POG Manager Report 11/16-22

POG Manager Report 11/16-22

+          Met with Mill Manager, Delton Moore, and City PWD, Blake Lettenmaier, to review storm drainage issues related to the log yard. Mill is trying to isolate all run off in a singular collection point.

+          Held two-hour Preconstruction Meeting with the Port’s engineers, construction managers, grant administrator and contractor. Matt Jackson from Hatch Mott will be our on-site construction manager and will be representing the port on the project. I believe that we have extremely competent and professional consultants/contractors on board. I will slowly be handing over the reigns to Matt to running the show on Commercial Ave. (OK, maybe not so slowly!)

+          Staff participated in hazardous materials training for about an hour on Thursday.

+          Participated in OBDD peer review committee to determine if the Port of The Dalles SBP was an appropriate use of the Port Planning & Marketing Funds.

+          Received approved pay request #3 from EDA; also received #2 ACH funds from EDA.

+          All past earned leave spreadsheets built and working. Looking to develop spreadsheets for the rest of the current fiscal year.

+          Worked on the TIGER grant draft contract. Will finish next week. Part of the agreement will be references to engineering. We won’t be able to use our current engineers, HHPR, but will have to pursue public contracting to qualify a new engineering team. ROW/utility work will need to start in August 2014 or so.

+          Met with Morgan Engineers to see if Justin can help prepare an RFQ for engineering services for the TIGER road improvements. The RFQ would be used to allow the Port Commission to select an engineer for the road and utility upgrades. Will meet with Onion Peak Designs next week to get a comparable quote.

+          Received and reviewed dozens of submittal sheets for comment from Hatch.

+          Invitation to attend Port District relinquishment of command ceremony for the USACE. Col. Eisenhauer is giving up command to Lt. Colonel Pratt on 4 Dec.

+          Started working on December regular agenda. Made sense to reschedule December meeting after the Vision Workshop.

+          Pulled together all the grant reimbursement information for EDA/CO and forwarded to our grant administrator, Mary McArthur. We will be working with Hatch and Mary to develop internal procedures to ensure that our reimbursement requests are processed quickly so we can pay our contractors.

+          Had to download lost website software, recreate identification and update Port’s website. It’s been a little tardy but minutes and policies are updated.

+          Received maintenance manager’s documentation for the forklift rental from United Rentals which the port is using to relocate wharf tenants. The rental is reimbursable as a “relocation” expense. Information was approved by EDA. The biggest item moved was a refrigeration container unit. Luckily Bergerson will be able to utilize the electrical panel for their equipment.

+          Finalized BergerABAM review of Design Charette “Vision” Open House agenda. I think it’s been well thought out and should respect people’s time but still let them judge the amount of involvement they want to put into it. Rescheduled regular meeting (normally scheduled on Wednesday) to follow the open house and conserve commission time.

+          Developed fliers to distribute in Port District and Tillamook promoting the Vision Plan Open House. Prepared press release for local media and followed up with Sayde Moser, Headlight Herald editor. Port will buy quarter page ad in the Dec. 4^th paper promoting the event.

+          Also submitted quick sidebar to the paper on the status of the wharf construction… “Starting this last week of November, the contractor, Bergerson Construction, will be mobilizing their equipment.  Construction Management will be provided by Hatch Mott MacDonald who will have a representative on site full time during the pile driving phase of the construction.  This will be an active construction site and for safety reasons the public will not be allowed into the construction zone.  The Port of Garibaldi will be setting up a kiosk across the bay at the end of Jerry Creasy Way to serve as a view point of the construction site.  The Port will periodically update the information in this kiosk to provide details of the project’s progress and activities.  The public should expect more traffic than usual on So. Seventh St., Mooring Basin Drive and Commercial Avenue during the construction and especially when trucks are delivering materials to the site. Trucks will be transporting hundreds of 110' piling starting the first week of December.  Bergerson will be providing flaggers and cones when necessary to facilitate smooth and safe traffic operations. The Port appreciates the public's patience during the next nine to 18 months.” Posted on Port’s Facebook page as well.

+          Watched the Ebel Family move their house barge from the Old Mill Marina into Crab Harbor for the winter. I don’t think I’ve seen anything like this before in Tillamook Bay!

Ebel's House Barge Passing the Fishing Dock

House Barge Heading to Crab Harbor for winter.

+          Working with Tech4 Computers to establish a cloud-based back up of the Port’s file servers and individual computers. After my hard drive crashed last week , it was a wake up call to get this task completed.

+          Reviewed city’s audit of RV park water infiltration issues primarily with the sewer drops. The port will be working to cap all open sanitary conduits before rains come back.

+          

CALENDAR UPDATE NEXT WEEK

11/25 Onion Peak RFQ development

11/25 Bergerson Continued Mobilization

11/27 Kevin’s Off

11/27 TIDE Meeting

11/28 Thanksgiving (Closed Thursday and Friday)

POG Manager Report 11/9-15

POG Manager Report 11/9-15

+          Attended Don Bacon’s memorial. Tim Josi, Betty Thomas, Sherry Newman and Carol Brown did a great job remembering my predecessor.

+          Veteran’s Day (office was closed but came in to get caught up on a few things)

+          Staff met with SDAO risk management representative. We’ll be working on getting our safety manuals and training updated to reflect new standards from our insurance carrier.

+          Attended Bay City City Council meeting to give an update to the city on the wharf/grant projects. They unanimously agreed to sign a letter of support for the continued lobbying effort of the south jetty repair as well.

+          Attended and helped the commission through their monthly meeting. This month included a hearing on the commission’s vision plan (update of their Strategic Business Plan), approval of a new Classification Plan (job descriptions), and award of the final three wharf contracts (general construction, construction management and grant administration).

+          Meeting with Delton Moore and Jeff Stoddard, NW Hardwoods, regarding renewal of their lease. We had an interesting discussion of the port’s vision planning process and both were very interested in looking at ways to provide interpretative opportunities for tourists while also increasing safety around the access points into the mill. I invited both of them to attend the Port’s workshop on December 10^th and they indicated that they will attend.

+          Phone conference with Scott Keillor and Dave Sacamano about the Town Hall meeting on December 10^th. They’re going to prepare an agenda and process for the public to engage the architects. This will be distributed to the media next week to encourage the public to attend.

+          Tuesday morning I arrived to my computer with a frozen hard drive. Luckily 85% of my stuff is backed up on our file server, but I did lose archived email. I was told that I would have to send the computer to be repaired and would most likely be without it for ten days. Unacceptable! I ended up having to drive in to Washington Square and ended up receiving an entirely new computer. It blew an entire day and it took a good chunk of the rest of the week re-installing software and getting things back on track. Clyde Wagner was a big help getting things set up.

+          Spent time coordinating three sets of attorneys (Port, EDA and HatchMott) to get the contract finalized in time for the commission meeting.

+          Completed reimbursement request reports and submitted to ConnectOregon and EDA. Includes original approved invoices, signed checks, report totaling invoices and percentage paid by each funder. Once approved the grant funds are deposited directly into our bank accounts in about two weeks.

+          Office staff completed the SDAO Best Management surveys for the office, manager and board. This is an annual review that provides a reduction in the port’s insurance premiums.

+          Received Notices to Proceed from EDA and forwarded to Bergerson, NOEA and HatchMottMacDonald. Our wharf project team is in place!

+          Wharf building permit review has been completed by the County and is ready for Bergerson to pick up.

+          Designing carbonless weekly time slips to be printed by Coast Printing. Trying to make the weekly time accounting as easy as possible.

+          Scheduled quarterly county managers get together for early December. This is an opportunity for public administrators here in Tillamook County to socialize and exchange best practices and solutions for various things that come up.

CALENDAR UPDATE NEXT WEEK

11/18   Meeting with Mill, City re: water treatment

11/19   Wharf Preconstruction Meeting

11/19   Staff Meeting

11/19   EDCTC Meeting

11/21   FACT Meeting

POG Manager Report 11/2-8

POG Manager Report 11/2-8

+          After last week’s water leak in the RV park, the crew did a water leak test. Good news is that the water loss was halved, but we’re still a far cry from getting everything sealed up. We’ll be continuing to monitor the RV park.

+         Attended NOHA meeting in Tillamook.

+         Meeting with Dave Olson, John O’Leary and Blake Lettenmaier about TIGER project on Commercial Ave. There was agreement to pursue a more traditional Design/Bid/Build contract due to the relative simplicity of the project. The Port will have to develop a QBS selection process to hire an engineer. (We can’t just use HHPR.) The engineer of record will get the design to 100%, develop the bid process and help with the selection process. The City is willing to provide Construction Management services as Blake is a licensed engineer and will be regularly on site. I’ll be calling TIGER folks and see if they have a problem with this approach next week.

+         Did get word from TIGER that the Port will need to finalize its scope but that it appears to be categorically excluded under NEPA which is a good thing!

+         Asked to serve on an Oregon’s Planning Conference panel for next spring in Portland with Scott Keillor and Todd Chase. Should be good visibility for the Port of Garibaldi’s planning efforts.

+         Scheduled a Pre Construction meeting with Port’s wharf team here on November 19^th. Talked to Greg about how much space he needs to mobilize. Port will be clearing out the port’s yard, Tim Thomas’ yard and the Pac Oyster yard. The Swellrider yard will not be needed.

+         Pulled together several submitted items for the Commission’s vision plan. It’s great to see people are willing to share their ideas with the Port.

+         Received approval from EDA on the Port’s selection for the General Contractor. They OK’d the Commission signing the contract with Bergerson, which will be done at the meeting next week. Issued Notice of Intent to award to Bergerson.

+         Continuing to make progress on updating time sheets and re-entering hours.

+         Reviewed staff comments on Classification Plan with Lonnie Hayhurst, the Port’s HR consultant. He’ll attend meeting to further discuss. Drafted two resolutions as well: (1) a resolution adopting the Classification Plan (job descriptions); and (2) a resolution amending the personnel rules to reflect classification changes. The Maintenance Manager had been an exempt position, but the consultant’s evaluation has determined that the position should be considered “non-exempt” and eligible for overtime. Based upon this evaluation, the personnel manual will need to reflect this change. I appreciate staff’s willingness to work through this issue and I think once the policies are adopted and the OT settled, we should be able to focus on the day-to-day activity. Resolutions have been sent to Bill Sargent for his review.

+         Received final signatures for the transfer of the Tillamook Bay Boathouse Lease to the Tillamook Bay Tuna Club. Lease takes affect on Nov. 15^th.

+         Meeting with Diana Walker/Matthew Jackson, HMM, about agenda for Pre-Con meeting including issues related to public interaction of the site, promoting the project and engaging the port board. Also discussed Traffic Plans and permitting issues. Matt Jackson will be the public/commission contact for the project.

+         Continuing to respond to questions regarding General Construction bid results. Now on website.

+         Met with Delton Moore/Roby Lane, NW Hardwood Mills to discuss issues related to the electric transmission line. Will need to update their lease to reflect location of joint transformer.

+         Check in with Mike Carlson, who is the guy who was trying to preserve the old life station in barview a couple of years ago. He was interested in the Pier’s End and the 101 station in Garibaldi. He has quite an interest in these older structures.

+         Conversation with Paul Daniels, Port Commissioner, about changing specs for the 5-ton knuckle crane. Forwarded concept to Bergerson for further details. I’m reluctant to begin with change orders before anything has been mobilized but the more information the better. (We have over $200k in contingencies, but the length of piling is a concern to the engineers and we simply don’t know about issues that are unknown to us at this point.) The Commission may want to discuss how it wants to approach initiating change orders and changing the design originally scoped by the adhoc committee.

+         Began receiving bond and insurance paperwork from Bergerson and subs for the general construction contract.

+         The Port was the first room tax collector (public or private) in the county to sign up for the County’s online disbursement. The County did a good job of testing their website before making it live.

+         Received and reviewed NWACT/ColPac/NOEA packet. Meeting scheduled for Nov. 14^th at POTB. NOEA will be providing the grant administration for the wharf project and the IGA/contract will be on their agenda for approval.

+         Reviewed state-wide election results from League of Oregon Cities website.

+         Completed review of financial report and wrote monthly financial analysis for board packet.

+         Discussion with Commission Chair about Port’s annual lobbying trip to Washington DC. We’ve been cautioned that there could be another federal shut down early in the new year when the Port normally goes. It’s been a great civics lesson for our commissioners, but we also have very good local reps here on the north coast (Katie Gauthier for Merkley, Fritz Graham for Wyden and Megan McKibben for Shrader.) In the past these trips have been helpful during eras of ear marks but those have been banned for the last few years. The Port has been awfully successful, however, on federal grant awards (US Commerce and TIGER) and that might be enough to schedule a trip. Let’s hope the Hill is open for business after we make our plans!

CALENDAR UPDATE NEXT WEEK

11/9    Bacon Memorial

11/11  Veteran’s Day (office closed)

11/12  SDAO Risk Assessment

11/12  Bay City City Council Meeting

11/13  Port Hearing/Meeting

11/14  NOHA Luncheon in Warrenton

11/15  Meeting with Mill Management

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