PORT OF COUPEVILLE

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

Others Present: Jim Patton (Executive Director),Linda Kast (Edwards & Associates), Michael Stansbury (President, Greenbank Farm Management Group), Nathan Whalen (Whidbey News-Times), Jerry Stonebridge and Brian Marshall (Stonebridge Environmental Inc.) ,Tim Lawrence (Executive Director, WSU Extension), Randall Sittner (Kim’s Café Inc.), John Bachert and Marcia Nelson (WSU Master Gardeners), John Hastings (Hastings Company), Maryon Attwood, (Northwest Agriculture Business Center). Linda Riley (Greenbank Farm tenant). Coupeville residents: Gary Wray, Liz Walters Syreen, Joe Laxson. Greenbank resident: Sharon Dunn. Clinton Resident: Tony Billera

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 in Coupeville, WA, followed by the Pledge of Allegiance.

APPROVAL OF THE MINUTES OF THE PREVIOUS MEETING: Bronson stated that the minutes of the Special Meeting, February 22, 2010, the Regular meetings March 10, 2010 and May 12, 2010 were available for approval and signatures. The minutes of the April 14, 2010 will be submitted for approval at the meeting on July 14, 2010.

ACTION: A motion was made by McDonald and seconded by Weber to approve the February 22, 2010 meeting Minutes as submitted. The motion passed unanimously.

ACTION: A motion was made by Weber and seconded by McDonald to approve the March 10, 2010 meeting Minutes as submitted. The motion passed unanimously.

ACTION: A motion was made by McDonald and seconded by Weber to approve the May 12, 2010 meeting Minutes as submitted. The motion passed unanimously.

SPECIAL PRESENTATIONS:

Test septic mounds at Greenbank Farm (Marcia Nelson of WSU Master Gardeners)

Nelson explained the reasons behind this proposal. She stated that they were unable to find literature to support the general assumptions as to which plants were most appropriate for local septic systems. They would like to: 1) do research to identify the non-invasive plants that will grow on an in-ground system and a mound system; 2) update and improve their educational brochure; and 3) offer an education garden. They propose to install both an in-ground and mound system (non-working) which would be fed by potable water. A grant from the Whidbey Island Garden Tour will be used to purchase plants. Jerry Stonebridge indicated that he has tested and found the soils to be suitable. He stated that equipment will be installed which can regulate the water application rates and times. Potable water usage is estimated to be 72 gallons per day, per system, and electricity expected to cost between $5 and $6 per month. Nelson indicated it will take three growing seasons to get appropriate data.

ACTION: Bronson moved to approve the project contingent upon receipt of an addendum to the existing contract with WSU Extension. Weber seconded. The motion passed unanimously

New lease for Kim’s Café, Inc. (Randy Sittner, Co-owner of Kim’s Cafe)

Patton provided the Board with copies of the proposed lease. Sittner indicated that the café had had a great year. He proposed that a three year lease with an option to renew for three years would provide stability for all parties. Patton pointed out that when the Port adopted its Comprehensive Plan there was an initiative to develop a Marine Education Center on the wharf so lease terms were limited to one year. Bronson pointed out that the prospects for building such a center have dimmed since that time.

ACTION: Bronson moved to approve a three year lease with the option for a three year renewal. McDonald seconded. The motion passed unanimously. Patton provided the lease to the Board for signatures.

MEETING OPEN TO PUBLIC INPUT:

Bronson opened the meeting to public input. Maryon Attwood of Northwest Agriculture Business Center (NABC) spoke about the Canadian tree orchard proposal made at the May 12, 2010 Port meeting. She had concerns about water availability for irrigation of the Community Supported Agriculture (CSA) project field as well as the large acreage requested by the Canadians and also the potential loss of acreage for other agriculture. Since the CSA project is only in its second year they do not have water usage data. She would like to support local agricultural businesses rather than foreign. She felt this proposal was not in the best interest of the long term focus of the Farm.

Bronson confirmed that meters will be placed on the pond at the farm to determine the flow from the source and also the water drawn down for irrigation. He stated that the Port wants to make the farm an agricultural hub.

Weber stated that the Port is in the process of fact finding with regard to the tree orchard proposal. Bronson stated that the Board is obligated to receive proposals for use of the land at the farm but will then determine in all cases if they need to pursue further information before making any decisions.

Tony Billera asked if proposals made to the Port are posted on the Port’s web site. Patton stated that the agenda is posted at least one week before every meeting and special presentations such as proposals are indicated on the agenda. The Minutes of all meetings are posted on the web site after they have been approved by the Board.

Linda Riley, a member of the Advisory Board of the CSA and a psychotherapist, has rented space at the farm for her business for eight years and has had a pea patch there for nine years. She said that she was somewhat concerned about the tree orchard proposal.

UNFINISHED BUSINESS:

Port Executive Director's Report: (Patton)

Boating and fueling activities: In May, only 1,200 gallons of fuel were sold, providing $514 gross revenue. Fees for moorage were $425. The new rates went into effect on June first so new signs and new envelopes were prepared and posted. Patton reported that Darrell Bryan, CEO of the Victoria Clipper Co., came to Coupeville with his Vice President for Sales, Janis Smith, and they had lunch with him and Commissioners Bronson and Weber and Lynda Eccles, Exec. Dir. of the CWCC. Bryan plans to bring the vessel to Coupeville next year during the whale season (March, April and May) and increase the number of visits and stay longer during the visits (allowing passengers time for shopping and dining). He is considering working with local Bed and Breakfasts to bring visitors in on Saturday and return for them on Sunday. Patton will coordinate the visits with the Central Whidbey Chamber of Commerce, Mayor Conard and the Front Street Merchants.

Patton said that the Lady Washington and Hawaiian Chieftain still plan to visit Coupeville August 13 – 16.

Wharf, causeway & park upkeep: Last month it was mentioned that a piling wrapped in concrete was found to be seriously rotted. A fiberglass jacket and epoxy to repair it have been ordered. Dick Tacket, the Port handyman will make the repairs.

Patton thanked Gary Wray who provided the professional expertise that permitted a small team of volunteers to remove and salvage cedar wood from the building at 105 North Main Street before it was demolished by the town. The wood was then installed by the same team on the exterior of the west side of the Wharf. The Port handyman, Dick Tackett, then painted the “new” wall. Tackett also patched and painted the east side of the Port office building.

Wray said that he had examined the condition of the west wall of the Wharf as they made the repairs and was shocked at the deterioration he discovered. He estimated that the last repair was done about fifteen years ago. He would like the community to begin fund raising to ensure the Wharf is adequately maintained. In his opinion fiber cement siding should be used for the next repair. He would lead a volunteer effort to replace the siding but only if fiber cement was used.

The Board agreed that Wharf maintenance is critically important. Bronson suggested that he, Patton and Wray generate a long term proposal regarding the repair of the wharf.

The Board signed a letter of appreciation to the Coupeville Garden Club for their efforts improving the appearance of the Wharf, causeway and entrance park by installing flower boxes and planters.

Progress on “Plan B” (Conservation Easement Grant Deed and Conservation Futures Application): In the application for Conservation Futures funding, the proposal was to trade a Conservation Easement, to be held by Island County, for $400,000 (paid in installments over eight years). The Technical Advisory Group (TAG) recommended full funding. The Citizens Advisory Board (CAB) however, recommended increasing the funding to a total of $550,000 to be paid over eight years. The Grant Deed for the Conservation Easement must first be checked by Island County Planning and the County Attorney prior to consideration by the Island County Commissioners. Once the Conservation Easement is accepted by the county commissioners we can expect that the first installment of the $550,000 ($100,000) will be paid to the Port. Patton met with Linda Riffe, Island County Treasurer, to determine when these funds might be received by the Port. She felt the end of the year was earliest time the funds would be available.

Progress on joint proposal for PSE Green Power Award: Patton and John Hastings, the president of the newly formed Island Community Solar LLC, made their presentation on the joint public – private proposal for a Community Solar Energy Project at the Greenbank Farm to the Council of Governments at its May 26th meeting. The Board of the Island County Fair also made a proposal to the COG. Weber represents the Port on the COG so she recused herself from their vote deciding which proposal should receive the $25,000 Green Power Award. The Port of Coupeville was awarded the grant. The timing of the funding should be known by Monday, June 14. The Port-LLC team is in the process of determining the best location at the farm for the initial array. Cost and visual impact are two of the factors they are considering in their review of at least seven sites. Included in this month’s vouchers is a request to pay for the Island County building permit and the environmental review required by the Island County Planning Department ($515 each). The checks will be held until the site is chosen and the permit application and environmental review form have been completed.

Status of charter for Friends of the Port volunteers: One of the suggestions during the three year review of the Comprehensive Plan was to establish a volunteer organization to provide support for Port activities. The Port is using the Friends of the Library as a model. Patton has been in contact with Sno-Isle Library and Leslie Franzen has been very cooperative. Patton will continue with this project and keep the Board informed of his progress.

Status of septic system repairs at Greenbank Farm: All parties involved feel the repair was successful, resulting in essentially a new septic system. The newly installed grease trap has worked without incident for six months.

Status of research on Canadian tree orchard proposal: As directed by the Board, Patton has been doing research with regard to the Canadian Select Seed Company proposal to plant a tree orchard at the Greenbank Farm. He outlined three serious risks rising from the proposal:

1. Risk to the organic certification of the farm and to other agricultural activities at the farm due to the Canadians’ planned use of chemical pesticides and herbicides;
2. Risk about the availability of surface water from the pond to provide sufficient irrigation to the Community Supported Agriculture (CSA) project, the Market Gardeners plus the Canadian tree orchard;
3. Risk about the long term viability of the Select Seed Company which would hold a 25 year lease.

1. Effects on the environment and appearance of the farm;
2. Loss of open space and views; and,
3. Limited financial benefit to the Port vs. the lost opportunities arising from committing so much land under a 25 year lease.

Patton said that the Port is already obligated to irrigate up to 10 acres for the CSA project and also the Market Gardener’s plots and to maintain adequate water supply in the pond for fire suppression. The pond holds three quarters of a million gallons of water. This summer’s water use will be metered providing usage data by the end of the year. In Patton’s opinion, to make any decisions without the water usage data invites significant risk.

The Board urged Patton continue his research, specifically checking the business references of the Select Seed Company and asking if they would consider operating an organic orchard.

Patton was asked to research the potential rental value of acreage at the farm for this and for future proposals so that the board would then have a point of reference.

Greenbank Farm Management Report: (Virginia Bloom)

Stansbury provided a written report prepared by Virginia Bloom (a copy is on file at the Port office). The active season is beginning but has started slowly due to the poor weather. The Board of the GFMG is pleased by the remodel of the wine shop. The farm has several new farmer prospects including one interested in grazing his animals. The Board has been spending time on the conservation easement, the solar array project and the seed orchard proposal. In her report, Bloom noted that later this week, the sheriff’s department intends to press charges against a suspect in the vandalism incidents.

Maryon Attwood complimented the work being done by Peter Andersen, who is the new manager of the Farmer’s Market.

Weber thanked Stansbury for the time and effort spent by the Board of the GFMG with the current projects and proposals.

COMMITTEE REPORTS:

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

• MRC: Bronson was out of town and did not attend the meeting.
• RTPO: They received an update on Wash DOT’s installation of wooden guard rails. This 12 – 14 year effort is complete. Bronson suggested recording a program about Coupeville and the Wharf presented on the QVC channel to send to those interested in visiting.
• EDC: The EDC did not hold a meeting.

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

• COG: The Port received the Green Power Award grant of $25,000 for construction of a solar array. Weber thanked Patton and Hastings for their work on this project. The COG agreed to split between its members the costs of an advertisement about the grant application. A voucher for the Port’s portion is included with the vouchers this month.
• PCWF: Weber thanked the Port for sponsoring this successful event held on May 22nd.
• CSA: Weber was unable to attend the Steering Committee meeting so Patton went in her place.
• CWCC: Weber, Patton and Bloom attended the last meeting. They presented the Conservation Futures funding proposal and after a vote received the Chamber’s support. In a presentation about organic farming, the CSA was specifically mentioned and the Port received accolades for the Greenbank Farm.

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

There was nothing to report with regard to the legislative committee. McDonald had a conversation with Port Angeles Port Commissioner John Calhoun. She exchanged contact information with him. He indicated that he has been sending alerts and memos to Eric Johnson, Executive Director of the WPPA after each Puget Sound Partnership meeting and at the November meeting they will vote on the adoption of the Green Port Program. Patton will contact Johnson about the information sent to him by Calhoun.

NEW BUSINESS:

Board adoption of the 2010 edition of the Comprehensive Plan: Patton will circulate by email to the Board the pages that contain new language. He would like to present the 2010 edition at the July meeting. Once approved, he will insert the new pages and make copies of the new edition.

Notification of Executive Director’s contract termination August 12, 2010: Patton reminded the Board that his contract is expiring in August. Bronson proposed an Executive Session at the July meeting to review the contract and hiring process in accordance with Resolution # 157.

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

Monthly Financial Status Report: The data from the Island County Treasurer needed to prepare the financial statement for May is not yet available. That statement will be submitted at the July meeting.

Approval of Current Vouchers: Kast submitted vouchers #1343 - #1369 in the amount of $41,031.03 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 Weber and seconded by McDonald approve the current vouchers. The motion passed unanimously.

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