PORT OF COUPEVILLE

Commissioners Present: Marshall Bronson, Benye Weber, and Ann McDonald

Others Present: Jim Patton (Executive Director), Molly MacLeod-Roberts and Linda Kast (Edwards & Associates), Virginia Bloom (Executive Director, GFMG), Nathan Whalen (Whidbey News-Times), Brian Saunders (Island Timberlands), Don Meehan (WSU Extension Natural Resources Stewardship Program), Tim Lawrence (WSU Extension) and Mike Diamanti (Coupeville resident).

Call to Order: The regular meeting was called to order at 10:31 a.m. by Commissioner Bronson 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: Bronson stated that the Minutes for the special meeting of March 29, 2010 were available for approval and signatures. The minutes of the Special Meeting February 22, 2010 and regular meetings March 10, 2010, April 14, 2010 and May 12, 2010 will be submitted for approval at the meeting June 9, 2010.

ACTION: A motion was made by Weber and seconded by McDonald to approve the March 29, 2010 meeting Minutes as submitted. The motion passed unanimously.

SPECIAL PRESENTATIONS:

Select Seed Company, discussion of application to lease land at Greenbank Farm for a seed orchard (Brian Saunders)

Brian Saunders of Island Timberland referenced copies of local newspaper advertisements placed by the Select Seed Company describing their requirements (on file in the Port office). Three business are working together to establish a seed orchard:

1. Select Seed Company, a quasi government owned business with experience running a seed orchard under a similar model to this operation;
2. Island Timberlands, private forest landowner operating primarily on Vancouver Island;
3. Timberwest, a privately owned company that operates on Vancouver Island.

Patton said that he checked with the State Department of Agriculture's Mike Hackett, the official who regularly recertifies the organic land at the farm. According to Hackett, about a 30 foot barrier around the seed orchard land would be required to protect the organic certification of the remaining property. Thirty-six months of non-use of herbicides and/or insecticides would be required to recertify the land as organic.

Bronson proposed that, if the Select Seed Company's proposal is approved, the project be placed on the 40 acre watershed that flows west from the north-south ridgeline. That would provide at least some protection for the organically certified land on the east watershed, some of which is under cultivation by the Community Supported Agriculture Project (CSA), the Market Gardeners and the Pea Patch. He would like clarification of the proposed location and the possible risk to the organic security of the rest of the farm.

Patton suggested that irrigation also requires clarification. The letter from Saunders states their peak estimate is 80 gallons per minute from June 15 to September 15. Patton calculated this to be over 10 million gallons. The Farm's permanent water right is 42 million gallons per year, drawn from the surface spring west of Route 525. This is the same source that fills the pond from which both the irrigation system and the fire suppression system draw water. Saunders believes this estimate is on the high side and that this amount would be required during the first five years and would thereafter decrease. After reviewing potential water requirements for the CSA project and fire suppression, Patton believes the seed orchard requirements would be within the authorized availability of water - but no one really knows how much water could be drawn from the spring or how the flow changes with the seasons. This implies a risk factor that must be carefully considered. Saunders suggested that he can contact the existing local seed orchards about their water use to help refine his calculations.

Bronson sought input from audience member Don Meehan about his knowledge of existing tree seed orchards. Meehan, who was the WSU Extension agent when the two Central Whidbey seed orchards were established, stated that he is quite knowledgeable on this topic.

Bronson stated that he would like to see a specific proposal stating acreage, number of trees and water requirements, as well as input from Bloom and Patton put together as a package.

Weber requested a written package including input from the Greenbank Farm Management group and information about organic certification requirements.

Meehan mentioned the rainfall patterns in Central Whidbey. He reminded the group that he is no longer the Extension Agent for Island County and directed them to the new agent, Tim Lawrence. Lawrence stated that he would like to see educational possibilities addressed by the company.

Meehan stated he thinks this type of low impact agriculture project is feasible and good for our community.

Patton requested clarification on timeline. Saunders stated that he would like to have a permanent site by next spring. He feels it will be difficult to have all the details worked out by that time but an agreement in principle would suffice. Bronson felt that a permanent agreement could be in place by the end of the year, provided that all factors and risks could be determined and weighed by the Board.

ACTION: A motion was made by Weber and seconded by McDonald to establish negotiations to come up with a complete package to present to the Board at a future meeting. McDonald seconded. The motion passed unanimously. The Board thanked Saunders for his presentation. MEETING OPEN TO PUBLIC INPUT: Bronson opened the meeting to public input. No one 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)

Septic Mound Experiment at Greenbank Farm: The WSU Master Gardeners are proposing an experiment to determine what plants grow best on a mound septic field sited on Whidbey Island. It would provide data and would be an educational demonstration site. The site is located on the fringe of the area delineated for the use by the Master Gardeners. The project would require the installation of septic tanks, pipes and a pump and the use of potable water drawn from the system at the farm. Lawrence, as the new Extension Agent, is not entirely familiar with this proposal. He has requested details from the Master Gardeners and will need to review the agreement with Washington State University before this can proceed.

Weber stated that this proposal is beyond the Port's current agreement and would require an amendment. Patton confirmed that this was outside the agreement in terms of geography and that, according to language inserted into the agreement by WSU attorneys, the agreement cannot be modified verbally.

Patton suggested asking WSU to provide a letter with the proposed modifications to the agreement which could be co-signed. Parties to a new agreement would be Washington State University and the Greenbank Farm Management Group and the modifications would be consented to by Board of Commissioners of the Port.

Weber stated that she would like to see the Master Gardener's proposal. Bronson suggested this be put on the agenda for the June meeting and requested that the associated paperwork be available at that meeting.

Lawrence stated that he would be in contact with Washington State University to request an addendum.

Boating and fueling activities; Board decisions on fuel markup and mooring fees, status of pumpout station project (capping contribution from Penn Cove Shellfish); Visiting Ships:

Patton reported that about 2,000 gallons of fuel were sold in the last month which is more that the same time last year.

Status of pumpout station project: The official request from the Board for a reimbursement contract is in hands of State Park & Recreation Commission. While following up on the request, Patton learned that the woman with whom he had made all the arrangements had passed away. He will continue to follow up with her replacement with regard to the contract for 75% reimbursement, with a 25% match from the Port.

When Ian Jefferds, owner of Penn Cove Shellfish, made the original recommendation that the Port install a pumpout station at our marina he offered to pay the 25% match. The current estimate for the pumpout station (including permits and a hookup fee to the town sewer system) is nearly $40,000. Twenty-five percent of that amount is $10,000. Conversations with Jefferds indicate that number is greater than he thought he would be liable for. Patton suggested that the Board consider providing about $4,000 towards this project. He suggests capping Jefferds' contribution at $6,000.

ACTION: A motion was made by Weber and seconded by McDonald to cap the voluntary contribution of Penn Cove Shellfish at $6,000. The motion passed unanimously.

Visiting Ships: Victoria Clipper's visits were successful. The Commissioners are invited to a meeting on May 27 between Patton and the Clipper's schedulers to discuss increasing their schedule from two months to three (March, April and May) in 2011 and to make their visits longer. Bronson suggested that all commissioners attend and he specifically invited the press.

Lady Washington & Hawaiian Chieftain visits in August (13-16): The issue with the visit on May 22 during the Water Festival has been resolved to everyone's satisfaction. The Lady Washington and Hawaiian Chieftain plan to visit the Wharf for three days in August.

Wharf, Causeway and Park upkeep: Three of the five rotted pilings under the causeway are completely repaired. They are waiting to receive additional epoxy to finish repairing the remaining two pilings. During repairs, Dick Tackett, the Port handyman, noted that a piling wrapped in concrete many years ago was weeping. Removal of the concrete indicated the piling was in need of repair. Patton and Tackett will attempt to stretch the epoxy and order a new jacket. Jackets are tailor made for each piling.

Replacement of the Wharf Siding: If the weather allows by next week the volunteers should have the replacement siding up on the west wall of the wharf. The new galvanized gutters are all up. The downspouts are expected by tomorrow. The contractor has asked for partial payment of $4,000 which is in this month's vouchers.

"Plan B" (Conservation Easement Grant Deed and Conservation Futures Application): The Technical Advisory Group (TAG) approved the Port's proposal and Michael Stansbury will brief the Citizens Advisory Board (CAB) at their May 25, 2010, 6:00 pm meeting in the Island County Commissioner's Hearing Room. Patton will attend. The Board authorized the Greenbank Farm Management group (GFMG) to make the "Third Party" application.

Progress on joint proposal for PSE Green Power Award (briefing to COG): Next step in this process is a ten minute briefing to the Council of Governments (COG) on May 26 at 9:00 am. Patton has requested a copy of the one other proposal for the $25,000 Green Power Award. He believes that it was made by the Island County Fair Assn. He will circulate it to the Board. Weber said that since she is a member of the COG she will recuse herself from voting to avoid any implication of a conflict of interest.

Status of septic system repairs at Greenbank Farm: Patton is impressed with the job and suggests that the Board view it while it is open. The repair cost of $17,000 essentially permitted the installation of a new system. Bronson notice that the system is cleaner but the size is not much different.

Greenbank Farm Management Report: (Virginia Bloom) Bloom provided this Board with a written report (a copy is on file at the Port office).

The management group has been contacting local community organizations and user groups for endorsements in favor of the conservation easement and for the application for Conservation Futures funds. They have received about 20 endorsements so far and more are expected. Virginia will make a short presentation on this topic at the rescheduled Central Whidbey Chamber of Commerce meeting to take place on May 13 at 8:00.

Wine shop remodel has insulation going in today followed by sheet rock. The goal is to have the back open next weekend for the "SAVOR SPRING" wine tour.

South Whidbey Water has repaired the potable water leak behind the café and Bloom plans to use concrete for covering that hole and for the patio. Bronson suggested that again encasing the water pipes in concrete might not be the best idea. He requested that alternatives be researched.

Bloom has provided the Board with lease extensions for the Commercial Kitchen and the Art Works Gallery that require approval and their signatures. Patton stated that the Master Lease with GFMG stipulates that any lease that they negotiate that runs past the expiration of their master lease on March 31, 2014 must be approved by the Port. Patton recommends approval of the lease extension for the Commercial Kitchen which extends past March 31, 2014 and also the Barn C Art Works Gallery which terminates March 31, 2014. He provided them to the Board for signature.

Bloom noted that the farm continues to be vandalized even in the middle of the day. The big sign in the agricultural area was repaired with Plexiglas. The vandals removed the Plexiglas and spray painted. Patton has spoken with Wylie Farr, the Chief Deputy in the Sheriff's office. She has promised full support and asks that a call to 911 be made when there is an incident.

Bronson suggests that if the issue does not resolve itself that dog walking could be closed altogether. He felt that might motivate the other dog walkers to become more observant. Weber suggested that along with the privilege of dog walking comes the responsibility to report. Bloom said they would continue to monitor the situation and repair the signs.

The Highland games will not be held at the farm due to a scheduling mishap. It will be held at Langley Middle School. Bloom has had conversations with the organizers who want to return to the farm next year.

Bloom had a get well card for Pat Powell of the Whidbey Camano Land Trust who recently had an appendectomy.

Patton congratulated Bloom on bringing the local high school prom business to the Farm.

COMMITTEE REPORTS:

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

• Greenbank Farm: Bronson had nothing to add to Blooms report.
• MRC: Bronson had nothing to add to Blooms report.
• RTPO: Bronson did not attend the meeting.
• EDC: Bronson attended their annual lunch. He feels that their Board is active and that we will continue to see progress. He sees this as a good resource for the Port.

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

• CWCC: Weber plans to attend the meeting on May 13 at 8:00 am to represent the Port and make a presentation about the Penn Cove Water Festival. The Memorial Day Parade will be May 29 at 11:00 followed by the annual town picnic.
• PCWF: The Festival will be held May 22, 2010 at 11:00. The next meeting is Tuesday, May 18.
• CSA: Weber has attended one meeting of the steering committee for the project and has made purchases at the Farmers Market. She complemented the site and the direction given to the farmers in training.
• COG: The next meeting will be May 26th at 9:00 am to review the proposals for the Green Power Award and make a selection. She reiterated her promise to recuse herself from the vote. Patton asked if there were COG members that were also on the Island County Fair Association Weber said she would check to see which Island County Commissioner is an ex officio member of the Island County Fair Board which is different from the association.
• EDC: Weber sat with the Board at the annual luncheon. She felt it was an excellent meeting with presentations by Aaron Raha, the state's chief economist and Dan Malarkey, Washington State Department of Commerce Deputy Director.

Weber attended Coupeville School District History Day activities and directed some students with an interest in submarines to Patton as a resource.

Patton stated that it would be inappropriate for the Port, now or at any other time to give preferential treatment to the local solar panel contractor, Kelly Keilwitz. The Board has approved a joint proposal for a solar energy project at the Greenbank Farm with the Hastings Company, a private company. As a private company, Hastings can associate with any contractor. The proposal states that if the Port is awarded the grant it will prepare the site using a competitive process with companies that perform site preparations. The Hasting Company will choose the contractor to provide and install the solar panels.

Washington Public Ports Association (WPPA) Legislative Committee, Puget Sound Partnership (PSP): (McDonald)

• WPPA: McDonald won't have anything to report until next year when the session starts. She stated that the Board has agreed that communications are going well and representation might not be needed.
• PSP: Has not had a recent meeting.

NEW BUSINESS:

Resolution # 159, Adopting Regulations for Marina Operations: Patton presented draft Resolution #159 which would change current Port policies for fuel charges and mooring fees. The Board previously accepted an analysis of fuel and mooring operations performed by Michael Diamanti, a Coupeville resident, and identified those changes that would add to the Port revenues. Patton identified the proposed changes to existing policy. The first change: The Executive Director will set fuel prices to boaters within a range. Currently the policy is to simply add 40 cents per gallon to the Port's cost. This change will give Patton the authority to choose within a range of 40 cents to 50 cents above the cost of the fuels and to make this change depending upon demand and the average prices set by ten closest marinas.

The second change is in mooring fees. The fee for boats of any length at the wooden mooring floats overnight from 6:00 pm to 8:00 am (current policy is 5:00 to 8:00 am) will be $1.00 per foot of length from May 1 through September 30 and 50 cents per foot of length from October 1 to April 30. This time change gives people the opportunity to come and go during the day without having to pay a moorage fee until 6:00 pm. Mike's analysis indicated more revenue is created by charging per foot rather than charging for a size range and also by charging full cost for an additional month.

The third change is for mooring at the buoys. The fee for a boat up to a maximum of 32 feet in length mooring at the buoys overnight would be $10. The current rate is $7. This fee will somewhat offset the costs of removing the buoys and storing them ashore in the fall and replacing them in the cove in the spring.

The last change is mooring overnight at the concrete fuel float provided it does not interfere with fueling operations

At the discretion of the Harbor Master, and provided as a courtesy for boaters dining or shopping in Coupeville, temporary (maximum three hours) moorage after 6:00 pm may be accommodated at a fee of $5 regardless of length. Those are the recommendations as far as new policy based on Diamanti's report.

ACTION: A motion was made by Weber and seconded by McDonald that Resolution 159 be adopted as submitted. The motion passed unanimously.

Sustainable Whidbey Coalition: Patton introduced a letter from Nancy Conard, Mayor of Coupeville and Chair of the Sustainable Whidbey Coalition, inviting the Port to become members of the Sustainable Whidbey Coalition. Patton went to a meeting of the coalition at the invitation of Walt Blackford, an employee of Puget Sound Energy. Out of that came the association with John Hastings and Linda Irvine and the Hastings Company. The Port has a small budget for membership in organizations that the Port believes support local economic development.

ACTION: A motion was made by Weber and seconded by McDonald to fill out application and become a member at $100. The motion passed unanimously.

ANNOUNCEMENTS & ADMINISTRATIVE ACTIONS:

Next Board meeting: The next regular monthly meeting of the Port's Board of Commissioners will be held at 10:30 a.m. on Wednesday, June 9, 2010, in the Coupeville Recreation Hall, located at 901 Alexander Street in Coupeville, WA

Monthly Financial Status Report: Kast submitted the March financial statements.

Approval of Current Vouchers: Kast 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 Weber to accept the monthly financial status report for the month of March and approve the current vouchers. The motion passed unanimously.

ADJOURNMENT: There being no further business to come before the Board, Bronson adjourned the meeting at 12:06 p.m.