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2017 Mid Year Update 2017 Mid Year Update

2017 Mid Year Update - PowerPoint Presentation

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Uploaded On 2018-01-15

2017 Mid Year Update - PPT Presentation

Port of Port Townsend Increase revenue for Port by 500K Modernize business processes Establish robust long term capital plan Comprehensive approach to all grant fund programs Complete 2017 capital projects on time and under budget ID: 623293

year 2017 amp mid 2017 year mid amp accomplishments port yard point grant capital quilcene funding staff hudson replacement development administration including

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Slide1

2017 Mid Year Update

Port of Port TownsendSlide2

Increase revenue for Port by $500K

Modernize business processes

Establish robust long term capital planComprehensive approach to all grant fund programsComplete 2017 capital projects on time and under budgetControl all expenses focusing on utilities

2017 Business & Administrative GoalsSlide3

Point Hudson Development Strategy

Feasibility of an Industrial Development District

Foster Governance & Management Roles & Responsibilities2017 Strategic InitiativesSlide4

ADMINISTRATION

Completed and submitted 2016 annual report on deadline (5/31)

Developed new file structure and naming protocol Calculated utilities owed to Port since Jan 1, in accordance with leases.  Notified tenants of balances due, via letter and aided tenantsUpdated Contract Templates for:Construction Services & Personal Services (non-A&E)Professional Services (A&E)Contracts Supported by Federal Grant Monies (certifications/assurances

2017 Mid-Year AccomplishmentsSlide5

ADMINISTRATION

-

 ITInitiated the expansion of communications via Fiber-optic and Wi-Fi networkManaged IT and phone needs for Port cell phone access and set-up for three additional staffone additional land line extension, four new laptops, troubleshooting Chrome access to project presentations at commission bldg. & upstairs admininstallation of 2nd computer for Maintenance staff3rd

computer for Yard office

set up workstation and connectivity for Quilcene office

purchased new server

set up Epson color copier/printer for upstairs staff

Researched and purchased replacement copier for admin building

Managed online email access, setting up accounts, blocking others, terminating licenses, saving termed employees’ old emails in the cloud and creating new email for Quilcene reservations

2017 Mid-Year AccomplishmentsSlide6

ADMINISTRATION -

Human Resources

Re-organization approved to align with business and organizational initiativesBusiness Manager role was defined and individual was promoted from within the PortQuilcene Marina caretaker has been transitioned; Quilcene Marina is now being actively managed via Customer Service with strong resultsTwo Yard staff FTE’s were recruited and hired and are providing substantial depth and expertiseRecruited 4 temporary customer service representatives for summer season

Review process is being amended to provide more substantive goals and benchmarks

Recruited and hired a Communications Coordinator to add to the administrative staff and launch our outreach efforts as well as develop a strong internal communications plan

Transitioned Environmental Compliance Officer responsibilities to Yard Manager (and shared with Maintenance)

Implemented Drug Screening protocol, including contract for testing work

2017 Mid-Year AccomplishmentsSlide7

ADMINISTRATION

-

 RISKSystematic review of organization for safety and other potential liability issuesMarine Travelift failure including vessel BERNICE claim, replacement of 75TBMII TraveliftL&I claims for employees 2017 Mid-Year AccomplishmentsSlide8

MAINTENANCE

Launched the development of a Facilities Maintenance Plan.

Developed an online work order tracking system including submittals of work orders from staffReviewed and developed fleet equipment replacement (asset management) scheduleUpdated Quilcene bathrooms and overall facility including pressure wash buildings; grade parking lot; septic system repair for backflow preventer; replace cleatsInstalled fiber from Yard building to ACIUpdated Mats Mats

boat ramp

Roof repair on Administration building

Sewer fixes for Craftsmen and Brew Pub

Cross-trained yard staff on wash-down procedures

2017 Mid-Year AccomplishmentsSlide9

PROPERTIES

Lease audit is underway and overall format has been established; key leases are being audited.

US Coast Guard lease renegotiated nearly tripling revenue to $58k and positioning the Port to at least break even on the asset over the asset’s life

Negotiated lease with PYR Preservations Services Inc. out of San Diego, CA. Terms include stepped ground rate that achieve break even rates for 300T ballasted yard area. Also, the agreement established revenue sharing model for future potential leases that may result in substantial upside for the Port.

Drafted/executed License Agreements (Mo-Chili, Paella House, etc.)

2017 Mid-Year AccomplishmentsSlide10

MOORAGE

 

Robust method for rate recommendations including data collection and collation

Conducted customer engagement process regarding recommended moorage rates.

Waggoners

Cruising Guide to conduct an assessment for our moorage facilities; moving forward with implementation

Good Sam’s assessment of the RV park at Point Hudson

Brought Quilcene Fueling Facility into compliance with

Dept

of Ecology.

Preventative Derelict Vessel Program has been rolled out. Awareness of this problem has resulted in a more proactive stance to preventing derelict vessels from being allowed entry.

Developing relationship with Sheriff Marine Unit to clarify custody of derelict vessels

Derelict/Abandoned Vessel – “Cool Change” – sale/removal in progress

Eviction of vessel “R/V Lightning aka Dakota”

Conducting robust review of waiting list policies and procedures

Instituted box truck fee for commercial openings

2017 Mid-Year AccomplishmentsSlide11

AIRPORT

Jefferson County International Airport Runway Rehab – Phase I:

Prepared and Submitted WSDOT Airport Aid Grant (for 5% match of Phase I expenditures)Coordinated with Reid Middleton to prepare/submit Airport Improvement Program Grant Application (90% of Phase I funding)Revised/updated Disadvantaged Business Enterprise Program Draft (required for federal contracts exceeding $250,000)Revised Port standard Contract to Incorporate FAA Required ProvisionsExtensive stakeholder outreach regarding capital projectsDue diligence phase for UST replacement

2017 Mid-Year AccomplishmentsSlide12

PLANNING, FUNDING and PERMITS

Received CERB funding for Point Hudson Development Strategy

Initiated Point Hudson PlanningContract with MFARegular meetings with City and NWMCJoint Port-City and NWMC meetingSubmitted application for CERB grant for QuilceneSuccessful inclusion of IPG funding for BH planning grant (in House Capital Budget)Completed Permitting for the Point Hudson Jetty Demolition & Replacement Project:

Section 401 Water Quality Certification

Section 404 Dredge/Fill

Section 7 – to be issued by the USF&WS by late July or early August

 

2017 Mid-Year AccomplishmentsSlide13

PLANNING, FUNDING and PERMITS

Prepared/Submitted BIG Tier 2 Funding Request – Point Hudson Jetty:

Requesting $1,440,645 Amending Port Management Agreement to extend term“Downscoped” Point Hudson Jetty Grant Agreement: In collaboration with RCO staff, Port staff have succeeded in obtaining an amendment to the agreement - #14-1588 D – which:Extends the project deadline through March of 2019Engaged consultants to develop full mapping of BH yard to include utilities, lease areas, travel ways, ballast

Developing on-line digital library

New timeline for consideration of an Industrial Development District 

2017 Mid-Year AccomplishmentsSlide14

COMMUNICATION 

Collaborative Outreach

Collaboration Workshop – Commission, City, and NWMC BoardSupport Letter for Capital Heritage Grant Fund (NWSWBB)Port Presentation to City Council on Current Projects (June 5)Community Outreach, Participation & Presence2017 Rhody Parade (first time)

Boating Opening Day - Guest of Cmdr. Van de Griend

Jefferson County Chamber of Commerce – introduction of new staff

Community Presentations

Director Gibboney featured quarterly on KPTZ’s Tossed Salad

Participation at R2AK Ruckus and Race Start

SeaBeast

Launch – Wood Boat School

Recreational Fishing Openers – New high visibility green staff shirts

Quilcene – End of School Year Party

 

2017 Mid-Year AccomplishmentsSlide15

COMMUNICATION

Direct Contact for News Reporters

Allows for consistent messaging; one point of contact for questions and official statements. Establishes trust and professional courtesy.Social Media PresenceIncreases opportunities for information sharing and dialogue. Begins to brand the organization as responsive and personable.        Facebook Developed social media policy 

In-House Graphics and Ads Design

Improves turn-over time allowing for immediate response and face-to-face review when needed and sets consistent branding/messaging.

Government Relations

Tracking capital budget

Developing agency & relationship management data set

 

2017 Mid-Year AccomplishmentsSlide16

2017

 

Q1

Q2

Q3

Q4

 

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

Moorage & RV Rates

 

Yard Mapping

 

 

Yard Planning

 

 

Yard Rates

 

Lease Inventory

 

 

 

 

 

 

Business Processes

 

 

 

 

 

 

 

 

 

 

 

 

Training

 

 

 

 

 

 

 

 

 

 

 

 Slide17