Commissioners Present: Benye Weber, Marshall Bronson and Ann McDonald

Others Present: Jim Patton (Executive Director), Molly MacLeod-Roberts (Edwards & Associates), Michael Stansbury (GFMG President and Treasurer), Donna Keeler (Master Site Plan Coordinator), Greenbank Residents: Richard Turner and Barbara Kolar Coupeville Residents: David Nelson and Linda Devitt

Call to Order: The regular meeting was called to order at 10:32 a.m. by Commissioner Weber in the Coupeville Recreation Hall, located at 901 Alexander 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 special meeting of February 4, 2009, were available for approval and signatures.

ACTION: A motion was made by Bronson and seconded by McDonald to approve the February 4, 2009, meeting Minutes as submitted. The motion passed unanimously.

SPECIAL PRESENTATIONS:

Letter of Appreciation to Coupeville Volunteers: Since Russ Johnson, who organized a team to pressure wash the causeway and wharf walkways, was not present the Board agreed to wait until his arrival to address this agenda item.

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: Only 562 gallons of fuel were sold in February, mostly to Penn Cove Shellfish. Moorage revenue was also down: $152 in February, 2009 compared to $329 in February, 2008. Patton noted that the Mystic Sea would arrive later in the month and stay through the whale watching season. The ship's skipper, Monty Hughes, will be signing a lease with the Port in accordance with the renegotiated Aquatic Lands Agreement with the Department of Natural Resources (DNR). Repairs to fuel dock: Port Handyman, Dick Tackett, completed the repairs to the 40 ft. section of fuel dock that broke away in the storm of January 8-11, including installation of the new and improved brackets and new cleats. Patton noted they would look for an opportunity to place new brackets on the other 40 ft. section, but there is no urgency. Grant for pumpout station: In response to Ian Jefferd's request to look into the pumpout station grant program per the Clean Water Act (CWA), Patton requested Bering Industrial Contractors to provide an estimate for the purchase and installation of a pump out station at the Wharf. Bering is the authorized local installer for the KIKO Pumpout Stations that are manufactured in California. Bering's estimated cost was $35,385. Patton said, "It's a big number, and I've got to go back and do more work on this." Grants provided by the CWA only provide for reimbursement - not upfront costs.

State Department of Ecology (DOE) inspection of underground fuel tank and documentation: Patton recapped the findings of the Port's first 3-year inspection - all documentation was fine, but DOE found that the Port lacked two small, expensive devices used to test fuel line tightness. The purchase and installation of those testers and the simultaneous tightness tests of the tanks and all the lines cost $1,300. The results were reported to DOE and "they are happy with us for the next 3 years." Patton said he has spent a great deal of time working on compliance with various agencies, so he will put more money in the Port's 2010 budget for compliance than he has in the past.

Solicitation of volunteers for wharf and causeway upkeep: Patton said that Russ Johnson had noticed the need for upkeep and volunteered to pressure wash the wharf and causeway using his own pressure washer. He and three others spent over 100 hours cleaning the wharf and causeway and Patton thought it would be nice to present him with a Letter of Appreciation. He added that Johnson is also a member of the Coupeville Garden Club, and Johnson and the Club have done a lot of work cleaning, trimming and planting at the little park at the Front Street entrance to the causeway. Park gravel/pavers: Patton said the Port received an unsolicited bid for paving the entrance park with decorative concrete, but since there are fuel, sewage, fresh water and fire main lines underneath the surface, it cannot be paved over - probably not even with decorative pavers. He ordered fresh gravel for the park area. Ed's Construction provided two yards free of charge and Tackett is spreading it right now. Arlo Grundeen's request for two photo shows in the breezeway: Patton referred the Board to the email briefly discussed at last month's meeting and asked for their responses. Weber questioned if any space was even available, considering that the Mystic Sea will be there, as well as the Beachwatchers with their presentations and beach walks. Patton noted that Grundeen's timeframe was June, which is a heavy traffic month at the Wharf but the Mystic Sea will be leaving at the end of May. Bronson noted that the Port needs a Schedule of Events, and Weber agreed and added that they should work with Sandy Dubpernell of the Beachwatchers regarding their schedule.

Status of Comprehensive Plan Initiatives:

Letter to Washington State University (WSU) re: the Marine Education Center (MEC): Patton said he had notified Judy Feldman of WSU Extension that the Port has renewed leases on the Wharf, so there is no likelihood that one of the spaces would become available for a MEC within the next couple of years. On Friday, Patton will meet with Feldman, Graham Johnson and Sarah Martin of WSU-Extension and try to come up with a mutually agreeable plan for the next couple of years. Afterwards, Patton will write a letter formalizing it and present it to the Board at the next meeting.

Progress on the Greenbank Farm Conservation Easement: Patton suggested they discuss this during the special meeting later today, and the Board agreed.

Progress on the Master Site Plan (MSP): (Keeler) MSP Coordinator, Donna Keeler, reported she had mailed a copy of a very rough draft of the MSP to the focus groups for comments. She met with the combined focus group last Thursday. It was a good, productive meeting with fantastic input. Keeler said, "The good news is the Plan will have a lot of great input that they are happy with, but the bad news is that it will take a little bit longer." The focus group members will send their suggested changes to Keeler, who will make the changes as needed. She noted that she will be gone for the next two weeks, back for one week, then gone an additional week for spring break. She said that, realistically, it will be late spring/early summer before she will have a draft of the MSP for the Board to review, and then take to the public as a PowerPoint presentation at special meetings. Patton noted that the Board would probably have to allocate additional money in the 2009 budget for this task. Yesterday, Keeler met with Keith Higman, Island County's Acting Planning Director, and provided him with an overview of what they're doing. Higman said it looked pretty straightforward in terms of revisions to the zoning of the review district.

Status of proposal for capital project at Greenbank Farm:

Visit to Olympia March 24-25: Washington Public Ports Association (WPPA) is holding its first ever "Port Day with the Legislature" and the Port of Coupeville will be presenting updates on the proposal for a multi-purpose building to legislators during that event. Patton has scheduled time with State Senator Mary Margaret Haugen and State Representatives Barbara Bailey and Norma Smith. He is also working with Kathleen Olson of WPPA to meet with the other senators and representatives that Ian McGowan suggested. Bronson and Patton will attend the event. Patton noted that the Chair of the House Capital Budget Committee has stated he will not hear presentations by originators of proposals, but he will listen to presentations by the legislators who sponsor the proposals. The Port is very fortunate to have co-sponsors in the House. Cooperation of WSU, Northwest Agriculture Business Center (NABC) and the Farmers' Market Association: Patton explained it is essential for the Port to arrange cooperation with those three groups, because the proposal for a new multi-purpose building at the Farm includes learning centers, a cooperative value-added kitchen, and an indoor Farmers' Market. The Port doesn't know anything about setting up and running those things, but those three groups are very experienced. He has met with representatives of all three groups, and they are all excited about the idea of working with the Port on the new building. Letters of agreement from those groups will add strength to the proposal and will be given to our legislators when Patton and Bronson attend the Port Day in Olympia.

Status of Puget Sound Energy (PSE) request for vegetation control easement: Patton reported PSE has not submitted an amended request yet. He will email the Board when it is received.

Status of the Community Supported Agriculture (CSA) project at Greenbank Farm - irrigation manifold, cost & schedule: Patton said Commercial Fire had submitted a bid of $3,400 to complete the manifold for CSA. The GFMG agreed to reallocate the $12,500 earmarked to upgrade their office in order to help pay for the necessary repairs, including the irrigation manifold, the installation of a grease trap, and the inspection and repair of the Large On-Site Sewage System (LOSS). Patton said he would meet with CSA and Farmers' Market representatives tomorrow to try to determine where to spur off of the irrigation line to bring water to the market garden and P-patch area, and identify the best place to put the manifold for irrigating the CSA parcels

Status of LOSS repairs at Greenbank Farm: Patton reported the approved emergency repairs should be underway by the end of the week on a "not to interrupt" basis for the rest of the Farm's operations.

Greenbank Farm Management Report: (Stansbury) Stansbury was on hand to answer any questions the Board had regarding the February Report he sent to Patton this morning and which is included in these Minutes as follows:

The Farm continued in a period of consolidation and transition. Virginia Bloom, the new Operations Manager, is continuing the process of familiarizing herself with the Farm operations, tenants and personnel and planning for upcoming events.

February marked the second month of the year with activity at or significantly ahead of last year. Sales at the wine shop were again more than 50% ahead of lat year and the Café continued to hold its own. The First Friday event, where the wine shop, art galleries and other Farm venues continue open through the evening, and the Wine and Chocolate Market, which coincided with Valentine's Day, were the most successful events on record. Event bookings are also ahead of last year.

The CSA training project proceeded with its organization and classes. There is much to set up and organize for its first season. The Farm is helping with facilities for classes, staging areas and storage of equipment. Everyone is excited about the project's potential.

The Port determined that the cost of repair work on the septic and irrigation systems is higher than first expected. The Farm worked with the Port to reallocate $12,000 of Port capital expenditure funds from GFMG office improvements to these important infrastructure projects.

Weber asked Stansbury to email the report to the Board and Patton prior to the meetings in the future, and Stansbury apologized and said he would try to get it to them 4 to 5 days ahead of time.

COMMITTEE REPORTS: Weber requested that the agenda order be changed today and in the future to allow for Bronson's report as Greenbank Farm Liaison Commissioner to immediately follow the GFMG report, and Patton agreed to make the change.

Greenbank Farm and Puget Sound Partnership (PSP): (Bronson) Greenbank Farm: Bronson thanked Stansbury for his report. He said the volunteer focus groups have "pretty much come to general conclusions" on the MSP and he thinks the Board will soon be presented with a very useful and constructive document. PSP: Bronson said nothing has really happened since the adoption of the Action Agenda, so there was nothing new to report.

Council of Governments (COG); Economic Development Council (EDC); Regional Transportation Planning Organization (RTPO); Washington Public Ports Association (WPPA): (McDonald) COG: At the last meeting, it was proposed and subsequently agreed that the Sustainable Whidbey Coalition be brought under the umbrella of the COG. The Coalition sought approval to seek grant funding and the COG agreed. They also sought contributions by the COG members (Cities of Oak Harbor, Coupeville and Langley, Island County, and the Ports of Coupeville and South Whidbey) to pay a small salary for the person in charge of the Coalition. All other COG members indicated they would contribute, but McDonald informed the COG that the Port is in dire financial straits and although they would love to make a contribution, they simply can't. She also asked them to submit a formal request letter, even though the Port will probably have to decline. COG also discussed relocating a 40-home mobile home park in Oak Harbor. RTPO: There was a great deal of discussion about the long-range plans for the ferry system. McDonald said the two scenarios the State Department of Transportation has proposed seem to change by the minute. She noted that the COG members were all opposed to a reservation system on the Clinton/Mukilteo ferry run. Weber asked McDonald to work with Patton to prepare a proposal to take to COG requesting funding for work on the park at the entrance to the Wharf. In reviewing the COG's minutes, Weber noted that the Port of Coupeville is the only COG entity that has not submitted a project. McDonald agreed to take on the responsibility. WPPA: Nothing new to report. EDC: Nothing new to report.

Penn Cove Water Festival Committee (PCWF), Marine Resources Committee (MRC); Northwest Straits Commission (NWSC) and Central Whidbey Chamber of Commerce (CWCC): (Weber) CWCC: The next meeting is tomorrow in the Coupeville Rec Hall at 7:45 a.m. Both Weber and Bronson attended the Chamber's Installation of Officers on February 26^th. The Chamber is sponsoring a "support local businesses" campaign that includes a monthly drawing for $100. MRC: Weber reported the MRC's next business meeting will be March 17^th and the next educational meeting will be April 7^th. The meetings begin at 3:30 p.m. and are held in the Island County Commissioners Hearing Room. The educational meeting will feature a presentation on the Northwest Straits' forage fish and related near-shore data collection. The MRC sent a letter of support to WSU regarding the proposed legislative cutbacks (49%-75%) to the WSU-Extension program, and letters to Representatives Smith and Bailey and Senator Haugen expressing concern about the cutbacks.

NEW BUSINESS:

Request for contribution to Sustainable Whidbey Coalition: As discussed earlier during McDonald's report on the COG, the Port does not have any money available to contribute. Once Sustainable Whidbey Coalition has sent a formal written request, Patton proposed that he draft and send a letter declining to contribute based on the Port's current financial situation. The Board agreed.

Request for salary increase for Port Handyman: Patton referred the Board to the memorandum he previously submitted on this subject. Port Handyman, Dick Tackett, has worked hard for the Port for at least six years without an increase in salary. Patton outlined some of the various ways Tackett has assisted the Port, and explained that he would like to recognize Tackett's dedication and loyalty to the Port by giving him a 10% increase in his pay of $30 per hour. The Board agreed that $33 per hour was a reasonable rate, and McDonald added that Tackett has proven his worth to the Port and she didn't know where we'd be without him.

ACTION: A motion was made by Weber and seconded by Bronson to increase Port Handyman, Dick Tackett's, hourly rate from $30 per hour to $33 per hour. The motion passed unanimously.

ANNOUNCEMENTS & ADMINISTRATIVE ACTIONS:

Next special public Board meeting: The next special public meeting of the Port's Board of Commissioners will be held at 1:00 p.m. today (Wednesday, March 11, 2009) at the Coupeville Recreation Hall at 901 Alexander St. in Coupeville, WA.

Next Port regular public meeting: The next regular monthly meeting of the Port's Board of Commissioners will be held at 10:30 a.m. on Wednesday, April 15, 2009, at the Coupeville Recreation Hall at 901 Alexander Street in Coupeville, WA.

Monthly Financial Status Report: MacLeod-Roberts submitted the final January 2009 financial statement.

ACTION: A motion was made by Bronson and seconded by McDonald to accept the final January 2009 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 Bronson and seconded by McDonald to approve by signature the March 2009 vouchers, numbers #965 - #993 for a total amount of $31,932.89. The motion passed unanimously.

ADJOURNMENT: There being no further business to come before the Board, Weber adjourned the meeting at 11:42 a.m.