grant request.

COMMITTEE REPORTS:

Marine Resources Committee (MRC), Northwest Straits Commission (NWSC) and Central Whidbey Chamber of Commerce (CWCOC): (Weber) MRC: Weber reported the MRC's educational meeting is today at 3:30 p.m. in the Island County Commissioners' Hearing Room. Eric Beamer of the Skagit River System Cooperative will be discussing the findings from the estuary study at Possession Point on South Whidbey. At the last business meeting, the MRC approved $1,000 from the Community Advisory Budget to sponsor publicity for Sound Water-2009. The MRC is recruiting for two positions - a science person and a Camano Island representative to the Port Susan marine stewardship area. NWSC: Senator Patty Murray and Congressmen Rick Larsen have submitted bills in the Senate and the House to reauthorize the NWSC. The National Oceanic and Atmospheric Administration (NOAA) wants to become more involved and has requested a seat on the NWSC, but that would upset the balance currently in place, as the local MRC's have one more vote than the governor's appointees. Weber said consideration is being given to a possible ex-officio position for NOAA. CWCOC: The next meeting will be Thursday, October 9^th at 8:00 a.m. Ebey's Reserve Manager, Mark Preiss will be the guest speaker. He will talk about the Ebey's Forever Conference: Celebrating and Exploring a Rural Working Community, which will take place November 7^th-8^th. The Chamber will have a Business After Hours on October 15^th from 5:30-7:30 p.m. at Island Medical Spa on Front Street. Public Affairs Committee: Next meeting schedule for October 13^th at 5:00 p.m. in the Chamber office. League of Women Voters: The League will be hosting a Candidates' Forum at 7 p.m. tonight in Oak Harbor and another one on October 16^th at 7 p.m. at the Coupeville Rec Hall. Penn Cove Water Festival: Weber said they are meeting regularly once a month, and the next one is scheduled for October 21^st at 1:00 p.m. Since the Port's press conference is at 11:00 a.m., she has informed them she might be unable to attend.

Council of Governments (COG), Economic Development Council (EDC), Regional Transportation Planning Organization (RTPO), Washington Public Ports Association (WPPA): (McDonald). WPPA: McDonald attended the Climate Change/Low Impact Development (LID) Environmental 2-Day Seminar in Bellingham two weeks ago. She said it was very interesting and covered a lot of topics. Approximately 60 people attended the seminar. Weber said the Department of Ecology's Chair of Western Climate Initiative, Janice Adair, was really something. Weber said she learned a lot about carbon markets and shares and buying, selling and trading them. They also discussed measuring emission baselines. The Port of Coupeville is really not big enough to be concerned about that, but Weber felt that the Port of South Whidbey should be looking into their emission baseline, especially with their expanded marina project. Other topics discussed included emission reduction strategies, biofuels, low impact development and sustainable design. Patton noted that when the Port moves forward with the capital project at Greenbank Farm, they will incorporate LID techniques throughout. He and Keeler will be meeting with Stacy Smith, the individual in charge of LID techniques for the Whidbey Island Conservation District. EDC: McDonald reported that EDC now meets every other month and turnout has been good. At the meetings, she continues to talk about the Port's efforts toward a passenger-only ferry between Coupeville and Camano Island. At the recent meeting, EDC established a nominating committee. Uniquely Whidbey Expo: McDonald said the event will be held this weekend at Coupeville High School. Fewer businesses have signed up this year, and that might be due to the increase in price. Weber said she was disappointed that the Expo's brochure did not include a map of the booths this year, as it did in the past. McDonald said she would pass along Weber's comment to the EDC. Baenen said the brochure was very interesting. He was saddened to read that on Whidbey Island the median house price is $340,000 and the average annual income is less than $29,000, compared to the State average of $42,000. The Board agreed. Regarding the EDC, Patton noted he did not put anything in the 2009 budget for EDC membership after the fees were suspended last year. McDonald said her understanding was that was a permanent change. Weber asked about the dues and if they were going to readdress them. McDonald said she would look into EDC's membership and dues and report back to the Board. RTPO: McDonald said the meeting was very short and dealt mostly with the Six Year Transportation Improvement Program 2009-2014. The next meeting will be a joint meeting with Skagit RTPO. COG: Island County Planning Director Jeff Tate addressed COG's Affordable Housing discussion. He suggested that COG follow the model that Donna Keeler worked on for the City of Langley. The COG hopes Tate will have a plan formatted by the next meeting. McDonald said the COG is still working on the Sustainability Resolution. Island County Commissioner, Mac McDowell, brought a presentation to the COG from a company that produces a no burn building material that also features mold protection. Patton suggested the product could possibly be used on the potential new building at Greenbank Farm. McDonald said the main thing discussed at the meeting was the oral presentation by the Port of South Whidbey's application for Rural County Economic Development Funds (RCEDF). She said Port Manager Ed Field did a fabulous presentation on the marina development. The Island County Commissioners make the final decision on the RCEDF. Although the rest of the COG committee has a voice and can make recommendations, they do not have a vote. McDonald thinks everyone on the COG is in agreement that the Port of South Whidbey will get the money. Weber asked if it would come out of 2008 money and McDonald said it would, and added that the Port of Coupeville needs to start considering its application for funds, because funds for 2009 are going to be scooped up. Weber asked if there is a standard application form for RCEDF and McDonald said she would get one and forward it to Patton.

Greenbank Farm and Puget Sound Partnership (PSP): (Bronson) Bronson was absent, so there was no report.

NEW BUSINESS:

Presentation of Final Budget for 2009: (Patton) Weber opened the meeting to public input on the final budget. No one wished to speak and Weber closed the meeting to public input and returned to the public meeting. Patton noted that the Preliminary Budget had been approved on September 8th, and notice of its availability to the public at the Port office was repeatedly published in the press as required by state law. He reported that Justin Burnett of the Whidbey Examiner was the only person who came by to look at the Preliminary Budget. Patton said that the Preliminary Budget was also inserted into the Port website. Patton provided a brief summary of the proposed Final Budget. The balanced budget (Revenues and Expenses matched each other at $366,653) would provide an estimated operating reserve of at least $53,549 at the end of the year. The only significant change from the Preliminary Budget was to the Port's G&A Construction/Repair/Maintenance line item, which was reduced by $12,500. An equal amount was added to the Greenbank Farm's Construction/Repair/Maintenance line item to provide for improved office space.

ACTION: A motion was made by Weber and seconded by McDonald to approve the Final Budget for Fiscal Year 2009 in the amount of $366,653. The Motion passed unanimously.

Patton said that he would insert the Final Budget into the Port's website and it would be posted on the Port's kiosk on January 1^st.

Installation of grease trap in Greenbank Farm septic system and Request for Proposals for septic maintenance contractor: Patton pointed out two adjustments he had made from the preliminary budget to get to the final budget that is before the Board today. The first was to include the cost of installing a grease trap for the café at the Farm, a matter that Patton considered to be of some urgency in order to protect the septic system. The GFMG has agreed to hold off on applying for the $12,500 budgeted in 2008 to improve their office space until next year, so Patton has rolled that money forward into the 2009 budget. He has asked Harbor Plumbing to provide a cost estimate to install a grease trap, and they've already looked at the site. Harbor Plumbing is trying to obtain the as-built plans to find out where the pipes go and determine the best location for a new grease trap. Patton said he didn't think it would cost more than $4,000-$5,000.

Patton explained that the clock had run out on the conditional permit for the septic system without the Port's submittal of an annual report in the format required by the Washington State Department of Health (DOH). The septic contractor that was engaged several years ago simply failed to comply with the Port's repeated requests to accomplish the preventative maintenance that the DOH began to require last year. Patton said he negotiated a renewal of the conditional permit for a year, and he asked for the Board's approval to send out Requests for Proposals (RFP) for a qualified septic contractor to maintain the septic system and prepare the required report.

ACTION: A motion was made by Weber and seconded by McDonald to authorize Patton to advertise for Requests for Proposals from septic system maintenance contractors to meet the requirements of the DOH permit. The motion passed unanimously.

ANNOUNCEMENTS & ADMINISTRATIVE ACTIONS:

Next Port special public meeting (press conference on levy increase request): The special meeting of the Port's Board of Commissioners will be held at 11:00 a.m. on Tuesday, October 21, 2008, at the Island County Commissioners' Hearing Room, B-102, #1 NE 6^th Street in Coupeville, WA.

Next Port regular public meeting: The regular monthly meeting of the Port's Board of Commissioners will be held at 10:30 a.m. on Wednesday, November 12, 2008, at the Island County Commissioners' Hearing Room, B-102, #1 NE 6^th Street in Coupeville, WA.

Monthly Financial Status Report: MacLeod-Roberts submitted the final August 2008 financial statement.

ACTION: A motion was made by Weber and seconded by McDonald to accept the final August 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 Weber and seconded by McDonald to approve by signature the October 2008 vouchers, numbers #833 - #866 for a total amount of $31,700.81. The motion passed unanimously.

ADJOURNMENT: There being no further business to come before the Board, Weber adjourned the meeting at 12:36 p.m.