PORT OF COUPEVILLE

Commissioners Present: Benye Weber, Ann McDonald and Marshall Bronson

Others Present: Jim Patton (Executive Director), Molly MacLeod-Roberts (Edwards & Associates), Nathan Whalen (Whidbey News-Times), Virginia Bloom (Executive director, Greenbank Farm Management Group) and Glen Russell (Greenbank resident), Mary Alice Sterling (Coupeville Historic Waterfront Association) and Monty Hughes (owner of the Mystic Sea).

Call to Order: The regular meeting was called to order at 10:30 a.m. by Commissioner Bronson in the Coupeville Recreation Hall, located at 901 Alexander Street t in Coupeville, WA, followed by the Pledge of Allegiance.

APPROVAL OF THE MINUTES OF THE PREVIOUS MEETING: Bronson stated that the Minutes for the special meeting of February 4, 2010, were available for approval and signatures.

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

MEETING OPEN TO PUBLIC INPUT: Bronson opened the meeting to public input.

Mystic Sea issue: Patton reported that he had lost his temper during a conversation with Captain Monty Hughes of the Mystic Sea the other day, and wanted to apologize to Hughes on the record for having done that. The issue had to do with Hughes' refusal to sign a short term lease for use of the mooring floats or to pay for overnight mooring fees.

Mary Alice Sterling: On behalf of the Coupeville Historical Waterfront Association (CHWA), Sterling foremost wanted to thank the Port for supporting the Penn Cove Mussel Festival, especially the harbormaster for saving the space for the Cuttysark and the Mystic Sea, which both add to that event. She said, "I know we didn't coordinate with you very well, so thank you for stepping up to that." Secondly, regarding the Victoria Clipper, Sterling said having the Clipper visit Coupeville during the slow season is always nice. Since the Coupeville stop is mid-voyage, the merchants hope some of the visitors will shop in the town and give the local economy "a boost in the arm."

Monty Hughes: Hughes said that for the last three years, Mystic Sea Charters has come to the Coupeville Wharf for its whale watching tours as well as for the Mussel Festival. He would like to get a better understanding of the rules and the dock charges for the 100-ft. Mystic Sea. Hughes stated that for the past 3 years, the Port has charged $17.50 per day plus $1.00 per person for their whale watch guests. This year, they decided it was not cost-effective for the Mystic Sea to return to the Wharf for the whale watchers. In January, he called the Port office and left a message informing Patton that the Mystic Sea would be at the Wharf for the Mussel Festival but not for whale watching. Hughes added that in January, he drove to Coupeville and met with the Chamber of Commerce, talked with Harbormaster Long Bechard, and met with Cindy Olson from the Mussel Festival to make sure everyone knew what Mystic Sea Charters would be doing. On March 2nd, Patton called Hughes and informed him that they were required to carry $1,000,000 liability insurance coverage. Hughes presented a copy of that insurance to Patton (on file at the Port office). Then on March 6th, Mystic Sea Charters received a contract from the harbormaster for signature. The contract indicated that Mystic Sea Charters would be charged $17.50 per day plus $1.00 per head for all Mussel Festival customers. Hughes explained that the participation of the Mystic Sea during Mussel Festival is "a non-profit function to get the town going again and a donation to the Boys and Girls Club - we don't make any money this program - we never have. We have never been charged $1.00 per head for Mussel Festival; we've always been charged for the whale watchers and that's fine." It takes the Mystic Sea a day to get here and a day to get home in addition to the two days doing cruises, so this is NOT a moneymaking situation. He would like an update and explanation.

Bronson explained that both the moorage agreement and the liability insurance are state Department of Natural Resources' requirements. Due to an apparent lack of communications, the Board was not informed that the proceeds would be donated to the Boys & Girls Club. Bronson said that since all proceeds are donated to a charitable cause, the Board could vote to eliminate the $1 per person charge in this case. He suggested that in the future, all the involved committees provide a little more coordination, cooperation and communication.

Patton referred the Board to their copy of the letter drafted to Don Olmsted, Director of the Aquatic Resources Division of the Washington State Department of Natural Resources (DNR), regarding the Port hosting the Victoria Clipper for 90-minute day stops. Since the Victoria Clipper is a concessionaire and will be using the Port's facilities, the DNR requires the Port to submit a letter acknowledging that a commercial vessel will be using its public facilities, but the Port will not charge the Clipper since they will not be selling tickets and will not be staying overnight. If the Board eliminates the $1 per person for the Mystic Sea's visit during Mussel Festival, Patton felt the Board would need to send another letter explaining that the Port hosted the Mystic Sea and although tickets were sold, the proceeds went to charity.

ACTION: A motion was made by Weber and seconded by McDonald to eliminate the $1 per person fee for the Mystic Sea during Mussel Festival and send a letter of explanation to DNR accordingly.

Hughes said they really like coming to Coupeville and the Mussel Festival is a great program. He wanted to know if their decision was only for this year and the issue would come up again next year, because he would then have to increase his fees. Bronson explained that was a separate issue and they first needed to vote on the motion.

Bronson called for a vote and the motion passed unanimously. Bronson suggested that whoever does the planning for the Mussel Festival should get together with the Port and work out the details to make it work better for next year. Weber agreed, noting that they have a year to work on coordination and communication with those involved in the planning. Hughes asked them to take into consideration that the Mystic Sea would like to keep their rate at $10 per person so it is affordable to the public and allows the Mystic Sea to break even.

Hughes asked for an explanation as to why he is charged moorage fees and per person fees for his whale watching tours and the Victoria Clipper is not charged anything. He read aloud the following excerpt from a newspaper article regarding the Clipper's 6 stops during March & April: This would provide local business and fresh infusion to the shops. Patton said, "The Port Commissioners are glad to have Victoria Clipper come tie up to the Wharf, for which there is no charge. The benefit to the Port is that we are supposed to be doing an economic development for the community." Hughes said he would like clarification as to what the Mystic Sea is doing for the community.

Patton explained that the Clipper will not be staying more than 90 minutes, and will not stay overnight. The Mystic Sea does stay overnight, so the Port is required to charge for overnight moorage. To address Hughes' question, Bronson stated, "Of course you are a benefit to the community." He went on to say that the Port has the responsibility of economic development, so encouraging more use of the dock space helps meet that responsibility. He noted that the Port does not charge anyone for day stops - they are only charged if they stay overnight. Bronson said the basic difference is that the Clipper visitors stay only 90 minutes - they buy things and they go away. As for the concessionaire part, since the Clipper doesn't pick up any passengers at the Wharf, there is no charge for them. Hughes said he understands that, but in his view both the Mystic Sea and the Victoria Clipper bring in commerce. His visitors arrive by car, shop in the town, go on the boat, and according to a study he conducted, 50% of them have dinner and stay overnight. His visitors come by car and he is charged, but the Clipper's visitors come by boat and are not charged, even though they both bring in commerce to Coupeville. Weber said she would like to review that survey further and discuss it at a later time.

To help clarify the issue, the March 10th letter to Don Olmsted at DNR was read aloud by Port Clerk Molly MacLeod-Roberts (referenced earlier and on file at the Port office). Patton said the letter underscores the pressure they are under as a public port renting water space from DNR and having to abide by an Aquatic Resources Agreement.

Bronson suggested the Port survey Port Townsend, Port Angeles and Anacortes to determine how they handle the same situations and find out what is the common practice. Hughes reported that Friday Harbor and Bellingham charge "strictly by the head" and it doesn't matter if they stay 5 minutes or overnight. They charge $1-$2 per head. Patton said he would contact other ports as suggested.

Mary Alice Sterling: Sterling asked if the dates for the visits from the Lady Washington and Hawaiian Chieftain were firm, and Patton said they were. She asked if the Port has planned any other activities other than moorage while the ships are at the Wharf, and Patton said, "No."

No one else wished to speak and Bronson 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 only 882 gallons of fuel sold in February, for a net of just $353.12. Moorage revenue was only $277.50. Although fuel prices are expected to go up, the Board opted not to fill the tanks at this time since they would "rather have the cash than the gas." Dockhand: Patton noted that the Port's excellent dockhand, Wyatt Johns, has been on light duty since he had elective spinal surgery in October and was expected to remain on light duty until mid-April. However, the dockhand telephoned and informed Patton that he had decided to quit to go to school, so the Port is now looking to hire a replacement. Patton was therefore surprised when the Employment Security Department informed him that the dockhand had filed a claim stating that the Port had taken his job away from him. Patton has completed the requisite forms and drafted a response letter, which the Board approved and authorized him to send (on file at the Port office).

Letter to Don Olmsted at DNR: Patton requested the Board make a motion to approve the letter.

ACTION: A motion was made by Weber and seconded by McDonald to approve the letter to Don Olmsted, Director of the Aquatic Resources Division of the Washington State Department of Natural Resources (DNR), regarding the Port hosting the Victoria Clipper for 90-minute day stops. The motion passed unanimously.

Visiting Ships:

1. Mystic Sea and Cuttysark for Mussel Festival
2. Victoria Clipper in March and April
3. Lady Washington and Hawaiian Chieftain in May (19th-24th) and August (13th-16th) - Discussed earlier.

Status of pumpout station project: Patton said he will meet with Malcolm Bishop (Town of Coupeville's Public Works Director) this week to go over what the Port's response to his letter needs to be. Patton explained that Bishop's letter had questions about the waste materials that might end up in the Town's sewer system. Bishop is doing an analysis, and Patton has done an analysis as well, which showed that most boaters use tank treatment liquid. At Bishop's request, Patton had provided a sample of the tank treatment liquid and the manufacturer's safety data sheets last week.

Wharf, causeway and park upkeep:

Status of Wharf roof reshingling: Patton reported that the reshingling is completed and the job went very smoothly and very swiftly, with a 50-year roof now in place.

Status of Replacement of Wharf siding: Volunteer Gary Wray hopes to schedule the work for the week after next, provided the weather cooperates. Status of Piling repairs: Once the materials arrive, Port Handyman, Dick Tackett, plans to have that work completed in the next 10-14 days.

Status of Replacement of gutters (open bids and make award): Patton reported that he had sent requests for proposals to gutter companies listed on the Small Works Roster and had received 3 bids in response, from Galer Gutters, Aqua Flow Gutters and Aquaducts (on file at the Port office). Although the request encouraged the bidders to quote on a variety of materials, Galer and Aqua Flow concentrated only on aluminum gutters, and he noted that the current gutters are galvanized steel. Patton summarized the bids as follows:

Galer Gutters: The bid was for 5" half-round, 27 gauge, black aluminum gutters with 3" round downspouts, and included removal and disposal of the old gutters. Galer's bid noted that a low cost "K Style" option was available, but it would not match the style of the Wharf building. With sales tax, the total of the bid from Galer Gutters for 27 gauge aluminum gutters was $3,248.20.

Aqua Flow Gutters: Patton reported the bid offered 3 options, but 2 of them were the "K Style" gutters and they recommended red for the color, which probably wouldn't go over well with those concerned with preserving the historical appearance of the Wharf. Aqua Flow's 3rd option called for 5" half round aluminum gutters with 3" round downspouts, and included the removal and disposal of the old gutters. The bid total was $5,360.00, with tax included.

Aquaducts, LLC: The bid offered 2 options for materials - the 1st was for galvanized steel and the 2nd was for two different weights of copper (costing over $11,000 and $15,000 plus tax). The total bid for the galvanized steel gutters (including removal and disposal of the old gutters) came to $5,435.00, including tax. The expected life for the galvanized steel gutters would be 10 years. Patton noted that neither Galer nor Aqua Flow included the expected life of the aluminum gutters, and were unable to provide an estimated number when Patton called to ask them for the expected life. Aquaducts' bid included this comment: "I have not included a bid for continuous ungalvanized steel (aluminum) gutters due to the nature of the marine environment of the Wharf. These systems will not be guaranteed by me or the manufacturer."

Bronson asked how long the current galvanized steel gutters had been on the Wharf, and Patton replied, "Since 1987, so about 23 years…and they are really gone - you can see right through them."

Bronson said it would be nice to have the copper since it lasts the longest, but the Port simply does not have the money for that. He thought galvanized steel would be stronger and more effective in that marine environment than aluminum, so the galvanized steel would be the best option. The Board agreed.

ACTION: A motion was made by Weber and seconded by McDonald to award the bid to Aquaducts, LLC to replace the Wharf gutters with galvanized steel gutters for the amount of $5,435. The motion passed unanimously.

Status of formal agreement with Washington State University (WSU) Extension Beach Watchers: Patton presented the signed formal agreement (on file at the Port office).

Board decision re: advertisement in Central Whidbey Visitor's Guide: Patton referred the Board to their copies of the "Welcome to the Port of Coupeville" sample ad that that the Central Whidbey Visitor's Guide had drafted. The Guide is distributed all over Whidbey Island and on the Washington State Ferries as well. The cost for the ad would be $495 per year. Patton noted that the sample ad made "a very evenhanded effort to show both the Greenbank Farm and the Coupeville Wharf." GFMG Executive Director, Virginia Bloom, said the Guide is actually asking the Farm to place an advertisement as well. Bronson asked if the joint advertisement would satisfy the Farm or if they felt they needed to put in a separate ad. Bloom suggested the Port look at just advertising the Wharf since the Farm plans to advertise the galleries and Café as well. Weber and Bronson disagreed, and Bronson explained that it is necessary to make sure the people in the Port district know that the Port of Coupeville has two halves. The Board feels it is very important to emphasize both the Farm and the Wharf. Bronson added that the Farm could still take out a separate ad to highlight the tenants, etc., but the Port's ad should include both the Farm and the Wharf. The Board agreed it is a very nice ad and will help attract more people to the Port's facilities.

ACTION: A motion was made by Weber and seconded by McDonald to approve the Central Whidbey Visitors Guide advertisement as submitted for the cost of $495 for the year. The motion passed unanimously.

Patton noted that Bronson had previously pointed out that the Town of Coupeville's Planning Commission announced their meetings in the Whidbey Examiner and asked Patton to inquire about what it would cost for the Port to advertise their meetings. He reported that the Whidbey Examiner charges $52.25 for the 4" x 2" black & white ad. Patton noted that when the Whidbey News Times and the South Whidbey Record have a "government happening" section in their papers, the information is accurate and done at no cost to the government agencies. Bronson thanked Patton for researching the matter, but the Board agreed they do not have the funds to pay for advertisement of the meetings.

Status of solar energy project at Greenbank Farm (Council of Governments meeting 2/24/10): At a Sustainable Whidbey Coalition meeting, Patton met Jennifer Grove and Linda Irvine of Northwest SEED (Sustainable Energy for Economic Development). Subsequently, a working meeting with Northwest SEED was held at the Farm to discuss the possibility of Northwest SEED assisting the Port with the solar energy project at the Farm. Irvine notified Patton via email that Northwest SEED did receive a grant that would allow them to work with the Port. She said they would help the Port to compete for the grant application for USDA funds and they could bring legal and financial experts to the table to advise the Port on project structure and financials. Irvine also mentioned that she is working closely with John Hastings, and Patton noted that Hastings was the individual who accurately estimated the cost for the Barn C construction at the Farm, and also provided the cost estimate for the proposed new building at the Farm as well. Irvine and Hastings will meet with Bronson and Patton on Monday at the Port office to discuss how to proceed with the community solar project. Council of Governments (COG) meeting: Weber thanked Bronson for attending the meeting in her stead. Regarding the $25,000 Puget Sound Energy (PSE) grant, Bronson said there has basically been no significant progress on the issue and they really haven't even decided what kind of project they want to have. The next COG meeting is scheduled for March 24th. Patton said that at the February COG meeting, Coupeville Mayor Nancy Conard wanted to see a Request for Proposals (RFP) at the March meeting so they could invite a response by their April meeting and make a decision at their May meeting. Regarding the RFP, Patton confirmed that "we haven't seen anything yet." He also noted that Conard had recommended that the COG handle the grant on a reimbursable basis, which would not be helpful to the Port.

Submission of "Plan B" (Conservation Easement Grant Deed and Conservation Futures Application) to Island County Government on 2/23/10): Patton was delighted to report that he and Greenbank Farm Management Group (GFMG) President, Michael Stansbury, had delivered the Grant Deed and the Application to Don Mason at Island County well before the deadline of March 1st. Patton said, "I can't say enough about Stansbury's work - it was beautifully executed, very tightly written and touched all the bases." He added that three meetings with Pat Powell, Executive Director of the Whidbey Camano Land Trust, were also very helpful. Patton explained for the record that the Board's decision to ask for $400,000 ($50,000/year for 8 years) represents less than 1/10 of the money that the Conservation Futures tax brings into the County every year. The $50,000/year represents just 1/6 of the $300,000 the County anticipates spending this year out of the Conservation Futures money. He noted that would still leave $250,000 on the table for the Island County Commissioners to apply to other projects. Patton also pointed out the fact that for 12 years, the County has been paying its share of the purchase of Greenbank Farm ($100,000 per year) with Conservation Futures funds. Patton again praised Stansbury for giving so generously of his time and legal expertise. Weber agreed and said, "Stansbury has done a Herculean effort for us" and the Board is very thankful.

Status of septic system repairs at Greenbank Farm (open bids and make award): Patton reported they sent out RFPs to companies on the Port's Small Works Roster and received just two bids in response, from Reed's Construction and from Diamond (on file at the Port office). Both bidders are aware that the physical labor would have to begin almost immediately because the Farm has plans for using that space for events such as weddings and the ground in that area needs to be presentable. He explained that the RFP identified 3 significant tasks: 1) install an event counter, 2) work on the Barn B portion of the system related to the toilets for the commercial food kitchen (replace the entire network and install a new septic and pump tank), and 3) the critical work of replacing the large septic system for Barn A, including the pumps and floats and electrical connections. He noted that Reed's Construction had prepared a detailed inspection report previously, and Diamond was provided with a copy of that report prior to submitting the bids.

Reed's Construction Bids:
Task 1: $167
Task 2: $6,051 (without pump replacement)
Task 3: $11,145

Diamond's Bids:
Task 1: $787
Task 2: $10,511 (w/o pump replacement), $17,845 w/pump replacement)
Task 3: $28,049

The total for all 3 tasks in Barns A, B and C was $17,363.72 for Reed's Construction and $39,347 for Diamond.

ACTION: A motion was made by Weber and seconded by McDonald to award the bid for septic systems repairs at Greenbank Farm to Reed's Construction for the amount of $17,363.72. The motion passed unanimously.

Greenbank Farm Management Report: Virginia Bloom was on hand to answer any questions the Board had regarding the February Report previously emailed to the Board, which is included in these Minutes as follows:
The GFMG completed the annual budget process and reviewed our funds and are happy to be able to include some projects over the next couple of months, including the remodel to the wine shop, and creation of some of the storage spaces for the upstairs of Barn B. We are also continuing the research into moving the big sherry tank, and with the help of a grant from the Garden Tour, will be landscaping that area between Barns A & B.
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We have completed the floors and painting at Jim Davis House as well as insulation under the floor and treatment of powder post beetles there. Some touch up paint on the trim still needs to be done. (Eventually we will need to do an overhaul on the kitchen; the first step will be to paint the cabinets all to match, and then install a commercial dishwasher. The stove would come next; the fridge seems like it will be fine for years to come.)

The CSA trainees (9 of them) have all come and started working, and they two hoop houses up (yes, the electrical all got installed without problems), and are installing fencing along the west side. On Friday we are planning on planting a hedgerow along the east side (I ordered plants from the WICD sale and Mark Fessler is donating some). On the 15th there will be a get-together that all are invited to - subscribers, supporters and organizers - at Barn A at 5:30 p.m., put on by NABC.

Problems? We put up the lovely sign (that you paid for) that said:

The Board thanked Bloom for her report. Patton noted that the Port's 2010 budget includes $500 allocated for a CSA subscription to be donated to the local food bank. The Board authorized Patton to subscribe again this year when the CSA sends out the notices.

Patton read aloud a brief letter from Gretchen Sand of Kennewick, WA that Bloom had received. Sand said she needed to know as soon as possible if she could distribute Anti I-1053 posters at the Garden Fair Market. Although posters could not actually be posted at the Farm (other than those that are Farm or Port related), the Board was unsure if there was any policy regarding distributions of posters and wanted to be sure they were not infringing on anyone's freedom of speech. Bronson didn't think the Port could control that type of activity (distributing posters) in the public spaces. Patton thought the Port could limit such activities to a specific area, and the reason for that would be public safety. He suggested that he and Bloom could identify a spot that would be safe and non-interfering with public access and offer Sand the opportunity to distribute posters in that space. Bronson suggested Bloom and Patton work together to come up with appropriate wording that would meet the requirements of public safety and freedom of speech.

ACTION: A motion was made by Bronson and seconded by McDonald to establish a specific area at Greenbank Farm of a specified size, limiting the activities within that area to allow for solicitation and distribution of materials.

Glen Russell of Greenbank said, "If you intend to limit this to a certain specific space that you designate, I will strongly object because it infringes my right to free speech. Bronson pointed out that he would still be able to speak there. Russell responded, "I am allowed to speak anywhere - it's a public place, and I think I should be able to solicit signatures on a petition anywhere at the Greenbank Farm. I don't feel that my activity (collecting signatures and providing information regarding public access at Wonn Road) there has ever generated any danger to the public."

Patton said the Port researched the issue 5 years ago, and suggested Russell should look into the Supreme Court case which determined that if any public entity establishes a forum for public communication, than that public entity has no say over what goes into that forum. He stated, "We have established no forum for public communication at the Farm, except for the kiosk, and the GFMG determines what is displayed there. So the First Amendment issue is narrowed to that single point that has to do with the establishment of a public forum for public communications - it has nothing to do with establishing a location from which an individual can express their views.

Bronson called for a vote on the motion, and the motion passed with a majority of 2-0, with McDonald abstaining.

Bloom and Patton said they would work together to identify a space and Patton would then respond to Sands' request.

COMMITTEE REPORTS:

Greenbank Farm Liaison, Marine Resources Committee (MRC); Regional Transportation Planning Organization (RTPO), and Economic Development Council (EDC): (Bronson)

• Greenbank Farm: Bronson said things are going well at the Farm and the crowds are getting larger.
• MRC: (Minutes on file at the Port office and available at www.islandcountymrc.org). A representative from the PSP attended the latest meeting and there was general discussion about plans for progress and requests for funds, but nothing specifically was decided.
• RTPO: No meeting. Bronson has been named as Vice Chair of RTPO.
• EDC: Bronson was unable to attend the latest meeting, but he was subsequently briefed by EDC Executive Director Sharon Hart. Nothing of much importance occurred.

Council of Governments (COG), Penn Cove Water Festival Committee (PCWF) and Central Whidbey Chamber of Commerce (CWCC), Council of Governments (COG), Agriculture Advisory Committee (AAC): (Weber)

• COG: Discussed earlier (Bronson and Patton attended; Weber was unable to attend.) Patton said in addition to discussion of the PSE grant, the attendees also heard a two-hour briefing on emergency management. (The information from that briefing is available on file at the Port office.) The next COG meeting is scheduled at 9:00 a.m. on March 24th in the Island County Commissioners' Hearing Room.
• PCWF: Weber reported they had been getting agreements and contracts together for the entertainers, vendors and artists and those have now been mailed.
• CWCC: Weber attended last month's evening meeting featuring an instructor from Microsoft and the place was full - a good turnout. The next meeting is tomorrow at 8:00 a.m. and the discussion is on investments. Weber said she received notice that the CWCC is having a meeting tomorrow from 3-5 p.m. at the Rec Hall regarding the changes to Ebey's Reserve and the Town of Coupeville Design and Review Board.
• AAC: The next meeting is March 31st at 5:30 p.m. at the Farm.

Puget Sound Partnership (PSP) and Washington Public Ports Association (WPPA): (McDonald)

• PSP: McDonald reported that she and Patton had met with Morgan Schneidler last week. Schneidler is the Salmon Recovery Watershed Coordinator, and she let them know what is currently going on at the PSP. McDonald has a copy of the Action Agenda that she will share with the Board. They didn't receive any particular new information, but Schneidler said there should be some breaking down of the larger regions into smaller sub-regions in the hope that this huge project would seem more manageable to individual areas and create more of a sense of pride and interest.
• WPPA: McDonald reported there are only two meetings per year, and one of them was last month. Unfortunately, Ginger Eagle at WPPA did not have McDonald on her list so did not receive notification of that meeting. Bronson noted that WPPA provides all the members with an extensive, very interesting report. McDonald agreed, and added that the WPPA report is so good that next year the Board might want to discuss whether it is actually worthwhile to have a representative for just two meetings a year.

NEW BUSINESS:

Letter to William Bell re: rent payments: Patton referred the Board to their copy of the letter he previously sent to Bell (on file at the Port office). He reported that Bell has been late several times and has twice submitted a rent check that was post-dated. Patton suggested that he prepare an undated letter for Bronson to sign as President that will be kept at the Port office and sent to Bell if he again fails to make his rent payment on time. The letter would serve as notice that, per the lease agreement, the lessee is an unlawful detainer if rent is not paid on time and must vacate the property within three days.

ACTION: A motion was made by Weber and seconded by McDonald to direct Executive Director Patton to draft an undated letter as discussed for Bronson's signature, to be kept on file and sent in the event of William Bell's failure to pay rent on time. The motion passed unanimously.

Bronson asked Patton to look into other lease agreements on Front Street and find out the appropriate wording to assess late fees for payments, for possible inclusion in future leases and/or lease renewals.

Letter to Representative Larsen: The letter is on file at the Port office. Bronson explained that the letter is in support of a request from Ebey's Reserve for the National Historic Trust Board's appropriation for 800 acres of heritage farmland. He said the support fits into the Port's mission and is part of the heritage of Whidbey Island.

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

ANNOUNCEMENTS & ADMINISTRATIVE ACTIONS:

Next Board meeting: Special Meeting - Decision on airport feasibility study, 5:30 p.m., Wednesday, March 24, 2010, at the Monroe Landing Fire Station.

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 14, 2010, in the Coupeville Recreation Hall, located at 901 Alexander Street in Coupeville, WA.

Monthly Financial Status Report: MacLeod-Roberts submitted the final January 2010 financial statement.

ACTION: A motion was made by Weber and seconded by McDonald to accept the final January 2010 financial statement as submitted. The motion passed unanimously.

Approval of Current Vouchers: MacLeod-Roberts submitted vouchers audited and certified by the auditing officer as required by RCW 42.24.080. She also submitted expense reimbursement claims certified as required by RCW 42.24.090.

ACTION: A motion was made by McDonald and seconded by Weber to approve by signature the March 2010 vouchers, numbers #1263 - #1287 for a total amount of $38,890.32. The motion passed unanimously.

Prior to adjournment, Weber wanted to note that the new library has a beautiful meeting room and it is free for those eligible to use it. The Board directed Patton to look into the space and the eligibility requirements and report back to them.

ADJOURNMENT: There being no further business, Bronson adjourned the meeting at 6:55 p.m.