Commissioners Present: Benye Weber, Marshall Bronson and Ann McDonald

Others Present: Jim Patton (Executive Director), Molly MacLeod-Roberts (Edwards & Associates), Nathan Whalen (Whidbey News-Times), Donna Sandstrom (The Whale Trail) and Virginia Bloom (Greenbank Farm Executive Director).

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 meetings of August 12 and September 9 and the special meeting of October 1, 2009 were available for approval and signatures. Since McDonald was not in attendance at the October 1 meeting, she requested that the Minutes be approved in separate motions.

ACTION: A motion was made by Weber and seconded by McDonald to approve the August 12 meeting Minutes as submitted. The motion passed unanimously.

ACTION: A motion was made by McDonald and seconded by Weber to approve the September 9 meeting Minutes as submitted. The motion passed unanimously.

ACTION: A motion was made by Bronson and seconded by Weber to approve the October 1 meeting Minutes as submitted. The motion passed unanimously.

Weber referred the Board to their copy of the email regarding the Clean Boating Project that the graduating class of WSU Beach Watchers is working on. She asked that it be added to the agenda under New Business, and the Board agreed.

SPECIAL PRESENTATIONS:

"Whale Trail" Project: (Donna Sandstrom) Sandstrom was on hand as a representative of The Whale Trail to explain their mission and provide additional background information about the organization. She provided the Board with The Whale Trail brochures and "whale cards" (on file at the Port office). Sandstrom explained that establishing a whale trail is one way to enable the general public to "…make the connection between where they live and the fact that whales live here, too." She said the Coupeville Wharf is one of 16 proposed Whale Trail sites, with more sites to be added in the future. All of the sites will be included on their website, along with an interactive map, a profile of the site and a viewing timeline and listing of species.

Patton pointed out that designating the Wharf as a Whale Trail site might be consistent with the Port's leasing moorage to the whale watching boat (the Mystic Sea).

Weber thanked Sandstrom for her presentation, and the Board agreed that The Whale Trail sounds like a great program.

ACTION: A motion was made by Bronson and seconded by McDonald to support future activities in the development and actions of The Whale Trail. The motion passed unanimously.

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 1,950 gallons sold in September 2009. He said that was more than 2008 and about the same as 2007, but much less than the 4,800 gallons sold in September 2006. From Jan. 1 through Sep. 30, the Port sold a total of 15,000 gallons. With the $0.40/gallon mark-up, that is $6,000 and Patton noted that the Port needs a total of $7,500 for the year to break even. He will keep the Board updated. Equipment: The Port Diver has removed, cleaned and stored all the buoys in the Port office basement for the season, along with the outboard motor for the Port's recently purchased Zodiac. Patton noted that the Fire Department and the Port had also completed the annual drill of deploying the fuel spill containment boom. Harbormaster Long Bechard has reported that the surveillance camera system on the Wharf (purchased more than 10 years ago) is "on its last legs." The Board agreed that it is very important as a safety concern to have a surveillance camera system in place. Bronson noted that several places have such systems available for purchase (Costco, Fry's, Amazon, etc.) and suggested that he, Patton and Bechard "shop around" for the best deal and the best equipment for that marine environment, and present it at the next meeting. The Board agreed.

New exhibit: Sandy Dubpernell informed Patton via email that Samson, WSU Beach Watchers' newest skeleton, is ready to be installed and suggested moving the Rudy skeleton a bit in order to fit it in properly. Port Handyman Dick Tackett will do the work as soon as he's available, and as agreed at a previous Port meeting, the Beach Watchers will pay for his time and labor and any associated costs with the installation.

Status of permit for pumpout station: The permitting process is complete! Patton noted that he had briefed the Coupeville town council and the planning commission and both had approved it "on the spot." The Town of Coupeville informed that Washington State Department of Ecology and Patton subsequently received the approved Substantial Development Permit (on file at the Port office). The Port is required to wait 21 days for the expiration of the mandated appeal process, so Patton said he plans to make application to the state for the necessary reimbursement contract on November 9th and he will provide a report on progress at the Port's regular meeting on November 11^th.

Wharf, causeway & park upkeep: Status of replacement of Wharf siding: Patton said the planks salvaged from the old Johnson building are primed, painted and stacked under canvas on the Wharf and the volunteers are waiting for professional sider and volunteer Gary Wray to be available to lead the job of installing the planks on the west side of the Wharf. Volunteer Russ Johnson is also eager to work on the siding. Patton noted that at the entrance park to the causeway last weekend Johnson and the Coupeville Garden Club put in all new barrels and plantings, pulled some weeds and even raked the gravel. Status of permit request for piling repairs: Patton reported that the Washington State Department of Fish and Wildlife had granted the Port's permit request. He has already contacted the company that will provide the materials (fiberglass jackets, epoxy grout, etc.) and he will keep the Board updated via email on progress. He noted that the Port will save money by using the Port handyman, Dick Tackett, to do the installations.

Status of formal agreement with Washington State University (WSU) Extension Beach Watchers: Patton referred the Board to their copy of Judy Feldman's email (on file at the Port office). Her email indicated that someone in WSU's Business Affairs office is making changes to the agreement, and she will keep the Port posted. Patton hopes that a nice, clean agreement will be available for approval by the regular November meeting.

Status of publication of Wharf history written by Roger Sherman: Bronson reported that they are making progress on editing the original to a briefer text.

Comprehensive Plan 2007-2026, three-year review - approval of volunteers for the Community Advisory Committee and schedule for review: Patton read aloud his Memorandum for the Board dated October 21, 2009 (on file at the Port office). The memorandum identified the following residents of the Port District who have expressed their willingness to serve on the Comprehensive Plan committee: Dr. Robert Pelant, Mr. James Phay, Mr. Michael Diamanti, Mr. Rob Harbour, Ms. Sharon Dunn and Mrs. Loretta Seybert.

ACTION: A motion was made by Bronson and seconded by McDonald to appoint the slate of individuals as presented to the Community Advisory Committee for the purpose of reviewing the Comprehensive Plan and proposing updates to keep the Plan relevant.

Bronson said they were all well selected, they represent different areas of the Port district, and "they produce." Weber agreed and added that they are dedicated people.

The motion passed unanimously.

Requests for consideration of Wharf and Greenbank Farm Barns A & B for inclusion in the Heritage Barns Program: Patton said he had nothing new to report; the representative from the program hasn't come to Whidbey Island yet to see the Wharf or the Farm. Bloom noted that she had submitted a formal application to the program, along with additional requested documents and photographs, but only for Barn A. Bloom and Patton said they would keep the Board advised via email.

Greenbank Farm Master Site Plan - selection of best value quote for printing: Using the Port's Small Works Roster, Patton solicited and received the following bids for printing 100 copies of the plan:

Thomas Printing in Bellingham: $4,875 (not clear if tax is included or not) or approximately $48.75 per copy. Thomas Printing does not do comb binding, so their bid is for knife booklet trimming instead.

Whidbey Printers: $2,576 (plus tax) or approximately $28.00/copy for comb binding.

Sound Business Center: $2,075.86 (tax included) or approximately $20.75/copy for comb binding.

ACTION: A motion was made by McDonald and seconded by Weber to award the bid for printing the Master Site Plan to Sound Business Center for the amount of $2,075.86, as proposed. The motion passed unanimously.

Status of request for Public Works grant for multi-purpose building: Patton reported that he had been notified by State Public Works the previous evening that the Port was not selected for grant funding. There were 211 applicants, and the Port was placed at 167 with an integrated score of 46. The big driver for funding was unemployment, and there are many other areas in the state where unemployment is worse than in Island County. Weber noted that looking at the evaluation and critiquing of these grants is very informative on how to proceed next time on grant applications. The Board thanked Patton for his work on the application.

Greenbank Farm Management Report: Weber reiterated that she would like the GFMG monthly report to be directly emailed to the Board and Patton much earlier than the night before the regular meeting so they have time to review it and ask questions. Virginia Bloom, President of the Greenbank Farm Management Group (GFMG), was on hand to answer any questions the Board had regarding the September Report emailed to Patton by GFMG President Michael Stansbury that morning, which is included in these Minutes as follows:

The GFMG is moving ahead with various improvement projects. The French doors opening the north side of Barn A are installed and operable. This will make Barn A more attractive and flexible for weddings and other events. There is a storage room behind the Rob Schouten Studio (near the Jim Davis House), which is being cleared out, divided in half, and will receive a concrete floor. Half of the building will provide dry storage for the Community Supported Agriculture (CSA) project and half for the Whidbey Camano Land Trust. Improvements to the JDH are slated for next month. The second floor of Barn B is not currently usable because of the insect infested structural posts. We are having a structural engineer advise us on replacement and are obtaining material and labor estimates for this improvement.

Virginia continues to explore other improvement projects, including moving the large water storage tank adjacent to Barn A out to the fields to act as a water storage facility for CSA irrigation, changing the heating for Barn A and adding insulation to make this facility look more attractive and usable to more groups for event facilities.

It appears that the Farm will succeed to the Au Sable fencing. This will be very useful for fencing of active agricultural areas, including the CSA fields, to keep deer and dogs at bay. Thanks to Marshall Bronson for arranging this.

Planning for the holiday markets proceeds and all vendor slots for these markets are already taken.

The CSA training center completed its 2009 activities.

Activity at the wine shop and café continue to hold up compared to 2008 notwithstanding the general state of the economy.

Bloom added that new tables and chairs were being delivered to the Farm this morning, and the Soroptimists were very excited to be the first to use them at their meeting tonight. The Board thanked Bloom for the report.

Proposal to move water tank: Bloom said she's waiting to hear back from the company with the crane (currently working on Lopez Island).

Selection of new coordinator for the CSA project: Bloom said Sebastian Aguilar had been selected, and described him as having "fabulous qualifications and a lot of energy and great ideas."

Bloom said that various farmers have had their produce stolen from the P-Patch and CSA areas, so there really is a need for fencing and additional signs. The Board thanked Bloom for the report.

COMMITTEE REPORTS:

Greenbank Farm, Puget Sound Partnership (PSP), Economic Development Council (EDC), Regional Transportation Planning Organization (RTPO): (Bronson) Greenbank Farm: Bronson had nothing further to add. PSP: Bronson said he never hears anything about PSP, and Weber explained that he needs to go online and sign up for the newsletter and updates on the PSP website. EDC: No meeting (meets every other month). RTPO: Bronson thought the last meeting had been cancelled, but Weber said it was not cancelled.

Penn Cove Water Festival Committee (PCWF), Marine Resources Committee (MRC); Northwest Straits Commission (NWSC) and Central Whidbey Chamber of Commerce (CWCC), Council of Governments (COG): (Weber) COG: Weber was not able to attend. She noted that at the next meeting, Walt Blackford from Puget Sound Energy is scheduled to present the $25,000 grant check to the COG. Weber said she had asked Patton to look into the possibility of applying for that grant money and Patton said he had considered various possibilities (such as a token array of solar panels) but that he could think of nothing useful for the Port that would fit the small size and criteria of the PSE grant. Weber said she would update the Board via email after the next COG meeting (scheduled for October 28 at 9 a.m.). CWCC: Weber was unable to attend the meeting, but she noted that there was a newspaper article about the meeting and that is available at the Port office. MRC: Weber said the MRC's Northwest Straits Commission is holding its annual training and conference in Bellingham November 6-9, but she is not able to attend. The MRC meets twice a month and their minutes are available at www.islandcountymrc.org. Weber briefly recapped the October 6^th meeting that she attended. She also recommended a new book by her friend and fellow MRC committee member, Dan Peterson, titled "Whidbey Island's Special Places and the People Who Love Them." The book includes beautiful photographs of the Wharf and the Farm. Weber hopes to gather the autographs of all the people in the book and have it on file at the Port office. PCWF: Weber noted that although there was no meeting this month or last, they have been meeting online and they continue to plan for next year's Festival. The next formal meeting will be held on October 28 and they will meet at least once a month from now until the Festival.

Washington Public Ports Association (WPPA): (McDonald) McDonald said she had received a letter from WPPA dated September 21, 2009, regarding two opportunities to celebrate the upcoming 100-year anniversary of Washington Public Ports Districts: HistoryLink.org (web based approach of historical research, education and publishing) and Historical Port Programs (regional videos on the Ports of Washington State). WPPA hopes that ports will agree to a voluntary assessment in the 2010 budget year to cover those projects and other events. McDonald noted that the Port budgeted $1,500 for 2010 WPPA dues, but WPPA only billed the Port for $1,211, for a savings of $289. She suggested they consider contributing that $289 for the celebration proposals. MacLeod-Roberts read the WPPA letter aloud (on file at the Port office).

Bronson said it sounds like a good project, but he noted that the letter indicates that additional information regarding the voluntary assessment would be provided at the annual WPPA meeting on Nov. 18-20. Therefore, he suggested they table the discussion until after that meeting.

NEW BUSINESS:

Clean Boating Project: Weber referred the Board to the email sent by Sandra Pollard (on file at the Port office). Pollard is one of the students from the WSU Beach Watcher Class of 2009 that will have their graduation exercise next Wednesday, October 28^th. Pollard's email stated that the graduating class has discussed a Clean Boating Project and would like the support of the Port of Coupeville for that project. Patton had responded that it was a great idea and invited Pollard to stop by the Port office to discuss it further.

ACTION: A motion was made by Weber to approve Port support of the Clean Boating Project, depending on additional information to be provided by Pollard.

The motion failed for lack of a second.

Bronson explained that he wants to know the steps they will take and other important information and details prior to providing Port approval and support.

MRC Membership Update: Weber reminded the Board that her 3^rd term on the MRC ends on December 31, 2009. Members cannot serve more than 3 consecutive terms, so she must rotate off and another Port Commissioner will have to be appointed in January.

Reed's Construction Contract: Patton reported that the contract had inadvertently been misplaced after the previous meeting and he found it this week. He explained that the Board had approved the contract for the septic system inspection, and the contract was signed by Reid Tacia of Reed's Construction but Weber had not signed the contract yet. Weber signed and dated two copies of the contract and the Port's copy is on file at the Port office.

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, November 11, 2009, in the Coupeville Recreation Hall, located at 901 Alexander Street in Coupeville, WA.

Monthly Financial Status Report: MacLeod-Roberts submitted the final August and September 2009 financial statements.

ACTION: A motion was made by Weber and seconded by Bronson to accept the final August and September 2009 financial statements as submitted. The motion passed unanimously.

Budget Status 2009: Patton presented the Board with a graph depicting the 2009 budget status through 9/30/09 (on file at the Port office).

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 October 2009 vouchers, numbers #1137 - #1171 for a total amount of $29,348.13. The motion passed unanimously.

ADJOURNMENT: There being no further business to come before the Board, Weber adjourned the meeting at 12:10 p.m.