02 Nov Commission Meeting Minutes 10-9-23
PORT COMMISSION OF THE PORT OF EDMONDS MINUTES OF COMMISSION MEETING
(Via Zoom, Hybrid Meeting) October 9, 2023
Steve Johnston, President
Jim Orvis, Vice President
Jay Grant, Secretary
Angela Harris, Executive Director
Brandon Baker, Deputy Executive Director
Brittany Williams, Manager of Properties and Economic Development
Roger Neumaier, Interim Finance Manager
Jordan Stephens, Port Attorney
Dave Teitzel, Edmonds City Council
CALL TO ORDER
President Johnston called the meeting to order at 7:00 p.m.
All those in attendance participated in the Pledge of Allegiance to the American Flag.
APPROVAL OF AGENDA
COMMISSIONER ORVIS MOVED TO APPROVE THE AGENDA AS PRESENTED. COMMISSIONER CASS SECONDED THE MOTION, WHICH CARRIED UNANIMOUSLY.
No public comments were received.
APPROVAL OF CONSENT AGENDA
COMMISSIONER GRANT MOVED THAT THE CONSENT AGENDA BE APPROVED TO INCLUDE THE FOLLOWING ITEMS:
A. APPROVAL OF SEPTEMBER 25, 2023 MEETING MINUTES, AS SUBMITTED
B. APPROVAL OF PAYMENTS
COMMISSIONER ORVIS SECONDED THE MOTION, WHICH CARRIED UNANIMOUSLY.
No action items were reviewed.
Brittany Williams, Port of Edmonds Manager of Properties and Economic Development, provided an update on the most recent progress for the North Portwalk and Seawall Reconstruction project. The review included:
• Project Team – Recap of the project team to include internal team members and our external contractors including CG Engineering, MAKERS Architecture & Urban Design, Landau Associated, Harris Group, Harbor Power Engineers, Inc., Elevate Government Affairs, and Kalbacher Associates, LLC.
• Permitting Updates – JARPA was submitted to USACE on 11/2/21 and resubmitted on 2/25/22 with updated HTL elevations. On 8/3/23, USACE assigned a new project manager to our project. Discussion was held regarding the complexities of the new mitigation calculator and the next steps the internal project team is taking to determine the right path forward. A historical properties consultation was completed. The existing building was found to qualify as a historical structure. Other permits and status reviewed included the Hydraulic Project Approval (will be submitted to WDFW after JARPA review has more progress), SEPA (completed), and the City of Edmonds/Substantial Development permit (submitted April 14, 2023, currently the architectural design review is in process with revised submittal due December 4, 2023).
• Design Updates – Consultants are in the process of addressing feedback from the design review. The project team is assessing possible manufacturing requirements in conjunction with grants, along with lead times of key material.
• Grants & Funding – An overview of the grants progress was shared including BRIC – Port is in process of getting annexed into the Snohomish County’s HMP in order to qualify to apply next year, PROTECT – in review for 2024 application, RAISE – prepping for application that will be due early 2024. Ms. Williams reinforced the competitiveness of the grants and summarized our approach, which will also include the need to consider other funding models. A commissioner workshop on this topic will be planned in 2024. She also provided an update to the RCO ALEA grant in the amount of $500,000 that was received – the contract is currently in review.
• Project Timeline – The project began in 2018 conceptually based on public feedback and through a structural analysis expanded to include the bulkhead reconstruction. Design started in 2019, permitting followed in 2021. We are currently in the permitting and grants & funding stages of the project with an ideal state of construction in 2025-2027.
• Monthly Workflow Snapshot – Reviewed a snapshot view of the various meetings, consultations and documents that govern the internal staff work of the project.
CITY OF EDMONDS REPORT
Councilmember Dave Teitzel gave an update on the letter to the governor from City Councilmembers that was sent last week regarding discussions of Edmonds Marsh future ownership. He also provided an update on the City of Edmonds budget – a draft copy being in the hands of the council now for review.
EXECUTIVE DIRECTOR’S REPORT
Executive Director Harris:
• Administration / Maintenance building new tentative move dates are October 16-17, which will be confirmed as the final tasks come together over the next week. Change orders received since last meeting were reviewed as we work towards completion of the building. The total increase from award is at 9.97%.
• Staffing updates – Roger Neumaier is serving as interim finance manager in consultation with CPA firm Jan Fancher, CPA, PLLC during our search for a Director of Finance and Administration. Also currently reviewing candidates for Accounts Payable/Administrative Support Specialist. Deputy Executive Director Baker added that we recently have a new opening in Marina Ops for a Port Operations Assistant position.
• Draft agenda view of the commission meetings through end of the calendar year was provided and reviewed.
• Ms. Williams provided a brief overview of the Holiday Night at the Marina event planned for Thursday, December 14 from 6-8pm. Executive Director Harris added that we are in the early stages of planning a staff appreciation and thank you to our retiring Commissioner Orvis. Tentatively planned 4-6pm before the event.
COMMISSIONER’S COMMENTS AND COMMITTEE REPORTS
• Commissioner Cass commented on the importance and reality of needing to be prepared for disaster or other emergency situations, highlighting the last week of events across the world.
• Commissioner Orvis is attending the WPPA Legislative Committee meeting on October 10, 2023.
• Commissioner Grant commented on the great clean-up dive hosted by Annie Crawley at the Port on Sunday, October 8.
• Commissioner Preston also commented on the Annie Crawley event and the great work her, and her team do. He is also getting contact information so we can try to coordinate next year so that the City pier diving event occurs again on the same day as the Port event as he thought it was great turnout. He also attended the Puget Sound Regional Council meeting and provided a brief update and requested Deputy Executive Director Baker to provide a brief update on the NWMTA conference.
• Commissioner Johnston also spoke about his recent attendance at the Annie Crawley dive event as well as the Perrinville-Palooza, which was also well attended and a great neighborhood location event organized by the City of Edmonds.
The 2024 Preliminary Budget was reviewed with the Commission. The 2024 Preliminary Budget includes the marina budget, the rental property budget, the overhead budget, the capital budget, and the projected cash flow schedule. The Finance Committee met on September 26, 2023 to discuss the 2024 Preliminary Budget, and their recommended changes have been noted to incorporate into the attached documents. An overview of the budget was provided to the Commission on September 29, 2023 in an early packet review. This is the first time the 2024 budget was presented to the public. The preliminary budget has been available on the website since September 29, 2023. A public hearing will be held on October 30, 2023. The final budget is scheduled for approval on November 13, 2023. The budget is due to the County on November 30, 2023.
Commission President Johnston recessed the meeting into executive session at 8:55 p.m. for 10 minutes, to conclude by 9:05 p.m. It was announced that the purpose of the executive session was pursuant to RCW 42.30.110(1)(i) to discuss with legal counsel representing the agency matters relating to potential litigation to which the agency, the governing body, or a member acting in an official capacity is or is likely to become a party. It was announced that at the conclusion of the executive session, the Commission would adjourn the Commission meeting with no related announcements or action taken.
At 9:05 p.m., it was announced that the executive session was being extended for 10 minutes, concluding at 9:15 p.m.
At the conclusion of the executive session, there was no action taken by the Commission and there were no related announcements.
The Commission meeting was adjourned at 9:15 p.m.
Port Commission Secretary