PORT AND HARBOR ADVISORY COMMISSION                                                                    UNAPPROVED                                                                                                       

REGULAR MEETING                                                                                                                                  

DECEMBER 17, 2008

 

Session 08-12 A Regular Meeting of the Port and Harbor Advisory Commission was called to order at 6:05 pm on December 17, 2008 by Chair Otto Kilcher at the City Hall Cowles Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.

 

PRESENT:                     COMMISSIONERS ULMER, HARTLEY, MARTIN, KILCHER

 

ABSENT:                       COMMISSIONERS VELSKO, HOGAN, CARROLL (EXCUSED)

 

STAFF:                          PORT & HARBOR DIRECTOR HAWKINS

                                    DEPUTY CITY CLERK KRAUSE

 

APPROVAL OF THE AGENDA

 

Chair Kilcher requested a motion to approve the agenda. He recommended that the Budget items be removed since Commissioners Hogan, Velsko and Carroll were not present.

 

ULMER/HARTLEY – MOVED TO AMEND THE AGENDA BY RESCHEDULING ITEM A, UNDER PENDING BUSINESS, PORT & HARBOR BUDGET REVIEW AND Q & A WITH FINANCE DIRECTOR HARVILLE TO THE MEETING ON JANUARY 28, 2009.

 

There was no discussion.

 

The amended agenda was approved by consensus of the Commission.

 

PUBLIC COMMENT REGARDING ITEMS ON THE AGENDA (3 Minute Time Limit)

 

Chair Kilcher explained for the benefit of the Homer High School students attending the meeting the opportunity for the public to comment on any item on the agenda at this time.

 

There were no comments.

 

RECONSIDERATION

 

None.

 

APPROVAL OF MINUTES          

           

A.                  Regular Meeting Minutes of November 26, 2008   

 

Chair Kilcher requested a motion to approve the minutes.

 

ULMER/HARTLEY – MOVED TO APPROVE THE MINUTES AS CORRECTED.

 

Commissioner Kilcher pointed out the error in the attendance record stating that Commissioner Hogan was present when he was absent. Commissioner Martin noted that Commissioner Velsko was not shown in the attendance record.

 

The corrected minutes were approved by consensus of the Commission.

                                                             

VISITORS        

 

None.


 STAFF & COUNCIL REPORT/COMMITTEE REPORTS/BOROUGH REPORTS

(Chair set time limit not to exceed 5 minutes)

 

A.                  Port & Harbor Director’s Staff Report – December 2008

 

Port & Harbor Director Hawkins reviewed his report and asked for any comments or questions.

 

There was a brief discussion on a vessel nearly sinking; theft of gas by siphoning; conditional use permit application by the Fish Factory to allow a onsite caretaker dwelling; the Seldovia Native Association’s fast ferry is currently being built and will arrive in June or July; agreement was reached with the Association and the City on JJ Float. Ideas are being discussed regarding leasing of Lot 21; the use of an existing ramp would not be signed off by any engineer due to its condition. This ramp will be sold at auction/equipment sale but cannot be used or sold by the City as a ramp; possible equipment that will be listed on the surplus equipment sale this year; larger crabbers coming in and will stay until salmon runs start; follow-up was performed to figure out what was going on with the water bills. It was found that the rate used as a multiplier was incorrect; this was in the favor of the Harbor.

 

There was no further discussion.

 

B.         Lease Committee Report

 

None.

 

PUBLIC HEARING (3 minute time limit)

 

None.

 

PENDING BUSINESS

                                     

A.                  Port & Harbor Budget Review                                                                   

a.       Question and Answers Session with Finance Director Regina Harville

 

Postponed until the January 28, 2009 meeting.

 

There was a brief discussion on the graph contained in the packet regarding revenues and retained earnings. Port & Harbor Director Hawkins stated that the graph does not depict the correct figures. This was due to the earnings over the summer. Actual figures are better than depicted in the graph due to the increased revenue.

Questions presented by the Commissioners were:

Between 2006 & 2007 approximately $400,000.00 was taken or lost from the retained earnings. Where did these funds go? There was a brief discussion on the retained earnings and if there is a retained earnings account; 2008 revenue amount is over what was budgeted and will be deposited into the retained earnings account.

In response to a question asked by Commissioner Hartley regarding improvements, Port & Harbor Director Hawkins responded the funds would come from the depreciation reserves.

The Commissioners agreed that they would be interested in a full accounting of the retained earnings account.

 

Commissioner Ulmer recommended proceeding to the next item since it was agreed to postpone this item to the next meeting.

 

Chair Kilcher explained for the benefit of the students present the reason behind the discussion on the budget.


           

b.         Determine Item Review Schedule for Monthly Agenda

 

Chair Kilcher requested a motion to discuss.

 

MARTIN/ULMER – MOVED TO DISCUSS.

 

There was no discussion.

 

Motion approved by consensus of the Commission.

 

Commissioner Ulmer requested the Clerk to explain this topic to the Commissioners and why it is on the agenda. Deputy City Clerk Krause explained that the Commission agreed at the October meeting be more involved with the Budget process and to break down the budget and discuss each topic at the monthly meetings starting with the January meeting with Finance Director Harville giving a Government Accounting 101 class. She further explained that they had agreed this would prepare them when City Council starts working on the 2010 budget in the fall of 2009. She offered an example such as putting the topics in a general agenda (outline) such as Revenue and Expenses and then proceeding to break down those main topics such as what is the revenue, what new could be added to bring in revenue; she offered to provide a draft agenda for the January meeting for approval.

 

Chair Kilcher stated that the Commission would be better educated if they postponed discussion until the January meeting with Finance Director Harville.

 

ULMER/HARTLEY – MOVED TO POSTPONE TO THE NEXT MEETING.

 

There was no discussion.

 

VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.

 

Motion carried.

 

B.                   Dedicated Sales Tax Funding                                                                    

            Review of recommendations and discussion from November meeting.        

 

MARTIN/ULMER – MOVED TO DISCUSS.

 

It was noted that Commissioner Velsko who brought this issue to the agenda was not present.

 

VOTE. NO. ULMER, MARTIN.

VOTE. YES. KILCHER. HARTLEY.

 

Motion Failed.

 

ULMER/ KILCHER - MOVED TO POSTPONE UNTIL COMMISSIONERS HOGAN AND VELSKO ARE IN ATTENDANCE.

 

MARTIN/HARTLEY – MOVED TO AMEND THE MOTION TO READ POSTPONE DISCUSSION UNTIL BOTH OR ONE OF THE COMMISSIONERS HOGAN OR VELSKO ARE PRESENT.

 

There was no discussion.

 

VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.

 

Motion (amendment) carried.

 

VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.

 

Motion (Main motion) carried.

 

C.                  Strategic Plan – Goals and Projects

 

There was a brief discussion regarding how to determine what to include in a strategic plan. Chair Kilcher confirmed with the Clerk that the Commission could appoint a Committee, which would be directed to draft a strategic plan and bring the draft plan to the next meeting. It was suggested that they each take it and review and discuss at the next meeting. It was recommended that input was needed from all members of the Commission to complete a strategic plan. Discussion evolved into having a worksession instead of forming a committee.

 

HARTLEY/ULMER – MOVED TO HAVE A WORKSESSION BEFORE THE NEXT MEETING AT 5:00 P.M.

 

There was no discussion.

 

VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.

 

Motion carried.

 

NEW BUSINESS

 

None.

 

INFORMATIONAL MATERIALS

 

A.                  Harbormaster’s Monthly Statistical Report for November 2008                   

B.                   Weekly Crane and Ice Report                                                                 

C.                  Deep Water Dock                                                                                                          

D.                  Pioneer Dock                                                                                         

E.                   Pioneer Dock Ferry Landings                                                                               

F.                   Memorandum to Lease Committee Re: Harbor Enterprises Leases               

G.                  Resolution 08-123 Changes to Port Tariff and Fee Schedule for 2009

H.                  Commissioner Attendance Schedule for Council Meetings 2009

I.                    Resolution 08-121 Meeting Schedule for 2009                                                      

 

Commissioner Ulmer commented on the level of public assists for 2007 compared to 2008. Chair Kilcher did speak with Port & Harbor Director Hawkins regarding the Harbor Enterprises Leases. Port & Harbor Director Hawkins distributed a copy of a letter, dated November 20, 2008 regarding compliance issues with both leases, proposed amendments and requesting responses in writing with the appropriate signature from Harbor Enterprises.

Discussion ensued on the points in the letter and that the lease benefited the vendor more than the City; that these are established leases coming up for extension; the likelihood the vendor will get the extensions. Port and Harbor Director Hawkins held the opinion that amendments costing more money would be a hard sell.

The discussion then turned to what the standard lease encompassed; and that renewal of these leases does not preclude additional fuel float leases, just not in the same area. It was agreed by the Commission that competition was needed and should be looked into by the City.

 

Commissioner Martin requested information on the increase in certain fees such as waste oil; moorage fees, dock fees, crane fees, ice, etc.

 

There was no further discussion.

 

COMMENTS OF THE AUDIENCE

 

There was one comment regarding the disposal of the waste oil received.

 

COMMENTS OF THE CITY STAFF

 

Port & Harbor Director Hawkins explained how the waste oil is handled along with antifreeze, oil filters, oily rags, etc.

 

There was brief discussion on the use, disposal and costs for waste oil.

 

He thanked the students for attending.

 

Deputy City Clerk had no comments.

 

COMMENTS OF THE COUNCILMEMBER (If one is appointed)

 

None.

 

COMMENTS OF THE CHAIR

 

Chair Kilcher thanked the students for attending the meeting and urged them to have their parents attend a meeting.

 

COMMENTS OF THE COMMISSION

 

Commissioner Martin thanked the students for coming, that it was a good meeting and wished all Happy Holidays.

 

Commissioner Hartley thanked the students for attending and wished everyone Happy Holidays.

 

Commissioner Ulmer echoed Commissioners Hartley and Martin’s comments.

 

ADJOURN

 

There being no further business before the Port and Harbor Advisory Commission Chair Kilcher adjourned the meeting at 7:10 p.m. The next regular meeting is scheduled for 6:00 p.m. on January 28, 2009 with a worksession prior to the meeting at 5:00 p.m. at City Hall, Cowles Council Chambers, 491 E. Pioneer Avenue, Homer, Alaska.

 

                                                           

Renee Krause, Deputy City Clerk I

 

 

Approved: