POG Manager Report 8/17-30

POG Manager Report 8/17-30

+          Attended Coastal Economic Summit in Lincoln City. Acquired locally processed product to take as part of “taste of the coast” reception.

+          Met with DEQ at Summit to discuss status regarding outfall permits. Looks like DEQ may begin the renewal process that will help the Ocean Gold building.

+          Staff fielded lots of questions regarding the apartment and end up renting it to a nice couple. They were alerted that we may be doing upgrades to the building.

+          Received word from Merkley’s office that the Port’s $1.47MM TIGER application was successful. This will focus on the underground utility and road improvements.

+          Received signed contract from Buell’s for storage unit for next year.

+          Working with Bill Cook to meeting with Columbia River Estuary Study Taskforce about preparing a work plan related to the Port’s dredging permit. Scheduled for next Tuesday. Talked to another dredging consultant and mentioned that I’m going to visit with Bill and CREST and see how this relationship may work.

+          Worked with City, Blair Smith (tenant) and Toby Taylor (builder) to facilitate development agreement to cost share system develop charges. Put together with attorney agreements between the Port and tenant and Port and city. Public meetings earlier this week went smoothly and the builder should be able to proceed to the county for the building review.

+          Reviewed agenda and signed up for Oregon Public Ports Association annual conference on September 26/27 in Hood River. Speakers include Matt Garrett, Director of ODOT, and a landlord/tenant attorney.

+          Received and reviewed 60% engineering on wharf project. Forwarded to funding agencies for their input. Received go ahead from Connect Oregon and EDA to begin sending in reimbursement requests.

+          Received occupancy numbers from port transient room tax collectors to be used in state’s economic impact analysis for all ports.

+          Finished peer review of Port of Newport’s SBP checklist for OBDD.

+          Discussions with funding agencies and port attorney about port’s need to adopt a public contracting policy. Basically, the port will follow ORS279 and a simple one page resolution will be adopted formalizing those rules.

+          Management will be attending BOLI wage and hour seminar on Sept. 11 at TBCC. Should be a good lead in before our consultant begins his work in October.

+          Talked to Collin, RV Park engineer, about matching boatwash landscaping, specifically the pavers, fencing and flowers. It might cost us two spaces but it will brighten up that corner of the port.

+          Received names for possible interviewees for the Vision Plan process. Thank you all!

+          Received updated detail for the TPUD joint electrical line running through the back of the RV park that will service both the park and the boat wash. Forwarded to Collin to include in our park plan as Phase I.

+          Confirmed that our HR consultant will be scheduling interviews with port staff in October before hunting season starts! We are anxious for this work to begin.  Continuing to work with staff to educate and train use of weekly time sheet and use of accrued time.

+          Staff updated wait list now that we’ve completed our annual moorage updates. We were able to place 13 new moorage holders and our waiting list is still full.

+          Talked to John at City about Enhance grant presentation for $300k Commercial Ave. project next week in Tillamook. Now that we have the TIGER funds we should be able to justify the local match.

+          Issued Notices to Proceed to Onion Peak for maintenance yard survey and Sheldon Land Clearing for the removal of the old buildings. Work is beginning on the wharf!

+          Began receiving informal quotes for wharf project grant administration. Deadline is Sept. 7^th.

+          Reviewed progress on wharf design with USACE/DSL permits to make sure we’re on track and it looks good.

+          Received several calls from consultants interested in the Grant Administration and Construction Management contracts.

+          Researched and obtained samples of $100k+ construction contracts based upon federal funding requirements.

+          Visited demolition site several times this week to check in.

+          Read review of state’s economic revenue forecast. Still meekly moving on though processed food exports are doing very well.

+          Began drafting my first CO reimbursement request. I want to have all the kinks worked out before receiving our demo invoice so it can be received smoothly. ODOT staff has been very helpful in working with me through the review.

+          Researched old records for contact at Charter. Power lines along Commercial Ave. will be cut in a week or two and the overhead lines removed for the duration of construction. Attended meeting with TPUD to review how lines will be cut to minimize problems during pile driving.

+          Had an interesting discussion with Ken Valentine about the pros/cons of having the CM share a job shack with the General. I think the General Contract will contain a provision that they will provide office space for the CM.

+          After a long conversation with Mark Freeman, OBDD, he offered to review the CM SOW and made some suggestions that I will review with our engineers. Mark didn’t have to do this and it was a generous offer. He provided some great additional insight that will be valuable as we move forward.

CALENDAR UPDATE NEXT WEEK

9/3      Meeting with Maintenance Crew

9/3      Meeting with DLCD State Director

9/4      Meeting with Bill Cook/CREST

9/5      NWACT at POTB

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POG Manager Report 8/10-16

POG Manager Report 8/10-16

+          Meeting with potential tenants regarding business acquisition opportunity.

+          Met with city officials coordinating building permit sign offs for Pacific Rim boatwash.

+          Attended Port Commission Meeting on Wednesday

+          Staff has been extremely busy coordinating visiting boats for the Oregon Tuna Classic. Have 23 guest tuna fishing boats in port this weekend.

+          Wharf project - building demo: submitted notice of intent to award, finalized contract, received thumbs up from state/feds, recommended and received commission approval. Cannot issue Notice to Proceed until the state OK’s “near construction” engineering design. Still waiting for that. Hopefully we’ll get it next week.

+          Wharf project - construction management: received approval to advertise from EDA. Unfortunately EDA is not allowing the port to be reimbursed for grant administration services, which is unfortunate. I’m appealing to EDA to allow for that service to be reimbursed. We’ve dipped into reserves so much that another $40k will be another big hit.

+          Wharf project – survey for maintenance yard: low bidder brought to our attention that the scope only included one tax lot, but the actual project includes two which added to the price. Luckily it was still lower than the next highest bid. Checked with state and feds to make sure we didn’t need to re-issue RFP. Both said it’s not an issue. Still need to get “near construction” docs reviewed by state before issuing NTP.

+          Wharf project – deck demo: added specs to have contractor establish semi-permanent safety fencing that will basically prevent public from accessing the demolition/work area. The building contract will have temporary fencing. Also touched base with USACE to make sure they don’t have a problem with the work; they didn’t as long as nothing falls in the water. HHPR updated all elements brought up by EDA. 30-days between advertising and bid opening may stress our aggressive timeline, but only by a day or two. Pre-bid meeting pushed back from Aug. 21 to Aug. 28. HHPR issued to all public works contracting sites and the Headlight Herald; it’s also posted on port’s website. I know of at least two Tillamook County businesses that are interested in bidding.

+          Had some technical difficulties getting my computer to communicate with the system file server. Thanks to John Luquette for fixing the problem.

+          After talking to grant funders and SDAO, port commission will need to adopt a public contracting policy. Port has traditionally followed state model rules found in ORS 279A,B,C, but the Commission should formally adopt those rules. Primarily housekeeping in nature to come to the Commission in September. (Will also complete another policy identified in Commission bylaws as well.)

+          Reviewed Port of Newport SBP as member of OBDD Peer Review Committee to ensure that port projects are meeting standards set by the Ports Planning & Marketing fund.

+          Helped make a couple of RV park reservations using cheat sheet produced by office staff. This gave me a chance to ask a couple of questions to tighten up the process. Going through this makes me appreciate Jess and Tabitha that much more!

+          Will be carpooling with Shirley Kalkhoven on Monday afternoon to Lincoln City for economic summit.

+          Wage and Hour seminar at TBCC in September.

+          Reviewed, edited and posted Wednesday’s draft meeting minutes.

+          Received material from USACE from Port’s previous dredge permit in 2007. This will be helpful information as we proceed with new permitting process.

+          Asked to help City of Wheeler in interim management and selection of permanent manager. Will follow up with Mayor Burden and outgoing manager Jeff Aparati.

+          Received model Notices to Proceed and Notices of Intent to Award from Ken Valentine. Su

+          Discussed land use issues with city planner regarding our temporary maintenance yard for the wharf. We’ll just need to apply for a land use permit with the new use which is an outright use. If we need it to be there longer, we’ll apply for a conditional use at that time.

+          Read discouraging report about the status of PERS which will be looking to pass more of the costs along to members. Expect another 20% jump in the next budget cycle to the port.

+          Set up meeting with engineer and TPUD for identifying electrical needs on new wharf later this month.

+          Dealt with tenant conflict issues. Looks like things are working out; or at least I can hope!

+          Talked with Oregon Coast Scenic Railroad reps. and city officials regarding impacts on the port’s restrooms. Richard from OCSR was nice enough to bring a couple cases of TP (which he didn’t need to do) and he appreciated the great work that port staff does to keep the restrooms in great shape. I re-affirmed the Port’s support for their presence and called up city officials to make sure that they realized that we are very supportive of the train. There was some concern that the Port was unhappy due to the massive amount of people that use our restrooms, but we’re more than happy to provide clean restrooms for the railroad and riders.

+          Annual moorage upgrades completed. Open slips published on website. Staff began filling slips with folks on the waiting list. Coupled with the OTC, there has been a lot of phone jockeying this week. Jessi and Tabitha have done a great job keeping things moving.

+          Talked with Collin Stelzig, RV park engineer, about changing site plan to match the boatwash site plan, primarily the pavers and planting strip for shrubs (azaleas/rhodies). Will cost the project two spaces, but will be consistent and should really brighten up that part of the port.

+          Coordinated acquiring locally processed products for display and service at the Coastal Caucus Economic Summit in Lincoln City next week.

+          Received some excellent resources from Dave Harlan, OBDD Ports Director, for funding options for dredging and design review ideas from other ports that can be used during commission’s visioning process.

+          Talked to Scott Smith, DEQ Spill Planner, about prohibitions on new or expanded marine fuel facilities. He indicated there are no current prohibitions on new or expanded facilities as long as the amenity is properly contained follow state fire marshal and industry standards.

+          Received building inspection report on apartment and we’ll be making some repairs in the next year. Still showing the property, as there is nothing so serious that would prevent a health and safety issue.

+          Talked to Scott Keillor about SBP update (vision plan). Will be finalizing contract next week.

+          Looking at options to have an American Flag flown over the US Capitol in honor of past Port Commissioners to be placed in the port’s meeting room.

+          Talked to Mark Labhart, Michele Bradley and Mary McArthur about replacing John on the Col-Pac board with Val. Not a problem.

CALENDAR UPDATE NEXT WEEK

8/17    Oregon Tuna Classic

8/19-30          Virgil off

8/19-22          Coastal Economic Summit in Lincoln City

8/20    EDCTC Meeting

8/22-26          David off

8/23    Kevin off

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POG Manager Report 8/3-9

POG Manager Report 8/3-9

+          Phone conference with Collin Stelzig, to review update on RV park status. He will be incorporating PUD trench into our RV park plans.

+          Coffee at Irish’s Mooring with Deb Boone.

+          Schedule pick up of Port’s presentation boards for Dale Buck to take to Salem for the State Fair. Dale does this every year and it’s quite nice of him to include our stuff in the County booth.

+          Wharf Adhoc Committee Meeting on August 7^th. Ken and Steve, HHPR, discussed where we’re at and received some strong feedback on how commercial boats/users will tie up and access utilities. Also discussed alternate deductibles if the bids come in too high. John Luquette represented the Port Commission.

1.       Additional Deck Square footage  (2400 sf on lot 601)

2.       10 ton Crane (at a minimum install a platform for the crane)

3.       Upland piles

4.       Lookout platform piles

5.       ROW improvements (highly unlikely within the current funding and not necessary for the use of the wharf.  The current utilities will serve the project, but would be better for tourist activities and make the site more attractive.)

+          Talked with BOLI about how to calculate accrued leave during the transition between work weeks. The Port changed the work week to start on Saturday (it used to start on Monday) and so there were some calcs that needed to be developed to make sure accrued time was measured correctly.

+          Discussed options of requesting a Section 204 study of using dredge spoils for beneficial uses in Tillamook Bay. This would be a one-time mitigation opportunity between the USACE and National Marine Fisheries to avoid impacts on eel grass. I did discuss the issue with Lisa Phipps, TEP, and she was surprised that there was eel grass in the federal channel. Basically this is a potential grant opportunity to fund dredging (and placement) so it would be worth discussing the opportunity with the Port Commission.

+          Submitted monthly COIV report.

+          Reserved space to attend the Coastal Economic Summit hosted by the Coastal Caucus in Lincoln City later this month, Aug. 20-21.

+          Port staff painted loading zone white by Kelly’s business. Will put loading sign up soon.

+          Helped brainstorm key note speaker ideas for OPPA conference in Hood River this fall.

+          Ordered title report on RV park based upon engineers recommendation to make sure there aren’t any additional easements or encumbrances on property as we move forward on the TPUD utility trench.

+          Shared additional marine infrastructure projects with HHPR to get ideas for keeping construction costs down.

+          Created agenda for adhoc committee and had staff distribute around town. Pulled materials together from HHPR and produced packet for meeting.

+          Continuing to work with staff on filling out weekly time sheets. It’s a learning effort (for all of us) to accurately reflect all the nuances of comp time. I believe staff is making every effort to produce weekly timesheets. It is an additional hassle but it will help management more accurately track accruals.

+          Reviewed Wharf Construction Manager RFP, submitted to EDA/CO and received thumbs up that it looks good. Advertisement date isn’t scheduled until Sept. 26^th but HHPR is discussing the timing of when the contract should start in case the construction bids are rejected.

+          Several conversations with consultants/peers about creating a qualifications-based selection process for dredge consultants.

+          Site visit with Aquarius boat owner to look at possibility of combining crab pot storage. With several folks being displaced with the construction projects, the crab pot lot will be bursting at the seams. We will most likely be allowing some fishermen to store on the parking lot during construction which may restrict parking.

+          Received three informal bids for survey work on the temporary maintenance yard. Wrote bid opening minutes and submitted low bid to EDA/CO. None of the bidders were on the federal debarment list so EDA gave thumbs up. CO stated that they could not reimburse until “near construction” design and budget numbers are submitted. That will happen next week some time.

+          Tom Olsen, director of the Port’s Centennial movie, stopped in for a brief visit. The museum continues to sell copies of the Centennial movie and it’s been a great addition to the county’s video history.

+          Will be talking to Delton Moorage, Hardwood Mill manager, next week about obtaining an easement for the TPUD transformer. There’s an earthen berm on the property line that if excavated could provide a good spot with access for PUD.

+          Finalized changes to boatwash site plan and submitted to city. City staff wants one last meeting on Tuesday to review the construction documents. Port signed off on our portion Friday morning. Toby indicated that he’ll be installing security fencing on Aug. 14^th. Trenching of the back utility line won’t happen until 3^rd week of October so we’ll have time to notice the RV park guests.

+          Will be installing an auto-lock handle on the backdoor. Someone’s been forgetting to lock it!

+          Had bid opening on Wed., Aug. 7^th for building demo contract. Low bid went to Sheldon Land Clearing for $58k to remove the three buildings at 600, 601, 602 Commercial Ave.

+          Will be passing on the PNWA Conference in Portland this year, October 2-4^th. The OPPA Conference is the week before which I will be attending.

+          Received word that our DLCD grant application for the Port’s vision plan was rejected. Developed staff report including a list of budgeted projects that the commission may want to re-prioritize. Did talk to Scott K. and his pricing structure is still the same, but we may need to reschedule dates to avoid the holidays.

+          Received deck demo RFP and submitted to EDA/CO. This will be a more formal bidding document that will be advertised in the Portland Business Journal. EDA will need a week to review the 100 page document but it shouldn’t push our timeline back too much.

+          Meeting set up next week to discuss possible business purchase at the Port and new lease options.

+          Reviewed financial statements and wrote report for packet.

+          Finished last second staff reports and pulled the material together for the commission packet.

It’s been a busy, hectic week and I appreciate everybody that has been working their behinds off here at the Port. We appreciate the support as we juggle the many projects that are currently moving forward.

CALENDAR UPDATE NEXT WEEK

8/13    Boatwash Building Permit Meeting

8/14    Port Commission Meeting

8/15    FACT Meeting

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POG Manager Report 7/27-8/2

+          City Council approved Blair Smith’s rezone.

+          Attended OPPA/Quarterly Ports meeting in Salem.

+          Camp Hosts left for season. New hosts should arrive Sept. 1.

+          Attended NOHA meeting in Warrenton

+          Meeting with Ray Buchegar, ports lobbyist, and Fritz Graham, Wyden’s local field rep., to discuss national policies related to USACE work.

+          Received letter from Vern Sovell discussing cost differential between in-channel disposal (cheapest), Jerry Creasy Way disposal (double) and Kincheloe Pt. disposal (3.5 to 4 times).

+          Soliciting peer input for developing a qualifications-based selection process for a dredge permitting team. Have received almost 20 suggestions, comments. It’s been very helpful.

+          After discussion with EDA/HHPR, the building demo and decking demo will be considered two projects. Worked with HHPR to develop scope of work and review by EDA. EDA suggested exploring second SOW after notice to award of building demo.

+          Meeting with Blair Smith, Toby Taylor, Collin Stelzig, Tillamook PUD to discuss power needs to carwash and RV park. Smith also submitted a cost sharing proposal to the Port which will be reviewed by the commission at their Aug. 14 meeting.

+          EDA/CO agreed to fund a temporary maintenance yard which would be used to house displaced tenants and port maintenance crew. Submitted SOW to surveyors for topo and possible land use maps. Received two quotes; need a third to move.

+          Scheduled meeting with Deb Boone and Val Folkema Wednesday for coffee and catch up.

+          Found Lonnie Hayhurst, an HR consultant who lives here in Tillamook. Has hundreds of clients in California but is able to work from the Oregon coast. Submitted a proposal for interviewing staff and re-writing our job descriptions meeting BOLI and FLSA standards. Could be a good find for the port.

+          Received quote from Local Government Personnel Institute for job description development (same as above). Will report to commission at Aug. meeting.

+          Should hear in September about our TIGER grant.

+          Submitted Quarterly Report #1 to EDA.

+          PNWA asked for an update on a summary of port “needs” at a federal level. Submitted the following:

Port of Garibaldi (Tillamook Bay).  For FY2014, request $56K for annual maintenance dredging support, $659K for boat basin dredging, $70K for ocean disposal site evaluation, $600K for plans & specifications for the S. Jetty repair, $2.0M for repair the root stem of the North Tillamook Bay Jetty and $575K for evaluations relating to the ocean disposal site and CDIP wave buoy.   

Port of Garibaldi.  - Request $1.5 million to complete highway access upgrades for new wharf. -  Consider funding of USCG WAMS for Tillamook Bay entrance  -   Consider funding Section 204 WRDA feasibility of an aquatic ecosystem restoration project for the Garibaldi Boat Basin.

+          Staff followed up with OSMB on confirming final requirements for our $80k boat launch float.

+          HHPR finalized SOW for Construction Management bid and EDA gave thumbs up with a few small edits. Ahead of schedule on this one.

+          Received survey from Todd Chase, who is conducting the state-wide ports economic impact analysis. Submitted statistical data about port: tenants, fish landings, aquaculture, transient room tax, etc. Waiting for follow up questions, but I think we gave them plenty to start work with.

+          Follow up with Kate Groth, USACE, who has offered a 65% grant opportunity for the port to help for the possible mitigation of eel grass replacement in the federal channel. Will discuss with the Port Commission in August. It could be a grant opportunity, BUT I’m not so sure that there’s actually anything to mitigate. The grant is good, but if the 35% local costs ends up costing the same by the time you plant dredge spoils around Tillamook Bay, I’m not sure it pencils out. More to come.

+          Conversation with bath building architect. Finalized building layout with maintenance crew’s input. It will need a once over the structural engineer but should have some planning level numbers shortly. This building will be the heart of the utilities for the park and will tie in to the trench at the back of the park.

+          Staff conducted an exit conference with Mary and Jerry, our camp hosts. They had lots of good suggestions that we’ll be working to incorporate. They did enjoy their time here and people told them that the park has improved a lot since last year.

+          Survey was done to mark corners and it was discovered that the boat wash lease goes 3-ft. into our RV park! We’ll be working with Blair through this issue along with everything else that we’re juggling.

+          Dale Buck came by and offered to take Port’s display boards to state fair. Dale does this on a volunteer basis for the entire county. He is quite the dedicated volunteer to round all the displays up from around the county, set it up in Salem, and hang out there for the duration. Nice work, Dale!

+          Coastal Caucus Economic Summit scheduled for Aug. 20-21.

+          Staff will be blacktopping around the Port on Wednesday.

+          Received signed leases from Blair Smith.

+          Jessi received a tour of the oyster upwelling units. They have not been a bust, but they haven’t been wonderful either. Somewhere in the middle, but enough to keep experimenting. This is quite an entrepreneurial effort and I’m excited that we can provide the upwellers a home as a pilot project.

+         

CALENDAR UPDATE NEXT WEEK

8/5      Meeting with Collin, RV Park engineer

8/7      Wharf Adhoc Committee Meeting with HHPR, engineers

8/7      Bid opening for building demo project

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