Port of Bandon

Regular Commission Meeting

December 17, 2009-5pm

Bandon Library - Bandon, Oregon

Commissioners present: Donny Goddard, Reg Pullen, Robert S. Miller III, Rick Goche

Staff: Gina Dearth

Guests: Kent Scoville, CPA

President Goddard called the meeting to order at 5:00pm. No public comment was offered. Commissioner Miller moved to approve the consent calendar, seconded by Commissioner Goche and unanimously carried.

CPA, Kent Scoville presented the audit for the year ending June 30, 2009. Mr. Scoville has been auditing the port for 4 years and was happy to report for the first time since inheriting the port’s audit from another firm there were zero adjustments to be made and expressed how great of an achievement that is for port staff. Mr. Scoville directed the commission’s attention to page 3 of his audit report and greatly complemented Leigh Stiles, finance director for doing an excellent job in keeping the Port’s accounting and budgeting records in good order. Mr. Scoville stated that Ms. Stiles meets and exceeds the standard set for having a competent person on staff to oversee Scoville & Reiber, PC services and to evaluate the adequacy and result of those services.

The audit found:

No difficulties in dealing with management in performing and completing the audit.

No identified misstatements.

No disagreements with management as financial accounting, reporting or auditing matter during the course of the audit.

In regards to Ms. Stiles, Commissioner Miller stated that her contract with the port should be reviewed and language added to cover the new auditing rules in regards to competent personnel to oversee the auditors work. Gina stated that she would look into the contract and report back. Mr. Scoville reported that at the end of 2006 the port had $226,000. In comparison at the end of 2009 the balance was $467,000 and that all staff has done a great job in holding expenses down.

Following a lengthy discussion in regards to the on-going, non-productive, and stalled out situation with Johnson Log Pond and the county Board of Commissioners, Gina was directed to set up an inter-governmental meeting between the port commission and county commissioners as soon as possible. In light of comments made by Commissioner Main to port Commissioner’s Pullen and Goche at a recent Reserves meeting port commissioners wanted this meeting immediately. Gina was instructed to provide the commission with the history of this situation prior to the inter-governmental meeting date.

A few hours prior to the meeting Gina learned and shared with the commission that the stimulus funds under the American Reinvestment Act granted to the Corps of Engineers in the amount of $380,000 to study the jetties and the pile dike had been reduced at this time to $122,000. In a communication from Sheryl Carruba, A NWP, Portland, the process was explained in detail. Ms. Carruba states that John Craig, COE, North Bend will work with the port manager to determine the best course of action to utilize these funds.

Based on the outcome of Kent Scoville’s audit report, Commissioner Goche made a motion to provide port staff with a holiday bonus due to expenses being down, the cash flow being up and the audit being 100% clean, seconded by Commissioner Miller and unanimously carried.

President Goddard adjourned the meeting at 6pm, wishing everyone Happy Holidays.

Submitted by Gina Dearth