11 Aug Commission Meeting Minutes 7-27-20
PORT COMMISSION OF THE PORT OF EDMONDS MINUTES OF SPECIAL MEETING
(Via Zoom) July 27, 2020
Jim Orvis, President
Angela Harris, Vice President
David Preston, Secretary
Bob McChesney, Executive Director
Brandon Baker, Marina Manager
Brittany Williams, Manager of Properties and Marketing
Karin Michaud, Office Manager
Renae Ebel, Administrative Assistant
Bradford Cattle, Port Attorney
Karin Noyes, Recorder
CALL TO ORDER
President Orvis called the meeting to order at 9:30 a.m.
PLEDGE OF ALLEGIANCE
All those in attendance participated in the Pledge of Allegiance to the American Flag.
COMMISSIONER FAIRES MOVED THAT THE CONSENT AGENDA BE APPROVED TO INCLUDE THE FOLLOWING ITEMS:
A. APPROVAL OF AGENDA
B. APPROVAL OF JUNE 29, 2020 MEETING MINUTES
C. APPROVAL OF PAYMENTS IN THE AMOUNT OF $1,312,686.88 AND $191,388.47.
COMMISSIONER PRESTON SECONDED THE MOTION, WHICH CARRIED UNANIMOUSLY.
Edmonds City Council Member Susan Paine advised that her summary report to the City Council on recent Port activities was published in THE EDMONDS BEACON. She invited the Commissioners to review the article for accuracy. Mr. McChesney responded that staff has already reviewed the article and issued some corrections to clarify that the Port is not losing revenue as a result of the pandemic. Instead, the report that was provided at the last Commission meeting was relative to the pandemic’s potential economic impacts to the Port.
HARBOR SQUARE BUILDING 3 ROOF EDGE COPING INSTALLATION
Mr. McChesney advised that the roof edge coping for the Harbor Square Building 3 Project was not included in the base contract price at the time of award. The existing roof was installed by Scholten Roofing, and the warranty would be void if any other contractor were allowed to perform work on the roof. Consequently, A&M Exteriors, LLC, was instructed to only use Scholten Roofing for this subcontractor work. A&M Exteriors, LLC, submitted a change order price of $56,004.18 plus tax, but staff rejected the change order proposal because it didn’t make sense to pay the contractor’s markup and fees. Staff is now recommending that this element be removed from the general contractor’s scope of work. Instead, staff is recommending the Port contract the work directly with Scholten Roofing. This allows the contractor to get substantial completion earlier and the Port will save approximately $16,000. Using this approach, the warranty would be preserved. He recommended the Commission authorize him to enter into a contract with Scholten Roofing, Inc., in the amount of $39,950 plus sales tax for the base bid for the Harbor Square Building 3 Roof Edge Coping Install Contract #2020-348.
COMMISSIONER FAIRES MOVED THAT THE COMMISSION AUTHORIZE THE EXECUTIVE DIRECTOR TO ENTER INTO A CONTRACT WITH SCHOLTEN ROOFING, INC., IN THE AMOUNT OF $39,950 PLUS SALES TAX FOR HARBOR SQUARE BUILDING 3 ROOF EDGE COPING INSTALL CONTRACT #2020-348. COMMISSIONER JOHNSTON SECONDED THE MOTION, WHICH CARRIED UNANIMOUSLY.
Mr. McChesney reported that the project is nearly finished, and the building is looking very nice. With the small park at SR-104 and Dayton Street, the new Harbor Square monument sign, and the remodeled building, the entire area adds value to the community. Commissioner Orvis commented that it would be great if the City of Edmonds Memorial Bench Program could add a few benches at the park to create a resting place for people who are visiting the Edmonds Marsh and other public amenities.
ADMINISTRATION BUILDING HVAC UNIT REPLACEMENT (CONTRACT NUMBER 2020-342)
Mr. McChesney said the third and final HVAC unit on the Administration Building is failing and needs to be replaced. He recommended the Commission authorize the Executive Director to enter into a contract with D.K. Systems, Inc., in the amount of $10,003.00 plus sales tax for the base bid for the Administrative Building HVAC Replacement Contract #2020-342.
COMMISSIONER JOHNSTON MOVED THAT THE COMMISSION AUTHORIZE THE EXECUTIVE DIRECTOR TO ENTER INTO A CONTRACT WITH D.K. SYSTEMS, INC., IN THE AMOUNT OF $10,003.00 PLUS SALES TAX FOR THE BASE BID FOR THE ADMINISTRATION BUILDING HVAC REPLACEMENT CONTRACT #2020-342. COMMISSIONER HARRIS SECONDED THE MOTION, WHICH CARRIED UNANIMOUSLY.
CONTINUATION OF RESOLUTION 20-03, DECLARING LOCAL EMERGENCY AND DELEGATION OF AUTHORITY
Mr. McChesney reminded the Commission that Resolution 20-03 will continue in full force and effect until termination by law or by further resolution and shall be reviewed as a regular agenda item on the Commission’s agenda until such time as the resolution is terminated. He reported that there has been no action taken by the Executive Director under the special emergency authority to date, with the minor exception of implementing a mandatory mask requirement and placing signage on gates to remind people to social distance. He reported that, for the most part, there has been general compliance with the requirements, but they are not at 100%. The intent is to keep the Port facilities safe for the public and Port employees.
Mr. Baker clarified saying the Port’s main goal is to control the access points where staff interacts with customers, such as the fuel dock, dry storage, etc. The idea is to protect both staff and customers. The Port does not actively enforce the requirement when people are able to social distance. On the docks, they are hoping that people will maintain a distance of at least 6 feet from others or wear a mask so that everyone remains comfortable and safe.
EXECUTIVE DIRECTOR’S REPORT
Mr. McChesney reported that staff is trying to hang tough as the pandemic continues, but the situation is still tenuous. Completing the Harbor Square Building 3 Project has been challenging, and Chris Osterman, Brittany Williams, and Brian Menard have done an excellent job under some very difficult circumstances. The building is looking nice and should last for a long time. The work will be completed soon. Commissioner Faires said he has driven by Building 3 several times and found that the contractor has done a good job, and he likes the new color scheme. Commissioner Orvis commented that the remodeled building makes the other buildings look much older. Commissioner Faires recalled that the intent is to carry the new color scheme forward when the other Harbor Square buildings are renovated in the future.
COMMISSIONER’S COMMENTS AND COMMITTEE REPORTS
Commissioner Harris reported that she participated in the virtual Washington Public Port Association (WPPA) Commissioner’s Seminar last week. In addition, she reported that she and Commissioner Johnston continue to work on the Integrated Pest Management Plan, and they have engaged in discussions with Ms. Williams regarding some of their questions.
Commissioner Preston said he also attended the virtual WPPA Commissioner’s Seminar, and was particularly interested in the discussion about aviation electronics. There are thousands of airports in the United States that are not served by commercial airlines, and these smaller electric planes can take people to regional destinations for substantially less cost. He said he also participated in the virtual meeting of the Downtown Edmonds Merchant’s Association (DEMA) and the Chamber, where the discussion focused on the idea of upgrading the Christmas decorations throughout the City to make the community livelier. This could include some drive by viewings, as well.
Commissioner Johnston reported that he participated in the virtual WPPA Commissioner’s Seminar, and he was also intrigued by the electric-powered small aircraft concept that could open up the rural areas. There was also some discussion about a carbon tax, which is inevitable at some point in the future. Public ports need to be aware of the situation and the WPPA is working on a policy statement.
Commissioner Faires reported that he participated in the virtual Edmonds Economic Development Commission (EDC) meeting on July 15th. The discussion focused on how the EDC could best serve the community from an economic development standpoint during the current pandemic. He explained that the City Council has a much broader responsibility, and the EDC has a narrower focus on economic development matters. Their discussion will continue at the August 19th meeting.
Commissioner Orvis announced that the Finance Committee would meet the second week of August to begin reviewing elements of the 2021 Budget. At the meeting, he would like the committee to have discussions about the 2021 rates and the Executive Director’s delegation of authority for signing contracts. He recalled that the amount authorized in the current authority was approved years ago and may need to be adjusted. He invited the Commissioners to forward their thoughts on these two items to the Executive Director, who will bring them up at the Finance Committee meeting. Commissioner Orvis also commented that, as soon as the Harbor Square Building 3 Project has been completed, he would like the staff and Commission to start giving significant thought to the future of the Boardwalk.
The Commission meeting was adjourned at 9:55 a.m.
Port Commission Secretary