Port of Bandon

Regular Commission Meeting

September 24, 2009 5pm

Coquille Council Chambers

Coquille, Oregon

Commissioners present: Donny Goddard, Reg Pullen, Steve Martizia, Robert S. Miller III

Staff: Gina Dearth, Trudy Spanier

Guests: Dennis M. Graham, Fran Capehart, Terence O’Connor

President Goddard called the meeting to order at 5:02PM. Commissioner Miller made the motion to accept the consent calendar, seconded by Commissioner Martizia and passed unanimously.

Public Comment was offered, and Fran Capehart remarked that she wished Coquille’s waterfront looked like Bandon.

Commissioner Pullen would like to let the public know that the Port of Bandon is in favor of ways to help the City of Bandon fund Bandon Police. The port continues to need security for the marina, launch lot, and parking on the boardwalk. Gina Dearth stated that her understanding is that they are funded for this fiscal year; Chief Webb stated that it was in the next fiscal year that they may need help. He intends to see Bandon Dunes for help/possible donation. Bandon City Council has voted for a 5 year levy to fund 2 police officers. Commissioner Miller asked for examples of how the police have met the needs of Port of Bandon in recent months. Ms. Dearth cited examples of trespassing transients, settling disagreements on the crab dock, security lighting up the marina several times during the night. Commissioner Pullen stated that this police presence helped to offset the lack of live aboard situation, in discouraging petty theft. His main concern is if the levy does not pass what the fall back position would be. Gina stated that this was all printed in the newsletter included with the City of Bandon utility invoice. She also reminded the commissioners that the City of Bandon police car stalled out during the Cranberry parade and had to drop out. They need a new vehicle. Julie Miller of the Bandon Chamber of Commerce is drafting a letter in support of the levy. President Goddard would like to attach Port of Bandon to that letter. Commissioner Miller would like to be generally supportive of 24 hour coverage, stating to the public the value of police coverage, focusing on the port needs. Ms. Dearth will contact the Chamber and find out what is beneficial for the port. Commissioner Miller made a motion to draft a letter stating that the community needs 24 hour coverage and reminding the public of port needs. This was seconded by Commissioner Pullen, voted and passed unanimously.

Commissioner Pullen would like to speak about the manager’s evaluation, even though the topic did not appear on the agenda. Ms. Dearth has done an outstanding job this past year, and he feels this should be a determining factor in granting a pay increase, suggesting perhaps between 5% and 10% of her current salary. Commissioner Miller asked how many hours she would estimate in overtime this past season that she had not been compensated for. Ms. Dearth answered that during the period from May to September with all the festivals, week end filling in for the janitorial jobs in the restrooms and garbage, as well as attendance at all meetings representing the port, she had not actually kept a journal, but there were many hours of extra work and mileage that she had not been compensated for. She wanted to express that she loved her job, and felt that she was very lucky to have it. President Goddard asked if there were any tax liabilities that would be a factor in the increased salary, or perhaps granting the raise in retirement benefits might be better. Commissioner Martizia asked if there was a specific dollar amount in mind. Commissioner Pullen feels that it is important to increase the salary for General Manager’s position now so that if and when Ms. Dearth retires the salary will be competitive on the market to attract qualified individuals to be considered for the job. Commissioner Pullen made a motion to increase Ms. Dearth’s salary by 7%, seconded by Commissioner Martizia. It was voted and passed unanimously. Commissioner Miller wanted to add an addendum that the increase was to begin this month. Commissioner Pullen added the addendum, seconded again by Commissioner Martizia and it passed unanimously. Commissioner Miller added that he felt Ms. Dearth was very good at her job.

Ms. Dearth stated that there were a few housekeeping topics. First would be the bids on the re-construction of the compromised siding on the south side of the High Dock Building. There were 6 bids and Bob Butler Construction Company had a very well written professional bid, which seemed to best fit the needs of the port. Commissioner Miller asked for a quick review on the criteria for public bids under $25,000. Ms. Dearth answered that it was not required to accept the lowest bid in this case. Commissioner Pullen would like the walkway from the west side of the building completed to keep the pedestrians from crossing in front of the cars entering the parking lot. Ms. Dearth commented that this walkway may result in fish blood and scales trailed up from the charter docks into the area in front of the restaurant. Commissioner Pullen made a motion to accept the bid from Bob Butler Construction. Commissioner Miller seconded this and it passed unanimously.

Next was the Oregon State Marine Board Pump Out and Potty Dump replacement grant. Three bids were received and noted that KECO Pump had the best fit for our needs, as well as the fact that the same equipment would be installed at Charleston Marina. This may benefit us additionally, as KECO would be servicing both units at the same time. The pump would initially be purchased by the port and reimbursed, with the remainder of the $30,000. grant being paid to the installer of choice. Commissioner Miller made the motion to accept KECO’s bid, seconded by Commissioner Pullen and passed unanimously.

There are several quotes in the process on repair of the sash windows on the south and west sides of the Coquille River Life Boat Station. SHPO has a grant cycle available to apply for 1:1 match in the Preserving Oregon category. Ms. Dearth stated that there are also 3 doors that need a craftsman or they will not last another season. One local craftsman and two out of town firms have been contacted and will submit bids. There is also another category to apply for a second grant to SHPO for interpretive panels for the future wildlife viewing/historical platform to be built at Redmon Pond.

Another ongoing project is the Asphalt Repair grant that was awarded Port of Bandon by OSMB for striping and repair of the boardwalk parking lot. Knife River is scheduled to begin this repair next week.

The harbormaster’s inmate crew has been busy re-surfacing the south facing porch on the second floor of the USCG building. While the crew does not really have any carpenters at this time, they have done a good job on this porch floor and it looks like new. They have also been doing dock maintenance on A-dock in the marina. The crew is to be congratulated for the fine job they are doing. Many members of the public and tenants of the marina have commented on a job well done.

Gorse mitigation at Redmon Pond is ongoing. City of Bandon manager Matt Winkel has partnered with the port in this by allowing his certified city worker to spray the Garlon that has been purchased by Port of Bandon. His term for this is “Intergovernmental Back Scratching”. Following the spraying will be cultivation of the native grass seed provided by the Noxious Weed Program Director for BLM Jeanne Standley. Progress is continuing and members of the public are excited about the park development at Redmon Pond.

Both applications for the funding to re-build Port of Bandon’s Marina are still in the works. One of them just survived the second round and we should hear something more in the month of October. Port staff remains hopeful that this funding will come about.

The sidewalk project for the front of the USCG building still has some problems. The city engineer bids were low, but the port’s was higher due the fact that it is decorative.

The boat awning man has finished the shade covers for the picnic shelter. They are very nice, and this addition will enable slide presentations, and power point lectures to have the necessary ambiance.

Commissioner Miller will give his presentation of “Who killed Beaver Slough?” on October 2, 2009. Ms. Dearth encouraged attendance and Fran Capehart stated there is always a great potluck.

October 8, 2009 at 6PM the Oregon Main Street Program will be making the presentation and Commissioner Pullen will be giving either a walking tour or History of Bandon talk in the picnic shelter. That same evening Gina Dearth, Julie Miller and Mary Schamehorn will be attending a dinner meeting at the Bandon Dunes for Travel Oregon.

Bandon’s dredging issues are ongoing. The dredge was here for two days, and when weather drove them off toward Chetco, the message saying that more material had accumulated on the south side than the north was ambiguous as we are still not sure this referred to the lump that was off the north jetty further out. The port intends to still work on this issue and send Commissioner Miller to Washington DC again to lobby for dredging.

Commissioner Martizia reported that the grants had been declined for River Trails, so the committee has decided to temporarily re-surface the train trestle with plywood to make it safer for people who continue to use it. Dennis Graham said that leaving the trestle the way it is carries too much liability for the City of Coquille. The committee has a letter out to Roseburg Forest Products asking for help in purchasing 2 units of plywood for the project. They have not heard anything back so are exploring with Coquille Lumber the option of purchasing the plywood. He then asked if the Port of Bandon’s Inmate Labor Program had the expertise to install this plywood. Mr. Graham is trying to stick as closely as possible to the plans set forth by the engineer for the trestle hand rails. Ms. Dearth stated that currently there are no skilled carpenters on the crew and there may be OSHA issues, but would look into the details. Commissioner Miller asked who has jurisdiction over the trestle. Fran Capehart stated that the City of Coquille would like to move forward with this now, as people are using it. Mr. Graham stated that the railway initially built the hand rail, and if the City of Coquille repaired or patched it, they assume liability for safety issues. The next two weeks will be the deciding factor. Ms. Dearth stated again that the inmate crew can tear it up and nail things down but there are not finish carpenters on the crew. Mr. Graham stated that they are hoping that with the plywood in the center of the trestle 4 feet away from the handrail and proper signage that the safety issue of the old railing will not be a factor. He then asked Ms. Dearth what the status of payment to the grant writer was. He was not aware that the Port of Bandon had paid the total $10,500. to the grant writer for the River Trails Applications. Mr. Graham then announced that River Trails had completed their 501C-3 non profit. They will accept anyone’s donations now.

Gina Dearth stated that she had been notified that a Crescent City Coast Guard Investigator was checking into the kayak incident off the north jetty in Bandon. Bandon Kayak owner Mike Sterling had received a call about the incident, as speculated that perhaps this was an effort to establish policy where non-motorized vessels are involved.

Ms. Dearth then reported on the OPPA meeting she attended. Several ports are looking at doing a strategic plan after the state strategic plan has been completed. Bandon shows up in the report favorably, but most of the meeting was geared to the larger commercial ports that dealt with containers, grain, etc. She was contacted by a representative for a telephone interview, so Port of Bandon may make the OPPA newsletter.

Next topic by Gina Dearth was the letter from Dr. Jane Lubchenco on the impact of recreational fishing in small communities. Perhaps Bandon would be a good model for this. Maybe she would send someone to Bandon to check it out. Commissioner Miller asked if the Czar had been appointed, and it does appear that Andrew Winer would be the contact. John Griffith’s approach to this subject was a bit cold, but perhaps Bandon should just wait and see what comes of this.

The deed transfer for Johnson Log Pond seems to be dragging on. Gina Dearth contacted Jackie Haggerty to find out the status, and was told that the commission is exploring options. When Ms. Dearth spoke to Melissa Cribbens from the Coquille Tribe, she seemed frustrated and mystified as to what is going on. Ms. Dearth feels that this is very unusual-the deed was tendered to the county and has not been accepted. They contacted Ms. Cribbens so she wrote the MOU and the reverter clause, but has not heard from Coos County Commissioners. Ms. Dearth said it is time to write a formal letter to the county. Enough is enough. Bob Main had previously indicated that he would like the Port to hang on to the pond through the end of summer, but now it is time to do something. Commissioner Miller asked how much the port spends on the pond. Ms. Dearth estimated that approximately $2,000. was spent during this season for the mowing and caretaking. The port has just been operating it with a skeleton crew, maintaining and getting ready to transfer, but the dikes and the docks will be a future problem, and both Ms. Cribbens and Ms. Dearth are frustrated and confused that this has not progressed. Commissioner Martizia made a motion to send a strong letter to Coos County Commissioners saying the Port of Bandon feels that it is important that Johnson Log Pond must be managed as a recreation site for the residents of Coquille. If Coos County is not using the pond as that, then Port of Bandon wants the pond back. The deed was tendered to be turned over to the Coquille Tribe as a recreational site. Commissioner Pullen added that he wished the letter to be very emphatic that the pond was to be transferred to the Coquille or given back to Port of Bandon, and continued to second the motion. It was voted and passed unanimously. Discussion continued, all in agreement that this should transpire soon. Commissioner Miller would like a definite date set for this to be done. The date was then set as October 31, 2009. If the deed has not transferred to the Coquille Tribe, the Port of Bandon will get the deed back. Commissioner Miller asked who the lead commissioner on the project is, but it was unknown at this time. Commissioner Pullen was very emphatic that the recreation site remains open to the public or the Port gets Johnson Log Pond back.

President Goddard adjourned the meeting at 6:32pm

Submitted by Trudy Spanier