Commissioners Present: Benye Weber, Marshall Bronson and Ann McDonald

Others Present: Jim Patton (Executive Director), Molly MacLeod-Roberts (Edwards & Associates), Virginia Bloom (Greenbank Farm Operations Manager), Sarah Martin (Coordinator, Washington State University Extension Beachwatchers), Mary Alice Sterling (Coupeville Historic Waterfront Association), James Moore and Kelley Mohs (Coupeville Art Center),

Call to Order: The regular meeting was called to order at 10:35 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 regular meeting of April 15, 2009, were available for approval and signatures.

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

SPECIAL PRESENTATIONS:

Coupeville Art Center request for use of the wharf breezeway for their annual art show (June 25-28, 2009): James Moore was on hand as a representative of the Coupeville Art Center, as well as local artist, Kelley Mohs, from the "Artists Run Amok" art show and Sarah Martin from WSU-Extension Beachwatchers, whom Moore explained would be the beneficiary of the proceeds from the art show. Moore provided some background information on the art show, currently in its 3^rd year and scheduled for the same dates as the Wharf Fest.

Mary Alice Sterling of the Coupeville Historical Waterfront Association (CHWA) explained that CHWA is in favor of the art show's use of the breezeway; CHWA's only concerns were potential conflicts with the Beachwatchers' Docent Program and ensuring access to the existing businesses out on the Wharf.

Sarah Martin of the Beachwatchers explained that there is a concern that the date conflicts with the Coupeville Wharf Fest. Beachwatchers were asked if they had problems with temporarily moving their displays, but since the art show will benefit them, they said they didn't have a problem with that. Other concerns of the groups involved include the limited amount of space available and the security of the artworks (with Wharf Fest going on, they wouldn't want children moving around and accidentally knocking glass pieces off pedestals, etc.). Martin acknowledged that there are real concerns that need to be addressed, but the Beachwatchers are in support of the art show and "think it's great." Weber noted that the Orca Network and the Penn Cove Water Festival also have displays in the breezeway.

Sterling asked if the Beachwatchers would still have docents on the Wharf during the art show and Wharf Fest and Martin responded, "Most definitely." Weber expressed concern over the limited amount of space available, but it was noted that the Mystic Sea would no longer be moored at the Wharf at the end of June. Moore explained that the art show's display panels are modular and could therefore be arranged in any configuration, and they are well aware of the limited space. He assured the Board that they would not block access in any way to the Wharf businesses or entryways/exits, etc. Moore said the Port has zero responsibility for security or damage to any of the artwork - the individual artists carry their own insurance, so the Port would have no liability at all.

Kelley Mohs said she would contact representatives of the Orca Network and the Penn Cove Water Festival to see if they had any concerns. She sees it as a "win/win" for everyone, as Wharf Fest and the art show will bring in different people. She noted that the art show has a large mailing list of patrons and could bring in hundreds of people that probably would not be reached through the Wharf Fest.

Bronson thought it wouldn't be necessary to remove everything - the modular art works could just be placed in front of the Orca Network and Penn Cove Water Festival displays. The two-dimensional wall hanging types of artwork could be in the breezeway and the three-dimensional artwork could be placed in the museum. He saw no reason why all the groups "can't make this happen in a good, resolvable fashion," and Weber agreed. She encouraged Bronson to continue discussions with the groups involved and work out a resolution. She said, "I want to see a success here."

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 that fuel sales were very slow in April - only 644 gallons sold, compared to almost 3 times that amount last year. A good deal of that is related to the rather spotty availability of the Mystic Sea, which arrived later this year due to required repairs and was in and out due to obligations at other locations. Repairs to fuel dock and insurance claim: As reported in email and the local Press, the Port had a second problem with the same 40-ft. section of the fuel dock after the original repair, but it has hopefully been resolved by changing the clearances of the arms on the steel brackets so they slide more easily up and down on the pilings and the stress on the bracket hold down bolts will be reduced. The Port has not received the check from the insurance claim yet, so Patton left a message for the claims agent this morning. He will email the Board with an update. Status of grant request for pumpout station: Patton noted that no equipment would be purchased until the Port is certain that the money can be recovered via the Clean Water Act grant. Once he has received CK Electric's estimate for the electrical hook up, Patton will complete the form that needs to be submitted to request the grant. If it is acceptable, they will give a "provisional grant" and that is when the Port will begin to spend money. Patton said that we will be taking advantage of the kind offer made by Ian Jefferds, owner of Penn Cove Shellfish, to cover the required 25 % matching portion of the cost - but we need to keep the cost and the matching portion within limits.

Wharf, causeway and park upkeep: Source of cedar for Wharf siding: Patton said that Coupeville Mayor Nancy Conard has given the Port "the green light" to start taking the wood off the building at 905 N. Main Street before the Town orders the demolition of the building. Patton said he and Gary Wray (a professional sider who has volunteered to organize and recruit other volunteers for the project) would meet with the mayor and plan the next steps. Park plantings: Patton noted that the spring flowers have died, and Weber said the Coupeville Garden Club would probably replant them for summer as they have done in the past. Estimate for wharf roof repairs: As reported at the April meeting, the Port had received a roof repair estimate in the amount of $16,000. Before soliciting bids, Patton promised to identify some offsets for the roof repair in the budget. Due to the recent problems with the irrigation system and the septic system at the Greenbank Farm and the associated costs of repairs, Patton informed the Board that he is not prepared to identify potential offsets at this time, but should be able to at the June meeting. Results of piling survey and plans for repairs: Patton referred the Board to the excellent article about the five failed pilings under the causeway written by Justin Burnett of the Whidbey Examiner. Culbertson Marine in Anacortes installed the pilings nearly 25 years ago and their estimate to replace the pilings with some alternative to creosoted timbers totaled $50,000. Patton received a telephone call yesterday from a Marysville company that is in the business of protecting and improving the strength of pilings all around the western part of the country. The company has a patented technique that has been cleared by the Washington State Department of Fish and Wildlife for use in tidal areas. The technique involves putting a fiberglass jacket around the rotted portion of the piling and filling the space between the jacket and the piling with epoxy. The jackets can be colored to look like the existing pilings. A representative of the company will meet with Patton at the Port office tomorrow morning to examine the pilings and provide an estimate. The total cost of repairs should only be about a tenth of the Culbertson estimate to replace the failed pilings. He will keep the Board advised via email. Patton added that he considers the repair of the pilings as a higher priority than reshingling the roof of the wharf.

Status of Comprehensive Plan Initiatives: Patton said that Justin Burnett's article also reminded readers of the Port's financial struggles. The article explained that last year when the Board of Commissioners realized the Port was insufficiently funded to protect and improve all of the Port's properties while it is encumbered with the bond debt for the purchase of the Greenbank Farm, the Board went forward responsibly with a request to increase the Port's levy. When the increase was not approved by the voters a new building was designed for construction at the Greenbank Farm that could house revenue-generating activities recommended by the volunteer focus groups that have been developing the Master Site Plan for the farm. Once the building was completed, the revenue might offset the annual payments on the bond debt. Full support for a state grant for the building was obtained from our three State District 10 legislators. Unfortunately, the state budget for the next two years does not include a grant to construct the building. Burnett's article tells that the Board is now proceeding with "Plan B" which is to create a Conservation Easement to protect the farm that would be valued as the equivalent of the balance of the bond debt ($831,000 on January 1, 2010) and transfer the easement to the county which could then use Conservation Futures money to make the remaining annual installments on the bond through 2017.

Progress on Plan B and the Greenbank Farm Conservation Easement: Patton met with Pat Powell of the Whidbey-Camano Land Trust, who understands Plan B perfectly, and they will meet again with Michael Stansbury (Greenbank Farm Management Group President), because with the Master Site Plan nearing completion they will need to sketch out what the Conservation Easement looks like geographically, and review the permitted and prohibited rules that would be associated with the easement. Patton said he would report further at the June meeting.

Master Site Plan (MSP) draft status: Master Site Plan Coordinator Donna Keeler reported the final meeting of the combined focus group is scheduled for Tuesday, May 26^th. She submitted a preliminary adoption schedule to the Board (on file at the Port office) and noted that she has been making further edits to the MSP based on the quite substantial input received from all the focus group members. By May 15^th, Keeler said she would have a draft that would be re-sent to the Board and the focus group for review prior to the May 26^th meeting. The hope is that after that meeting, the draft MSP will be ready for presenting to the public. Patton reported the Special Meetings of the Port for that presentation have been tentatively scheduled for the evenings of June 16^th in Greenbank and June 18^th in Coupeville, with a public hearing and possible adoption of the MSP on July 8^th. Keeler requested the Board check their individual schedules and email her as to their availability.

Bronson noted that the original intent was for the focus group members to reach a consensus for the MSP. If there are one or two members who object to something in the draft, Bronson asked, "Does that mean it all goes back into the pot?" Keeler said her suggestion to the group if that occurs would be to just add a minority report, and the Board agreed that was an acceptable method of handling the matter.

Island County Health Department Surface Water Division sampling of water in the wetland at the Greenbank Farm: At Keeler's request, Matt Kukoc sent a copy of the study recently performed by the health department. The study provides detail of the analysis that was done. It shows a high level of fecal coliform in the wetland at the farm, but it is from wildlife. They are actually recommending that the wetland not be monitored any longer based on that, and Keeler added that they are assuming it is mostly from birds. They might return in a few years to do some additional monitoring. Keeler said she would add an appendix for the report in the environmental section of the MSP.

USDA draft soil sample report: Keeler said she and Patton met with Bruce Lindsey, the scientist from the US Department of Agriculture, who collected soil samples at the Greenbank Farm and although he wasn't able to provide them with the results on paper, he did provide a map and showed them some the results of his study. He is doing the entire county, so in October there will be a brand new soil survey. Patton presented the drafts of two documents and a large map that Lindsey had provided (on file at the Port office) and briefly summarized the information. Essentially the soil at the Farm "is as poor as it gets" and the new survey and the 1949 survey corroborate each other. There is only pocket of reasonably cultivatable, tillable land and a huge amount of unproductive land. Patton provided a more detailed explanation about the soil, which consists of compressed glacial till/hardpan with an accumulation of varying depth of fine wind-blown sand and the remains of organic plant/tree material above that. The material above the glacial till doesn't retain water and not much penetrates the till to get to whatever aquifer lies beneath. Depending on the slope of the land, gravity rapidly drains away water above the till. Patton observed that the Community Supported Agriculture (CSA) project is farming in the only area where it makes sense to do so based on the soil survey.

Bronson said the survey provides many answers about the Farm, and Patton agreed and noted the focus group members had agreed the Farm had "an identity crisis." Is it a farm? A park? A strip mall? It was noted that although much of the land was unusable for crops, it might be suitable for livestock such as horses, alpacas, etc. and that would also be considered "farm-like." There was additional discussion regarding enhancement of soils, and potential use of the lands in the future.

Patton said that Lindsey's study involved only 20 holes throughout the 151 acres, and there could be spots with better soil. He noted that Lindsey recommended that the Port undertake a more detailed, site-specific survey in the future.

Patton said he would make the large map available to the CSA project.

Status of Puget Sound Energy (PSE) request for vegetation control easement at Greenbank Farm: Patton checked with PSE and was told the $1,560 check is in the mail.

Status of the Community Supported Agriculture (CSA) project at Greenbank Farm - irrigation manifold and system repairs: Now that the old piping has been repaired, Patton reported that the CSA group is getting sufficient water to irrigate their field with the new manifold installed by the Commercial Fire Company.

Port contribution to the Central Whidbey Food Bank in Coupeville: Patton noted the $500 payment for the contribution is included in today's vouchers. The weekly basket will be delivered directly to the food bank by the CSA farmers.

Status of LOSS repairs at Greenbank Farm: The open laterals have been thoroughly cleaned and the inspection accesses have been modernized. The only remaining item is to cut off the unnecessary sections of flushing tubes so they are flush with the ground. Patton reported that the immediate inspection and the emergency repairs of the LOSS have been completed. Still remaining are the larger jobs of excavating the small diameter tubes that access the pumps (which are running at only 50% capability), and replacing the pumps. It is not an emergency repair though, and there is no money in the budget to pay for it this year.

Letter to Mary Alice Sterling re: liaison Commissioner for the wharf: At Weber's request, the port clerk read the proposed letter aloud (on file in the Port office) in response to Sterling's request to consider appointing one Commissioner as the Port liaison specifically for the Coupeville Wharf. The letter thanked Sterling for her interest and suggestion but explained that the Port is already exercising sufficient oversight of the wharf through the Executive Director and the Harbor Master and through frequent visits by the Commissioners.

ACTION: A motion was made by Weber and seconded by McDonald to approve the letter as written. The motion passed unanimously.

Weber signed the letter as President and Patton presented the letter to Sterling, who thanked the Board for their consideration.

Letter to the Economic Development Council (EDC) re: change in Port representative: MacLeod-Roberts read the proposed letter aloud (on file in the Port office) notifying the EDC that Bronson would replace McDonald as Port representative to the Island County EDC.

ACTION: A motion was made by Weber and seconded by McDonald to approve the letter as written. The motion passed unanimously.

Weber signed the letter as President and Patton said he would mail it to the EDC. The Board thanked Bronson for accepting the position.

Greenbank Farm Management Report: Stansbury was unable to attend the meeting, so Farm Operations Manager, Virginia Bloom, was on hand to answer any questions the Board had regarding the April Report previously emailed to the Board, which is included in these Minutes as follows:

It has been a short time since the last Farm report to the Port, so there is limited activity to note.

Agricultural activity continues as spring tries to arrive. The Farm held its first farmers' market last Sunday and, among other happenings, the CSA offered its frist Farm-grown produce, which was quickly sold out. There was much travail with the long dormant irrigation system on the Farm, with several leaks and repairs before the system was working smoothly in the CSA fields last week. Part of the Farm's pastureland was leased to a local horse owner.

Whidbey Pies Café continues to draw clientele at or ahead of historic levels, the wine shop sales are up on a comparative basis and attendance at the First Friday event for April and May exceeded the most successful First Friday events in 2008. It appears that, despite the economic downturn, the Farm is attracting increasing numbers of residents and visitors to enjoy its offerings.

The Coupeville Arts Center announced recently that it is looking for additional space. Virginia has initiated contacts to see if there is a fit with this important Coupeville institution and available space at the Farm. The three existing art galleries continue to actively draw patrons as the Farm is gaining attention as a center for arts activity. Virginia also met with the organizers of the Highland Games to work through ways to save costs and help ensure that the games will go on.

Patton noted that the Market Farmers are very grateful for the $1,000 the Board approved for their tap into the irrigation system, and for all the hose loaned to them by McDonald.

Bronson asked about the status of the potential olive grove and Patton said it is in the hands of the Master Site Plan consolidated focus group. Weber reported that many people have asked why the farm isn't having the car show on Father's Day weekend, and Bloom said she's not sure that the car show is happening at all. Using the farm for the car show would cost them $2,000, and the group did say they could use the Island County Fairgrounds in Langley for just $500. They said they were going to move, but Bloom said she hasn't seen any advertising and they might not be doing it at all.

COMMITTEE REPORTS: Greenbank Farm and Puget Sound Partnership (PSP): (Bronson) Greenbank Farm: Bronson had nothing further to add to the GFMG report. PSP: Patton noted that the Beachwatchers have arranged for Steve Sakuma of the PSP to tour the island, with one of the stops on the tour being the Coupeville Wharf. Weber noted that the Director of the PSP, David Dix, was in Freeland last night at the Lyceum series discussing the State of the Sound again. She looks forward to receiving information about the event via email soon.

Penn Cove Water Festival Committee (PCWF), Marine Resources Committee (MRC); Northwest Straits Commission (NWSC) and Central Whidbey Chamber of Commerce (CWCC), Regional Transportation Planning Organization (RTPO): (Weber) MRC: Weber provided information on recent MRC activities, the record of which is on file in the Port office. The MRC wrote a letter of support for the WSU-Extension Beachwatchers program, and Patton suggested that they might be able to utilize the 2^nd floor of Barn B at Greenbank Farm provided a grant source could be found to rehabilitate it for use as an office space. It was noted that the Port has a strong relationship with the WSU Beachwatchers at the Coupeville Wharf and with the WSU Master Gardeners at the Greenbank Farm. NWSC: No report. CWCC: Next meeting is Thursday, May 14^th at 7:45 a.m. The CWCC newsletter is "going green" this month and is available on email and not printed on paper as before. The Whidbey First program is going well and providing support to local businesses. PCWF: Weber reported the group has been meeting weekly and the Festival will be held on Saturday, May 16^th from 11 a.m. - 6 p.m., with other events on Friday evening and a tour of Penn Cove on Sunday. There will also be a drawing held and the winner will get a 2-night stay in Coupeville. RTPO: Weber was sick and unable to attend the Low Impact Development tour last Friday, but Patton was able to go and reported that it was very well done. He encouraged the organizers of the tour to visit the Farm and advise the Port on potential Low Impact Development projects that could be done there.

Council of Governments (COG); Economic Development Council (EDC); Washington Public Ports Association (WPPA): (McDonald) RTPO: COG: McDonald reported several people spoke regarding the Whidbey Sustainable Agriculture Committee, and she provided Patton with the committee's progress report for the last year (on file at the Port office). The Northwest Agricultural Business Center said they had "survived the budget cuts" and they are really excited about the Port and the Port's interest in CSA at the farm. McDonald said several people expressed their appreciation of the Port to her after the meeting, and she noted that "the CSA thing is huge." Since it is the first in this region, the Port is actually getting a lot of attention nationwide. McDonald also took the opportunity to tell the COG about the Port's purchase of a CSA share for donation to the food bank, and that led to further discussions among the members of COG that any group or organization could do the same thing. McDonald said she will miss attending the COG meetings, but she is going back to work full-time and can't do all the volunteer stuff she has been doing. There was also an interesting presentation from a group called RACES, which stands for Radio Amateurs Civil Emergency Services. They are a group of trained individuals that offer another level of communication in an emergency situation. RTPO: McDonald said the State Route 532 Corridor Improvement project and the possibility of a roundabout intersection at the Honeymoon Bay Rd/Highway 525 were discussed at the short meeting. She provided Patton with additional information (on file at the Port office). WPPA: No report.

As alternate to the COG, Weber said she will try to attend those meetings since the MRC will meet just once a month during the summer instead of twice. Bronson said he would be willing to attend the RTPO meetings, and Weber noted that they usually follow the COG meetings, but it would be nice if the two of them could split them.

NEW BUSINESS:

Renewal of Leases: Patton reported that tenants Rita Hart (Collections) and William Bell (Local Grown) had submitted letters requesting extensions of their leases, as required per the lease agreements (on file at the Port office).

Collections: Patton noted that since Hart's business is not on the wharf itself, her lease was not subject to the current limited extension period of one year that is part of the leases for the wharf tenants. He recommended approval of Hart's request and noted that the rent has been CPI adjusted as required.

ACTION: A motion was made by Bronson and seconded by McDonald to approve the renewal of Rita Hart's lease for a period of three years, as requested. The motion passed unanimously.

Local Grown: Patton reported that Bell requested the extension of his lease for 3 years, rather than just 1 year as the current lease provides. The use of the Local Grown space, which is quite small, was never really considered as potential space for the Marine Education Center (MEC) - only the restaurant space or the gift shop space were considered. Patton suggested the Board might therefore want to consider changing the extension policy since the MEC is just not doable at this time. Bronson noted that it is hard for a business to plan for just one year at a time. Because it is highly unlikely the possibility of the MEC "will appear in the next 2-3 years," he felt it would be appropriate to renew the lease for 3 years.

ACTION: A motion was made by Bronson and seconded by Weber to approve the renewal of William Bell's lease for a period of three years, as requested.

Weber asked if Bell was current on his payments, and Patton reported that he was current. Weber noted that the Health Dept. had found that Bell had activities that were out of compliance. Patton explained that was related to his dog being on the premises and the dog has since been qualified as an assist dog, and the Health Dept. subsequently re-inspected and found that Bell is in compliance.

McDonald suggested that extending the lease for two years with an option to extend for one year might be a happy medium. Bronson agreed and said he would modify his motion accordingly and Weber said she seconded the motion.

The modified motion to approve the renewal of William Bell's lease for two years with an option to extend for one year passed unanimously.

ANNOUNCEMENTS & ADMINISTRATIVE ACTIONS:

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, June 10, 2009, at the Coupeville Recreation Hall at 901 Alexander Street in Coupeville, WA.

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

ACTION: A motion was made by Weber and seconded by McDonald to accept the final March 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 May 2009 vouchers, numbers #1030 - #1050 for a total amount of $30,552.22. The motion passed unanimously.

ADJOURNMENT: There being no further business to come before the Board, Weber adjourned the meeting at 12:45 p.m.