BOARD OF PORT COMMISSIONERS
REGULAR MEETING
WEDNESDAY – April 11, 2007
MINUTES
I. CALL TO ORDER
8:00 A.M. Chairman Castle, presiding
Commissioners Present: Larry R. Aikins; Ralph A. Garcia, Jr.; Secretary Richard A. Dodge (arrived at 8:05 a.m.); Vice Chairman Lewis D. Miller; and, Chairman John J. Castle (left at 8:05 a.m. for a medical appointment)
Commissioners Absent: None
Staff Present: Executive Director Michael J. Giari; Special Counsel to Port, Francois X. Sorba; Director of Finance & Administration, Cynthia D. Hampton; Manager of Economic Development, Steve Wright; Manager of Operations, Donald Snaman; Assistant Manager of Operations, Eric Napralla; Executive Assistant, Rita F. Artist
Commissioner Garcia led the Pledge of Allegiance.
II. APPROVAL OF MINUTES
A Motion to Approve Minutes of Regular Meeting of March 28, 2007 was made by Commissioner Aikins and Seconded by Commissioner Garcia. The motion passed by a unanimous voice vote of all Commissioners present. Commissioner Dodge was absent.
Later in the meeting following Item VII, Public Comment, Commissioner Dodge commented that he was not present today during the Approval of the Minutes of March 28. A Motion that the last paragraph, page 2, should be corrected to read: “Commissioner Dodge asked that sublease agreements at Portside be provided to Port Management prior to any substantial tenant improvements being made.” was made by Commissioner Dodge. Commissioner Garcia seconded the Motion and the Motion was passed by a unanimous voice vote of all Commissioners present. Chairman Castle was absent.
III. CLAIMS
A Motion to Approve Claims was made by Commissioner Miller and it was seconded by Commissioner Garcia. The motion passed by a unanimous voice vote of all Commissioners present.
At this time, Chairman Castle moved to Item VIII, MATTERS OF BOARD INTEREST.
IV. RESOLUTION
A. RESOLUTION APPROVING STANDARD SUBLEASE AGREEMENT – (Portside Investors – Phase I Lease Agreement) – (ARTIZEN, INC.)
A Motion to Adopt was made by Commissioner Garcia. It was seconded by Commissioner Aikins. The motion passed by a unanimous roll call vote of all Commissioners present. Chairman Castle was absent.
RESOLUTION
B. RESOLUTION ACCEPTING BID FOR THE ADMINISTRATION BUILDING PARKING AREA AND HERKNER ROAD IMPROVEMENT PROJECT AT THE PORT OF REDWOOD CITY; AUTHORIZING EXECUTION OF AGREEMENT FOR SAID WORK AND DIRECTING RETURN OF DEPOSITS
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Executive Director Giari explained that in February 2007 the Board approved contract documents for repairs and repaving of the Administration Building parking area and areas of Herkner Road. An Invitation for Bids was published in a local newspaper on March 1, 2007. One addendum was issued on March 26. Eight bids were received at the bid opening on April 3, 2007. Union City Construction, Fremont, CA, submitted the low bid of $83,765. BKF Engineers has reviewed all bids and is recommending the Port award the contract to Union City Construction. After reviewing the contractor’s license, bid bond and insurance information, staff is recommending execution of an agreement with Union City Construction for this project.
Giari commented that this job also includes construction of a storm water catch basin at the intersection of Herkner Road and Seaport Boulevard. Commissioner Aikins inquired about the installation of a sump pump in the catch basin. Snaman explained that it will continue to be gravity flow. Storm water from the street will flow into this catch basin and then drain through a large pipe under the road. When the original work was done, the pipes were not connected to a drain pipe, nor was a catch basin installed. Pipes were just put in and pea gravel was added. Snaman considers this to be the reason for the slow drainage; therefore, if the pipes are connected and the gravel removed, water should flow through. Vice Chairman Miller asked if the catch basin would store enough water to last through a rainy season. Snaman replied that it is a typical 12”-14” manhole that will be about 5-feet deep and should just keep the flow moving.
Commissioner Dodge inquired about other work to be performed at the Herkner Road/Seaport Boulevard intersection. Snaman explained the work consists of grinding areas around the railroad tracks and repaving with a lift to smooth it out. Dodge asked if the repairs could be made in a manner similar to work done on railroad tracks along Chestnut Street in the City. Snaman said that the Herkner Road/Seaport Boulevard crossing and tracks belong to Union Pacific Railroad; any improvements would have to be made by UP. Snaman commented that the cost to replace the crossing would be increased considerably compared to the cost of an asphalt overlay. Dodge asked how long the asphalt overlay would last; Snaman estimated about 10-years. Dodge requested that a routine resealing of the parking area be performed every 4-5 years.
Commissioner Miller asked if the Board should anticipate change orders since there is a considerable variation between the lowest and highest bid for this project. Snaman responded that Union City Construction is experienced with public works jobs and staff does not anticipate any change orders.
A Motion to Adopt was made by Commissioner Aikins. It was seconded by Commissioner Dodge. The motion passed by a unanimous roll call vote of all Commissioners present. Chairman Castle was absent.
V. MOTION
A. MOTION APPROVING AND AUTHORIZING SPONSORSHIP IN THE AMOUNT OF $5,000 FOR THE SPONSORSHIP OF THE REDWOOD CITY EDUCATION FOUNDATION
Executive Director Giari explained that Redwood City Education Foundation has requested the Port be a sponsor for its new event, “Benefit for a Brighter Future” to be held April 25, 2007 at Stanford University. RCEF is a non-profit community organization providing enrichment programs to elementary school students in the Redwood City School District. RCEF’s Music for Learning program currently provides music education plus other art and academic programs to about 5,000 children. The Port has been a sponsor of the RCEF events in the past and donated $2,500 to last year’s fund raiser. Funds are available in the Port FY 2007 budget for sponsorship of this event.
Giari introduced Georgia Jack, President of RCEF, who was accompanied by Tia Henry Hamilton, Event Chairperson. Ms. Jack explained that Stanford University is a co-sponsor of this year’s event, which will include the following panelists: Julie Dunkle, John Merrow, Deborah Stipek, Steve Westly, and moderator, Kathryn Baron. The point is to talk about challenges and solutions, not only from Stanford’s perspective as a leader in K-12 education, but also from the Redwood City School District, which will be highlighted as part of the event. Ms. Jack commented that RCEF hopes that the Port Commission will choose to be a sponsor.
Commissioner Dodge asked if the Port’s donation would go directly into programs for the children. Ms. Jack replied that all event proceeds support RCEF’s progams for students. RCEF expects to net about $100,000 from this event. Since RCEF is operated solely by volunteers, it has very small administration costs.
Commissioner Dodge asked Ms. Jack to explain the purpose of this symposium. Ms. Jack replied that almost 90% of all children in California attend traditional public schools. It is the purpose of RCEF to fix what is happening in public schools at the local level. There are close to 9,000 children in Redwood City, which is a substantial amount of students that we hope to see enter the local work force in the future, helping to make our community stronger. In order to do this, we have to make sure our students are getting the academics and enrichment they need to become good thinkers and good workers. The agenda for the evening is to give people an opportunity to experience the kind of teaching that we do in Redwood City.
Commissioner Aikins asked how many attendees are expected at the “Benefit for a Brighter Future”. Ms. Jack replied that they are hoping for approximately 175 attendees. Aikins asked if the proceeds are split and Ms. Jack answered, “No.” RCEF receives 100% of the proceeds.
Vice Chairman Miller asked if music and art would be included in RCEF curriculums. Ms. Jack replied, “Absolutely.” She explained that one of the RCEF music students would perform on the piano during the reception. This student has come through the 2nd through 4th grade Music for Learning Program that RCEF has been conducting for the past 11 years. That program is the largest segment of the RCEF budget at this time.
Commissioner Garcia commented that the Optimist Club that he belongs to is impressed with the way RCEF handles their donations.
A Motion to Approve and Authorize Sponsorship of the Redwood City Education Foundation in the amount of $5,000 was made by Commissioner Garcia. It was seconded by Commissioner Dodge. The motion passed by a unanimous roll call vote of all Commissioners present. Chairman Castle was absent.
VI. REPORT
QUARTERLY VESSEL AND TONNAGE REPORT (January 1, 2007-March 31, 2007)
By Donald K. Snaman, Manager of Operations
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Executive Director Giari reported that tonnage for the 3rd quarter of this year was 309,411 metric tons, down by about 19% compared to the 3rd quarter of FY06. Total tonnage for all commodities during the first three quarters of FY07 was 1,085,948 MT, showing a decrease of about 20% compared to the first three quarters of FY06. Giari commented that after 4-5 years of record tonnage, we are seeing a decline in tonnage primarily due to a decrease in construction materials. During the 3rd quarter there was one shipment of cement and there were no shipments of sand. Gypsum tonnage was down about 16% from the same period last year. Exported scrap tonnage was about the same as last year, which was almost a record year for scrap tonnage through the Port.
Commissioner Miller asked how this compares to other ports bringing in bulk materials on the West Coast. Giari replied that we are following a general trend of decrease in imported cement, as is Stockton, the major bulk import port in Northern California. Other than Redwood City and San Francisco, there is no port bringing in aggregates from Canada so it is a little difficult to compare those types of tonnages.
Commissioner Dodge commented that he would like to see a graph showing total tonnage into the Northern California market and how the Port of Redwood City compares on a quarterly basis with the key commodities that move through the Port. Giari responded that he would see if this data is available on a quarterly basis explaining that the data currently received is from general industry information.
VII. PUBLIC COMMENT
Joel Sargent, in partnership with National Oceanic & Atmospheric Administration (NOAA), explained that he and Jeff Wilcox, a member of the Security Sub-Committee, maintain the various NOAA charts that cover the Port, including the main navigation chart, the small craft chart, and the coast pilot. Sargent said they look for visible changes to both the waterway and the shoreline and welcome input from staff, pilots, and ships’ masters as to changes they may be aware of. Sargent and Wilcox work with the U.S. Coast Guard on any changes in aids to navigation.
Commissioner Miller asked if satellite information was used. Sargent responded that he submits copies of the most recent charts with the most reasonable Google photos and land photos they have. Commissioner Garcia asked if Sargent also was referring to changes in water depth. Sargent answered “Yes” and that he updates the charts whenever a survey is done by the Corps of Engineers, but that they also need information on vessels that sink or wrecks that are removed.
At this time in the meeting, Commissioner Dodge referred to the Port’s advertisement in the RCEF program and recommended that the advertisement educate the reader on various Port accomplishments.
VIII. MATTERS OF BOARD INTEREST
Castle commented on the excellent job done by the Redwood City Fire Department and other local fire departments on Saturday, April 7, when they responded to a two-alarm fire at the SimsMetal recycling facility located at the Port. Castle also complimented Port Operations Manager, Don Snaman, and Assistant Operations Manager, Eric Napralla, for the 18-hour assistance they gave to the Fire Department by setting up an Emergency Operations Center, which later became the Incident Command Center, in the Port Administration Offices. They also made available Port facilities and equipment, which made it easier for the Fire Departments to do their job.
At this time, Chairman Castle left the meeting for a previously schedule medical appointment. Vice Chairman Miller returned to Item IV. RESOLUTION APPROVING STANDARD SUBLEASE AGREEMENT – (Portside Investors – Phase I Lease Agreement) – (ARTIZEN, INC.)
IX. EXECUTIVE DIRECTOR'S REPORT
A. As a follow-up to Chairman Castle’s comments, Executive Director Giari thanked the Redwood City Fire Department for their efforts in handling the fire at SimsMetal this past weekend. Over 60 firefighters were at the Port for almost 24 hours managing the fire and cleanup. Staff members, Don Snaman and Eric Napralla, were on the scene and gave valuable assistance to the Fire Department. It was an occasion for staff and Command Security to implement our Emergency Preparedness Plan. We helped the Fire Department set up an Emergency Operations Center at the Port office and gave them use of our computers and communication system. We were able to communicate and work more effectively with the Fire Department because of our training in emergency procedures.
Giari introduced Jimmie Buckland, President of SimsMetal, who commented that he appreciated the opportunity to be here today and offered to answer any questions the Port Commissioners may have about the fire. Commissioner Miller asked Buckland to tell the Commission what actions SimsMetal plans to take as a result of this fire. Buckland commented that SimsMetal has been at the Port for over 27 years and during that time, has had only a few minor fires. Buckland explained that this fire was located in a pile of unprocessed material that had built up due to mechanical problems with their primary drive motor. Sims is now diverting material away from the Redwood City facility to Southern California in order to reduce the volume of unprocessed material on site. At the recommendation of Redwood City Fire Marshall, Louis Vella, Sims plans to employ a fire prevention engineering firm to draw up a more comprehensive and proactive fire plan for the facility.
Commissioner Aikins asked if the cause of a fire at the SimsMetal facility this past January had been determined. Buckland responded that Fire Marshall, Louis Vella, speculated that it could have been started by a battery at the bottom of a pile. While Buckland is not aware of any specific determination, they believe it may be due to spontaneous combustion.
Commissioner Dodge asked what materials had burned during Saturday’s fire and if SimsMetal had suffered a monetary loss. Buckland replied that the pile consisted primarily of appliances, which can be anywhere from 19-24 percent non-metallic. Very little of what Sims exports was burned in the fire, there were no injuries, and no damage to equipment. The only damage that occurred was water damage to the office on site.
Commissioner Garcia asked if the Sims facility in Richmond used the same motor as in Redwood City. Buckland answered “No”, that Sims has only one shredder in Northern California and one in Southern California. The motors typically last 20-25 years but this motor has presented a series of problems. Sims now has a spare motor on site.
Buckland also commented on what a great job the Redwood City Fire Department did along with the assistance of fire departments from the surrounding area.
B. Executive Director Giari announced that staff has finalized plans for the Port’s 70th Anniversary Celebration. A 2-day visit by the S.S. Jeremiah O’Brien, an historic W.W. II Liberty Ship, will occur on the weekend of July 21-22, 2007. Staff is coordinating with tenants, the Marine Science Institute, San Mateo County History Museum, Save the Bay, Redwood City Industrial Saltworks, and other organizations to present many interesting things to see and do along the waterfront that weekend.
X. ADJOURNMENT
At 8:55 a.m. Vice Chairman Miller requested that the Commission adjourn to its next regularly scheduled Meeting of April 25, 2007
A Motion to Adjourn was made by Commissioner Aikins and was seconded by Commissioner Dodge. The motion passed by a unanimous voice vote of all Commissioners present.
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