POG Manager Report 10/19-25

POG Manager Report 10/19-25

+          Conference call with Mary McArthur and Paul H. (HMM) to discuss scoping issues for the Construction Management and Grant Administration contracts. Received updated scope and contract from Mary, representing NOEA, for conducting Grant Administration work and forwarded to EDA. Had subsequent conversations with Paul and Ron Waggoner about scope and insurance requirements. Hope to have insurance and contract reviewed on Monday for port and EDA review. CM contract having quite a bit more reviews than initially planned. Will share with Bill Sargent.

+          Phone conference with OPPA executive committee to discuss agenda items for meeting on the 29^th.

+          Met with Scott Keillor and Dave Sacomano, vision consultants, who did a site visit, reviewed parking inventory and then conducted interviews with a wide range of community stake holders. Thank you to all the folks that agreed to be volunteered. A summary of the report will be presented. Had a debrief on next steps. The Port will have hearings before the next regular meetings to obtain additional public comment on the Vision Plan. (Nov. 13^th) and the Vision Town Hall Workshop is Dec. 10^th.

+          We lost our past Port Manager Don Bacon last week. His funeral will be Nov. 9th at Waud's funeral home from 1-2PM followed by a gathering at 2:30PM at the Garibaldi Museum. Thanks to Commissioner Luquette for passing the word along.

+         TPUD removed their 3-phase transformer and Charter removed their lines from the last pole on Commercial. Still waiting for CenturyLink to get their line down. The effort caused the Garibaldi Cannery to lose power for basically a day, but the city was nice enough to loan us their generator to hook the cannery back up so that Dave Smith could still be open.

+         Finalized TPUD easement work for the electric line to service RVpark/boatwash. Had some issues related to property line issues between mill and boatwash, but city engineer Blake Lettenmaier was nice enough to rewrite the legals for us to submit to TPUD. Notarized all signatures today and Jessi sent to TPUD. Called Ryan Vandecoevering and issued NTP so he can start boring and trenching at the back of the RV park on Monday.

+         Beginning to prepare for the solicitation of letters from our local government friends supporting the port’s efforts to secure funding for the south jetty. Will be attending the Bay City Council Meeting on November 12^th and the Port Commission is planning to hold their February regular meeting in Bay City.

+         Obtained materials and submitted reimbursement request #2 to both EDA (now that they’re back open) and ConnectOregon. Still working through the federal forms. Hopefully #3 will go smoother. L

+         Coordinated two general construction addendi with port’s engineer Ken Valentine. Bid Opening is next Tuesday and over 70 folks have downloaded specs and plans.

+         Received thumbs up from USACE/NMFS on the amended in-water work permit. We paid for the DSL renewal for this October, but hadn’t received anything yet so left a message. Will send building permit package and check to county next week.

+         We currently have three vessels that are going through the eviction process; it’s questionable whether any of them can pull away from the dock. Talked to the dry dock about getting a disposal quote if things aren’t settled within the next two months.

+         Got a message from Michele Bradley at POTB that someone is looking for a place for the USS Kitty Hawk Aircraft Carrier to call home! http://www.google.com/imgres?imgurl=http://upload.wikimedia.org/wikipedia/commons/7/75/USS_Kitty_Hawk_(CV-63)_port_stern_2007.jpg&imgrefurl=http://de.wikipedia.org/wiki/USS_Kitty_Hawk_(CV-63)&h=183&w=275&sz=1&tbnid=HRnepFaLLD-4CM:&tbnh=133&tbnw=200&zoom=1&usg=__WxAemN453_bnOqIV1EqnMJu-ccs=&docid=slfppr2GowlEfM&itg=1&sa=X&ei=hNtmUrPTD4fu2AXSloHIAQ&sqi=2&ved=0CI4BEPwdMAo

+         Coordinating meetings with TIGER in November.

+         Maintenance Yard installation (by Lumberman’s Park on Jerry Creasy Way) contract started this week and after two days of digging the contractor hit silty clay. Clearly not part of the original contract. Had to get an EDA approved engineer out to review the site and between the contractor and engineer a solution was made. EDA quickly approved the change order and the job got back on track. Yard should be finished by early next week and I can order the temporary fencing. The lot will store any materials needed by displaced tenants on Commercial Ave.

+         Received word from OSMB that the launch float replacement will not be completed this winter. It’s unfortunate, but maybe not such a bad outcome considering everything else that’s going on. The Port will still receive the funding but just not until next spring or summer.

+         City approved the SDC change and Blair Smith settled the balance which completes the extension of the port’s full faith and credit to cover the policy change. A big thank you to the city for moving so quickly on that!

+         Received Lonnie Hayhurst’s Classification Report DRAFT. Circulated to staff for their review. Comments will be collected and submitted for updates and presented at the November meeting for commission consideration.

+         Quite a bit of excitement regarding the Water Resources Bill in the House. Passed with all but 3 votes (bipartisam) and includes a set aside for small ports. I posted more details on this on the Port’s Facebook page, including a tube of Rep. DeFazio advocating on behalf of Oregon ports on the House floor.

+         Completed minutes from last week’s special meeting.

+         Nice write up in BergerABAM professional journal on effectiveness of strategic planning; lots of good Garibaldi references.

+         Continuing to work on excel spreadsheets to accurately track OT/Comp Time.

+         Began preparing for general bid opening on Tuesday. Working on bid tabulation spreadsheet with Ken.

+         Took photos of finished deck demolition and posted to our facebook site.

CALENDAR UPDATE NEXT WEEK

10/21-11/1    Dave on vacation

10/28  Water Test on RV Park

10/28  Kevin’s Dentist

10/29  OPPA in Salem

10/30  Special Meeting

10/30  CM/GA NTP/Contracts

10/30  TIGER Team via phone

10/30  COIV Report Due

10/31  Halloween

11/1    Chris’ Anniversary

11/1    Tabby Off

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POG Manager Report 10/12-18

POG Manager Report 10/12-18

+          Worked on Columbus Day. Port was busy with fishermen.

+          Received four informal bids for the installation of the temporary maintenance yard. John Longfellow Construction, Nehalem, was the low bid at just under $10k. Forwarded qualifying submittals to EDA and received Notice to Proceed. Met with John to sign contract on Thursday.

+          Received scoring tabulations from the committee (myself, Ken Valentine, April from HHPR and Kelly Barnett) for evaluating the six construction management proposals. Entered scores in matrix and invited DayCPM and HatchMottMacDonald for interviews on Wednesday. Called other four proposers and let them know the port appreciated their submission. Commission met with both teams for just less than an hour and spent a half hour deliberating. It was a very close decision but the Commission ultimately instructed me to begin negotiations with HMM. Spent balance of the week coordinating a meeting between Mary McArthur and myself to begin finalizing scope of work.

+          Met with Heidi Luquette, a member of the Ford Family Leadership Institute, to discuss leadership qualities related to the Commercial Ave. Wharf project. Also discussed the clambed stairwell project which was a great community project from several years ago.

+          Completed scheduling interviews for the vision consultant for next Monday and Tuesday. Lots of interest with a limited number of appointment times. Have already received two general public comments for the commission to review. Town Hall session scheduled for December 10^th. Wrote and distributed press release and updated on port’s website. Also sent reminder email and phone calls to those with appointments on Monday.

+          Continue to receive questions and comments from interested bidders for the general construction contract. Based upon federal closure and the number of good ideas coming through the pipeline, HHPR is pushing the bid opening back a week to Oct. 25^th.

+          Began scheduling annual visits to local government groups for support on the jetty system. Also confirmed port commission meetings in RB and BC in December/January.

+          Conversation with Lonnie Hayhurst, port HR consultant. Should be getting draft classification plan ready next week for employee review.

+          Received land use permits for wharf, yard installation from city.

+          Due to issues related to permits with creosoted wood disposal, the contractor will not be able to bring a crusher to the wharf site for making base rock that could have saved money on the yard installation. Had been hoping to save a couple bucks by repurposing the concrete, but it will now be cheaper to truck the material for disposal than to repurpose.

+          Had a water main break at 4:00pm on Friday on Commercial Ave. (Why do water main breaks always happen on Friday afternoon?) Big River contractor and city employees did a great job of digging up the broken valve and getting it closed off. Had to dig quite a hole on Commercial and luckily we were going to be rebuilding the road next year. Thanks to the crews for doing a great job!

+          Have been coordinating a TPUD easement through the mill and boatwash parcels. Looks like the transformer will need to be placed on the boatwash lease hold as the mill does not see a benefit to the location. Sent easements to city engineer who nicely agreed to help rewrite the easement legal description. Hopefully we can get this in place as the trenching for the general service line begins next week.

+          Received and reviewed updated certified values from the county assessor’s office. Summary will be included in next commission packet.

+          Met with officials from Coast Oyster, Pacific’s oyster branch. There is interest in repurposing the red building for increased oyster production facility. The current outfall could be used, but a new intake pipe would need to be installed from the bay side. Luckily, I had a meeting already scheduled with DEQ’s district manager and we were able to meet and get some issues ironed out. Since the water wouldn’t be processed before being discharged, the permitting would be less difficult (similar permitting to Whisky Creek’s process.) Timing couldn’t be better as any utility needs can be accounted into the ROW remodel scheduled for next year. Hope is to have the building up and running by next spring including a handful of new jobs.

+          Received updates from staff regarding two boats that are currently going through the eviction process. Office staff is doing a great job of handling these emotional issues.

+          Discussed various health care funding options with representatives from Arch Cape water and sanitary district. Lots of information swirling around on the new health care requirements and affects to local government employers.

+          Spent some time determining whether Builder’s Risk insurance will be required for the wharf project. Typically this coverage is for something like new home construction where there could be a coverage “hole” while the building is being built and a fire were to occur. Since the wharf is basically concrete and steel, the chance for a builder’s risk event is slim to none. EDA will consider waiving that requirement.

+          After reviewing the TPUD proposal for the joint utility trench, I learned that about $1400 of the bill was for servicing the boatwash’s individual meter. Though the tenant agreed to cost share the main trench, the portion that was an individual benefit to the tenant (that being the line and meter from the transformer to the tenant’s specific building) was not covered. Called tenant and explained that this cost will need to be passed along which we can do on next billing cycle.

+          Addendum #3 on wharf project issued this week.

+          Learned from various sources about the passing of past port manager, Don Bacon, on Wednesday. Informed members of the organization and reached out to his family. Service scheduled for sometime in early November.

+          Conversations with Michele Bradley and Mark Landauer about having next OPPA annual conference in Tillamook County.

+          Put together next reimbursement request for EDA. Included pulling together all invoices and checks along with federal form, summary sheet and cover letter. EDA will review on Monday.

+          Had an interesting series of conversations regarding an individual wanting to drive pile and install their houseboat in Tillamook Bay. There are several reasons why this would be difficult and the guy did talk to some folks at DSL. After a discussion with the city’s land use planner, though, I think he finally realized it would be pretty difficult and the port would most likely not want to get out in front of the issue.

+          Received our insurance renewal information. Good project for next week.

+          Talked to Lonnie Hayhurst, HR consultant, about presentation in November and asked him to bring a proposal for reviewing and updating personnel manual.

+          Fielded several complaints regarding parking. This fall has been one of the most prolific fishing seasons in over a decade. As such parking for trucks and trailers has been at a premium. Many of our tenants have expressed frustration that their customers can’t find space to park. Parking will be a major consideration during the commission’s visioning plan. Every new development takes away from our already limited parking.

+          Scheduled with TPUD for decommissioning the power on Commercial Ave. It will take them a day to get everything down which will affect the cannery. Will be using the city’s large generator to hook it up to the business so they’ll still have power during the downgrade. This is scheduled for Monday. When completed the business will have their original power source but the rest of Commercial Ave. will allow the existing power poles to be removed.

+          The cannery has some dock support issues that could be jeopardized by the wharf project. Talked to engineers about including a minor fix to the general contract to give a little security to the leasehold.

+         

CALENDAR UPDATE NEXT WEEK

10/21  Meeting with CM/GA

10/21  OPPA EC

10/21  RV electrical trench work begins

10/21-22        Vision Interviews

10/23  TIDE

10/23  Jessi back!

10/21-31        Dave on vacation

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POG Manager Report 10/5-11

POG Manager Report 10/5-11

+          HR Consultant interviewed all port employees to update job descriptions, minimum qualifications, means testing. Hope to have classification plan ready for employee review at the end of October and adopted by commission at their November meeting. Consultant, Lonnie Hayhurst, may also help the commission review personnel manual and make suggested changes.

+          Attended Port Commission Regular Meeting.

+          Port had its annual audit. Staff and management assisted Accuity in their review. Conducted exit conference with Commission Treasurer and management to discuss findings. Nice clean audit; nice job administrative staff!

+          Computer consultant working to get finicky software to work. Also went through other software updates.

+          Fielded several inquiries from potential wharf bidders. HHPR issued addendum #2 on Friday.

+          Worked with Ken to prepare scoring sheets for CM proposal reviews. Distributed proposals to Port Commissioners. All scores to be submitted Monday morning.

+          Heard from USACE (not affected by federal shut down) and they concur with the updated design specifications. NMFS has not concurred since NOAA has been shut down.

+          Read Ray Buchegar update on updates from DC. He’s guessing that the closure will last through the 17^th.

+          Received go-ahead from City that it’s completed review of wharf permit application. Will need to be forwarded to County next week.

+          Have been taking photos of demo work and posting on Port’s Facebook page. Have generated several new “Likes” since posting.

+          Gave interview to Headlight Herald on wharf progress and Commission Vision Plan.

+          Began calling and scheduling 15 interviews with community members and the Vision Plan consultant. Should finish up early next week. Reviewed and edited questions from the consultant. Interviews are scheduled for Oct. 21-22 at the Coast Guard station.

+          Received word that the OSMB grant for the new launch float will be delayed due to the shut down.

+          Reviewed Port of Arlington’s System Impact Study Report as part of state-wide peer review committee.

+          Scheduled meeting with Jennifer Purcell and Nina DiConcini, DEQ, for next Wednesday at 2pm.

+          County Federal Funding Priorities for Next Fiscal Year workshop scheduled for January 6^th.

+          Visited Port last Saturday and the line of trucks and trailers waiting to pull out was about a mile long. I was told it’s been ten years since it had been that busy! It’s been a very busy fall fishery.

+          Contacted Delton Moore, NW Hardwoods, and asked him to present some long-term ideas to the Vision Plan as to the mill’s needs. Hoping to hear back as they’re our biggest tenant and an important local employer.

+          Finished paperwork to Connect Oregon so that they can make cash transfer into our account. They had been issuing a paper check.

+          Met with Commissioners on various issues and times.

+          Spent Thursday working with auditors; closed with exit conference with Commission Secretary/Treasurer Luquette. Discussed ACH Payroll review, reporting changes in standards, comp time tabulation issues, formatting changes in new reports, preparing for a single audit (due to federal grants) next year and word that PERS liabilities will need to show on our balance sheets. This year we had ZERO adjustments which is quite a credit to Tabitha and Jessi, our office staff.

+          Contacted yard bidders and asked them to include an alternate for base rock as we may be getting quite a bit for free. That could help brings costs down.

+          Talked to Lonnie Hayhurst, HR consultant, about presentation in November and asked him to bring a proposal for reviewing and updating personnel manual.

+         

CALENDAR UPDATE NEXT WEEK

10/13  Sen. Johnson/Rep. Boone at TPUD 10am

10/14  Columbus Day (office closed)

10/15-28        Dave/Jess vacation

10/14  Yard Bid Opening

10/14  CM Scoring Tabulation

10/14  Ford Family Interview

10/15  staff meeting (cancelled)

10/15  EDCTC Meeting

10/15  DEQ site visit

10/16  CM Interviews at City Hall

10/17  Dentist Appt.

10/17  FACT Meeting

10/18  General Bid Opening

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POG Manager Report 9/28-10/4

POG Manager Report 9/28-10/4

+          Teleconference in Salem to discuss funding/coordinating of south coast ports dredging efforts. Feasiblity studies underway.

+          Received proposals for Wharf Construction Management contract. Received six proposals, all qualifying. Proposals distributed to engineers, grant administrator and myself for scoring. Read all six and scored according to RFP criteria. We’ll touch base next week and see who’s top-ranked.

+          Hosted temporary maintenance yard pre-bid meeting at port office/yard site. After completion, edited comments and issued an addendum based upon input.

+          Received, reviewed and sent to Engineer various comments, suggestions for Addendum #1 for the general contract.

+          Hosted Pre-Bid walk through with approximately 30 potential bidders for the general contract. Good sign for the project. Did alert everyone in attendance that a Notice to Proceed would not be issued until the federal office were re-opened.

+          Talked to Tamara Mautner, Garibaldi Charters, about scheduling building remodel. Should allow us time to prepare scope of work to include the apartment as well. Most contractors are hunting this time of year.

+          Email exchange with Jeff Bennett, attorney who talked at OPPA conference, about landlord/tenant issues. Specifically use of assignment vs. a new lease. An assignment places some continued liability on the previous tenant.

+          Staff helped Scott Keillor draft a press release for Vision Planning effort. Distributed to potential stakeholders, media and posted on port’s website, Facebook page and manager’s blog. Press release explains pressure placed upon limited port property and reviewed schedule and opportunities for public input and comment. Began calling stakeholders to schedule interviews for October 21-22. Good response so far.

+          Prepared one-page fact sheet of Port’s transportation issues for meeting at the Port with Sen. Johnson and Gov. Kitzhaber’s transportation policy advisor, Karmen Fore. We discussed the Port’s (1) wharf project being funded by Connect Oregon and EDA, (2) Commercial Ave. road improvements funded by TIGER, (3) USACE/State funding opportunities on the Tillamook Bay Jetty system, and (4) recapitalization of the Marine Infrastructure Navigation Fund (MINiF) to help dredge the Port’s boat basin. MINiF is the only opportunity for local governments to obtain funding for dredging of non-federal assets. The statutory language was changed last session to allow funds to be used in federal channels that need dredging as well. Others in attendance were Mary McArthur, Dan Biggs, Val Folkema, Bob Browning, Mark Ellsworth, John Helm.

+          Talked to Stan Good, EDA, on October 1^st to find out status. He was furloughed at noon on the 1^st and not sure when we’ll talk again. I did get formal recognition from Stan that he had received our quarterly report.

+          Heard reports that a Boeing 787 was flying low (500 feet) southbound above Tillamook Bay on Monday. Training effort, we hope?

+          Shared plans for new shower building with Irish’s Mooring specifically distance between buildings. Agreed to add 7’ for access to their concrete pad in back of building. Just need to confirm with Maintenance Crew that building has enough storage for future RV park needs (lawnmower, etc.)

+          Dropped off three sets of wharf construction specs at City Hall for land use plan review.

+          Scheduled annual commission meeting visits to Rockaway and Bay City. Also reserved Garibaldi City Hall for Vision Town Hall Meeting on December 10^th.

+          Continuing to work through staff time off, vacations and colds. It’s been a crazy week. Saturday when I drove through the port, there was a line of trucks and boat trailers up Mooring Basin Dr. all the way back to the Port Office waiting to use the boat launch.

+          Wrote summary of affects on Port projects due to the federal shutdown and distributed to Merkely, Wyden and Shrader’s local reps, OPPA and PNWA. Shared staff report with commission.

+          Received six proposals for Construction Management services. Two engineers from HHPR, Mary McArthur and myself will be reading, reviewing and scoring the proposals based upon criteria in RFP. Main criteria are experience and approach to project. There are three proposals that really stood out and one in that group that had a few more marine projects. Looking forward to comparing scores early next week.

+          Hosted Pre-bid meeting with local contractors (4 showed up) for the temporary maintenance yard installation. Will be installing 10,000 sf maintenance yard and capping the top of the overflow parking lot for use during the wharf construction project.

+          Sent staff to look at storm drainage issue on So. Sixth. Fielded complaints about localized flooding.

+          Invited to New Nehalem City Hall grand opening later on this month.

+          Was scheduled to meet with CREST in Astoria to begin looking at contracting for sediment testing analysis for our dredging permit, but had to cancel due to sickness.

+          Completed the city’s demolition permit application for the decking.

+          Received final architectural and structural engineering quote for the RV park bathhouse. Will put in front of commission for approval next week.

+          Conversation with Glen Kearns, port auditor, about the port’s general fund “loaning” un-appropriated cash to the wharf fund to cash flow the deck demolition project in the case of the federal government shut down lasts longer than a few weeks. The commission can approve such a resolution if it’s paid off within a year. Could be necessary BUT we’d have to make sure that the federal grant money was actually still there otherwise we could be dangerously low on our cash reserves.

+          Completed stakeholder survey evaluating NW District of DEQ. They’ve been very responsive over the years when I’ve had questions and Jennifer Purcell has been extremely helpful getting to the right people.

+          Staff is working on completing ACH documentation for Connect Oregon grant funds for automatic deposit.

+          County will begin setting a date for the federal priorities workshop probably in January.

+          Received quote for TPUD work on the transformer work for boatwash/RV park. Looks like it will be $30k in addition to the $11k to have the trenching and vault installed.

+          Might have a nibble on our old Kyocera network printer. Make us an offer!

+         

CALENDAR UPDATE NEXT WEEK

10/7    Job Description Interviews

10/9    Port Meeting

10/10-11        Auditors in Town

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