PORT OF COUPEVILLE

Commissioners Present: Ann McDonald and Benye Weber

Others Present: Jim Patton (Executive Director), Donna Carter (Edwards & Associates), Blankenship (Port of Coupeville, Commissioner-Elect), Judy Feldman (Executive Director, Greenbank Farm Management Group), Michael Stansbury (President, Greenbank Farm Management Group), Nathan Whelan (Whidbey New Times)

Call to Order: The regular meeting was called to order at 1:03 p.m. by Commissioner McDonald in the Sno-Isle Library, 788 NW Alexander St., Coupeville, Washington, followed by the Pledge of Allegiance.

APPROVAL OF THE MINUTES OF THE PREVIOUS MEETINGS: Weber moved to approve the Minutes of the regular meeting held on November 9, 2011. McDonald seconded. There was no discussion. The motion passed unanimously.

MEETING OPEN TO PUBLIC INPUT: McDonald opened the meeting to public input. Blankenship spoke about the public trust that had been given to her by the voters electing her the Commissioner for the Port's Third District and pledged to both the Board and all the voters to be a good steward of the Port of Coupeville. Blankenship also brought two recommendations before the Board for consideration:

1. To suspend all work regarding the Conservation Easement for the Greenbank Farm, including halting all contract negotiations with the Whidbey Camano Land Trust for arbitration services, until after the January 11th, 2012 Board meeting to allow Blankenship to be sworn in as a Commissioner. Blankenship would then be able to fully participate in this important activity.
2. To consider having workshop sessions prior to the regular scheduled meetings of the Board of Commissioners in 2012 to allow a more interactive discussion of commissioners on important issues prior to the meetings.

Patton noted that the schedule for the Port's regular meetings might be changed in February, March and April 2012 to 8:00 A.M. due to scheduling issues with the Sno-Isle Library so pre-meeting sessions would not be feasible for those three meetings.

Commissioner Weber noted that, in the absence of Commissioner Bronson, the Board President, it would be inappropriate to consider the merits of Blankenship's recommendation on the Conservation Easement and suggested that it be tabled until the Board's next regular meeting. Commissioner McDonald concurred.

UNFINISHED BUSINESS:

Port Executive Director's Report: (Patton)

Boating and fueling activities:

• Fuel Sales and Moorage Report: Fuel sales and moorage revenue were up this last month compared to the months of November in prior years. This is a direct result of the Island Spirit cruise ship coming into Coupeville. Fuel sales were $812.00 net profit and moorage was $368.00.
• Wharf, causeway and park upkeep: Patton noted that, with the Island Spirit bringing charter groups to Coupeville that include many seniors, it is especially important that the Port continue to find ways to keep the floats in good repair and to adapt as much as possible for ADA compatibility. The commissioners did approve expenditures for new pavers for the walkway at the November 9, 2011 meeting. Patton will be looking at further ways to finance repairs and improvements.
  
  Patton noted that Nathan Whelan, reporter for the Whidbey New Times, wrote an accurate and timely article regarding the most recent damage to one of the fuel floats due to a series of storms in the last couple of weeks. Richard Tackett, the Port handyman, is repairing the float. Patton discussed the need for new fuel floats and the costs involved. The Port would need to be awarded grant funds in order to accomplish this expensive project. He drew the commissioners' attention to a letter received from Lorinda Anderson with the State Recreation and Conservation Office (RCO) in which she agreed that she has been provided with everything needed to make the Port eligible for boating facilities grants. Patton will begin to develop an application for a grant.
  
  The Island Whaler has chosen Oak Harbor Marina as a base for their whale watching tours in the spring of 2012 but may consider Coupeville Wharf for lunch stops and Patton will continue to dialog with them on that subject.
  
  Patton provided a letter received from the Penn Cove Water Festival thanking the Port for its donation for 2012 of $1,000 which was approved by the Board of Commissioner's in the 2012 budget.
  
  Patton also noted a "thank you" note received from Chuck Poust of the Windjammer Gallery for the assistance of the Port volunteers with putting up a community holiday tree in front of the museum.
• Plan for restoration of south exterior wall: Patton still has received no response from Mark Preiss, Ebey’s Reserve Manager, about a determination by the National Park Service as to how best to restore the south exterior entrance wall for the wharf building. It was noted by Patton that there is a verbal agreement with Preiss to an extension of starting the project until February 2012 due to lack of funds by the Port. Weber noted that the Port needed to have that agreement in writing so when the project is completed there will be no issues with receiving the grant funds awarded to the Port.
• WPAA New Commissioners Seminar: Commissioner-Elect Blankenship attended the seminar on December 6th & 7th, 2011. Blankenship commented on how the WPPA attorney’s presentation was most educational and included the opportunity to ask many questions both during and after the presentation.

Progress on "Plan B" (Conservation Easement Grant Deed and Conservation Futures Application):

Patton asked Stansbury to report on his discussions with Pat Powell, Executive Director of the Whidbey Camano Land Trust, relative to the first phase of the three phase approach approved by the Board to resolving the impasse with the county. Stansbury reported that Powell would be looking at the draft services agreement prepared by Stansbury and Greenbank Farm Management Group (GFMG) for Phase 1 in the next few weeks. The Phase 1 agreement would be between GFMG and Whidbey Camano Land Trust and would be for Powell to interview the parties involved to see if they can come to an agreement on the terms and conditions of the Conservation Easement Grant Deed.

Patton reviewed for the Board and Commissioner-Elect Blankenship why it was that the Port was at an impasse with the county. In reviewing the draft conservation easement title deed the county staff inserted the installation of a Park n Ride facility on the farm for Island Transit bus service. The Port’s Board responded to the county with a letter reminding the county that the terms of the Special Review District Ordinance which protects the farm from unwanted development only permit a Park n Ride in the Commercial Sub-zone. The Port had deliberately excluded from the draft title deed the parcel that bears the barns and supports commercial activities at the farm because, under the county’s own rules, Conservation Futures Fund money cannot be spent on commercial facilities or activities. The basis of PLAN B was to couple the conservation easement with a request for money from the Conservation Futures Fund in return for the value of the development rights that the Port would surrender. The State Attorney General provided an opinion supporting the legality of surrendering the Port’s development rights provided that “Full Value” would be received in return by the Port. The Port’s application for PLAN B sought that necessary financial return from the Conservation Futures Fund and, in fact, the Board of Island County Commissioners approved that application “in principle” pending agreement on the title deed and an appraisal that would determine the value of the rights. In response to the Board’s letter, the county staff informally advised that the Port’s position was “unacceptable” and the issue would need to be handled between the Port’s Commissioners and Island County’s Commissioners. Subsequently, it was recommended by Commissioner Helen Price Johnson that Powell be brought in to assist with resolving the issue. Powell proposed a three phase plan as follows:

1. A contract with Powell to interview Port Commissioners, County Commissioners and appropriate staff to determine if everyone can come to an agreement on the terms and conditions of the conservation easement. The Phase 1 agreement would be between GFMG and Whidbey Camano Land Trust with the stipulation that they be reimbursed expenses by the Port upon receipt of any Futures Funds.
2. Upon approval of the terms and conditions by all commissioners, Powell would than encourage the county to commence with the appraisal process.
3. Upon approval of the appraisal by both the county and the Port, Powell and her staff would draft a new title deed for the conservation easement.

Stansbury stated that the GFMG Board members’ willingness to move forward with Phase 1 is based on their belief that the impasse is largely based on misunderstandings and communications due to the complexity of the issue.

The process has been slow with Powell absent on medical leave and therefore Stansbury did not foresee any further activity or action until January 2012.

Patton advised that, per the instructions of the Board, no funds have been budgeted for “Plan B” for the Port’s 2012 budget.

The request by Blankenship to suspend all further action until she was sworn in as Commissioner on January 11, 2012 was discussed by Commissioner McDonald and Commissioner Weber. Weber stated she was not in favor of suspending the process and McDonald had no position in the matter since this was her final meeting as a Port Commissioner.

ACTION: Weber moved that Blankenship’s recommendation be tabled until the Board’s January 11th, 2012 meeting and McDonald seconded. The motion passed unanimously.

Progress on Community Solar Energy Project:

Patton reported that the racks for the second array purchased by Island Community Solar have been put in place and they have most of the panels in place for the first half of that second array.

Cascade Community Wind Co. President, Terry Meyer, would like to execute the options to lease Lot 5 and Lot 6 per the original lease agreement. Patton has prepared an addendum to the lease executing these two options. It was discussed that Cascade Community Wind Co. would have to let their electricity go directly to the grid in order to comply with their request for a USDA grant. Therefore, they will not be selling electricity to the GFMG as previously discussed in the October 2011 meeting. Patton presented an addendum to the original lease agreement between the Port of Coupeville and Cascade Community Wind Co.

ACTION: Weber moved to approve the addendum to the lease agreement between the Port of Coupeville and Cascade Community Wind Co. McDonald seconded. The motion passed unanimously and McDonald signed the addendum for the Board of Commissioners.

Greenbank Farm Irrigation System:

Patton discussed the possible shift of irrigation for the Master Gardeners at the Greenbank Farm from potable water to surface water from the pond. The gardeners have been using enough potable water to cause the farm to exceed the maximum amount permitted by the state. Patton had met at the farm with Feldman, Executive Director of the GFMG, and Jaime Hartley, Island County Planning Staff and Hartley did not see any negative impact to the wetlands by drawing more water off the pond. Hartley will return to the Greenbank Farm in January to do another walk about with Feldman and take a closer look at the wetland fed by the pond as well as the possible wetland delineated by Barbara Kolar last year. Feldman also noted that the GFMG has engaged in conversations with the Master Gardeners about putting a monitoring system for water usage in place. There may also be some funding available to assist the Master Gardeners with a shift to a metered water system from the pond.

Greenbank Farm Management Group Report: (Stansbury)

(Stansbury) The primary event activities this time of year are the Holiday Markets. The planning and budgeting process is taking place for the 2012 budget. The annual appeal fundraising has begun and in January the GFMG will have their formal budget in place and an assessment of all the resources they will have in 2012. Feldman reported that the training center has four students lined up for the 2012 Community Supported Agriculture program. The goal is eight to ten students.

A new facility rental coordinator, Gwen Brass, has been hired part-time. The rental of the facilities at Greenbank Farm is an important part of managing the farm and Brass will be helping to evaluate how to be more effective with advertising, marketing and rental policies to increase this revenue stream.

The Thriving Communities conference put on by the Whidbey Institute will be happening the first weekend in February. The conference will have people attending from all across the country to see what it is about Whidbey Island that accomplishes so much in care of their community.

The solar panels are going up and the north fence of one pasture has been removed to accommodate the arrays that are planned by the Cascade Community Wind Co. The fence was below the northern boundary of the acre committed to the solar project. The 4H club is videoing the solar project process in order to put together a documentation of the project and what it’s about.

In November, the ditch and culvert east of the area landscaped by the Master Gardeners were cleaned so that the water from that area can run into the wetland as it should.

COMMITTEE REPORTS:

Greenbank Farm Liaison, Marine Resources Committee (MRC), Regional Transportation Policy Organization Technical Advisory Committee (RTPO TAC), Economic Development Council (EDC): (Bronson)

No reports as Comissioner Bronson was absent.

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

• CWCC: The CWCC will be having their Annual Meeting and Installation of Officers on January 20th, 2012 at 6:00 P.M. at the Coupeville Recreation Hall.
• PCWF: Weber reported things are moving along nicely with the new board members that stepped up to keep this function going forward. Former board members are also assisting with the festival. The annual fundraising and thank you letters that are normally sent in February have been sent in December this year. The PCWF continues to meet on a monthly basis.
• COG: The COG had a meeting on December 9th, 2011. The COG members will contact their state representatives individually with their letter on their top legislative priorities and their commitments and concerns with legislative issues.
• PSP: Weber advised that Dennis Gregoire will no longer be able to serve as a representative on the Technical Advisory Committee since he is being sworn in as an elected official in January 2012. The representative cannot be an elected official. Commissioner Weber and Commissioner Curt Gordon with the Port of South Whidbey will be looking for a new representative to attend these meetings on behalf of both ports. Weber will be meeting with Patton to see if he has any input for someone from Coupeville being available and willing to volunteer for this position.
• CSA: No report.

Washington Public Ports Association (WPPA) Legislative Committee (McDonald)

No report.

NEW BUSINESS:

Patton reported that the Port of South Whidbey has an interest in a passenger-only ferry that would connect Langley, Coupeville, Camano Island and Oak Harbor. The Port of South Whidbey submitted a letter written by Commissioner Jeff Tapert to the Island County Commissioners and Patton included a copy of the letter in the commissioner’s meeting folders. The Port of South Whidbey is asking for the support of the Coupeville Port for the idea. The idea has been presented in the past and the reasons that it has never moved forward are:

1. Camano Island has no port available for the embarkation and disembarkation of passengers. 2. There has been no serious interest in the project from the Island County Commissioners.

Patton remarked that the idea is sensible because of the time lost and the expense incurred by the county by sending a significant number of county employees to and from Camano Island by land and he asked the Board for their approval to cooperate with the Port of South Whidbey and Island County.

ACTION: Weber moved to approve cooperation with the Port of South Whidbey in this concept. McDonald seconded. The motion 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 3:30 pm on Wednesday, January 11, 2012. The location is at the Sno-Isle Library, 788 NW Alexander St., Coupeville, Washington.

ACTION: Bronson moved to adopt Ordinance/Resolution No. 165 per RCW 84.55.120. Weber seconded. There was no discussion. The resolution was adopted unanimously.

Approval of Current Vouchers: Carter submitted vouchers #1854 - #1882 in the amount of $20,234.27, 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 to approve the vouchers as presented. There was no duscussion. The motion passed unanimously.

Monthly Financial Status Report: The Financial Statement for October 2011 was presented to the Board.

ACTION: Weber moved to approve the October 2011 Financial Statement. McDonald seconded. There was no discussion. The motion passed unanimously.

ADJOURNMENT: There being no further business to come before the Board, McDonald adjourned the meeting at 2:47 pm.