PORT OF ORCAS
Minutes of the Regular Meeting
November 28, 2001
Call to order and confirmation of a quorum
The meeting was called to order at 2:05P.M. in the Port conference room by Bob Gamble, Chairman. A quorum was present. Attending were: Bob Gamble, Steve Hopkins, Pete Walmsley, Al Edwards, Gary Abood, Duane Lunde, Bea vonTobel, Ulanah McCoy, Andy Nelson, Morgan Smith, Frank Cantwell, John Abbenhouse, Errol Speed and Curt Johnson.
Approval of minutes
Walmsley moved, Hopkins seconded approval of the minutes of the November 8, 2001 Regular Meeting as corrected, and the motion was unanimously carried.
Public access time
Morgan Smith apprised the Commission that he was interested in the hangar development project. Written communication placing him on the hangar waiting list was already on file.
Communications and Airport Manager's Report
The Airport Manager presented communications from:
1. San Juan County Assessor (re I747)
2. Coldspring Pumps (re sanitary easement)
3. Nation Air (re wildlife perimeter fence and renewal coverage)
4. FAA/Jeff Winter (re wildlife fence negotiation process)
5. WSDOT (re airport inventory).
Regarding #2, the Airport Manager was authorized to move forward with completion of paperwork for granting the easement, which Chairman Gamble will sign and have notarized. Discussion of items #3 and #4 were postponed to Unfinished Business #1.
The Airport Manager reported on:
1. Washington State Aeronautics Airport Aid Application
2. Winterization of facilities and vehicles;
3. Measures taken to keep Port expenditures at a minimum
4. Status of deer deterrents (to be discontinued December 1, with spot checks through mid-December).
Operational Issues
Commissioner Abood voiced concern about insurance coverage for non-Port vehicles on Port property for deer hazing. Chairman Gamble replied that the issue had already been researched by the Airport Manager and coverage was confirmed.
Commissioner Abood asked what kinds of communications were screened out by staff and not shared with the Commissioners. The Airport Manager explained that "junk" mail was recycled, and all other communications not presented at meetings (i.e. routine office accounting and survey requests) were processed and filed, available for Commissioner review upon request.
Unfinished Business
1. Wildlife perimeter fence project: W& H Pacific negotiations status (11/27/01 meeting). The Airport Manager distributed copies of:
1. short form contract for the project
2. scope of services
3. fee schedule
4. fee estimate
5. fee estimate summary (figures corrected during meeting)
6. anticipated project schedule
7. W& H key personnel for project
8. FAA requirements for consultant services contracts.
During discussion, it was noted that the original estimate had been lowered by approximately $37,000 as a result of the meeting with W& H Pacific on November 27th. Abood moved, Edwards seconded approval of the contract with W&H Pacific in the amount not to exceed their estimate of $214,259.00 for consultation, design and construction administration of a wildlife perimeter fence for the Orcas Island Airport, and the motion was unanimously carried.
The Airport Manager was instructed to notify Nation Air and the FAA (letters presented during the Manager's Report) of the Port action in the above motion.
2. Hangar land: results from availability advertisements and notices.
The Airport Manager provided information regarding the newspaper advertisement and the letter to the 21 persons on the hangar waiting list advising on the availability of the hangar land for development. Letters from Malcolm Goodfellow and Morgan Smith were presented. The Airport Manager also reported that Jake Boyd and Alan Wilcox are still on the wait list. Questions were fielded regarding the estimated cost for the site preparation. Other interested parties had also expressed interest, either verbally or in writing. Commissioners Gamble and Hopkins, Commissioners-Elect Cantwell and McCoy and the Airport Manager were scheduled to attend a meeting with Bob Waunch and Doug Smith on December 3rd at 9:00 A.M. to discuss proposals by the latter.
3. Master Plan Update: report from 11/26/01 meeting with Bucher Willis & Ratliff. Commissioners Edwards and Hopkins presented a summary of the meeting, in which they noted that an update of the Master Plan would provide many benefits for use in both physical and financial planning for the next 5-20 years. Commissioner Hopkins questioned the concept of updating the plan now. Chairman Gamble provided a brief history of why the Master Plan was scheduled to be updated (institution of a PFC). It was noted that if there was a reduced scope of service, the cost would be less; also noted was the input sought from the general public about their views of the future of the Airport. Walmsley moved, Abood seconded tabling of further contract discussions with Bucher Willis & Ratliff until the January 10, 2002 Regular Meeting, and the motion was unanimously carried.
4. Airport Manager Subcommittee report: pay policy and recommended 2002 pay rate. The subcommittee of Commissioners Edwards and Hopkins had previously distributed evaluation forms to the other Commissioners (none were returned) and met with the Airport Manager to discuss their evaluation of his performance and a recommended 2002 pay rate. Edwards and Hopkins recommended that the current pay range of $30,000-$42,000 be changed to $32,000-$45,000 to create equity with other similar County and airport positions. They also recommended that the Airport Manager be granted a $1,000 raise plus a 3.3% CPI adjustment, making a total compensation for 2002 of $43,512, which is a 5.76% increase over 2001. Commissioner Walmsley reiterated his past position that the National CPI should be used instead of the Seattle CPI. Approval of the compensation package was postponed until the next Regular Meeting, pending return of the evaluation forms from those Commissioners who had not done so.
5. WPPA Small Ports Seminar (November 2): report from Commissioner Abood. Abood reported that approximately 70 people had attended the seminar, and the sessions which he attended dealt with: dealing with the public and the media; public works contracts; insurance; retention/drainage issues; analyzing economic issues; and Open Public Meetings law. Commissioner Abood reported that he had gathered approximately 80 pages of material which he planned to distribute copies to all other Commissioners. Chairman Gamble stated that copies were unnecessary and requested that he leave the materials with Port staff to be filed.
New Business
1. Operations Assistant evaluation and recommended 2002 pay rate. The Airport Manager presented a memorandum (11/13/01) which outlined the evaluation, position pay range and pay rate recommendation. After discussion, Hopkins moved, Edwards seconded approval of the hourly pay rate from $11.84 to $12.67 per hour. The vote was: Gamble, Hopkins, Edwards yea; Abood, Walmsley nay. The motion was carried.
2. Orcas Island Airport Rules and Regulations: draft of update and original.
The Airport Manager discussed the process of creating the revised draft of the Rules and Regulations (memorandum 11/23/01). Because of the additions, changes and reorganization, it was noted that a careful reading was mandatory, and the Commissioners postponed any action until the December 13, 2001 Regular Meeting.
3. Reduction in Operations Assistant's hours; staff vacation schedules.
The Airport Manager presented a memorandum (11/21/01) relating to these items, and explained that the reduction in weekly hours was in accordance with the Port's job description for the Operations Assistant. After discussion, Edwards moved to maintain the Operations Assistant's hours at the current level. The motion failed due to lack of a second.
Approval of Payroll
Abood moved, Hopkins seconded approval of the November payroll in the amount of $5,963.42, and the motion was unanimously carried.
The Airport Manager noted that errors were made on the Commissioner's pay and would be corrected on the December payroll worksheet.
Next Meeting and Adjournment
The next regular meeting of the Commission was scheduled for 7:30P.M. December 13, 2001 in the Port conference room.
The meeting was adjourned at 4:15 p.m.
Steve Hopkins, Commissioner and Secretary
Minutes prepared by Bea vonTobel, Operations Assistant