May 10, 2017

VENTURA PORT DISTRICT
BOARD OF PORT COMMISSIONERS
Everard Ashworth, Chairman
Brian Brennan, Vice Chairman
Jim Friedman, Secretary
Bruce E. Smith, Commissioner
Nikos Valance, Commissioner
Oscar Peña, General Manager
Timothy Gosney, Legal Counsel
Jessica Rauch, Clerk of the Board
PORT COMMISSION AGENDA
REGULAR MEETING
MARCH 22, 2017 AT 7:00PM
VENTURA PORT DISTRICT OFFICE
1603 ANCHORS WAY DRIVE, VENTURA, CA
A Closed Session of the Board will be held at 5:30PM at the
Port District Office located at 1603 Anchors Way Drive, Ventura, CA,
to discuss the items on the Attachment to AgendaClosed
Session Conference with Legal Counsel.
The Board will convene in Open Session at the Port District Office
located at 1603 Anchors Way Drive for its Regular Meeting at 7:00PM.
ADMINISTRATIVE AGENDA:
CALL TO ORDER: By Chair Everard Ashworth.
PLEDGE OF ALLEGIANCE: By Chair Everard Ashworth.
ROLL CALL: By the Clerk of the Board.
ADOPTION OF AGENDA (3 minutes)
Consider and approve, by majority vote, minor revisions to agenda items and/or attachments and any
item added to, or removed/continued from the Port Commission’s agenda. Administrative Reports relating
to this agenda and materials related to an item on this agenda submitted after distribution of the agenda
packet are available for public review at the Port District’s office located at 1603 Anchors Way Drive,
Ventura, CA during business hours as well as on the District’s website – www.venturaharbor.com (Public
Notices). Each item on the agenda shall be deemed to include action by an appropriate motion, resolution
or ordinance to take action on any item.
APPROVAL OF MINUTES (3 minutes)
The Minutes of the February 22, 2017 meeting will be considered for approval.
PUBLIC COMMUNICATIONS (3 minutes)
The Public Communications period is set aside to allow public testimony on items not on today’s agenda.
Each person may address the Commission for up to three minutes or at the discretion of the Chair.
CLOSED SESSION REPORT (3 minutes)
Closed Sessions are not open to the public pursuant to the Brown Act. Any reportable actions taken by
the Commission during Closed Session will be announced at this time.
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Ventura Port District – Regular Meeting Agenda
March 22, 2017
BOARD COMMUNICATIONS (5 minutes)
Port Commissioner’s may present brief reports on port issues, seminars, meetings and literature that
would be of interest to the public and/or Commission, as a whole. In addition, Port Commissioners should
provide a brief summary and disclose any discussions he or she may have had with any Port District 0-
9Tenants related to Port District business.
DEPARTMENTAL AND GENERAL MANAGERS REPORTS (5 minutes)
Ventura Port District Staff and General Manager will give the Commission reports on their Department
and items of general interest to the Port Commission and members of the public.
LEGAL COUNSEL REPORT (5 minutes)
CONSENT AGENDA: (5 minutes)
Matters appearing on the Consent Calendar are expected to be non-controversial and will be acted upon
by the Board at one time, without discussion, unless a member of the Board or the public requests an
opportunity to address any given item. Approval by the Board of Consent Items means that the
recommendation is approved along with the terms set forth in the applicable staff reports.
A) Approval of Office Lease Amendment for GSA National Park Service
Recommended Action: Voice Vote.
That the Board of Port Commissioners approve lease amendment #5 to extend the lease of
Block A and Block D between the Ventura Port District dba Ventura Harbor Village and
GSA/National Park Service, for the premises located at 1431 Spinnaker Drive and 1691
Spinnaker Drive #204, 206, 208,101B and 103.
B) Approval of New Office Lease Agreement for Ken Caparoni dba Ken Caparoni State
Farm Agent
Recommended Action: Voice Vote.
That the Board of Port Commissioners approve a new Office Lease Agreement between the
Ventura Port District dba Ventura Harbor Village and Ken Caparoni dba Ken Caparoni State
Farm Agent for the premises located at 1583 Spinnaker Drive #210 consisting of a total of 637
square feet for a three year term.
C) Approval of Charter, Retail and Dock Lease Agreement for Island Packers, Corp.
Recommended Action: Voice Vote.
That the Board of Port Commissioners approve a new Charter, Retail & Dock Lease Agreement
between the Ventura Port District dba Ventura Harbor Village and The Island Packers, Corp dba
Island Packers, Corp for the premises located at 1591 Spinnaker Drive #105B consisting of a
total of 2,666 square feet for a five-year term with a four year option to extend.
D) Approval of Out of Town Travel Requests
Recommended Action: Voice Vote.
That the Board of Port Commissioners approve two out of town travel requests for
Harbormaster, John Higgins.
E) Approval of Sublease between SHM Ventura Isle, LLC dba Ventura Isle Marina and
Ventura County Shuttle, Inc.
Recommended Action: Voice Vote.
That the Board of Port Commissioners approve a one year Sublease between SHM Ventura
Isle, LLC dba Ventura Isle Marina and Ventura County Shuttle, Inc.
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Ventura Port District – Regular Meeting Agenda
March 22, 2017
STANDARD AGENDA:
1) Approval of Financial Statement and Checks
Recommended Action: Roll Call Vote.
That the Board of Port Commissioners adopts Resolution No. 3329 to:
a) Accept the following financial statements for the Quarter ended December 30, 2016;
and
b) Review the payroll and regular checks for October through December 2016.
2) Approval of Revision to the Ventura Port District’s Procurement and Purchasing Policy
Recommended Action: Roll Call Vote.
That the Board of Port Commissioners adopts Resolution No. 3330, revising the Ventura Port
District’s Procurement and Purchasing Policy and rescind Resolution No. 3257.
3) Approval of Revision to the Board of Port Commissioners Protocols and Policies
Manual
Recommended Action: Voice Vote.
That the Board of Port Commissioners approve the revision to the Board of Port commissioners
Protocols and Policies Manual.
AGENDA PLANNING GUIDE AND REQUEST FOR FUTURE AGENDA ITEMS
ADJOURNMENT
This agenda was posted on Friday, March 17, 2017 by 5:00 p.m.
at the Port District Office and on the Internet – www.venturaharbor.com (Port Commission).

In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this
meeting, please contact the Ventura Port District at (805) 642-8538. Notification 48 hours before the
meeting will enable the District to make reasonable arrangements to ensure accessibility.
(28 CFR 35.102.35.104 ADA Title II)
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Ventura Port District – Regular Meeting Agenda
March 22, 2017
ATTACHMENT TO PORT COMMISSION AGENDA
CLOSED SESSION CONFERENCE WITH LEGAL COUNSEL
WEDNESDAY, MARCH 22, 2017
1. Conference with Real Property Negotiators – Per Government Code Section 54956.8:

a) Property:
Negotiating Parties:
Under Negotiation:
1431 Spinnaker Drive and 1691 Spinnaker Drive #204,
206, 208,101B and 103
Oscar Peña, Brian Pendleton, Timothy Gosney
Office Lease Amendment with GSA National Park Services
b) Property:
Negotiating Parties:
Under Negotiation:
1583 Spinnaker Drive #210
Oscar Peña, Brian Pendleton, Timothy Gosney
New Office Lease with Ken Caparoni dba Ken Caparoni
State Farm Agent
c) Property:
Negotiating Parties:
Under Negotiation:
Parcel 5 and Parcel 8
Oscar Peña, Brian Pendleton, Timothy Gosney
Potential Lease Negotiations with
H. Parker Hospitality,
Pacific Heritage Communities
2. Conference with Legal Counsel – Potential Litigation per Government Code Section
54956.9(d)(4): One case.
3. Conference with Legal Counsel – Potential Litigation per Government Code Section
54956.9(d)(2): One case.
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BOARD OF PORT COMMISSIONERS
MARCH 22, 2017
APPROVAL OF MINUTES
FEBRUARY 22, 2017 MEETING
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VENTURA PORT DISTRICT
BOARD OF PORT COMMISSIONERS
MINUTES OF FEBRUARY 22, 2017
The Regular Meeting of the Ventura Board of Port Commissioners was
called to order by Chairman Ev Ashworth at 7:06PM at the Ventura Port
District Office located 1603 Anchors Way Drive, Ventura, CA 93001.
Commissioners Present:
Everard Ashworth, Chairman
Brian Brennan, Vice Chairman
Jim Friedman, Secretary
Bruce E. Smith
Nikos Valance
Commissioners Absent:
None
Port District Staff:
Oscar Peña, General Manager
Brian Pendleton, Business Operations Manager
John Higgins, Harbormaster
Gloria Adkins, Accounting Manager
Frank Locklear, Marina Manager
Joe Gonzalez, Facilities Manager
Robin Baer, Property Manager
Richard Parsons, Consultant
Mackenzie Fly, Marketing & Events Coordinator
Jessica Rauch, Clerk of the Board
Legal Counsel:
Timothy Gosney
Dominic Nunneri
AGENDA
CALL TO ORDER: By Chairman Ev Ashworth at 7:06PM.
PLEDGE OF ALLEGIANCE: By Commissioner Brennan.
ROLL CALL: All Commissioners were present.
ADOPTION OF AGENDA
ACTON: Commissioner Brennan moved, seconded by Commissioner Friedman and
carried by a vote of 5-0 to adopt the February 22, 2017 agenda, moving
Consent Item B to the Standard agenda.
APPROVAL OF MINUTES
The Minutes of February 8, 2017 Regular meeting were considered as follows:
ACTION: Commissioner Friedman moved, seconded by Commissioner Valance and
carried by a vote of 5-0 to approve the minutes of the February 8, 2017
Regular Meeting.
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Ventura Port District Board of Port Commissioners
February 22, 2017 Regular Meeting Minutes
Page 2
PUBLIC COMMUNICATIONS: Sam Sadove asked if the harbor entrance would be closed
during dredging and the answer was no.
CLOSED SESSION REPORT: Mr. Gosney stated that the Board met in closed session;
discussed and reviewed all items on the closed session agenda. Staff was given instructions on
how to proceed as appropriate and there was no action taken that is reportable under The
Brown Act.
BOARD COMMUNICATIONS: Commissioner Brennan attended the VSE Workshop last week
and said it was very informative and had a great turn out. He also mentioned that a member of
the public complained about aerosol cans/propane tanks littering Surfer’s Knoll beach.
Commissioner Brennan assessed the beach this morning and saw Harbor Patrolman Pat
Hummer who said they were picking them up and deposing of them. He gave kudos to the
Harbor Patrol team for being diligent in their safety efforts.
STAFF COMMUNICATIONS: Mr. Peña introduced new marketing and events coordinator,
Mackenzie Fly, who then introduced herself and gave the Commission background on her
marketing experience. Mr. Parsons updated the Commission on dredging and Phase 3
construction. Mr. Gonzalez reported that all additional handrails have been installed.
LEGAL COUNSEL REPORT: Mr. Gosney reported that the Bashkiroff claim is closed.
CONSENT AGENDA:
A) Approval of Out of Town Travel Requests
Recommended Action: Voice Vote.
That the Board of Port Commissioners approve the out of town travel request for Marketing
Coordinator, Mackenzie Fly.
ACTION: Commissioner Brennan moved, seconded by Commissioner Smith and
carried by a vote of 5-0 to approve the out of town travel request for
Marketing Coordinator, Mackenzie Fly.
C) Approval of New Office Lease Agreement for Ventura Dive & Sport
Recommended Action: Voice Vote.
That the Board of Port Commissioners approve a new office lease agreement for the premises
located at 1559 Spinnaker Drive #206 consisting of 765 square feet between the Ventura Port
District dba Ventura Harbor Village and Ventura Dive & Sport for a three-year term with a twoyear
option.
ACTION: Commissioner Brennan moved, seconded by Commissioner Smith and
carried by a vote of 5-0 to approve a new office lease agreement for the
premises located at 1559 Spinnaker Drive #206 consisting of 765 square
feet between the Ventura Port District dba Ventura Harbor Village and
Ventura Dive & Sport for a three-year term with a two-year option.
D) Approval of New Retail Lease Agreement for Ventura Dive & Sport
Recommended Action: Voice Vote.
That the Board of Port Commissioners approve a new retail lease agreement for the premises
located at 1559 Spinnaker Drive #108 consisting of 2,028 square feet between the Ventura Port
District dba Ventura Harbor Village and Ventura Dive & Sport for a three-year term with a threeyear
option.
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Ventura Port District Board of Port Commissioners
February 22, 2017 Regular Meeting Minutes
Page 3
ACTION: Commissioner Brennan moved, seconded by Commissioner Smith and
carried by a vote of 5-0 to approve a new retail lease agreement for the
premises located at 1559 Spinnaker Drive #108 consisting of 2,028 square
feet between the Ventura Port District dba Ventura Harbor Village and
Ventura Dive & Sport for a three-year term with a three-year option.
E) Approval of Third Amendment to Professional Services Agreement with Jensen
Design & Survey, Inc.
Recommended Action: Voice Vote.
That the Board of Port Commissioners approve Amendment No. 3 to the Professional Services
Agreement, dated April 1, 2016 with Jensen Design & Survey, Inc. in the amount of $15,000.
ACTION: Commissioner Brennan moved, seconded by Commissioner Smith and
carried by a vote of 5-0 to approve Amendment No. 3 to the Professional
Services Agreement, dated April 1, 2016 with Jensen Design & Survey, Inc.
in the amount of $15,000.
F) Approval of Second Amendment to Professional Services Agreement with Dudek
Recommended Action: Voice Vote.
That the Board of Port Commissioners approve the Second Amendment to Professional
Services Agreement with Dudek in the amount of $12,560 to provide additional environmental
consultant services for the Permitting Strategy for the Ventura Shellfish Enterprise (VSE)
project.
ACTION: Commissioner Brennan moved, seconded by Commissioner Smith and
carried by a vote of 5-0 to approve the Second Amendment to Professional
Services Agreement with Dudek in the amount of $12,560 to provide
additional environmental consultant services for the Permitting Strategy for
the Ventura Shellfish Enterprise (VSE) project.
G) Approval of Fourth Amendment to Professional Services Agreement with RRM Design
Group for the Phase 3 Harbor Village Improvement Project
Recommended Action: Voice Vote.
That the Board of Port Commissioners approve the Fourth Amendment to Professional Services
Agreement, dated February 12, 2014 with RRM Design Group in the amount of $25,000.
ACTION: Commissioner Brennan moved, seconded by Commissioner Smith and
carried by a vote of 5-0 to approve the Fourth Amendment to Professional
Services Agreement, dated February 12, 2014 with RRM Design Group in
the amount of $25,000.
STANDARD AGENDA:
B) Approval of Charter, Retail and Dock Lease Agreement for Island Packers, Corp.
Recommended Action: Voice Vote.
That the Board of Port Commissioners approve a new Charter, Retail & Dock Lease Agreement
between the Ventura Port District dba Ventura Harbor Village and The Island Packers, Corp dba
Island Packers, Corp for the premises located at 1591 Spinnaker Drive #105B consisting of a
total of 2,666 square feet for a five-year term with a five year option to extend.
Note: Legal Counsel informed the Commission that since this lease term totals 10 years, they
are required, pursuant to the California Harbors and Navigations Code Section 6270, to
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Ventura Port District Board of Port Commissioners
February 22, 2017 Regular Meeting Minutes
Page 4
authorize and direct staff to publish a notice of its intent to adopt an Ordinance authorizing
execution of the lease.
ACTION: Commissioner Friedman moved, seconded by Commissioner Smith and
carried by a vote of 5-0 to authorize the Ventura Port District to publish a
Notice of Proposed Ordinance for the charter, retail and dock Lease
Agreement for Island Packers, Corp. in a newspaper of general circulation.
1) Approval of Mid-Year Budget Adjustments for Fiscal Year 2016-2017
Recommended Action: Roll Call Vote.
That the Board of Port Commissioners adopt Resolution No. 3328 authorizing the Mid-Year Budget
Adjustments for Fiscal Year 2016-17.
ACTION: Commissioner Friedman moved, seconded by Commissioner Smith and
carried by a vote of 5-0 to adopt Resolution No. 3328 authorizing the Mid-Year
Budget Adjustments for Fiscal Year 2016-17.
REQUEST FOR FUTURE AGENDA ITEMS: 1. VSE Staffing; 2. Fish Pier 3. Capital
Improvements Program; 4. Goals and Objectives before Budget; 5. Post Employment Benefits.
ADJOURNMENT: The meeting was adjourned at 8:15PM.
________________________________
Secretary
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BOARD OF PORT COMMISSIONERS
MARCH 22, 2017
DEPARTMENTAL STAFF REPORTS
DREDGING
FEDERAL
FACILITIES
HARBOR PATROL
MARINA
MARKETING
PROPERTY
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1
RWP DREDGING MANAGEMENT
Richard W. Parsons
2271 Los Encinos Road
Ojai, California 93023
Phone/Fax (805) 649-9759
March 22, 2017
Board of Port Commissioners
Ventura Port District
1603 Anchors Way Drive
Ventura, CA 93001
Subject: February/March 2017 Dredging Activities and Special Projects Report
The Dredging Program Manager’s activities for the February/March 2017 period are reviewed below:
FY2018 Federal Dredging Appropriations
During our recent visit to Washington, D.C. the Port District request that $7,000,000 be included in FY2018 Energy
and Water Development Appropriations was communicated to members of Congress and their staffs. We also
discussed the funding situation with the Office of Management and Budget (OMB) and the Corps of Engineers. It
became clear, however, that virtually no one has any idea what the FY2018 budget will look like. Congress and the
President must first resolve by April 28, 2017, what the final FY2017 budget numbers will be before seriously
addressing the FY2018 budget. It was also clear that much of Congress and the President are not on the same page
and thus any budget projections for FY2018 would be unreliable at this time.
FY2017 Maintenance Dredging
On March 3, 2017, the Corps of Engineers’ dredging contractor, Manson Construction began the dredging operation.
Unfortunately, on March 9, 2017, the starboard swing block bearing locked up and dredging was suspended. The
swing block had to be sent to Los Angeles to be repaired which caused 7 days of delay. The repaired swing block
was reinstalled on March 16, and dredging recommenced immediately. At this point about 165,000 cy of material has
been removed by Manson and the entrance channel dredging is nearly completed. The dredge is expected to move
into the sand trap early March 18. The final dredging volume will be about 420,000 cy.
Harbor Village Phase II ADA Improvements
J&T Engineering and Construction is still working to complete the stainless steel railing installation called for in their
contract for the ADA improvements at the Village. On March 13 the District’s legal counsel forwarded a ‘Notice of
Contract Termination’ to J&T which provides them 10 days to complete the contract work.
Harbor Village Phase III Improvements
Viola Contractors continues to progress in an orderly manner on the Phase III improvements. The decorative walls
and fire pit in the promenade area have been poured and the promenade itself should be poured next week. At that
point it is expected that the new promenade can be opened to the public while the balance of the project proceeds.
Harborwide ADA Parking Lot Improvements
J&H Engineering General Contractors began work in late February on the Harbor Cove parking lot portion of their
harborwide ADA improvements. All of the work is expected to be completed in April 2017.
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2
Village Roof Rehabilitation Work (Phase II)
The District has now solicited competitive bids for the Phase II roof work at the Village. Bids will be opened on March
30, 2017 and reported to the Board on April 12, 2017. A pre-bid job walk was held on March 15, 2017.
Fish Pier Deck Engineering Evaluation
Noble Consultants is preparing a proposal to perform an engineering evaluation of the fish pier deck. Their proposal
should be available in April and will then be presented to the Board.
Respectfully submitted,
Richard Parsons
Dredging and Special Projects Consultant
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VENTURA PORT DISTRICT
DEPARTMENTAL STAFF REPORT Meeting Date: March 22, 2017
TO: Board of Port Commissioners
FROM: Joe A. Gonzalez, Facilities Manager
SUBJECT: February Facilities Report
I. Maintenance
Staff is continuing to paint areas throughout the Harbor:
1691

1567

17
Several of the wooden staircase handrails within the Village are in the process of being repaired and repainted.

II. Marina
Continue to perform the monthly inspections on all fish pier cranes, gangways, docks, fire extinguishers
and fire boxes.
III. Marketing
The Maintenance Department continues to provide assistance to the Marketing Department on
weddings, set-up for events, during events, installation of banners/flyers, or whatever the needs are to
make a successful event.
IV. Landlord’s Tenant Improvement Allowances – working closely with these tenants:
• Ventura Dive & Sport & Office
Update: Meeting daily with tenant; project as of this date is on schedule

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VENTURA PORT DISTRICT
DEPARTMENTAL STAFF REPORT Meeting Date: March 22, 2017
TO: Board of Port Commissioners
FROM: John Higgins, Harbormaster
SUBJECT: February Harbormaster/Harbor Patrol Report
Public Safety Overview:
Just after last month’s report was turned in we received a significant rain event. Fortunately we
were well prepared and only minor issues were noted. Our staff is now welcoming the dryer
weather and hopefully warmer water.
The Harbor Patrol is working with and around the numerous construction projects and have not
noted any significant issues. Special efforts have been put towards minimizing conflicts with the
public during the dredging efforts. We have utilized the traffic sign on Spinnaker to alert boaters
of the dates of the dredging and means to communicate with the operation. This along with
hand outs and many public contacts have been very successful.
Beach Update:
The Beach Erosion appears to be stabilizing and the recent dredge outflow of sand is starting to
rebuild the summer beach profile. The additional dredged product will also increase the upper
berm area South of the South Beach Groin.

South of Surfers Knoll:
South of Surfers Knoll and outside the Harbors property line is an expansive beach that is
attracting more visitors. Within this area numerous hazards exist and access to this area is
challenging both by land and water in times of emergencies. We will work with State Parks to
see if there are opportunities to enhance access for responders and possibly put out signage to
warn the public of the dangers.
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Harbor Dredging & Managing Beach/Harbor Ecosystems:
I have started the long process of learning about the Dredging Process and Managing
Beach/Harbor Ecosystems. Growing up in Ventura County and spending most of my life at the
beach and around our local harbors I have always looked at issues from a user’s perspective.
Now in the role of the Harbormaster, I have begun the transition to think more as a Manager.
Richard Parsons has been very patient and has provided invaluable information and direction
on numerous topics in the recent months. I have also committed to attending Beach Erosion
Authority for Clean Oceans and Nourishment (BEACON) meetings. In my spare time I have
familiarized myself with reports from BEACON, California Department of Boating & Waterways,
and California Coastal Commission. I am mostly focusing on Protecting Coastal Resources, and
Maximizing Public Access and Recreation. I look forward to this new information and a time that
I can put it to use for the better of the District and the public we serve.
Dredging Challenge California Sand Movement
Local Representation Of Sand Movement
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Ventura Harbors “No Trespass” Project Update:
We have had a very good response from our tenants in participating in this program. We have
collected most all the forms that were passed out and will soon submit them to the City Police
Department.
Navigational Aids:
Senior Harbor Patrol Officer Pat Hummer assumes the duties of performing soundings and
managing our navigational aids. The navigational aids responsibilities are split between us and
the US Coast Guard. Recently, the detached breakwall light was extinguished. Pat Hummer
and staff coordinated with the US Coast Guard to make the repairs in an expedient manner. In
addition to this, Pat Hummer recently added a 5 mile per hour buoy in the inner harbor to
encourage slower vessel movement near the Ventura Harbor Village. Plans are underway to
add another closer to the Harbor Entrance before the summer.
Ongoing Projects:
• Boat-17 Engine Grant
• Truck Replacement
• Lifeguard Contract
• Vessel Insurance Requirements
• Vessel Disposal Grant Administration
• Ventura County/City Tsunami Plan
• US Coast Guard Regional Mass Casualty Drill Planning

Port District & Ventura City Collaboration:
• Met with City Traffic Signal Technician to discuss the Spinnaker/Harbor Signal
• Coastal Trident Ventura Harbor Marine Firefighting Training
• Continued to work with City on a Vessel Disposal Project
• Continued Support to City Police & Fire Arson Investigation
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911 Calls (The Harbor Patrol Had 25 Responses From 2/16-3/16):
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VENTURA PORT DISTRICT
DEPARTMENTAL STAFF REPORT Meeting Date: March 22, 2017
TO: Board of Port Commissioners
FROM: Frank Locklear, Marina Manager / Technology
SUBJECT: February Marina Report
I. Ventura Harbor Village Marina Occupancy and Squid Production
The Ventura Harbor Village Marina slip occupancy has remained near 90%. Squid production
for the entire state including Ventura Harbor remained stagnant and is much lower than hoped.
The current squid season continues until March 31st. The new 2017 – 2018 squid season will
open on April 1, 2017.
II. Technology
The trenching for the fiber optic cable was completed on schedule. The new fiber optic cable
conduit cable is being pulled and the connection from the 1591 building is expected to be
completed on March 17th. This conduit will allow the District to complete a connection to the
1691 building. The new conduit will allow tenants of the 1691 building, as well as marina tenants
to acquire a fiber optic connection upgrade. Upgrades to the District’s security cameras at the
1691 building location will also be possible with the improved connection, which will allow us to
eliminate the current rooftop antennas.
The cut over to the new Ring Central telephone system at the 1603 Port District Headquarters
has not been completed as anticipated due to technical problems. Those difficulties have been
resolved and the installation continues.
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Marketing/Ads/Events
Social Media Promotional Campaigns
• Tall Ships: Jan 24th – Feb 14th at Ventura Harbor #tallships
• Valentine’s Day: Feb 14th – #Seathelove at Ventura Harbor Village!
• Preparation for Mermaid Month: #mermaidsbythesea
• Warm Yourself Seaside: #venturaharbor
Marketing & Advertising
• 805 Living Magazine January/February Issue “Sea Tall Ships”
• VC Star Time Out – Feb 10th issue – Tall Ships
• VCReporter – Feb 9th issue – Tall Ships
• KHAY & B95.1 – Tall Ship Radio Ads
• Front Cover Time Out – January 27th Lead Story
Marketing Report February 2017
New Revenues/On-Site Events
• Rescheduled Breathe of Life Triathlon to May to move out of peak season
• Booked Walk For Water March 18th. 200 participants expected to tie into
Mermaid Month.
• Tall Ships : Jan 24th-Feb 14th. Tall Ships held tours daily
• Send a postcard to a friend promotion: Over 100 postcards sent out around
the nation
Meetings & Outreach
• LA Travel & Adventure Show – Saturday Feb 24th Partnered with Visit Ventura
Booth and distributed village maps and channel islands information. Over 650
emails collected and added to the Ventura Harbor email subscriber list
• Attended California Outlook Forum: Feb 27th – March 1st. Updates on statewide
tourism efforts and Harbor promotional opportunities
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Media /Communications
Marketing Report February 2017
Media Leads & Promotions
• Vetted Visit California Japan media opportunity: Arranged for Visit California Japanese media to visit VHV
with marketing arranging and hosting provide group with a tour of the Harbor
• Somerville Associates assisted in providing information to Visit Ventura for the following: Visit California
Mexico Media Mission, Visit California Aeromexico Superfam, Visit California Destination Third Thursdays
• Somerville Associates : Submitted information regarding Channel Islands National Park camping to Central
Coast Tourism PR firm
Press Release Distribution:
• March is Mermaid Month press release
• Draft of Cottontail Day press release
• Somerville Associates prepared and distributed Ventura Shellfish Enterprise to:
• Food and restaurant trades, business and fishing media, VHV regional press list
• Drafted and distributed Mermaid Madness to the following media
Highlights of Published Pieces January 2017-February 2017
• Ventura Post – Tall Ships Arrival
• Ventura County Star – Tall Ships Arrival
• Meetup.com – Pasadena events
• Macaroni Kid – Tall Ships Arrival
• VC Star – Tall Ships Arrival
• Ventura County Coast Calendar – Tall Ships Arrival
• Ventura Breeze Article – Tall Ships Arrival
• Santa Clarita Signal – Tall Ships
Visit California Japan Media Coverage
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VenturaHarbor.com
Top 4 Pages Visited (February 2017):
1) Harbor Cove Cafe 2) Local Fish Market 3) Village Carousel
4) Directions
Where people are coming from:
1) Google & Organic Search 2) Vice.com 3) Marriott.com
4) Facebook 5) aol.com 6) duckduckgo.com
VenturaHarborVillage.com
Top 4 Pages Visited (February 2017):
1) Tall Ships 2) Dine 3) Events 4) Shop
Where people are coming from: 1) Google & Organic Search 2) Direct 3) Facebook
4) Ventura Harbor.com 5) The Ultimate Escape Rooms
Website Analytics
Data from February 1st – February
28th, 2017
Data from February 1st –
February 28th , 2017
Marketing Report February 2017
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Social Media Analytics
February 2017
Instagram (7,260 Followers)
• Integrated Instagram story – 500 views over 24 hours
• Tall Ships Campaign Cont.: Used the hashtag #tallships
• Valentine’s Day Promotion: #seathelove
Marketing Report February 2017
Iconosquare Instagram Follower Growth
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February 2017
Facebook (17,959 Followers)
• 1,657: People that have checked
in at Ventura Harbor Village on Facebook
• 111,915: Amount of people who
have seen Ventura Harbor posts
Twitter (4,122 Followers)
Ventura Harbor Village E-Newsletter
• Tall Ships Newsletter with Opening of Ultimate Escape Rooms
• 23.2% open rate
• 7,714 Subscribers
Social Media Analytics (Cont.)
1,180 People Reached, 11 Shares
Marketing Report February 2017
22,329 People Reached, 95 Shares
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VENTURA PORT DISTRICT
DEPARTMENTAL STAFF REPORT Meeting Date: March 22, 2017
TO: Board of Port Commissioners
FROM: Robin Baer, Property Manager
SUBJECT: February 2017 Property Report
I. Tenant Report
1) BS Taproom — 1591 Spinnaker Drive #115 — Tenant is working with their architect to
finalize the drawings. Once received and reviewed by Ventura Port District, they will
be sent to the City of Ventura.
2) Boatyard Café — 1583 Spinnaker Drive #109 – Tenant has submitted drawings to the
City of Ventura. They are waiting on approval.
3) Dive Shop — 1559 Spinnaker Drive #108 – Tenant has obtained permit and will be
starting demo within the month of March. Estimated completion is second quarter of
2017.
4) Greek Restaurant — 1583 Spinnaker Drive #101 — The bar remodel drawings are
being finalized with the architect and tenant is working with a contractor to obtain
estimated costs for the project.
5) Wild Local Seafood — 1559 Spinnaker Drive #105 – The Bistro is not open and there
is minimal fish product provided for sale in the fish market area. Landlord has had
several meetings to obtain updates on the project and tenant has informed us that they
are unable to obtain financial income to open up the bistro.
6) Retail NEW Space — 1559 Spinnaker Drive #109 — Landlord is obtaining estimates
from contractors. Once received, we will review and select a contractor to start work
on the project.
II. Leasing
1) Leasing Outreach
• Site visits to meet with prospective tenants
• Met, discussed and emailed leasing packet to several attendees at the ICSC
So CaI Idea Exchange in Los Angeles Convention Center
• Posted online with Loopnet for both Lighthouse and Coffee Dock businesses
• Emailed leasing packets to realtors, individuals and Santa Barbara businesses
 Coffee Bean & Tea Leaf realtor, C’est Cheese, Crushcakes Café,
Robitaille’s Fine Candies, Pickles & Swiss Café, Peet’s Coffee, etc.
2) Leasing Packet:
• Distribution of leasing packets to prospective tenants and posted on website.
• Posting ads online via Loopnet and in other publications.
3) Overview of FY2016/2017 leasing strategy goals:
• Obtain monthly, quarterly and annual data from real estate sources;
• Procured Co-star for real estate analytics;
• Increase annual rental revenue to VPD at (or above) consumer price index;
• Achieve vacancy rates for office, retail, restaurant below comparable properties
in the City of Ventura
• Attendance and participation with real estate, trade shows, webinars and
networking events and others as applicable;
• Annual memberships with leasing, real estate and development organizations;
• Visit prospective tenant locations and meet with business owners.
III. Occupancy level at Harbor Village
29
CATEGORY Harbor Harbor Harbor Harbor City * City *
Vacancy Vacancy Available Available Vacancy Available
Sq Ft % Sq Ft % % %
Office 1,955 6% 1,955 8% 8.8% 13.0%
Retail 0 0% 5,634 28.5% 10.5% 12.1%
Restaurant 0 0% 0 0% 10.1% 9.5%
*Based on comparable square footage
IV. February Sales Report
The attached summary provides sales for three categories: restaurants, retail and charters.
The reports compare the monthly sales for 2017 and 2016. They also include year-to-date
comparisons. Restaurant and retail categories posted noteworthy decreases in sales. For
example, restaurant sales in February 2017 were 26.78% lower than February 2016 sales.
This is due in part to the excessive rain that occurred this year.
The year-to-date sales for February 2017 were down 1.69% from the same time last year.
However, there was an increase 100.14% for Charters; this was mostly due to last year’s
Harbor entrance closure and the Santa Cruz Island landing dock opening up again for Island
Packers’ boat trips.
Attachment 1 – February Tenant Sales
Attachment 2 – January Tenant Sales
30
ATTACHMENT 1 31
ATTACHMENT 2 32
BOARD OF PORT COMMISSIONERS
MARCH 22, 2017
CONSENT AGENDA ITEM A
APPROVAL OF OFFICE LEASE
AMENDMENT FOR GSA NATIONAL
PARK SERVICE
33
VENTURA PORT DISTRICT CONSENT AGENDA ITEM A
BOARD COMMUNICATION Meeting Date: March 22, 2017
TO: Board of Port Commissioners
FROM: Robin Baer, Property Manager
SUBJECT: Office Lease Amendment for GSA National Park Service
1431 Spinnaker Drive
1691 Spinnaker Drive #204, 206, 208,101B and 103
RECOMMENDATION:
That the Board of Port Commissioners approve lease amendment #5 to extend the lease of
Block A and Block D between the Ventura Port District dba Ventura Harbor Village and
GSA/National Park Service, for the premises located at 1431 Spinnaker Drive and 1691
Spinnaker Drive #204, 206, 208,101B and 103.
BACKGROUND AND DISCUSSION:
The National Park Service has occupied office space at Harbor Village since September 1992.
Over the years they have expanded into various buildings throughout the complex and occupy
over 10,000 square feet. National Park Service currently maintains their operations in two (2)
separate buildings.
With the recommended action, they will occupy two buildings at 1431 and 1691 Spinnaker Drive
and the combined square footage is 10,180. This amendment is for an additional twenty six (26)
months with an expiration date of April 30, 2019.
FISCAL IMPACT:
This new amendment reflects two percent yearly increases for office space in the complex. The
annual occupancy cost for this tenant is $295,000.
We look forward to future success with this tenant. Staff recommends the Board’s approval of
this lease amendment.
34
BOARD OF PORT COMMISSIONERS
MARCH 22, 2017
CONSENT AGENDA ITEM B
APPROVAL OF NEW OFFICE LEASE
AGREEMENT FOR KEN CAPARONI DBA
KEN CAPARONI STATE FARM AGENT
35
VENTURA PORT DISTRICT CONSENT AGENDA ITEM B
BOARD COMMUNICATION Meeting Date: March 22, 2017
TO: Board of Port Commissioners
FROM: Robin Baer, Property Manager
SUBJECT: New Office Lease Agreement for Ken Caparoni dba Ken Caparoni State Farm
Agent; 1583 Spinnaker Drive #210
RECOMMENDATION:
That the Board of Port Commissioners approve a new Office Lease Agreement between the
Ventura Port District dba Ventura Harbor Village and Ken Caparoni dba Ken Caparoni State
Farm Agent for the premises located at 1583 Spinnaker Drive #210 consisting of a total of 637
square feet for a three year term.
BACKGROUND AND DISCUSSION:
Mr. Caparoni is a new tenant to the Village and has been a State Farm Agent since 2013. His
business provides auto, home, life, health and commercial insurance. He also has been a long
time resident of Ventura County and currently has his office in downtown Ventura. He is very
excited to be relocating to the Ventura Harbor Village.
FISCAL IMPACT:
This new lease reflects current market rental rates for office space in the complex. The annual
occupancy cost for this tenant is $13,380. The minimum rent over the three year term is
adjusted annually by a 3% increase.
We look forward to future success with this tenant. Staff recommends the Board’s approval of
the new lease transaction.
36
BOARD OF PORT COMMISSIONERS
MARCH 22, 2017
CONSENT AGENDA ITEM C
APPROVAL OF CHARTER, RETAIL AND
DOCK LEASE AGREEMENT FOR ISLAND
PACKERS, CORP.
37
VENTURA PORT DISTRICT CONSENT AGENDA ITEM C
BOARD COMMUNICATION Meeting Date: March 22, 2017
TO: Board of Port Commissioners
FROM: Robin Baer, Property Manager
SUBJECT: Charter, Retail & Dock Lease Agreement for Island Packers, Corp.
1591 Spinnaker Drive #105B
RECOMMENDATION:
That the Board of Port Commissioners approve a new Charter, Retail & Dock Lease Agreement
between the Ventura Port District dba Ventura Harbor Village and The Island Packers, Corp dba
Island Packers, Corp for the premises located at 1591 Spinnaker Drive #105B consisting of a
total of 2,666 square feet for a five-year term with a four year option to extend.
BACKGROUND AND DISCUSSION:
Island Packers, Corp has been a tenant since 2001 and is a family run business. They have
continued to grow their business from one excursion boat to the current three boats. Island
Packers was founded by Bill M. Connally, who wanted to provide a means for people to venture
out to the Channel Islands. These tours allow for exploration, education, recreation and
research for those who are interested in all the things the Channel Islands have to offer. They
also provide whale watching, harbor and special event cruises.
FISCAL IMPACT:
This new lease reflects current market rental rates for charter/retail/dock space in the complex.
The annual occupancy cost for this tenant is approximately $310,000. The minimum rent over
the five year term is adjusted annually by the Consumer Price Index (CPI).
We look forward to continued future success with this tenant. Staff recommends the Board’s
approval of the new lease transaction.
38
BOARD OF PORT COMMISSIONERS
MARCH 22, 2017
CONSENT AGENDA ITEM D
APPROVAL OF OUT OF
TOWN TRAVEL REQUESTS
39
VENTURA PORT DISTRICT CONSENT AGENDA ITEM D
BOARD COMMUNICATION Meeting Date: March 22, 2017
TO: Board of Port Commissioners
FROM: Oscar F. Peña, General Manager
SUBJECT: Out of Town Travel Requests
RECOMMENDATION:
That the Board of Port Commissioners approve the following out of town travel requests for:
A) Harbormaster, John Higgins to travel to Lake Tahoe, CA to participate in the California
Boating Safety Officers Symposium on April 10-11, 2017. The symposium provides
networking opportunities and training on a number of important issues that are relevant to
District Operations. Estimated cost for the travel is as follows:
Registration $175.00
Lodging $240.00
Meals $190.00
Mileage $527.51
Miscellaneous $100.00
TOTAL $1,232.51
B) Harbormaster, John Higgins to travel to San Francisco, CA to participate in the Pacific
Coast Congress Harbormasters and Port Managers Inc. on April 12-14, 2017. This
opportunity will allow staff to interact with many ports and marinas around the US and result
in a much larger network that would be available for our Harbors needs. Estimated cost for
the travel is as follows:
Registration $0.00
Lodging $300.00
Meals $190.00
Mileage Included in A)
Miscellaneous $100.00
TOTAL $590.00
40
BOARD OF PORT COMMISSIONERS
MARCH 22, 2017
CONSENT AGENDA ITEM E
APPROVAL OF SUBLEASE BETWEEN
SHM VENTURA ISLE, LLC DBA
VENTURA ISLE MARINA AND
VENTURA COUNTY SHUTTLE, INC.
41
VENTURA PORT DISTRICT CONSENT AGENDA ITEM E
BOARD COMMUNICATION Meeting Date: March 22, 2017
To: Board of Port Commissioners
From: Brian Pendleton, Business Operations Manager
Subject: Approve Sublease between SHM Ventura Isle LLC dba Ventura Isle Marina and
Ventura County Shuttle., Inc.
RECOMMENDATION:
That the Board of Port Commissioners approve the Sublease between SHM Ventura Isle
LLC dba Ventura Isle Marina and Ventura County Shuttle., Inc. pursuant to Article 15.3 of the
Ground Lease between Ventura Port District and SHM Ventura Isle LLC dba Ventura Isle
Marina.
SUMMARY:
The Ground Lease (Master Lease) requires that the Sublessor submit any sublease to the
District for review and approval. The District has an obligation to act reasonably in reviewing
and granting or denying its approval of any sublease.
For example:
• Does the sublease coincide with the permitted uses and the percentage rent required
to the District?
• Is the term of the sublease within the term of the Master Lease?
• Does the sublessee indemnify the District from any and all claims, demands, loss or
liability of any kind or nature?
These are just a few of the requirements in Article 15.3 of the Master Lease.
Staff recommends approval of this Sublease and the form of the sublease as it conforms to
the requirements of the Master Lease.
BACKGROUND:
Ventura Isle Marina was assigned to SHM Ventura Isle LLC dba Ventura Isle Marina in 2016.
SHM intends to sublease office space to Ventura County Shuttle SHM for a period of one (1)
year. The commencement date of this sublease is April 1, 2017 and shall terminate March
31, 2018. Ventura County Shuttle, Inc. is currently operating out of the neighboring Holiday
Inn Express. Ventura County Shuttle, Inc. will move into the office space located at 1101
Spinnaker Drive approximately April 1, 2017. The shuttles will be stored on site near the
1101 Spinnaker Drive building; however the pickups will occur at The Four Points Sheraton
Inn located on Harbor Blvd. It should be noted that this location will not interfere with the
Dolphin Lot section of the 1363 Spinnaker Drive lot at Ventura Isle Marina that the Ventura
Port District is currently using for employee and overflow parking. The owner/ operator of the
Ventura County Airporter Shuttle is Clayton Vail.
FISCAL IMPACT:
Pursuant to the Master Lease, the District shall receive 10% of sublease rental income.
42
BOARD OF PORT COMMISSIONERS
MARCH 22, 2017
STANDARD AGENDA ITEM 1
APPROVAL OF FINANCIAL
STATEMENT AND CHECKS
43
VENTURA PORT DISTRICT STANDARD AGENDA ITEM 1
BOARD COMMUNICATION Meeting Date: March 22, 2017
TO: Board of Port Commissioners
FROM: Gloria Adkins, Accounting Manager
SUBJECT: Approval of Financial Statements and Checks
RECOMMENDATION:
That the Board of Port Commissioners adopts Resolution No. 3329 to:
a) Accept the following financial statements for the Quarter ended December 30, 2016;
and
b) Review the payroll and regular checks for October through December 2016
SUMMARY:
Attached for the Board’s review are the financial statements for the quarter ended December
31, 2016 and the check registers for October through December 2016.
BACKGROUND:
The financial statements consist of Statement of Revenue and Expenses, Budget Analysis
Notes, Annual Budget Compared to Year-to-Date Expenditures, Balance Sheet, Cash Flow
Statement, Distribution of Cash, Comparison of Lease Rents, and a Three Year Comparative
Statement of Revenue and Expenses.
The mid-year budget adjustments approved by the Board at the February 22, 2017 meeting that
pertain to the previous six months have been included in the attached financial statements. For
example, the $1.2 million increase to the budget in Parcel Lease Income from Portside Harbor is
reflected on the attached statements.
Operational Disbursements
The accounts payable check registers for October through December are located after all the
financial statement documents as Attachment 3. The registers include a brief description of the
purpose for each check.
I have explained some of the major accounts payable check expenditures below. (Regular
payments such as monthly service contracts, utilities, legal services, etc. are not shown below
as they are recurring each month.):
October 2016 –
 Marcos Ramos Painting was paid $8,925 on 10/05/16 for four separate jobs in the Village.
He sanded and repainted twenty water meters and five gas lines; patched and painted the
outside patio and window trim at Baja Surf n Taco; and painted the inside of Ventura
Swimwear as per her lease renewal accessibility improvement requirements.
 Jensen Design & Survey Inc was paid $7,263 on 10/16/16 as a progress payment for the
services related to the parking lot repairs and accessibility improvements at Harbor Cove,
Surfers Knoll, the launch ramp, the District headquarters and the District utilized portions of
the Ventura Isle Marina parking lot.
 The Ultimate Escape Room was paid $7,000 on 10/19/16 for a second payment on tenant
improvements as per her lease.
44
November 2016 –
 Ultimate Escape Room was paid $6,000 on 11/14/16 for the third payment on tenant
improvements as per her lease.
 RRM Design Group Inc. was paid $10,190 on 11/17/16 for their continued work on the
accessibility improvements on the Village Phase 3 project around the Carousel courtyard
and Village Phase 2 project specifications on hand railings.
 Letner Roofing Co. was paid $38,362 on 11/17/16 as a progress payment on the change
order for the roofing project at 1559 Spinnaker and 1449 Spinnaker (Brophy’s and Andria’s
buildings).
 Marcos Ramos was paid $7,035 on 11/17/16 for seven separate jobs. He
patched/repaired/painted the men’s, women’s and family restrooms in the 1691 (Island
Packers) building including the entry doors and the hallway leading into the restrooms;
tenant improvement in the expanded office space for Sierra Pacific Mortgage Company; and
painted the Harbor entry feature lettering at Spinnaker Dr. and Harbor Blvd.
December 2016 –
 PowerHouse Construction Inc. was paid $25,650 on 12/01/16 for services pertaining to
repairs of the Harbor entry feature at Spinnaker Dr. and Harbor Blvd.
 Letner Roofing Co. was paid $12,222 on 12/01/16 for the final payment and retention on the
1691 Spinnaker (Island Packers building) roof project to replace/repair tiled areas of the
roof.
 Alliant Insurance Services was paid $57,582 on 12/07/16 for the annual premium for four
Navigators Marine Insurance policies. This insurance covers all liability related to the patrol
boats, the launch ramp, the District docks (including the Village) and the water area in the
harbor.
 Dept. of Parks and Recreation was paid $52,519 on 12/15/16 for their 2016 summer
lifeguard services at Harbor Cove Beach. They will now audit their books and give us a final
billing for the summer 2016 services.
 RRM Design Group Inc. was paid $11,887 on 12/15/16 for their continued work on the
accessibility improvements on the Village Phase 3 project around the Carousel courtyard.
 Chicago Title Company was paid $6,000 on 12/15/16 for the title reports as needed for the
future development of parcels 5 & 8.
 Marcos Ramos Painting was paid $7,500 on 12/15/16 for repairs, waterproofing. painting,
and safety striping of three staircases located in the Village, one located in the courtyard
behind the Greek restaurant, one located in the courtyard between the 805 Bar & Grill and
Coastal Cone Ice Cream store, and the third located in the courtyard behind the Copa
Cabana restaurant.
Details reflecting purchases made through the District’s Chase Bank credit cards for October
through December 2016 are included as Attachment 5.
Payroll Disbursements
The District has 26 bi-weekly pay periods per year; ten months of the year will have two regular
payroll periods and two months will have three regular pay periods. The payroll for the month of
December is higher than normal because it contains the quarterly accrued compensation hours
pay-off run.
45
Other Disbursements
The bi-annual debt service payments of $219,332 on the Certificates of Participation, Series
2008, 2009, and 2016 were transmitted to City National Bank by wire on January 19, 2017.
Ventura Port District Aquaculture Fisheries Study Grant Fund
The financial statements for the Grant Fund are included here as Attachment 5. The second
request for reimbursement through the Sea Grant for $19,182 covering expenses from June
through December 2016 was submitted on March 2, 2017.
FISCAL IMPACT:
The Statement of Income and Expenses reflects an increase of $2,093,332 in the ‘Changes in
Net Position’ for the period ended December 31, 2016. This increase is primarily due to the
receipt of the $1.2m lease signing fee from Portside Partners Ventura Harbor in October.
ATTACHMENTS:
Attachment 1 – Resolution No. 3329
Attachment 2 – Statement of Income Expenses – Quarter Ended December 31, 2016
Attachment 3 – Accounts Payable Check Registers October – December 2016
Attachment 4 – Chase Credit Card Charges October – December 2016
Attachment 5 – Aquaculture Fisheries Grant Fund Statement of Income Expenses
46
ATTACHMENT 1 47
Ventura Port District
Statement of Income and Expenses
For the Period Ended December 31, 2016
< - - - - - - - - Quarter (3 mos) - - - - - - - - > < - - - - - - - Year-to-Date - - - - - - - >
Budget Activity Variance Budget Activity Variance
OPERATING REVENUES
Parcel Lease Income $ 1,993,000 $ 1,964,046 $ (28,954) $ 2,779,500 $ 2,760,168 $ (19,332)
Dry Storage Income 28,000 30,825 2,825 58,000 62,064 4,064
Fisherman’s Storage 17,505 12,185 (5,320) 35,010 35,750 740
Parking Income 12,000 12,370 370 39,000 38,306 (694)
Miscellaneous Income/Rentals 28,445 32,145 3,700 38,540 51,505 12,965
Village Income
Harbor Village Lease Income 585,000 602,734 17,734 1,302,000 1,336,615 34,615
Commercial Fishing 81,900 71,128 (10,772) 146,700 146,106 (594)
Miscellaneous Income 1,445 2,912 1,467 2,890 4,549 1,659
Harbor Event Fees 8,625 15,408 6,783 17,250 16,743 (507)
Marketing Booth/Vendor Income 2,300 1,591 (709) 2,600 1,733 (867)
Co-Op Advert/Sponsorship 10,000 6,055 (3,945) 10,000 6,055 (3,945)
Merchants Promo Fund 23,700 24,879 1,179 47,600 49,233 1,633
Slip Rentals 223,500 231,191 7,691 446,500 446,546 46
Dock Electrical Income 9,000 8,948 (52) 13,500 13,488 (12)
C A M Income 76,260 85,765 9,505 152,520 168,734 16,214
Total Oper. Revenues $ 3,100,680 $ 3,102,182 $ 1,502 $ 5,091,610 $ 5,137,595 $ 45,985
OPERATING EXPENSES
Personnel Expenses
Salaries & Wages
Regular Salaries $ 489,045 $ 470,242 $ 18,803 $ 1,063,500 $ 1,025,848 $ 37,652
Part-time Help 16,845 12,647 4,198 36,500 28,880 7,620
Overtime Pay 17,500 17,790 (290) 33,250 33,547 (297)
Holiday Pay 11,125 9,928 1,197 20,500 14,886 5,614
Total Salaries & Wages $ 534,515 $ 510,607 $ 23,908 $ 1,153,750 $ 1,103,161 $ 50,589
Other personnel expenses
Retirement Contributions/Exp $ 119,655 $ 114,584 $ 5,071 $ 253,800 $ 245,491 $ 8,309
Payroll Taxes 9,695 8,675 1,020 20,285 18,654 1,631
Worker’s Comp Ins. 55,035 55,035 0 110,070 110,070 0
OPEB Liability 31,071 30,570 501 62,142 61,265 877
Medical & Life Ins. 68,238 64,050 4,188 136,476 131,086 5,390
Optional Benefit Plan 48,495 43,866 4,629 96,990 91,817 5,173
Uniforms & Tool Allowances 7,440 6,901 539 14,820 12,267 2,553
Total – Other Personnel Expenses $ 339,629 $ 323,681 $ 15,948 $ 694,583 $ 670,650 $ 23,933
Total Personnel Expenses $ 874,144 $ 834,288 $ 39,856 $ 1,848,333 $ 1,773,811 $ 74,522
Monthly Report
(Unaudited)
1
ATTACHMENT 2 48
Ventura Port District
Statement of Income and Expenses
For the Period Ended December 31, 2016
< - - - - - - - Quarter (3 mos) - - - - - - - > < - - - - - - - Year-to-Date - - - - - - - >
Budget Activity Variance Budget Activity Variance
General Expenses
Advertising $ 5,500 $ 5,993 $ (493) $ 6,500 $ 6,856 $ (356)
Leasing & Real Estate 4,260 3,923 337 8,520 6,610 1,910
Auto Mileage & Allowance 2,880 2,308 572 5,760 4,800 960
Auto/Boat Equip & Maint 25,445 14,962 10,483 47,840 26,814 21,026
Bank Fees & Other Misc 3,875 2,047 1,828 7,750 4,400 3,350
Building Maintenance 79,000 79,145 (145) 132,170 126,426 5,744
Bldg Maint-Tenant Improvments 56,000 26,299 29,701 76,000 38,538 37,462
Accessibility Improvements 20,000 380 19,620 22,000 2,028 19,972
Communications 12,495 13,763 (1,268) 25,010 25,702 (692)
Conferences & Training 9,750 7,624 2,126 15,550 11,129 4,421
Dock Maint. & Repair 8,500 5,331 3,169 27,000 15,243 11,757
Village Enhancements 5,000 0 5,000 10,000 4,763 5,237
Equipment Rental 3,375 3,939 (564) 6,675 6,829 (154)
General Insurance 66,000 66,000 0 132,000 132,000 0
Grounds Maintenance 55,140 48,459 6,681 93,280 83,121 10,159
General Harbor Maintenance 1,000 988 12 2,700 2,628 72
Janitorial Supplies 12,745 9,813 2,932 28,990 22,787 6,203
Land/Building Rental Expense 17,505 18,120 (615) 35,010 35,925 (915)
Marketing & Promotions 72,450 70,662 1,788 137,880 111,460 26,420
Memberships & Subscriptions 9,185 10,435 (1,250) 19,645 20,118 (473)
Office Supplies & Equipment 10,550 7,516 3,034 18,850 14,513 4,337
Computer Equip & Supplies 9,000 2,977 6,023 12,500 6,047 6,453
Operating Supplies 16,460 10,246 6,214 33,020 21,657 11,363
Other Equipment & Repairs 9,975 10,162 (187) 19,600 18,395 1,205
Professional Services – Legal 63,000 63,140 (140) 141,000 140,542 458
Professional/Outside Services 103,091 56,448 46,643 248,700 190,118 58,582
Utilities 109,365 98,160 11,205 198,460 179,598 18,862
Dredging Related Expenses 63,450 42,674 20,776 106,890 85,334 21,556
Total General Expenses $ 854,996 $ 681,514 $ 173,482 $ 1,619,300 $ 1,344,381 $ 274,919
Total Operating Expenses $ 1,729,140 $ 1,515,802 $ 213,338 $ 3,467,633 $ 3,118,192 $ 349,441
Oper. Income(Loss) Before Deprec.$ 1,371,540 $ 1,586,380 $ 214,840 $ 1,623,977 $ 2,019,403 $ 395,426
Depreciation $ 216,000 $ 213,010 $ 2,990 $ 432,000 $ 427,142 $ 4,858
Operating Income (Loss) $ 1,155,540 $ 1,373,370 $ 217,830 $ 1,191,977 $ 1,592,261 $ 400,284
Monthly Report
(Unaudited)
2
ATTACHMENT 2 49
Ventura Port District
Statement of Income and Expenses
For the Period Ended December 31, 2016
< - - - - - - - Quarter (3 mos) - - - - - - - > < - - - - - - - Year-to-Date - - - - - - - >
Budget Activity Variance Budget Activity Variance
NON-OPERATING REVENUES
General
Investment Income (Loss) $ 6,250 $ 19,258 $ 13,008 $ 12,500 $ 36,460 $ 23,960
Tax Income 600,000 631,331 31,331 633,000 660,808 27,808
Intergov’t Revenue 0 13,348 13,348 0 13,348 13,348
Total General Non-Oper. Income $ 606,250 $ 663,937 $ 57,687 $ 645,500 $ 710,616 $ 65,116
Special Funding
DBAW Grants-Launch Ramp $ 0 $ 0 $ 0 $ 0 $ 0 $ 0
City of Ventura 0 0 0 0 1,133 1,133
Total Special Funding $ 0 $ 0 $ 0 $ 0 $ 1,133 $ 1,133
TOTAL NON-OPER. REVENUES $ 606,250 $ 663,937 $ 57,687 $ 645,500 $ 711,749 $ 66,249
NON-OPERATING EXPENSES
Interest Expense $ 6,645 $ 6,642 $ 3 $ 212,690 $ 210,678 $ 2,012
Total Non-Oper. Expenses $ 6,645 $ 6,642 $ 3 $ 212,690 $ 210,678 $ 2,012
Non-Operationing Income (Loss) $ 599,605 $ 657,295 $ 57,690 $ 432,810 $ 501,071 $ 68,261
CHANGES IN NET POSITION $ 1,755,145 $ 2,030,665 $ 275,520 $ 1,624,787 $ 2,093,332 $ 468,545
Monthly Report
(Unaudited)
3
ATTACHMENT 2 50
Supplementary Notes to the Statement of Income and Expense for the quarter ending December 31, 2016
– Budget to Actual Analysis.

Staff makes an attempt to follow seasonal patterns when distributing the annual budget by month whenever it is
feasibly possible. Many line items are divided equally through the year.
Operating Income:
Parcel Lease Income – (under budget 19,332) This category reflects the cumulative balance for master tenants
rents. All three months, October, November, & December were under budget. This variance seems to be in the
monthly budget allocation not in the actual rent received from the tenants. The lease comparison report indicates
the master tenant rents are performing as expected in my annual budget analysis.
Miscellaneous Income/Rentals – (exceeds budget $12,965) The budget was completed before I was aware that
HBE requested to extend their lease to use parcel 19A parking lot while they continue construction on Community
Memorial Hospital. The contract with HBE ended in November and it was decided by staff not to make a mid-year
adjustment in this category.
Harbor Village Lease Income – (exceeds budget $34,615) This category includes retail, restaurant, offices and
charters located in the Village. The variance primarily reflects an increase in retail of $16,315, an increase in
restaurants of $3,779 and an increase in charters of $17,460. Village retail and restaurant tenants continue to
report their sales are good. Charters were reduced in the first half of the FY17 budget to accommodate the
revenue lost due to the temporary closure of landings on the islands. It appears charters are slowly recovering
from the closures.
Commercial Fishing – (under budget $594) The Marina Manager reported that squid offloading picked up a little
in November and December but was not enough to equal the proposed budgeted for September thru December.
The $10,179 gained in the first quarter was reduced by the $10,770 loss of sales in the second quarter.
Event Fees – (under budget $507) This category is difficult to budget and has been allocated evenly over twelve
months. The period July thru September was under budget by $7,290. The fees received in the current quarter
exceeded the budget by $6,783. The net effect for the six months budget ending in December is on track.
Slip Rentals – (exceeds budget $46) This category was adjusted during the mid-year budget adjustment review.
Operating Expenses:
Personnel Expenses – (under budget $74,522)
 Salaries and wages were under budget by $50,589. As with the previous year, the budget includes
contingencies for MOU obligations, vacation buyouts, shift coverages, and merit increases. These
contingencies were spread out equally over all the pay periods. Another factor contributing to wages
being under budget is that Marketing was short a fulltime employee for about five months thereby
reducing her wage expenses. This vacant position was filled in February.
 The other personnel expense categories are under budget by $23,933. This variance is primarily in
retirement contributions. The retirement contributions are affected by merit increases in wages that have
not been implemented. The actual expenses in the medical & life insurance and the optional benefit plan
categories are also affected by the vacancy in the Marketing department accounting for some the
variance.
Auto/Boat Equip & Maintenance – (under budget $21,026) Approximately $15,000 of this variance is related to
boat maintenance and boat fuel. All except $90,000 in this line item for the year has been allocated evenly over
twelve months for all departments. The $90,000 budgeted for major boat maintenance has been applied to June
2017 and is dependent upon the District being awarded a grant for boat motors and other equipment. At this
time, the grant has been approved and the Harbormaster is currently researching the purchase of boat motors.
ATTACHMENT 2 51
Supplementary Notes to Statement of Income and Expenses Continued for the quarter ending December
31, 2016 – Budget to Actual Analysis
Building Maint.-Tenant Improvements – (under budget $37,462) Tenant improvements were budgeted to begin
November and December. The scheduled improvements will be performed more towards the spring.
Accessibility Improvements – (under budget $19,972) The majority of the accessibility improvements that are
currently being worked on are being accomplished through capital improvement projects not through this expense
account. It is anticipated that these funds will be utilized for restroom improvements.
Marketing and Promotions – (under budget $26,420) Marketing’s monthly expenditures can vary greatly from
the monthly budget distribution based on many factors. This variance continues to be primarily in the advertising
category during the first quarter of the fiscal year. The second quarter (Oct-Dec) is very close to budget. The
advertising category has been allocated evenly over twelve months.
Professional Services/Legal – (under budget $458) This category was adjusted at mid-year to bring in line with
actual expenses.
Professional Services/Outside Services – (under budget $58,582) This variance primarily reflects $21,000 in
the maintenance department and $26,000 in the administration department. There is approximately $14,000
budgeted for boat salvage and $15,000 to remove debris from parcels 15, 16 & 18. Harbormaster John Higgins
has been able to keep the salvage costs down and the District did not have to remove any debris from parcel 15,
16 &18. The administration budget has approximately $15,000 in real estate consultants and brokers fees that
have not been utilized at this time. The professional services for the admin department are allocated evenly over
the twelve months.
Utilities – (under budget $18,862) This category consists of water, electricity, gas and trash expenses. Electrical
expense represents the largest portion of this variance. Water and electric usage is affected in part by having
less squid boats in the harbor this season. Trash services were increased in July/August to accommodate
increased activity in the Village. $11,205 of the year-to-date variance is attributed to the second quarter (OctDec)
when squid offloading is generally at its peak.
 Water is under budget by $7,021,
 Electricity is under budget by $16,500,
 Gas is under budget by $330 and
 Trash exceeds budget by $4,989.
Dredging Related Expenses – (under budget $21,556) This variance is in regulatory testing as required for
dredging. Some years the regulators do not require as much testing. Dredging started later this year so there is
still a chance that these funds will be used.
Non-operating Revenue:

Investment Income – (exceeds budget $23,960) This budget item is very conservative. The fair market value of
the Stifel investment remained fairly constant; whereas, the investment earned through LAIF was significantly
higher than anticipated for the quarter.
Tax Income – (exceeds budget $27,808) This budget item is also a conservative estimate. It represents the
District’s pro-rata share of the Ventura County property tax assessments collected.
ATTACHMENT 2 52
Ventura Port District
Budget Analysis – Current Year and Prior Year
For the Period Ended December 31, 2016
Current Year Current Year Current Year Prior Year Prior Year Prior Year
Annual YTD Remaining Annual YTD Remaining
Budget Activity Budget % Budget Activity Budget %
INCOME
Operating Income
Parcel Lease Income 4,540,000 2,760,168 1,779,832 39 3,095,000 1,477,609 1,617,391 52
Dry Storage Income 110,000 62,064 47,936 44 97,000 54,193 42,807 44
Fisherman’s Storage 70,000 35,750 34,250 49 76,500 34,884 41,616 54
Parking Income 70,000 38,306 31,694 45 65,000 46,450 18,550 29
Miscellaneous Income/Rentals 46,000 51,505 (5,505) (12) 71,500 56,701 14,799 21
Village Income
Harbor Village Lease Income 2,355,000 1,336,615 1,018,385 43 2,330,000 1,240,888 1,089,112 47
Commercial Fishing 230,000 146,106 83,894 36 215,000 121,976 93,024 43
Miscellaneous Income 5,500 4,549 951 17 6,000 2,956 3,044 51
Harbor Event Fees 34,500 16,743 17,757 51 40,500 25,980 14,520 36
Marketing Booth/Vendor Income 7,500 1,733 5,767 77 10,000 8,904 1,096 11
Co-Op Advert/Sponsorship 14,000 6,055 7,945 57 16,500 12,485 4,015 24
Merchants Promo Fund 95,000 49,233 45,767 48 90,000 42,797 47,203 52
Slip Rentals 880,000 446,546 433,454 49 900,000 459,324 440,676 49
Dock Electrical Income 30,000 13,488 16,512 55 26,000 15,202 10,798 42
C A M Income 305,000 168,734 136,266 45 295,000 149,286 145,714 49
Total Operating Income $ 8,792,500 $ 5,137,595 $ 3,654,905 42 % $ 7,334,000 $ 3,749,635 $ 3,584,365 49 %
Non-operating Income
Investment Income (Loss) 25,000 36,460 (11,460) (46) 30,000 10,310 19,690 66
Tax Income 1,090,000 660,808 429,192 39 1,030,000 629,224 400,776 39
Intergov’t Revenue 0 13,348 (13,348) 0 0 0 0 0
DBAW Grants-Misc 24,000 0 24,000 100 15,500 0 15,500 100
DBAW Grant-Equipment 55,000 0 55,000 100 59,500 0 59,500 100
City of Ventura 0 1,133 (1,133) 0 30,000 0 30,000 100
Total Non-Oper. Income $ 1,194,000 $ 711,749 $ 482,251 40 % $ 1,165,000 $ 639,534 $ 525,466 45 %
TOTAL INCOME $ 9,986,500 $ 5,849,344 $ 4,137,156 41 % $ 8,499,000 $ 4,389,169 $ 4,109,831 48 %
EXPENSES
Personnel Expenses
Salaries & Wages 2,310,000 1,103,161 1,206,839 52 2,314,500 1,102,113 1,212,387 52
Retirement Contributions 500,500 245,491 255,009 51 506,500 246,377 260,123 51
Payroll Taxes 40,500 18,654 21,846 54 44,500 20,628 23,872 54
Worker’s Comp Ins. 185,000 110,070 74,930 41 171,000 170,740 260 0
OPEB Liability 124,280 61,265 63,015 51 123,922 61,890 62,032 50
Medical & Life Ins. 273,000 131,086 141,914 52 262,500 123,512 138,988 53
Optional Benefit Plan 194,000 91,817 102,183 53 194,000 96,423 97,577 50
Uniforms & Tool Allowances 30,500 12,267 18,233 60 35,000 17,718 17,282 49
Total Personnel Expenses $ 3,657,780 $ 1,773,811 $ 1,883,969 52 % $ 3,651,922 $ 1,839,401 $ 1,812,521 50 %
Monthly Report
(Unaudited)
1
ATTACHMENT 2 53
Ventura Port District
Budget Analysis – Current Year and Prior Year
For the Period Ended December 31, 2016
Current Year Current Year Current Year Prior Year Prior Year Prior Year
Annual YTD Remaining Annual YTD Remaining
Budget Activity Budget % Budget Activity Budget %
EXPENSES CONTINUED
General Expenses
Advertising 11,000 6,856 4,144 38 10,000 4,469 5,531 55
Leasing & Real Estate 17,000 6,610 10,390 61 17,000 5,052 11,948 70
Auto Mileage & Allowance 11,500 4,800 6,700 58 13,500 4,774 8,726 65
Auto/Boat Equip & Maint 189,500 26,814 162,686 86 201,500 43,039 158,461 79
Bad Debt 25,000 0 25,000 100 25,000 425 24,575 98
Bank Fees & Other Misc 15,500 4,400 11,100 72 15,500 4,873 10,627 69
Building Maintenance 258,000 126,426 131,574 51 243,000 43,407 199,593 82
Bldg Maint-Tenant Improvments 500,000 38,538 461,462 92 285,000 176,289 108,711 38
Accessibility Improvements 60,000 2,028 57,972 97 800,000 293,655 506,345 63
Communications 50,000 25,702 24,298 49 43,000 23,945 19,055 44
Conferences & Training 59,000 11,129 47,871 81 59,500 8,433 51,067 86
Dock Maint. & Repair 44,500 15,243 29,257 66 49,000 9,552 39,448 81
Village Enhancements 30,000 4,763 25,237 84 35,000 0 35,000 100
Equipment Rental 21,500 6,829 14,671 68 18,500 7,668 10,832 59
General Insurance 224,000 132,000 92,000 41 260,000 159,000 101,000 39
Grounds Maintenance 154,000 83,121 70,879 46 111,000 69,030 41,970 38
General Harbor Maintenance 4,000 2,628 1,372 34 4,000 54 3,946 99
Janitorial Supplies 57,000 22,787 34,213 60 60,500 22,624 37,876 63
Land/Building Rental Expense 70,000 35,925 34,075 49 76,500 34,884 41,616 54
Marketing & Promotions 285,000 111,460 173,540 61 291,500 127,957 163,543 56
Memberships & Subscriptions 23,000 20,118 2,882 13 21,500 18,072 3,428 16
Office Supplies & Equipment 39,500 14,513 24,987 63 38,000 16,631 21,369 56
Computer Equip & Supplies 23,000 6,047 16,953 74 12,500 10,151 2,349 19
Operating Supplies 65,000 21,657 43,343 67 69,500 19,200 50,300 72
Other Equipment & Repairs 42,000 18,395 23,605 56 46,000 29,384 16,616 36
Professional Services – Legal 225,000 140,542 84,458 38 245,000 161,995 83,005 34
Professional/Outside Services 498,500 190,118 308,382 62 413,000 176,183 236,817 57
Utilities 378,000 179,598 198,402 52 411,500 170,621 240,879 59
Dredging Related Expenses 236,000 85,334 150,666 64 335,000 94,409 240,591 72
Total General Expenses $ 3,616,500 $ 1,344,381 $ 2,272,119 63 % $ 4,211,000 $ 1,735,776 $ 2,475,224 59 %
Non-Operating Expenses
Interest Expense 440,000 210,678 229,322 52 650,710 436,983 213,727 33
Bond Issuance Cost 0 0 0 0 135,600 0 135,600 100
Transfer to Grant Fund 0 0 0 0 0 18,000 (18,000) 0
Total Non-oper. Expenses $ 440,000 $ 210,678 $ 229,322 52 % $ 786,310 $ 454,983 $ 331,327 42 %
TOTAL EXPENSES $ 7,714,280 $ 3,328,870 $ 4,385,410 57 % $ 8,649,232 $ 4,030,160 $ 4,619,072 53 %
Monthly Report
(Unaudited)
2
ATTACHMENT 2 54
Ventura Port District
Budget Analysis – Current Year and Prior Year
For the Period Ended December 31, 2016
Current Year Current Year Current Year Prior Year Prior Year Prior Year
Annual YTD Remaining Annual YTD Remaining
Budget Activity Budget Budget Activity Budget
CAPITAL IMPROVEMENTS / EQUIPMENT
Assets-Telephone System 0 11,194 (11,194) 0 0 0
Automotive 160,000 0 160,000 40,000 0 40,000
Assets -Fish Pier Crane/Hoist 0 0 0 102,000 90,165 11,835
Assets-Harbor Entry Feature 60,000 26,125 33,875 0 0 0
Asset- Schooner Entry Signage 0 0 0 13,200 0 13,200
Building Improve-Replace Window 130,000 2,162 127,838 90,000 0 90,000
Parking Lot Repairs 200,000 29,423 170,577 100,000 83,059 16,941
Assets Village roof system 615,000 62,261 552,739 630,000 445,594 184,406
Assets-1591 Elevator Refurbish 105,000 0 105,000 0 0 0
Assets-Vlg Parkinglot Trash Enclo 50,000 0 50,000 0 1,314 (1,314)
Assets-1691 Elevator Refurbish 0 0 0 98,000 37,446 60,554
Assets-1691 Spinnaker Roof Repa 0 0 0 120,000 0 120,000
Village Concrete Improvements 0 7,337 (7,337) 0 0 0
Carousel Courtyard/Promenade R 1,675,000 31,473 1,643,527 0 4,848 (4,848)
Assets-VHV Marina Part G&H Doc 125,000 2,706 122,294 50,000 0 50,000
Total Capital Improvements $ 3,120,000 $ 172,681 $ 2,947,319 $ 1,243,200 $ 662,426 $ 580,774
Monthly Report
(Unaudited)
3
ATTACHMENT 2 55
Ventura Port District
Balance Sheet
For the Period Ended December 31, 2016
CURRENT ASSETS CURRENT LIABILITIES
Cash in Banks 4,675,772 Accounts Payable 233,950
Accounts Receivable 220,392 Accrued Interest Payable 159,176
Intercompany Receivable-Grant Fund 72,000 Current Portion of Long Term Debt 825,000
Notes Receivable 32,464 Current Portion OPEB Liability 12,144
Taxes Receivable 42,716 Accrued Liabilities 51,718
Interest Receivable 18,427 Current Portion of Compensated Absences 175,518
Prepaid Expenses 277,427 TOTAL CURRENT LIABILITIES $1,457,506
Inventory of supplies 43,070
TOTAL CURRENT ASSETS $5,382,268 LONG TERM DEBT
ltd – Notes Payable 12,297,500
RESTRICTED ASSETS TOTAL LONG TERM DEBT $12,297,500
Cash – Dredging 3,008,691
Cash – Improvement 3,878,442 OTHER LIABILITIES
Cash – Fisheries Complex 115,368 OPEB Liability-Long Term 563,108
TOTAL RESTRICTED ASSETS $7,002,501 Compensated Absences-Long Term 72,454
Net Pension Liability 2,735,639
FIXED ASSETS Unearned Revenue 150,083
Land 2,342,629 Security Deposits 283,907
Harbor Improvements 34,552,897 TOTAL OTHER LIABILITIES $3,805,191
Equipment 1,575,454
38,470,980 TOTAL LIABILITIES $17,560,197
Accumulated depreciation (15,729,046)
NET FIXED ASSETS $22,741,934
EQUITY
OTHER ASSETS Contributed Capital 4,632,128
Investments-Unrestricted Reserves 1,499,070 Retained Earnings-Reserved 645,536
TOTAL OTHER ASSETS $1,499,070 Retained Earnings- Unreserved 11,887,566
Current Year Retained Earnings 2,093,332
TOTAL EQUITY $19,258,562
TOTAL ASSETS $36,625,773
DEFERRED OUTFLOWS OF RESOURCES
Deferred amount on refundings 281,344 DEFERRED INFLOW OF RESOURCES
Deferred amount on pension plan 388,180 Deferred amount from pension plan 476,538
TOTAL DEFERRED OUTFLOWS OF RESOURCES $669,524 TOTAL DEFERRED INFLOW OF RESOURCES $476,538
TOTAL ASSETS AND DEFERRED TOTAL LIABILITIES, EQUITY, AND
OUTFLOWS OF RESOURCES $37,295,297 DEFERRED INFLOW OF RESOURCES $37,295,297
Monthly Report
(Unaudited)
ATTACHMENT 2 56
Ventura Port District
Cashflow Statement
As of December 31, 2016
Enterprise Fund
Operating Income 5,132,472
Non-Operating Income 716,872
Total Income $ 5,849,344
Operating Expenses 3,545,334
Non-Operating Expenses 210,678
Total Expenses $ 3,756,012
Change in Net Position-Accrual Basis $ 2,093,332
Cashflows for Capital and Financing Activities:
Principle paid on debt (727,700)
Deferred amount on refundings 13,284
Acquisitions/Retirements of Capital Assets (172,681)
Net Cash provided (used) by Capital & Financing $ (887,097)
Operating Income Adjustments:
Depreciation 427,142
(Increase)decrease in receivables 174,256
(Increase)decrease in prepaid Items 77,110
Increase(decrease) in payables (17,275)
Increase(decrease) in unearned revenue (49,822)
Increase (decrease) in tenant deposits 107,760
Net Cash provided by Operating Activities $ 719,171
NET Increase (Decrease) in Cash 1,925,406 $
Add: Beginning Cash 7/1/16 $ 11,251,937
Ending Cash at 12/31/16 $ 13,177,343
Monthly Report
(Unaudited)
ATTACHMENT 2 57
Ventura Port District
Comparison of Lease Rent
Year to Date Year to Date
Ended Ended Increase
12/31/2016 12/31/2015 (Decrease)
Parcel Leases
Ventura Harbor Marine Assoc 107,433 102,464 4,969 5%
Dave’s Fuel Dock 6,592 7,094 (502) -7%
Sheraton 4 Points-Harbortown 264,268 239,074 25,194 11%
Harbortown Point 4,626 5,746 (1,120) -19%
Oceans West Marina 153,333 143,836 9,497 7%
Ventura Isle Marina 346,221 344,278 1,943 1%
Ventura Marina Mobile Park 218,712 217,573 1,139 1%
Ventura West Marina 255,103 247,607 7,496 3%
Ventura Yacht Club 60,632 59,443 1,189 2%
Vta Harbor Boatyard 62,000 70,494 (8,494) -12%
Portside Partners Ventura Harbor 81,250 40,000 41,250 103%
Total Parcel Lease 1,560,169 1,477,609 82,560 6%
Appreciation rent & Option Fee 1,200,000 – 1,200,000
Total Parcel Leases 2,760,169 1,477,609 1,282,560 87%
Ventura Harbor Village
Retail Rents 255,314 222,729 32,585 15%
Restaurant Rents 558,779 506,371 52,408 10%
Office Rents 309,062 296,620 12,442 4%
Charters 213,460 215,168 (1,708) -1%
Total Village 1,336,615 1,240,888 95,727 8%
Commercial Fishing 146,106 121,976 24,130 20%
TOTAL 4,242,890 2,840,473 1,402,417 49%
Monthly Report
(Unaudited)
ATTACHMENT 2 58
Ventura Port District
Distribution of Cash as of
December 31, 2016
Enterprise Fund Current
Balance
Cash
Cash on Hand (undeposited) 2,944
Cash in Checking (Wells Fargo Bank) 443,646
Cash in County Treasury 16,911
Total Cash Available for Normal Operations $ 463,501
Investments Unrestricted Reserves
Local Agency Investment Fund (LAIF) 4,209,077
Stifel Nicolaus 1,502,264
Total Investments Unrestricted Reserves $ 5,711,341
Dredging Reserves
Local Agency Investment Fund (LAIF) 3,008,691
Total Dredging Reserves $ 3,008,691
Capital Improvement Reserves
Local Agency Investment Fund (LAIF) 3,878,442
Total Captial Improvement Reserves $ 3,878,442
Fisheries Complex Reserves
Local Agency Investment Fund (LAIF) 115,368
Total Fisheries Complex Reserves $ 115,368
TOTAL CASH AND INVESTMENTS $ 13,177,343
Monthly Report
(Unaudited)
ATTACHMENT 2 59
Ventura Port District
Three Year Comparative
For the Current Quarter and Year to Date
Quarter Ending 12/31/16 Year-To-Date 12/31/16
2014-15 2015-16 Current 2014-15 2015-16 Current
% change
FY15-16 to
Current Yr
Operating Income
Parcel Leases 668,490 703,539 764,046 1,422,085 1,477,609 1,560,168 6%
Option Fee 1,200,000 1,200,000
Dry Storage 21,279 28,108 30,825 42,236 54,193 62,064 15%
Other Operating 68,053 68,319 56,700 121,896 138,035 125,561 -9%
Harbor Village Leases 539,245 573,680 602,734 1,199,698 1,240,888 1,336,615 8%
Commercial Fishing 89,425 62,140 71,128 166,568 121,976 146,106 20%
Slips 221,374 238,460 231,191 426,732 459,324 446,546 -3%
CAM 70,019 76,236 85,765 144,555 149,286 168,734 13%
Marketing 21,879 21,498 24,879 44,357 42,797 49,233 15%
Electrical Slips 8,794 9,629 8,948 13,930 15,202 13,488 -11%
Other Operating 21,796 20,965 25,966 48,913 50,325 29,080 -42%
Total Operating Income 1,730,354 1,802,574 3,102,182 3,630,970 3,749,635 5,137,595 37%
Operating Expenses
Harbor Patrol 298,744 331,834 252,615 581,620 641,151 594,548 -7%
Maintenance 287,597 404,091 303,803 565,317 901,222 565,874 -37%
Administration 428,035 446,247 449,140 880,230 946,517 936,090 -1%
Marina 150,027 165,525 164,400 314,183 327,427 326,766 0%
C A M 194,842 210,743 196,453 378,431 433,286 409,102 -6%
Marketing 124,215 103,968 106,717 239,276 231,165 200,478 -13%
Dredging 44,262 51,164 42,674 88,750 94,409 85,334 -10%
Total Operating Expenses 1,527,722 1,713,572 1,515,802 3,047,807 3,575,177 3,118,192 -13%
NET OPERATING INCOME 202,632 89,002 1,586,380 583,163 174,458 2,019,403 1058%
Non-operating Income
Interest 7,965 1,145 19,258 10,389 10,310 36,460
Taxes 553,337 605,895 631,331 574,618 629,224 660,808
Other 5,000 – 13,348 17,914 – 14,481
Total Non-operating Income 566,302 607,040 663,937 602,921 639,534 711,749 11%
Non-Operating Expenses
Depreciation 247,084 240,156 213,010 489,609 480,310 427,142
Debt Service 4,311 4,311 6,642 452,606 436,983 210,678
Transfer to Grant Fund – 18,000 – 18,000 –
Other – – – – –
Total Non-operating Expenses 251,395 262,467 219,652 942,215 935,293 637,820 -32%
NET NON-OPER. INCOME 314,907 344,573 444,285 (339,294) (295,759) 73,929
NET CHANGE IN POSITION 517,539 433,575 2,030,665 243,869 (121,301) 2,093,332 -1826%
Monthly Report
(Unaudited)
ATTACHMENT 2 60
Ventura Port District 11/4/2016
Wells Fargo Enterprise Fund
Voided
Check Date Payee Name Description Amount Amount
44832 10/05/16 1045 ADT Security Services National Park Service security service 179.85
44833 10/05/16 1049 Adams Printing & Graphic Marketing-brochures 1,776.60
44834 10/05/16 1060 AFLAC Salary reduction benefit 487.35
44835 10/05/16 1178 American Office Products Office supplies 84.52
44836 10/05/16 1440 Beacon Marine Chandlery Inc Village docks – misc. repair parts 152.98
44837 10/05/16 1625 Byrd Locksmithing Inc. Rekey Village Marketing office due to employee turnover 173.75
44838 10/05/16 1674 Card Integrators Annual software database maintenance update 120.00
44839 10/05/16 1725 CED (Consolidated Electrical Distributers) Misc. shop supplies 1,268.44
44840 10/05/16 1820 CE Solutions Harbor Patrol – web training classes 236.85
44841 10/05/16 1915 Cintas Corp Uniform rental/cleaning, door mats, rags 1,405.67
44842 10/05/16 2295 Destin Thomas Communication Patrol-base station radio 889.05
44843 10/05/16 2331 Dial Security Inc Dockmaster/security coverage 1,109.38
44844 10/05/16 2446 DocuProducts Copier maintenance fees 341.53
44845 10/05/16 2604 E.J. Harrison & Sons Inc. Trash service 413.67
44846 10/05/16 2751 Empire Cleaning Supply Janitorial supplies 45.41
44847 10/05/16 2983 Federal Express Corporation Postage/shipping 33.17
44848 10/05/16 2986 Ferguson Enterprises Inc. Restroom equipment/supplies 318.86
44849 10/05/16 3490 Grainger Inc. Compressor parts, restroom equipment, operating supplies 1,219.24
44850 10/05/16 3592 Hansen’s Plumbing, Inc. Drain repair- showers in 1691 building – mens RR 1583 building 578.30
44851 10/05/16 3602 Happenings Magazine Marketing-advertising 506.00
44852 10/05/16 4057 Health & Human Resource Center Employee Assistance Program (EAP) 177.14
44853 10/05/16 4247 Jani-King of CA Inc. Janitorial service in Village 5,015.22
44854 10/05/16 4411 John Collins CALBO conference expense reimbursement 972.90
44855 10/05/16 4939 Life-Assist Inc. Patrol medical supplies 161.14
44856 10/05/16 5016 Lowe’s Village TI building materials and maintenance supplies 833.77
44857 10/05/16 5190 Matilija Water Reverse osmosis water system September 45.00
44858 10/05/16 5625 ReadyRefresh Bottled water service 150.74
44859 10/05/16 6030 3Digit Media Marketing-advertising 955.00
44860 10/05/16 6178 PERS Long Term Care Program Salary reduction benefit 224.37
44861 10/05/16 6440 Port Supply Boat antennas 419.02
44862 10/05/16 6865 Rasmussen & Associates Inc Village roof renovation project 1,067.50
44863 10/05/16 7041 Roylan Buoys Patrol-new inner harbor speed limit buoys 1,639.38
44864 10/05/16 7210 SEIU Local 721 Union dues for Harbor Patrolmen 368.53
44865 10/05/16 7240 AT&T Elevator emergency phone service 725.46
44866 10/05/16 7245 Santa Barbara Family Life Marketing-advertising 357.00
44867 10/05/16 7572 Standard Insurance Company Group Term Life/Long-term Disability 3,480.84
Accounts Payable Check Register – October 2016
October 2016 check register, Page 1 of 4
ATTACHMENT 3
61
Ventura Port District 11/4/2016
Wells Fargo Enterprise Fund
Voided
Check Date Payee Name Description Amount Amount
Accounts Payable Check Register – October 2016
44868 10/05/16 8239 Ventura County Reporter Marketing-advertising 718.00
44869 10/05/16 8241 Ventura County Star Newspaper subscription 65.18
44870 10/05/16 8250 Ventura Visitors & Convention Marketing-advertising 182.50
44871 10/05/16 8251 Ventura Water Utilities 494.16
44872 10/05/16 8263 Ventura Pest Control Village service 335.00
44873 10/05/16 8453 Virtual Pacific Networks IT services & new District phone system install 5,080.00
44874 10/05/16 8531 Whisenhunt Communication Public relations services 560.00
44875 10/05/16 10502 ADS Group Village-Phase 3 – revised city building permit 167.00
44876 10/05/16 11471 All Surface Construction Inc Village parking lot-asphalt patching & leveling 1,350.00
44877 10/05/16 12856 Arkadin, Inc. Telephone conferencing service 63.26
44878 10/05/16 12945 Assurant Employee Benefits Dental insurance premiums 1,414.48
44879 10/05/16 26531 eDistsecurity Village -1575 restroom security door lock hardware 1,796.76
44880 10/05/16 50071 LoopNet Internet leasing advertising 267.96
44881 10/05/16 51731 Marcos Ramos Painting 4 jobs-paint water meters, gas lines, two tenant suites 8,925.00
44882 10/05/16 51900 McCue Marketing Communications Marketing-digital advertising 650.00
44883 10/05/16 61991 P & R Paper Supply Co. Janitorial supplies 1,496.76
44884 10/05/16 79652 Traffic Technologies LLC Village parking lot signage heavy duty hardware 508.41
44885 10/05/16 82325 Ventura County Lodging Assoc. Marketing-advertising co-op 1,625.00
44886 10/05/16 PM OneTime Scott Happle Refund key deposit 25.00
44887 10/05/16 PM OneTime Terry Dixon Refund key deposit 25.00
44888 10/18/16 **Voided** Printing error 0.00
44889 10/18/16 7762 The Home Depot Building maintenance operating supplies/landscaping 202.43
44890 10/19/16 1058 Advantage Telecom Inc District phone system/internet 1,336.99
44891 10/19/16 1168 Amsterdam Printing Advertising supplies 343.87
44892 10/19/16 1384 Bakersfield Pipe & Supply Maintenance shop stock 520.75
44893 10/19/16 1625 Byrd Locksmithing Inc. Village-replace door hardware-1575 unisex restroom 275.00
44894 10/19/16 1679 Carpi, Clay & Smith Washington lobbyist – October 5,000.00
44895 10/19/16 1915 Cintas Corp Uniform rental/cleaning, door mats, rags 979.34
44896 10/19/16 1925 City Of S. Buenaventura Trash service 100.00
44897 10/19/16 2100 CyberCopy Inc. Copy of parking plans 7.50
44898 10/19/16 2174 Dan Harding Marketing-event production-photos 70.00
44899 10/19/16 2208 Dave Wilkes Transmissions Truck maintenance 511.32
44900 10/19/16 2331 Dial Security Inc Dockmaster/security coverage 800.00
44901 10/19/16 2448 Downtown Ventura Partners Big Belly Ads 3,600.00
44902 10/19/16 2537 Dunn Edwards Painting supplies 100.94
44903 10/19/16 2604 E.J. Harrison & Sons Inc. Trash service – roll-off dumpster 418.40
October 2016 check register, Page 2 of 4
ATTACHMENT 3
62
Ventura Port District 11/4/2016
Wells Fargo Enterprise Fund
Voided
Check Date Payee Name Description Amount Amount
Accounts Payable Check Register – October 2016
44904 10/19/16 2751 Empire Cleaning Supply Janitorial supplies 842.26
44905 10/19/16 2935 Farmer Bros. Co Coffee supplies 469.05
44906 10/19/16 2986 Ferguson Enterprises Inc. Restroom equipment/supplies 187.79
44907 10/19/16 3490 Grainger Inc. Compressor motor, operating supplies, signage 685.33
44908 10/19/16 3492 Green Thumb International Village plants and landscape material 417.74
44909 10/19/16 4295 Jensen Design & Survey Inc. Accessibility parking lots (not Village) 7,263.04
44910 10/19/16 4742 Kratos Construction Storage room-1575 (Coffee Dock) building & outdoor outlets 2,635.00
44911 10/19/16 4852 Lagerlof Senecal Gosney Legal services 23,195.25
44912 10/19/16 5050 MailFinance VPD Office postage machine rental – annual prop tax 73.06
44913 10/19/16 5071 Luners Production Services Marketing-event production 134.38
44914 10/19/16 5505 Muzicraft Inc. Ambient music in Village – November 329.50
44915 10/19/16 6178 PERS Long Term Care Program Salary reduction benefit 224.37
44916 10/19/16 6201 Pamela Griffin Wellness program instructor 160.00
44917 10/19/16 6283 Petty Cash Fund Operating & office supplies 498.64
44918 10/19/16 6361 Pitney Bowes Postage meter lease/Vlg office 34.64
44919 10/19/16 6442 Poster Compliance Center Annual payroll poster subscription 445.05
44920 10/19/16 6470 LegalShield Salary reduction benefit 166.40
44921 10/19/16 7000 Richard W. Parsons Dredging/Project Management services& expense reimbursement. 9,763.57
44922 10/19/16 7346 Shell Fleet Plus Fuel for patrol vehicles 714.09
44923 10/19/16 7410 Smith Pipe & Supply Inc. Irrigation/landscaping repair parts 375.24
44924 10/19/16 7434 Southern Calif. Edison ** Voided ** Check stub used to list invoices 0.00
44925 10/19/16 7434 Southern Calif. Edison Utilities 9,707.37
44926 10/19/16 7719 Teamsters Local No. 186 Union dues for Dockmasters 160.00
44927 10/19/16 7761 The Gas Company Utilities 464.74
44928 10/19/16 8241 Ventura County Star Marketing-advertising 575.00
44929 10/19/16 8241 Ventura County Star Marketing-advertising 385.00
44930 10/19/16 8241 Ventura County Star ** Voided ** Charge offset to a credit invoice of same value 385.00
44931 10/19/16 8241 Ventura County Star Village-Phase 3 project-bid advertising 863.52
44932 10/19/16 8244 Ventura Harbor Storage Fishermen’s storage/net repair area 5,934.96
44933 10/19/16 8551 Williams Automotive Inc. Maintenance vehicle repairs 212.36
44934 10/19/16 11415 Alertline Communications New elevator emergency phone system monitoring 1,195.02
44935 10/19/16 12300 AT&T Business Services Fiber/Wi-Fi services VPD HDQ 150.76
44936 10/19/16 14221 Batteries Plus – Ventura Maintenance supplies 50.48
44937 10/19/16 16181 Brian Pendleton Conference expense reimbursement 225.73
44938 10/19/16 20200 CoStar Realty Information, Inc Leasing marketing data software 1,094.40
44939 10/19/16 25351 Dudek VSE Aquaculture Grant 192.53
October 2016 check register, Page 3 of 4
ATTACHMENT 3
63
Ventura Port District 11/4/2016
Wells Fargo Enterprise Fund
Voided
Check Date Payee Name Description Amount Amount
Accounts Payable Check Register – October 2016
44940 10/19/16 42471 JaniTek Cleaning Solutions Janitorial service for National Park Service Offices 1,163.00
44941 10/19/16 50071 LoopNet Internet leasing advertising 334.95
44942 10/19/16 51731 Marcos Ramos Painting Tenant improvement suite 202B-1559 Brophy’s building 1,525.00
44943 10/19/16 61991 P & R Paper Supply Co. Janitorial supplies 969.32
44944 10/19/16 62450 Pasadena Weekly Marketing-advertising 428.75
44945 10/19/16 70281 Ring Central Inc District new phone system-equipment 28.02
44946 10/19/16 72267 Safechecks Accounts payable check stock 451.71
44947 10/19/16 75712 Stacey Reed Marketing-event production 60.00
44948 10/19/16 79652 Traffic Technologies LLC Village parking lot signage 281.61
44949 10/19/16 82351 Ventura Breeze Marketing-advertising 315.00
44950 10/19/16 PM OneTime Charlene Bridgeman Refund key deposit 25.00
44951 10/19/16 PM OneTime iPowerup Refund security deposit 1,029.75
44952 10/19/16 PM OneTime Nicholas Olson Refund Dry Storage rent 95.00
44953 10/19/16 80791 Ultimate Escape Rooms Village-tenant improvement as per lease 7,000.00
44954 10/27/16 28701 Everard Ashworth Conference expense reimbursement 1,469.60
Total Check Register $152,952.62 $385.00
Wells Fargo Grant Fund
Voided
Check Date Payee Name Description Amount Amount
1021 10/19/16 6409 Plauche & Carr ** Voided ** Correction to invoice 797.50
1022 10/19/16 25351 Dudek VSE Aquaculture Grant 2,139.07
1023 10/27/16 6409 Plauche & Carr VSE Aquaculture Grant 137.50
Total Check Register $2,276.57 $797.50
October 2016 check register, Page 4 of 4
ATTACHMENT 3
64
Ventura Port District 12/01/2016
Wells Fargo Enterprise Fund
Voided
Check Date Payee Name Description Amount Amount
44955 11/03/16 Deposits Miguel Alvarez Refund event deposit 200.00
44956 11/04/16 1060 AFLAC Salary reduction benefit 487.35
44957 11/04/16 1440 Beacon Marine Chandlery Inc Operating supplies 54.21
44958 11/04/16 1663 Burons Preferred Pumping Inc. Quarterly grease trap line clean-out-Village 1,800.00
44959 11/04/16 1725 CED (Consolidated Electrical Distributers) Misc. shop supplies-lighting 1,760.31
44960 11/04/16 1915 Cintas Corp Uniform rental/cleaning, door mats, rags 485.01
44961 11/04/16 2174 Dan Harding Marketing-event production-photos 220.00
44962 11/04/16 2202 Dave’s Fuel for Patrol Boats 1,109.65
44963 11/04/16 2331 Dial Security Inc Dockmaster/security coverage 800.00
44964 11/04/16 2604 E.J. Harrison & Sons Inc. Trash service 6,087.97
44965 11/04/16 2980 Fausset Printing, LLC Marketing-event production 180.00
44966 11/04/16 2986 Ferguson Enterprises Inc. Restroom equipment/supplies 30.70
44967 11/04/16 3050 All That’s Fit to Print Marketing-event production 2,924.33
44968 11/04/16 3100 Flooring 101 Village – 1559 building office suite flooring 1,837.96
44969 11/04/16 3457 Gov’t Finance Officers Assoc. Accounting webinar-Account for Capital Assets 85.00
44970 11/04/16 3490 Grainger Inc. Shop supplies 1,001.50
44971 11/04/16 3592 Hansen’s Plumbing, Inc. Village-1591 suite 112 replace cast iron drain lines 586.12
44972 11/04/16 4057 Health & Human Resource Center Employee Assistance Program (EAP) 177.14
44973 11/04/16 4418 Jonathan Stanger Marketing Village entertainment 350.00
44974 11/04/16 5016 Lowes ** Voided ** Check stub used to list invoices –
44975 11/04/16 5016 Lowe’s Village TI materials and maintenance supplies 344.10
44976 11/04/16 5050 MailFinance VPD Office postage machine rental – postage 400.38
44977 11/04/16 5190 Matilija Water Reverse osmosis water system October 45.00
44978 11/04/16 5210 McCormix Corp. Fuel for maintenance vehicles 416.57
44979 11/04/16 5231 Mendez Roofing Inc Leak repair Village building-1575 Spinnaker #108 350.00
44980 11/04/16 5744 Noble Consultants Inc. Village Marina dock damage inspection 3,744.00
44981 11/04/16 6030 3Digit Media Marketing-Advertising 955.00
44982 11/04/16 6178 PERS Long Term Care Program Salary reduction benefit 224.37
44983 11/04/16 6245 Patrick Burdick Marketing Village entertainment 150.00
44984 11/04/16 6850 R P Barricade Village traffic direction signage 96.97
44985 11/04/16 6865 Rasmussen & Associates Inc Village roof project, window project, accessibility project 2,723.75
44986 11/04/16 7000 Richard W. Parsons Misc. expense reimbursement 134.28
44987 11/04/16 7240 AT&T Elevator emergency phone service 725.28
44988 11/04/16 7299 Seaworthy Marina Products Patrol boating supplies 112.24
44989 11/04/16 7434 Southern Calif. Edison ** Voided ** Stop payment, check reported lost by SCE 2,892.29
44990 11/04/16 7572 Standard Insurance Company Group Term Life/Long-term Disability 3,100.18
44991 11/04/16 7719 Teamsters Local No. 186 Union dues for Dockmasters 160.00
Accounts Payable Check Register-November 2016
November 2016 check register, Page 1 of 4
ATTACHMENT 3
65
Ventura Port District 12/01/2016
Wells Fargo Enterprise Fund
Voided
Check Date Payee Name Description Amount Amount
Accounts Payable Check Register-November 2016
44992 11/04/16 8233 Venco Power Sweeping, Inc Monthly Village parking lot & Fish pier sweeping 545.38
44993 11/04/16 8251 Ventura Water ** Voided ** Check stub used to list invoices –
44994 11/04/16 8251 Ventura Water Utilities 36,667.26
44995 11/04/16 8254 Ventura Harbor Storage Ent LLC Fishermen’s storage/net repair area-property taxes 314.78
44996 11/04/16 8258 Ventura County Env. Health Marketing-event permit 387.00
44997 11/04/16 8263 Ventura Pest Control Village service 335.00
44998 11/04/16 8501 Warren Distributing Inc. Vehicle battery 138.69
44999 11/04/16 8551 Williams Automotive Inc. Maintenance vehicle repairs 105.02
45000 11/04/16 12851 Arion Global, Inc. Recycle waste-paint collection 500.00
45001 11/04/16 12945 Assurant Employee Benefits Dental Insurance Premiums 1,414.48
45002 11/04/16 42471 JaniTek Cleaning Solutions Janitorial supplies for National Park Service Offices 100.11
45003 11/04/16 51731 Marcos Ramos Painting Village-1691 restrooms/paint & repair-paint elevator hallway 4,465.00
45004 11/04/16 61991 P & R Paper Supply Co. Janitorial supplies 524.45
45005 11/04/16 82201 Valley Scene Magazine Marketing-advertising 320.00
45006 11/04/16 PM OneTime Hall Stratton Refund key deposit and overpaid rent 95.00
45007 11/04/16 PM OneTime Scott Warden Refund key deposit 50.00
45008 11/09/16 7762 The Home Depot Paint and door hardware 258.79
45009 11/14/16 80791 Ultimate Escape Rooms TI reimbursement as per tenant lease 6,000.00
45010 11/17/16 1004 Multi Business Systems Payroll forms 288.60
45011 11/17/16 1178 American Office Products Office supplies 118.59
45012 11/17/16 1321 Avalon Door & Windows Inc. Village – door hardware 337.95
45013 11/17/16 1378 BC Tree Service Inc Trim bougainvillea hedge & the trees in Village courtyards 5,400.00
45014 11/17/16 1625 Byrd Locksmithing Inc. Rekey office suite 1559 Spinnaker 249.22
45015 11/17/16 1679 Carpi, Clay & Smith Washington lobbyist – November 5,000.00
45016 11/17/16 1740 CSMFO (Calif. Society of Municipal Finance Officers) – Accounting Mgr. annual membership 110.00
45017 11/17/16 1769 Calif. Special District Assoc. Annual membership 6,485.00
45018 11/17/16 1915 Cintas Corp Uniform rental/cleaning, door mats, rags 873.37
45019 11/17/16 2065 Certified Credit Reporting Inc Potential tenant credit report 27.00
45020 11/17/16 2174 Dan Harding Marketing-event production-photos 170.00
45021 11/17/16 2202 Dave’s Fuel for Patrol Boats 3,080.09
45022 11/17/16 2331 Dial Security Inc Dockmaster/security coverage 400.00
45023 11/17/16 2446 DocuProducts Copier maintenance fees 335.80
45024 11/17/16 2604 E.J. Harrison & Sons Inc. Trash service 349.74
45025 11/17/16 2751 Empire Cleaning Supply Janitorial supplies 911.39
45026 11/17/16 2986 Ferguson Enterprises Inc. Plumbing supplies 346.03
45027 11/17/16 3050 All That’s Fit to Print Marketing-event production 1,906.25
45028 11/17/16 3283 Gov’t Finance Officers Assoc. Accounting webinar-Improving Electronic Payment 85.00
November 2016 check register, Page 2 of 4
ATTACHMENT 3
66
Ventura Port District 12/01/2016
Wells Fargo Enterprise Fund
Voided
Check Date Payee Name Description Amount Amount
Accounts Payable Check Register-November 2016
45029 11/17/16 3490 Grainger Inc. Village office ceiling heater & lighting hardware 1,312.54
45030 11/17/16 3492 Green Thumb International Village landscaping equipment parts 383.08
45031 11/17/16 3592 Hansen’s Plumbing, Inc. Village-1591 suite 117C replace cast iron drain lines 1,360.00
45032 11/17/16 4247 Jani-King of CA Inc. Janitorial service in Village 5,015.22
45033 11/17/16 4295 Jensen Design & Survey Inc. Accessibility parking lots (not Village) 1,252.50
45034 11/17/16 4742 Kratos Construction Village-install conduit/fiber optic cabling & light fixtures 4,000.00
45035 11/17/16 4852 Lagerlof Senecal Gosney Legal services 28,616.50
45036 11/17/16 5210 McCormix Corp. Fuel for maintenance vehicles 859.46
45037 11/17/16 5213 McMaster-Carr Shop supplies 307.24
45038 11/17/16 5625 ReadyRefresh Bottled water service 158.23
45039 11/17/16 6178 PERS Long Term Care Program Salary reduction benefit 224.37
45040 11/17/16 6361 Pitney Bowes Postage meter lease/Vlg office 34.64
45041 11/17/16 6470 LegalShield Salary reduction benefit 166.40
45042 11/17/16 6687 RRM Design Group Inc. Village-Phase 3 and Phase 2 accessibility projects 10,190.00
45043 11/17/16 7000 Richard W. Parsons Dredging/Project Management services 8,888.00
45044 11/17/16 7230 Sage Annual software maintenance/update/service plan 3,855.00
45045 11/17/16 7245 Santa Barbara Family Life Marketing-advertising 345.00
45046 11/17/16 7296 Searle Creative Group Marketing-social media advertising/production 1,080.00
45047 11/17/16 7410 Smith Pipe & Supply Inc. Landscaping plumbing supplies 166.59
45048 11/17/16 7581 Steve Stafford Marketing Village entertainment 500.00
45049 11/17/16 7761 The Gas Company Utilities 580.19
45050 11/17/16 7768 ThyssenKrupp Elevator Corp Quarterly elevator maintenance service 3,863.33
45051 11/17/16 8235 Ventura Chamber Of Commerce Annual membership 780.00
45052 11/17/16 8246 Ventura Locksmiths Door hardware and duplicate truck keys 238.02
45053 11/17/16 8250 Ventura Visitors & Convention Rent for space in VVC building 182.00
45054 11/17/16 8251 Ventura Water Utilities 533.68
45055 11/17/16 8267 Ventura Harbor Marina & Yacht Routine boat maintenance-haul and hydro wash 144.45
45056 11/17/16 8453 Virtual Pacific Networks IT Services & new phone system installation 4,640.00
45057 11/17/16 8530 White Nelson Diehl Evans LLP Progress payment June 2016 financial audit 3,500.00
45058 11/17/16 8531 Whisenhunt Communication Public relations services 740.00
45059 11/17/16 12300 AT&T Business Services Fiber/Wi-Fi services VPD HDQ 1,079.70
45060 11/17/16 17680 CSLSA (Calif. Surf Lifesaving Assoc.) – Harbor Patrol annual membership 240.00
45061 11/17/16 20200 CoStar Realty Information, Inc Leasing marketing data software 911.71
45062 11/17/16 22113 Dave Werneburg Reimburse uniform shoes 183.55
45063 11/17/16 24351 Dog Waste Depot Operating supplies-mutt mitts 632.10
45064 11/17/16 25351 Dudek VSE Aquaculture Grant 51.86
45065 11/17/16 25351 Dudek VSE Aquaculture Grant 266.08
November 2016 check register, Page 3 of 4
ATTACHMENT 3
67
Ventura Port District 12/01/2016
Wells Fargo Enterprise Fund
Voided
Check Date Payee Name Description Amount Amount
Accounts Payable Check Register-November 2016
45066 11/17/16 42471 JaniTek Cleaning Solutions Janitorial service for National Park Service Offices 1,163.00
45067 11/17/16 48911 Letner Roofing Co. Progress payment Village roofing project 38,362.50
45068 11/17/16 50071 LoopNet Internet leasing advertising 334.95
45069 11/17/16 51731 Marcos Ramos Painting Village-7 jobs-paint restrooms, TI suites, harbor entry feature 7,035.00
45070 11/17/16 54501 Municipal Management Assoc. Business Opers. Mgr. annual membership 85.00
45071 11/17/16 61991 P & R Paper Supply Co. Janitorial supplies 1,506.56
45072 11/17/16 69105 Reid; Roger W. Marketing Village entertainment 300.00
45073 11/17/16 74343 Sommerville Associates Marketing public relations services 2,000.00
45074 11/17/16 76013 Suncat Creations Marketing-advertising production 175.00
45075 11/17/16 79652 Traffic Technologies LLC Village parking lot signage 488.48
45076 11/17/16 82322 Ventura County Economic Dev. Marketing annual membership 400.00
45077 11/17/16 85219 West Marine Pro Patrol-marine radio 397.73
45078 11/17/16 Deposits American Cancer Society Refund event deposit 250.00
45079 11/17/16 Deposits American Heart Association Refund event deposit 250.00
45080 11/17/16 Deposits Best Day Foundation Refund event deposit 250.00
45081 11/17/16 Deposits Tri County Mustang Club Refund event deposit 250.00
45082 11/17/16 PM OneTime Ashley Hopkins Refund key deposit 25.00
45083 11/17/16 PM OneTime Nicholas Olson Refund dry storage rent 70.00
45084 11/23/16 7210 SEIU Local 721 Union dues for Harbor Patrolmen 452.28
45085 11/23/16 8244 Ventura Harbor Storage Fishermen’s storage/net repair area 5,934.96
Total Check Register $ 259,566.26 $ 2,892.29
Wells Fargo Grant Fund
Voided
Check Date Payee Name Description Amount Amount
1024 11/17/16 20020 Coastal Marine Biolabs Web-site creation of VSE Aquaculture Study/Grant 2,640.00
1025 11/17/16 25351 Dudek VSE Aquaculture Grant 576.26
1026 11/17/16 25351 Dudek VSE Aquaculture Grant 2,957.07
1027 11/17/16 6409 Plauche & Carr VSE Aquaculture Grant 110.00
Total Check Register $ 6,283.33 -$
November 2016 check register, Page 4 of 4
ATTACHMENT 3
68
Ventura Port District 1/26/2017
Wells Fargo Enterprise Fund
Voided
Check Date Payee Name Description Amount Amount
45086 12/01/16 1036 Accurate First Aid Services Replenish first aid stations 258.27
45087 12/01/16 1058 Advantage Telecom Inc District phone system/internet 1,275.02
45088 12/01/16 1182 American Builders Supply Landscaping and planter supplies 234.97
45089 12/01/16 1321 Avalon Door & Windows Inc. Village – glass window panes and door hardware 600.88
45090 12/01/16 1725 CED (Consolidated Electrical Distributers) Misc. lighting shop supplies 1,801.39
45091 12/01/16 1762 Canon Financial Services Copier lease for VPD Headquarters and Village office 795.50
45092 12/01/16 1915 Cintas Corp Uniform rental/cleaning, door mats, rags 889.20
45093 12/01/16 1925 City Of S. Buenaventura Trash service 100.00
45094 12/01/16 2099 Custom Embroidery Patrol uniforms 824.57
45095 12/01/16 2202 Dave’s Harbor Patrol boat fuel 1,056.89
45096 12/01/16 2331 Dial Security Inc Dockmaster/security coverage 800.00
45097 12/01/16 2604 E.J. Harrison & Sons Inc. Trash service 6,087.97
45098 12/01/16 2751 Empire Cleaning Supply Janitorial supplies 915.92
45099 12/01/16 2935 Farmer Bros. Co Coffee supplies 377.76
45100 12/01/16 2936 Fast Signs Street banners 174.15
45101 12/01/16 3050 All That’s Fit to Print Marketing-ad production 2,236.32
45102 12/01/16 3100 Flooring 101 Flooring for office suites, 1575 #206A/B & 1567 #204 3,608.00
45103 12/01/16 3138 Four Points Sheraton Board meeting room rental 892.02
45104 12/01/16 3490 Grainger Inc. Village-restroom fixtures/toilets and maintenance supplies 1,700.01
45105 12/01/16 3592 Hansen’s Plumbing, Inc. Drain clearing-Village 1591 men’s restroom 494.55
45106 12/01/16 4057 Health & Human Resource Center Employee Assistance Program (EAP) 177.14
45107 12/01/16 5016 Lowe’s Village-TI materials, landscaping and maintenance supplies 1,234.05
45108 12/01/16 5155 Major Engineering Marine Inc Launch ramp dock repairs 1,200.00
45109 12/01/16 5190 Matilija Water Reverse osmosis water system 45.00
45110 12/01/16 5210 McCormix Corp. Fuel for maintenance vehicles 399.16
45111 12/01/16 5213 McMaster-Carr Restroom door kick panels and maintenance supplies 244.38
45112 12/01/16 5505 Muzicraft Inc. Ambient music in Village 329.50
45113 12/01/16 6178 PERS Long Term Care Program Salary reduction benefit 224.37
45114 12/01/16 6201 Pamela Griffin Wellness program instructor 40.00
45115 12/01/16 6446 PowerHouse Construction Inc. Repair Harbor entry feature at Harbor Blvd/Spinnaker 25,650.00
45116 12/01/16 6865 Rasmussen & Associates Inc Services for Village roof project and window project 1,492.34
45117 12/01/16 6900 Red Wing Shoe Store Maintenance safety shoes 440.72
45118 12/01/16 7240 AT&T Elevator emergency phone service 120.11
45119 12/01/16 7294 Service-Pro Fire Protection Village fire sprinkler inspection/service 665.00
45120 12/01/16 7296 Searle Creative Group Marketing-social media advertising/production 1,462.00
45121 12/01/16 7410 Smith Pipe & Supply Inc. Village low voltage lighting and shop supplies 984.56
Accounts Payable Check Register – December 2016
December 2016 check register, Page 1 of 5
ATTACHMENT 3
69
Ventura Port District 1/26/2017
Wells Fargo Enterprise Fund
Voided
Check Date Payee Name Description Amount Amount
Accounts Payable Check Register – December 2016
45122 12/01/16 7434 Southern Calif. Edison** Voided ** Check stub used to list invoices –
45123 12/01/16 7434 Southern Calif. Edison Utilities 14,644.49
45124 12/01/16 7572 Standard Insurance Company Group Term Life/Long-term Disability 3,100.18
45125 12/01/16 7770 Hose-Man, Inc Patrol dock water line repair 352.53
45126 12/01/16 7818 TOTALFUNDS By Hasler Postage for postage machine-VPD HDQ 500.09
45127 12/01/16 8204 VACCO VPD Headquarters – HVAC repair 148.50
45128 12/01/16 8205 VCSDA (Ventura County Special District’s Assoc)-Bi-monthly dinner meeting 20.00
45129 12/01/16 8233 Venco Power Sweeping, Inc Monthly Village parking lot & fish pier sweeping 545.38
45130 12/01/16 8235 Ventura Chamber Of Commerce Marketing-advertising Co-op 400.00
45131 12/01/16 8250 Ventura Visitors & Convention Rent for space in VVC building 182.50
45132 12/01/16 8251 Ventura Water Utilities 425.32
45133 12/01/16 8263 Ventura Pest Control Village service 335.00
45134 12/01/16 8267 Ventura Harbor Marina & Yacht Routine boat maintenance 144.45
45135 12/01/16 12945 Assurant Employee Benefits Dental insurance premiums 1,414.48
45136 12/01/16 15751 Bob’s Towing Service Tow the patrol truck to repair shop 85.00
45137 12/01/16 20200 CoStar Realty Information, Inc Leasing marketing data software 911.71
45138 12/01/16 48911 Letner Roofing Co. Progress payment 1691 building roof repair 12,222.00
45139 12/01/16 50071 LoopNet Internet leasing advertising 334.95
45140 12/01/16 51731 Marcos Ramos Painting Paint Village office suites, 1591 #117C & 1583 #214 2,575.00
45141 12/01/16 61991 P & R Paper Supply Co. Janitorial supplies 948.67
45142 12/01/16 62810 Peter Holguin Construction Inc Village TI – Escape Room, 1591 #117C 1,950.00
45143 12/01/16 64391 Porta-Stor Relocate maintenance storage container 75.00
45144 12/01/16 74343 Sommerville Associates Marketing public relations services 2,000.00
45145 12/01/16 79652 Traffic Technologies LLC Parking lot paint 102.60
45146 12/01/16 82201 Valley Scene Magazine Marketing-advertising 920.00
45147 12/01/16 82351 Ventura Breeze Marketing-advertising 600.00
45148 12/01/16 85219 West Marine Pro Miscellaneous boat supplies 88.44
45149 12/01/16 85251 Angel Jones Marketing-Event production 50.00
45150 12/01/16 PM OneTime George Suchand Refund key deposit 25.00
45151 12/01/16 PM OneTime The Boatyard Pub** Voided ** Corrected payee name to be previous owner 5,000.00
45152 12/02/16 15731 Boatyard Cafe Refund security deposit to previous owner 5,000.00
45153 12/06/16 5945 Office Depot Credit Plan** Voided ** Check stub used to list invoices –
45154 12/06/16 5945 Office Depot Credit Plan Office supplies (2 months) 1,966.99
45155 12/07/16 7032 Alliant Insurance Services Annual marine/docks/boat liability insurance premiums 57,582.00
45156 12/15/16 1058 Advantage Telecom Inc District phone system/internet 1,250.05
45157 12/15/16 1060 AFLAC Salary reduction benefit 487.35
December 2016 check register, Page 2 of 5
ATTACHMENT 3
70
Ventura Port District 1/26/2017
Wells Fargo Enterprise Fund
Voided
Check Date Payee Name Description Amount Amount
Accounts Payable Check Register – December 2016
45158 12/15/16 1151 Altec Ind. Inc. Service boom lift on maintenance vehicle 1,192.29
45159 12/15/16 1178 American Office Products Office supplies 124.92
45160 12/15/16 1440 Beacon Marine Chandlery Inc Patrol and maintenance supplies 81.36
45161 12/15/16 1625 Byrd Locksmithing Inc. Village-repair lock 1567 women’s restroom 172.84
45162 12/15/16 1676 Carquest Auto Parts Vehicle maintenance supplies 149.42
45163 12/15/16 1679 Carpi & Clay Washington lobbyist 5,000.00
45164 12/15/16 1725 CED (Consolidated Electrical Distributers) Misc. shop supplies 260.67
45165 12/15/16 1915 Cintas Corp Uniform rental/cleaning, door mats, rags 1,000.16
45166 12/15/16 2100 CyberCopy Inc. Village-phase 3 bid packets 38.00
45167 12/15/16 2174 Dan Harding Marketing-event production-photos 200.00
45168 12/15/16 2287 Dept. of Parks and Recreation Lifeguard services-summer 2016 52,519.38
45169 12/15/16 2288 Dept. Of Weights & Measure Village docks electric meter certifications 620.80
45170 12/15/16 2295 Destin Thomas Communication Fiberglass rooftop antennas and hardware 1,302.90
45171 12/15/16 2331 Dial Security Inc NPS building and Dockmaster/security coverage 1,912.00
45172 12/15/16 2446 DocuProducts Copier maintenance fees 310.19
45173 12/15/16 2537 Dunn Edwards Village paint supplies 47.19
45174 12/15/16 2604 E.J. Harrison & Sons Inc. Trash service 328.36
45175 12/15/16 2751 Empire Cleaning Supply Janitorial supplies 399.58
45176 12/15/16 2924 FMP Uniform Co. Patrol uniforms 172.51
45177 12/15/16 2935 Farmer Bros. Co Coffee supplies 408.12
45178 12/15/16 2936 Fast Signs Stickers for harbor buoy marker 401.49
45179 12/15/16 2980 Fausset Printing, LLC Marketing-event brochures 468.00
45180 12/15/16 3050 All That’s Fit to Print Business cards and event ad production 3,173.57
45181 12/15/16 3490 Grainger Inc. Operating supplies and safety lighting fixtures 1,240.94
45182 12/15/16 3491 The Greek Mediterranean Steak Parade of lights boaters brunch 80.00
45183 12/15/16 3602 Happenings Magazine Marketing-advertising 506.00
45184 12/15/16 3752 HLI Systems IT services 150.00
45185 12/15/16 4247 Jani-King of CA Inc. Janitorial Service in Village 5,015.22
45186 12/15/16 4563 Karla Ross Productions Inc. Marketing-Event production 2,100.00
45187 12/15/16 4852 Lagerlof Senecal Gosney Legal services 20,467.50
45188 12/15/16 4897 PORAC Legal Defense Fund Patrol-salary reduction benefit 168.00
45189 12/15/16 4939 Life-Assist Inc. Patrol – medical/safety supplies 157.92
45190 12/15/16 5210 McCormix Corp. Fuel for maintenance vehicles 382.24
45191 12/15/16 5213 McMaster-Carr Replace hand truck 152.13
45192 12/15/16 5625 ReadyRefresh Bottled water service 142.26
45193 12/15/16 5744 Noble Consultants Inc. Water quality report related to Village docks D,G,H 2,106.00
December 2016 check register, Page 3 of 5
ATTACHMENT 3
71
Ventura Port District 1/26/2017
Wells Fargo Enterprise Fund
Voided
Check Date Payee Name Description Amount Amount
Accounts Payable Check Register – December 2016
45194 12/15/16 6178 PERS Long Term Care Program Salary reduction benefit 448.74
45195 12/15/16 6194 Pacific Oil Company Dispose of used oil/rags 222.75
45196 12/15/16 6245 Patrick Burdick Marketing Village entertainment 412.50
45197 12/15/16 6283 Petty Cash Fund Misc. expenses-parking refunds, office supplies, etc. 210.26
45198 12/15/16 6361 Pitney Bowes Postage meter lease/Vlg office 34.64
45199 12/15/16 6409 Plauche & Carr Establish/research shellfish permitting process 2,502.50
45200 12/15/16 6470 LegalShield Salary reduction benefit 166.40
45201 12/15/16 6687 RRM Design Group Inc. Village-Phase 3 project 11,887.43
45202 12/15/16 6865 Rasmussen & Associates Inc Village-Phase 2 inspection services 1,683.09
45203 12/15/16 7029 Robert Weinerth Uniform and equipment reimbursement as per MOU 456.84
45204 12/15/16 7221 SWRCB/AFRS Application for Village docks D,G,H construction 600.00
45205 12/15/16 7232 Sage CRE Forms Payroll forms required for year end 218.95
45206 12/15/16 7240 AT&T Elevator emergency phone service 600.55
45207 12/15/16 7294 Service-Pro Fire Protection Village-1691 Island Packers building sprinkler repairs 752.50
45208 12/15/16 7296 Searle Creative Group Marketing-social media advertising/production 2,734.66
45209 12/15/16 7346 Shell Fleet Plus Patrol vehicle fuel 631.31
45210 12/15/16 7410 Smith Pipe & Supply Inc. Parts to repair patrol dock 44.66
45211 12/15/16 7434 Southern Calif. Edison Utilities 14.36
45212 12/15/16 7593 Steve Martins Working Wildlife Marketing Village entertainment 1,500.00
45213 12/15/16 7928 Topper Industries Inc. Village-Gangway repairs-wheels 767.40
45214 12/15/16 8239 Ventura County Reporter Marketing-advertising 695.00
45215 12/15/16 8241 Ventura County Star** Voided ** Classifieds & subscriptions must be mailed to different addresses 702.59
45216 12/15/16 8244 Ventura Harbor Storage Fishermen’s storage/net repair area 5,934.96
45217 12/15/16 8250 Ventura Visitors & Convention Marketing-advertising 600.00
45218 12/15/16 8263 Ventura Pest Control Village service 335.00
45219 12/15/16 8453 Virtual Pacific Networks IT Services 3,760.00
45220 12/15/16 8530 White Nelson Diehl Evans LLP Progress payment June 2016 financial audit 2,000.00
45221 12/15/16 8531 Whisenhunt Communication Public relations services 1,750.00
45222 12/15/16 8713 Zambelli Fireworks Permits for parade of lights fireworks shows 862.42
45223 12/15/16 12300 AT&T Business Services Fiber/Wi-Fi services VPD HDQ 150.76
45224 12/15/16 12300 AT&T Business Services Fiber/Wi-Fi services VPD HDQ 1,079.70
45225 12/15/16 14221 Batteries Plus – Ventura Maintenance supplies 15.45
45226 12/15/16 18901 Chicago Title Company Title reports parcels 5 & 8 6,000.00
45227 12/15/16 19252 City of Ventura Village entertainment permit 304.64
45228 12/15/16 26531 eDistsecurity Village-replacement restroom door security hardware 1,796.76
45229 12/15/16 34571 Gonzalez; Sara Marketing-event production 60.00
December 2016 check register, Page 4 of 5
ATTACHMENT 3
72
Ventura Port District 1/26/2017
Wells Fargo Enterprise Fund
Voided
Check Date Payee Name Description Amount Amount
Accounts Payable Check Register – December 2016
45230 12/15/16 36551 Hernandez; Joseantonio Marketing-event production 60.00
45231 12/15/16 40525 Impact Sciences, Inc Progress payment for VIM CEQA study services 2,719.44
45232 12/15/16 42471 JaniTek Cleaning Solutions Janitorial service for National Park Service Offices 1,163.00
45233 12/15/16 51731 Marcos Ramos Painting Paint/repair staircases located at 1583 & 1575 Spinnaker 7,500.00
45234 12/15/16 53201 Mike Laan Marketing-advertising production-video 45.00
45235 12/15/16 61991 P & R Paper Supply Co. Janitorial supplies 845.79
45236 12/15/16 62810 Peter Holguin Construction Inc Block wall repair at parcel 19A parking lot 750.00
45237 12/15/16 69103 Ringhof; Jackie Marketing Village entertainment 100.00
45238 12/15/16 75712 Stacey Reed Marketing-event production 135.00
45239 12/15/16 80791 Ultimate Escape Rooms TI reimbursement as per tenant lease 2,394.00
45240 12/15/16 82351 Ventura Breeze Marketing-advertising 600.00
45241 12/15/16 85219 West Marine Pro Misc. boat supplies 256.48
45242 12/15/16 85251 Angel Jones Marketing-Event production 280.00
45243 12/15/16 8241 Ventura County Star Newspaper subscription/delivery service-6 months 117.40
45244 12/15/16 ** Voided ** Printing error –
45245 12/15/16 8241 Ventura County Star Classified ad and marketing event advertising 585.19
45246 12/15/16 70361 Robert Duarte Parade of lights winner 200.00
45247 12/15/16 70641 Superior Awning, Inc. Village-Replace awning Harbor Market & Liquor 536.11
45248 12/15/16 77850 3D Glass Design Village-remove & install new windows-1583 Spinnaker 500.00
45249 12/22/16 7434 Southern Calif. Edison** Voided ** Check stub used to list invoices –
45250 12/22/16 7434 Southern Calif. Edison Utilities 11,579.11
45251 12/22/16 8251 Ventura Water ** Voided ** Check stub used to list invoices –
45252 12/22/16 8251 Ventura Water Utilities 31,019.29
45253 12/22/16 POL Allen James Stadtmiller Parade of lights winner 175.00
45254 12/22/16 POL Doug Cleavenger Parade of lights winner 500.00
45255 12/22/16 POL Ventura Yacht Club Parade of lights winner 150.00
45256 12/22/16 POL William Wolf Parade of lights winner 175.00
Total Check Register $ 387,791.40 $ 5,702.59
Wells Fargo Grant Fund
Voided
Check Date Payee Name Description Amount Amount
1028 12/15/16 6409 Plauche & Carr VSE Aquaculture Grant 165.00
Total Check Register $ 165.00 -$
December 2016 check register, Page 5 of 5
ATTACHMENT 3
73
Chase Credit Card holders
Oscar Pena, General Manager
Brian Pendleton, Business Operations Manager
Jessica Rauch, Administrative Assistant/Clerk
Robin Baer, Property Manager
Joe Gonzalez, Facilities Manager
Jennifer Talt-Lundin, Marketing Manager
Frank Locklear, Marina Manager
John Higgins, Harbormaster
Staff Trans Date Vendor Category Description Amount
Oscar Pena No charges –
Total General Manager’s Expenses –
Brian Pendleton 10/05/16 BROPHY BROS RESTAURANT Business meal Agenda review 61.00
Brian Pendleton 10/14/16 HYATT HOTELS GRAND CHAMP Conference JPIA conference hotel 257.64
Total Business Operations Manager’s Expenses 318.64
Jessica Rauch 10/05/16 VONS Store00024315 Business meal Commission closed session dinner 5.00
Jessica Rauch 10/12/16 MILANO’S ITALIAN RES Business meal Commission closed session dinner 80.66
Jessica Rauch 10/19/16 ICSC Conference ICSC So. Cal Idea Exchange registration 350.00
Jessica Rauch 10/28/16 CUSTOM AWARDS & ENGRAVING Operating supplies Commission name badges/plaque 84.12
Jessica Rauch 10/19/16 CALIFORNIA WRKRS CMPNSTN Training Adkins Workers Comp class 104.00
Total Administrative Assistant’s Expenses 623.78
Robin Baer 10/10/16 FASTSIGNS OF VENTURA Grounds maintenance Parking program signs 4,324.85
Robin Baer 10/05/16 VENTURA COUNTY STAR Subscriptions On-line subscriptions 4.51
Total Property Manager’s Expenses 4,329.36
Joe Gonzalez 10/13/16 PACIFIC AIR COMPRESSORS Operating supplies VPD main shop compressor (Repair Parts) 139.00
Total Facilities Manager’s Expenses 139.00
Ventura Port District
Chase Business Credit Card Charges
October 2016
October 2016 Chase credit card charges, Page 1 of 3
ATTACHMENT 4
74
Chase Credit Card holders
Oscar Pena, General Manager
Brian Pendleton, Business Operations Manager
Jessica Rauch, Administrative Assistant/Clerk
Robin Baer, Property Manager
Joe Gonzalez, Facilities Manager
Jennifer Talt-Lundin, Marketing Manager
Frank Locklear, Marina Manager
John Higgins, Harbormaster
Staff Trans Date Vendor Category Description Amount
Ventura Port District
Chase Business Credit Card Charges
October 2016
Jennifer Lundin 10/05/16 GREEK AT THE HARBOR IN Business meal Tenant meeting 50.74
Jennifer Lundin 10/05/16 CRAIGSLIST.ORG Classified ad Job post descriptions 15.00
Jennifer Lundin 10/09/16 CTC*CONSTANTCONTACT.COM E-Advertising Harbor Views Newsletter 20.00
Jennifer Lundin 10/20/16 FS *AngelCam E-Advertising Web CAM 20.00
Jennifer Lundin 10/20/16 Dropbox*LXHLRZJCZKXR E-Advertising Additional storage for photos 99.00
Jennifer Lundin 10/21/16 MAILCHIMP E-Advertising Enewsletter 75.00
Jennifer Lundin 10/05/16 MICHAELS STORES 4800 Event production Event supplies for October 18.68
Jennifer Lundin 10/06/16 OTC BRANDS, INC. Event production Event supplies for October 189.85
Jennifer Lundin 10/08/16 ROSS STORES #159 Event production 2 small entry tables 138.47
Jennifer Lundin 10/20/16 GREAT PACIFIC PUMPKINS Event production October events 135.00
Jennifer Lundin 10/20/16 CUSTOM AWARDS & ENGRAVING Event production Howl o Ween awards 13.91
Jennifer Lundin 10/20/16 TARGET 00002980 Event production Event supplies for October 4.49
Jennifer Lundin 10/22/16 HARBOR MARKET AND LIQUOR Event production Ice for event cooler 3.00
Jennifer Lundin 10/25/16 TARGET 00002980 Event production Event supplies for October 39.47
Jennifer Lundin 10/26/16 PARTY CITY Event production Dog Costume Contest supplies 190.19
Jennifer Lundin 10/28/16 PARTY CITY Event production Dog Costume Contest supplies 25.89
Jennifer Lundin 10/04/16 ALBERTSONS #6355 Operating supplies Balloons for tenant meeting 7.98
Total Marketing Manager’s Expenses 1,046.67
October 2016 Chase credit card charges, Page 2 of 3
ATTACHMENT 4
75
Chase Credit Card holders
Oscar Pena, General Manager
Brian Pendleton, Business Operations Manager
Jessica Rauch, Administrative Assistant/Clerk
Robin Baer, Property Manager
Joe Gonzalez, Facilities Manager
Jennifer Talt-Lundin, Marketing Manager
Frank Locklear, Marina Manager
John Higgins, Harbormaster
Staff Trans Date Vendor Category Description Amount
Ventura Port District
Chase Business Credit Card Charges
October 2016
Frank Locklear 10/09/16 GOTOCITRIX.COM Communications District’s teleconference account 49.00
Frank Locklear 10/19/16 OFFICE DEPOT #931 Computer supplies Harbor Patrol computer power supply (2) 241.85
Frank Locklear 10/27/16 AVG*WWW.AVG.COM Computer supplies District’s AVG renewal (25) computers 489.99
Frank Locklear 10/31/16 AVG TECHNOLOGIES USA Computer supplies Purchase of (5) additional AVG Licenses 121.00
Frank Locklear 10/31/16 FRY’S ELECTRONICS # 44 Computer supplies Dockmasters computer power supply (1) 91.79
Frank Locklear 10/12/16 KWIKTICKETS.COM INC Operating supplies Temp Village parking passes 481.37
Total Marina Manager’s Expenses 1,475.00
John Higgins 10/03/16 GOLD COAST RECYCLING & TR Boat salvage Boat disposal 75.76
John Higgins 10/13/16 DOUBLETREE HOTELS Conference Harbormaster conference 425.76
John Higgins 10/02/16 USLA Events Membership Professional membership 500.00
John Higgins 10/15/16 Audible Miscellaneous Error In charge (cash refund from employee) 22.95
John Higgins 10/05/16 TARGET 00002980 Operating supplies Cleaning supplies 25.40
John Higgins 10/05/16 COSTCO WHSE #0420 Operating supplies Operating supplies 219.73
John Higgins 10/15/16 APL* ITUNES.COM/BILL Operating supplies Patrol #1 phone storage 0.99
John Higgins 10/15/16 APL* ITUNES.COM/BILL Operating supplies Patrol #2 phone storage 0.99
John Higgins 10/16/16 Evernote Operating supplies Online service 69.99
John Higgins 10/12/16 COSTCO.COM *ONLINE Wellness program Treadmill 1,612.49
Total Harbormaster’s Expenses 2,954.06
Total Chase Credit Card Expenses 10,886.51$
October 2016 Chase credit card charges, Page 3 of 3
ATTACHMENT 4
76
Chase Credit Card holders
Oscar Pena, General Manager
Brian Pendleton, Business Operations Manager
Jessica Rauch, Administrative Assistant/Clerk
Robin Baer, Property Manager
Joe Gonzalez, Facilities Manager
Jennifer Talt-Lundin, Marketing Manager
Frank Locklear, Marina Manager
John Higgins, Harbormaster
Staff Trans Date Vendor Category Description Amount
Oscar Pena No charges –
Total General Manager’s Expenses –
Brian Pendleton 11/01/16 WOOD RANCH VENTURA Business meal Agenda review 75.55
Brian Pendleton 11/29/16 HELENA AVENUE BAKERY Business meal Lunch meeting 20.00
Brian Pendleton 11/09/16 FOUR POINTS BY SHERATON Business meal Closed session dinner 165.65
Total Business Operations Manager’s Expenses 261.20
Jessica Rauch 11/15/16 VENTURACORECORDERCTR*V Business meal Lunch meeting 24.00
Jessica Rauch 11/01/16 URBAN LAND INSTITUTE Membership Pendleton membership renewal 220.00
Jessica Rauch 11/15/16 VCNVENTURACO*SERVICE F Miscellaneous County Recorder – Notice of completion for Letner 2.50
Total Administrative Assistant’s Expenses 246.50
Robin Baer 11/05/16 VENTURA COUNTY STAR Subscriptions Online subscription 4.35
Robin Baer 11/07/16 AVG*AVG SUBSCRIPTION Subscriptions Online subscription 99.99
Total Property Manager’s Expenses 104.34
Joe Gonzalez 11/02/16 LANDSCAPE LIGHTING WORLD Grounds maintenance VHV landscaping low voltage lighting (1559 area) 945.31
Joe Gonzalez 11/10/16 NOVELTY LIGHTS, INC. Grounds maintenance LED rope lights for Village dock gangways 970.56
Joe Gonzalez 11/11/16 1000BULBS.COM Grounds maintenance Christmas lights for entry feature 357.65
Total Facilities Manager’s Expenses 2,273.52
Ventura Port District
Chase Business Credit Card Charges
November 2016
November 2016 Chase credit card charges, Page 1 of 3
ATTACHMENT 4
77
Chase Credit Card holders
Oscar Pena, General Manager
Brian Pendleton, Business Operations Manager
Jessica Rauch, Administrative Assistant/Clerk
Robin Baer, Property Manager
Joe Gonzalez, Facilities Manager
Jennifer Talt-Lundin, Marketing Manager
Frank Locklear, Marina Manager
John Higgins, Harbormaster
Staff Trans Date Vendor Category Description Amount
Ventura Port District
Chase Business Credit Card Charges
November 2016
Jennifer Lundin 11/02/16 GREEK AT THE HARBOR IN Business meal Phase 3 tenant meeting 40.00
Jennifer Lundin 11/16/16 LOWES #01734* Business meal Chamber Sponsorship Breakfast 17.48
Jennifer Lundin 11/20/16 MICHAELS STORES 9963 Business meal Chamber Sponsorship Breakfast 54.01
Jennifer Lundin 11/21/16 LOWES #01734* Business meal Chamber Sponsorship Breakfast 59.88
Jennifer Lundin 11/30/16 LOWES #01734* Business meal Chamber Sponsorship Breakfast 76.90
Jennifer Lundin 11/08/16 CRAIGSLIST.ORG Classified ad New hire post and recruit 15.00
Jennifer Lundin 11/08/16 CRAIGSLIST.ORG Classified ad New hire post and recruit 25.00
Jennifer Lundin 11/11/16 ZIPRECRUITER, INC. Classified ad New hire post and recruit 249.00
Jennifer Lundin 11/09/16 CTC*CONSTANTCONTACT.COM E-Advertising Harbor Views Newsletter 20.00
Jennifer Lundin 11/20/16 FS *AngelCam E-Advertising Web CAM 20.00
Jennifer Lundin 11/21/16 MAILCHIMP E-Advertising Enewsletter 75.00
Jennifer Lundin 11/02/16 TARGET 00027607 Event production Returns for Seaside Kids Club (39.47)
Jennifer Lundin 11/02/16 PARTY CITY Event production Deposit refund for helium machine (120.00)
Jennifer Lundin 11/02/16 PARTY CITY Event production Event supplies (8.63)
Jennifer Lundin 11/09/16 TARGET 00002980 Event production Event production items 10.74
Total Marketing Manager’s Expenses 494.91
Frank Locklear 11/09/16 GOTOCITRIX.COM Communications District’s teleconference account 49.00
Frank Locklear 11/17/16 OFFICE DEPOT #931 Computer supplies Keyboard for Robin Baer 64.49
Frank Locklear 11/23/16 DMI* DELL ARB BUS Computer supplies Laptop docking station for R. Baer 107.49
Frank Locklear 11/23/16 DMI* DELL ARB BUS Computer supplies Laptop for R. Baer 681.61
Total Marina Manager’s Expenses 902.59
November 2016 Chase credit card charges, Page 2 of 3
ATTACHMENT 4
78
Chase Credit Card holders
Oscar Pena, General Manager
Brian Pendleton, Business Operations Manager
Jessica Rauch, Administrative Assistant/Clerk
Robin Baer, Property Manager
Joe Gonzalez, Facilities Manager
Jennifer Talt-Lundin, Marketing Manager
Frank Locklear, Marina Manager
John Higgins, Harbormaster
Staff Trans Date Vendor Category Description Amount
Ventura Port District
Chase Business Credit Card Charges
November 2016
John Higgins 11/22/16 CALIFORNIA PEACE OFFICER Membership Professional association 125.00
John Higgins 11/08/16 BEACON MARINE Operating supplies Cleaning supplies 13.70
John Higgins 11/15/16 APL* ITUNES.COM/BILL Operating supplies ICloud work phones 0.99
John Higgins 11/15/16 APL* ITUNES.COM/BILL Operating supplies ICloud work phones 0.99
John Higgins 11/19/16 AMAZON MKTPLACE PMTS Operating supplies IPad covers 187.40
John Higgins 11/21/16 AMAZON MKTPLACE PMTS Operating supplies Phone cases – work 76.36
John Higgins 11/21/16 AMAZON MKTPLACE PMTS Operating supplies Anemometers 91.96
John Higgins 11/23/16 AMAZON MKTPLACE PMTS Operating supplies Parade of Lights buoys 566.24
John Higgins 11/24/16 LOREX CORPORATION A DI Operating supplies Surveillance cameras 644.99
John Higgins 11/24/16 LOREX CORPORATION A DI Operating supplies Surveillance cameras 376.24
John Higgins 11/24/16 LOREX CORPORATION A DI Operating supplies Surveillance cameras 730.99
John Higgins 11/24/16 Amazon.com Operating supplies Phone case – Senior Harbor Patrol Officer 45.13
John Higgins 11/08/16 PP*LIGHTNINGRI Uniforms Uniform polo shirts 334.73
John Higgins 11/14/16 Amazon.com Uniforms Uniform shorts 103.18
John Higgins 11/22/16 COLUMBIA SPORTSWEAR 411 Uniforms Uniform rain pants 524.78
Total Harbormaster’s Expenses 3,822.68
Total Chase Credit Card Expenses $ 8,105.74
November 2016 Chase credit card charges, Page 3 of 3
ATTACHMENT 4
79
Chase Credit Card holders
Oscar Pena, General Manager
Brian Pendleton, Business Operations Manager
Jessica Rauch, Administrative Assistant/Clerk
Robin Baer, Property Manager
Joe Gonzalez, Facilities Manager
Jennifer Talt-Lundin, Marketing Manager
Frank Locklear, Marina Manager
John Higgins, Harbormaster
Staff Trans Date Vendor Category Description Amount
Oscar Pena No charges –
Total General Manager’s Expenses –
Brian Pendleton 12/09/16 RHUMB LINE Business meal Meeting w/ Matt LaVere 55.22
Brian Pendleton 12/13/16 TOPPERS PIZZA PLACE 6 Business meal Staff meeting 181.19
Brian Pendleton 12/09/16 CTY OF SAN BUENAVENTURA Conference Parking for meeting downtown 1.00
Brian Pendleton 12/01/16 MERIDIANS Miscellaneous Purchase in error 11.59
Brian Pendleton 12/04/16 MERIDIANS Miscellaneous Refund purchase in error (11.59)
Total Business Operations Manager’s Expenses 237.41
Jessica Rauch 12/29/16 CUSTOMUSB.COM Advertising Leasing Marketing Tools 671.95
Jessica Rauch 12/07/16 VENTURA CHAMBER OF COMMER Business meal Poinsettia Awards – Pendleton, Pena, Friedman 120.00
Jessica Rauch 12/07/16 MERIDIANS – VENTURA Business meal Closed session dinner 156.72
Jessica Rauch 12/16/16 VONS Store00024315 Business meal Parade of Lights party supplies 35.71
Jessica Rauch 12/17/16 SMART AND FINA11309168 Business meal Parade of Lights party supplies 47.93
Jessica Rauch 12/22/16 LIEBERTCASS Conference LCW Annual Conference registration – Higgins 525.00
Jessica Rauch 12/27/16 DISNEY RESORTS-DISN Conference Deposit for LCW Conference hotel – Higgins 226.98
Jessica Rauch 12/27/16 LIEBERTCASS Conference LCW Annual Conference pre-conference registration – Higgins 375.00
Total Administrative Assistant’s Expenses 2,159.29
Ventura Port District
Chase Business Credit Card Charges
December 2016
December 2016 Chase credit card charges, Page 1 of 3
ATTACHMENT 4
80
Chase Credit Card holders
Oscar Pena, General Manager
Brian Pendleton, Business Operations Manager
Jessica Rauch, Administrative Assistant/Clerk
Robin Baer, Property Manager
Joe Gonzalez, Facilities Manager
Jennifer Talt-Lundin, Marketing Manager
Frank Locklear, Marina Manager
John Higgins, Harbormaster
Staff Trans Date Vendor Category Description Amount
Ventura Port District
Chase Business Credit Card Charges
December 2016
Robin Baer 12/07/16 VENTURA COUNTY STAR Subscriptions On-line subscriptions 52.20
Total Property Manager’s Expenses 52.20
Jennifer Lundin 12/09/16 VENTURA DIVE & SPORT-CLVR Advertising Media gift packages 133.50
Jennifer Lundin 12/23/16 BROPHY BROS RESTAURANT Advertising Media gift packages 100.00
Jennifer Lundin 12/25/16 VISIT CALIFORNIA Advertising Advertising 499.00
Jennifer Lundin 12/11/16 ZIPRECRUITER, INC. Classified ad New hire post and recruit 249.00
Jennifer Lundin 12/09/16 CTC*CONSTANTCONTACT.COM E-Advertising Harbor Views Newsletter 20.00
Jennifer Lundin 12/20/16 FS *AngelCam E-Advertising Web Cam 20.00
Jennifer Lundin 12/21/16 MAILCHIMP E-Advertising Newsletter 75.00
Jennifer Lundin 12/10/16 TRADER JOE’S #059 QPS Event production Event production supplies 102.91
Jennifer Lundin 12/10/16 Trader Joes Event production Refund event production supplies (102.91)
Jennifer Lundin 12/14/16 VENTURA VILLAGE CAROUSEL Event production Parade of Lights event production supplies 15.73
Jennifer Lundin 12/16/16 VENTURA VILLAGE CAROUSEL Event production Parade of Lights event production supplies 11.00
Jennifer Lundin 12/16/16 BIG LOTS STORES – #4030 Event production Parade of Lights event production supplies 7.53
Jennifer Lundin 12/16/16 SMARTNFINAL39010103901 Event production Parade of Lights event production supplies 188.06
Jennifer Lundin 12/17/16 COFFEE BEAN STORE Event production Parade of Lights event production supplies 63.80
Jennifer Lundin 12/27/16 STU*STUMPS Event production Event production supplies 179.13
Total Marketing Manager’s Expenses 1,561.75
December 2016 Chase credit card charges, Page 2 of 3
ATTACHMENT 4
81
Chase Credit Card holders
Oscar Pena, General Manager
Brian Pendleton, Business Operations Manager
Jessica Rauch, Administrative Assistant/Clerk
Robin Baer, Property Manager
Joe Gonzalez, Facilities Manager
Jennifer Talt-Lundin, Marketing Manager
Frank Locklear, Marina Manager
John Higgins, Harbormaster
Staff Trans Date Vendor Category Description Amount
Ventura Port District
Chase Business Credit Card Charges
December 2016
Joe Gonzalez 12/17/16 MILANO’S ITALIAN RES Business meal Maintenance staff-Parade of Lights lunch meeting 68.06
Joe Gonzalez 12/20/16 SMARTDRAW.COM Computer supplies Software upgrade (Floor plans) 99.00
Joe Gonzalez 12/29/16 ALLIED POWER PRODUCTS INC Fisheries repairs Fish Pier Hoist # 2 parts 298.00
Joe Gonzalez 12/30/16 1000BULBS.COM Maintenance supplies Entry feature lighting 496.23
Joe Gonzalez 12/11/16 AMAZON MKTPLACE PMTS Operating supplies Tire gauge, portable battery for VPD shop 84.64
Total Facilities Manager’s Expenses 1,045.93
Frank Locklear 12/09/16 GOTOCITRIX.COM Communications District’s teleconference account 49.00
Frank Locklear 12/20/16 AT&T *PAYMENT Communications Communication system fee 310.52
Total Marina Manager’s Expenses 359.52
John Higgins 12/17/16 VONS Store00024315 Business meal Parade of Lights staff meal 16.10
John Higgins 12/18/16 BAJA FRESH 26 Business meal Parade of Lights staff meal 118.97
John Higgins 12/15/16 Audible Miscellaneous Error In charge (cash refund from employee) 22.95
John Higgins 12/19/16 STAPLES 00114892 Office supplies Office supplies 33.85
John Higgins 12/05/16 AMAZON MKTPLACE PMTS Operating supplies Batteries 16.90
John Higgins 12/15/16 APL* ITUNES.COM/BILL Operating supplies Patrol #1 phone storage 0.99
John Higgins 12/15/16 APL* ITUNES.COM/BILL Operating supplies Patrol #2 phone storage 0.99
John Higgins 12/17/16 SAMS CLUB #6455 Operating supplies Marketing radio & case 97.05
John Higgins 12/31/16 HD SUPPLY REPAIR&REMODEL Operating supplies Shovels for trucks 34.22
Total Harbormaster’s Expenses 342.02
Total Chase Credit Card Expenses 5,758.12$
December 2016 Chase credit card charges, Page 3 of 3
ATTACHMENT 4
82
INCOME
VSE Grant Reimbursment –
Total Income –
EXPENSES
Legal-VSE Grant 1,073
Professional Services 17,848
Total Expenses 18,921
CHANGE IN NET POSITION (18,921)
Ventura Port District
Aquaculture Fisheries Study Grant Fund
Statement of Income, Expense and Change in Net Position
For the Period Ended December 31, 2016
Monthly Report
(Unaudited)
ATTACHMENT 5 83
Ventura Port District
Aquaculture Fisheries Study Grant Fund
Balance Sheet
For the Period Ended December 31, 2016
CURRENT ASSETS CURRENT LIABILITIES
Cash in Banks 52,817 Accounts Payable 178
Accounts Receivable-Grant 0 Intercompany Payable-Enterprise Fund 72,000
TOTAL CURRENT ASSETS $52,817 TOTAL CURRENT LIABILITIES $72,178
LONG TERM ASSETS EQUITY
Long Term Assets 0 Retained Earnings-Reserved (440)
TOTAL LONG TERM ASSETS 0 Current Year Retained Earnings (18,921)
TOTAL EQUITY ($19,361)
TOTAL ASSETS $52,817 TOTAL LIABILITIES AND EQUITY $52,817
Monthly Report
(Unaudited)
ATTACHMENT 5 84
BOARD OF PORT COMMISSIONERS
MARCH 22, 2016
STANDARD AGENDA ITEM 2
APPROVAL OF REVISION TO THE
VENTURA PORT DISTRICT’S
PROCUREMENT AND PURCHASING
POLICY
85
VENTURA PORT DISTRICT STANDARD AGENDA ITEM 2
BOARD COMMUNICATION Meeting Date: March 22, 2017
TO: Board of Port Commissioners
FROM: Jessica Rauch, Clerk of the Board
SUBJECT: Approval of Revision to the Ventura Port District’s Procurement and Purchasing Policy
RECOMMENDATION:
That the Board of Port Commissioners adopts Resolution No. 3330, revising the Ventura Port
District’s Procurement and Purchasing Policy and rescind Resolution No. 3257.
SUMMARY:
From time to time, the General Manager will be out of the office during a period where contracts
need to be signed. On page 7 of the Ventura Port District Procurement and Purchasing Policy,
Item (5) Contracts totaling $10,000.01 – $45,000.00, states that only the General Manager shall be
authorized to approve and to executed on behalf of the district any such negotiated contract or
purchase order totaling $10,000.01 – $45,000.00. If the General Manager is absent during this
time, the contract has to wait to be signed when he returns.
Staff requests that the Commission approve the following:
(5) Contracts totaling $10,000.01 – $45,000.00
The doing of any public project or maintenance work of the District that is subject to the
UPCCA, or any contract for the doing of any such public project or maintenance work, with a total
contract price (which includes all cost elements – personnel, materials, supplies, subcontracts,
equipment and overhead – associated with the proposed public project or maintenance work)
greater than $10,000.00 but less than or equal to 45,000.00 can be performed (i) by the District’s
employees by force account, (ii) by negotiated contract, or (iii) by purchase order, so long as such
public project or maintenance work has been included in the District’s then-current fiscal budget.
If the doing of any such public project or maintenance work is to be performed by negotiated
contract or by purchase order, the General Manager or Business Operations Manager shall be
authorized to approve and to execute on behalf of the District any such negotiated contract or
purchase order. If such public project or maintenance work has not been previously included in
the District’s then-current fiscal budget, the doing of any such public project or maintenance work
(whether by force account, negotiated contract, or purchase order) shall require prior approval
from the Board at a regular or special meeting of the Board. No notice inviting informal bid for any
such public project or maintenance work need be provided.
BACKGROUND:
The Board of Port Commissioners adopted the Procurement and Purchasing Policy to establish the
authority, limits and procedures relating to the District’s procurement and purchasing activities in
connection with vendor, supplier, service provider and contractor contracts.
FISCAL IMPACT:
None.
ATTACHMENT:
Attachment 1 – Resolution No. 3330
86
ATTACHMENT 1 87
ATTACHMENT 1 88
ATTACHMENT 1 89
Ventura Port District
Procurement
and
Purchasing
Policy
Effective October 22, 2014
Exhibit A
ATTACHMENT 1 90
TABLE OF CONTENTS
I. STATEMENT OF GENERAL POLICY 1
II. ETHICS IN PROCUREMENT AND PURCHASING 1
III. THE PROCUREMENT AND PURCHASING PROCESS 2
III-A. CONTRACT ADMINISTRATION 2
III-B. PURCHASING OF SUPPLIES USED IN CONNECTION WITH OR
CONSUMED ON ANY WORK OR PROJECT NOT SUBJECT TO THE
UPCCA 3
1. Purchases less than or equal to $1,000.00 3
2. Purchases totaling $1,000.01-$2,500.00 3
3. Purchases totaling $2,500.01-$10,000.00 4
4. Purchases totaling $10,000.01-$25,000.00 4
5. Purchases over $25,000.00 4
III-C. COMPETITIVE BIDDING PROCEDURES 4
III-D CONTRACTS FOR THE DOING OF ANY PUBLIC PROJECT OR
MAINTENANCE WORK THAT IS SUBJECT TO THE UPCCA 5
1. Contracts less than or equal to $1,000.00 5
2. Contracts totaling $1,00.01-$2,500.00 6
3. Contracts totaling $2,500.01-$5,000.00 6
4. Contracts totaling $5,000.01-$10,000.00 7
5. Contracts totaling $10,000.01-$45,000.00 7
6. Contracts totaling $45,000.01-$175,000.00 7
7. Contracts over $175,000.00 8
III-E. CHANGE ORDERS 8
III-F. PROFESSIONAL SERVICE AGREEMENTS 10
III-G. PROHIBITION AGAINST SERIAL OR CUMULATIVE EXPENDITURES 10
IV. EXCEPTIONS TO COMPETITIVE BIDDING 10
IV-A. SOLE SOURCE PROCUREMENT 10
IV-B. PIGGYBACKING 12
IV-C. EMERGENCIES 13
IV-D. LOCAL VENDOR PREFERENCE 14
1. Local Business Preference Program 14
2. Procedures for the Local Business Preference Program 15
V. VENDOR AND CONTRACTOR REGISTRATION DIRECTORY 16
VI. BUDGETING FOR CAPITAL IMPROVEMENT PROJECTS 16
VII. PROCUREMENT FORMS 17

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Effective October 22, 2014
Revised March 22, 2017
VENTURA PORT DISTRICT
PROCUREMENT AND PURCHASING POLICY
I. STATEMENT OF GENERAL POLICY
The goal of this Procurement and Purchasing Policy is to enable the Ventura Port
District (the “District”) to obtain contracts for the purchasing of materials or supplies not used in
connection with or consumed on any work or project that falls within the definition of “public
projects” or “maintenance work” subject to the California Uniform Public Construction Cost
Accounting Act (“UPCCA”) as defined in Public Contract Code Section 22002, and to procure
services for the District at the best value and in a timely manner, while maintaining fairness to
vendors, suppliers, service providers, and contractors, and abiding by applicable laws. The
District’s Board of Port Commissioners (the “Board”) has adopted this Procurement and
Purchasing Policy to establish the authority, limits, and procedures relating to the District’s
procurement and purchasing activities in connection with such contracts. All such procurement
and purchasing activities for the District shall be administered in accordance with the provisions
of this policy, and with the express intent to promote open and fair conduct in all aspects of the
procurement and purchasing process. This policy also establishes staff purchasing authority
levels for contracts for the doing of any work or project which does fall within the definition of
“public projects” or “maintenance work” subject to the UPCCA as defined in Public Contract
Code Section 22002.
The District intends to maintain a cost effective purchasing system conforming to good
management practices. The Procurement and Purchasing Policy is intended to accomplish the
following objectives:
A. Provide all vendors, suppliers, service providers, and contractors with full, fair,
prompt and courteous consideration;
B. Keep competition open and fair; and
C. Observe strict truthfulness and highest ethics in all transactions.
In order to be successful, the system must be supported by the cooperation of all District
personnel. Prior planning and the timely submission of requisitions are essential to expedite the
District’s procurement and purchasing process and to ensure that this process is conducted in an
orderly and lawful manner.
II. ETHICS IN PROCUREMENT AND PURCHASING
In dealing with the District’s procurement and purchasing needs, District personnel shall
be mindful of the following:
A. That public office is a public trust and to give primary consideration to the
District’s interests as well as the interests of the public.
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B. Procurement and purchasing decisions shall be made without prejudice and to try
to maximize the value of each dollar expended.
C. District personnel must avoid unfair business practices or decisions and to give all
qualified vendors, suppliers, service providers, and contractors an equal
opportunity to participate in the procurement and purchasing process.
D. We shall promote positive relationships with the District’s vendors, suppliers,
service providers, and contractors through courteous and impartial treatment in all
phases of the purchasing cycle.
E. We shall conduct ourselves with fairness and dignity, and demand honesty and
truth in the purchasing process.
F. We must avoid the appearance of unethical or compromising practice in
relationships, actions, and communications in the procurement and purchasing
process.
H. We must refrain from soliciting or accepting money, loans, credits, prejudicial
discounts, gifts, favors, or services from past, present or future suppliers, vendors,
service providers, or contractors that might influence, or appear to influence,
purchasing decisions.
I. All District personnel shall discharge their duties impartially so as to ensure
competitive access to governmental procurement by responsible contractors.
J. All District personnel shall conduct themselves in such a manner as to foster
public confidence in the integrity of District procurement and purchasing.
III. THE PROCUREMENT AND PURCHASING PROCESS
A. Contract Administration
The District routinely utilizes the services of vendors, suppliers, service providers, and
contractors for a variety of operational needs. These include, but are not limited to, the
acquisition of equipment, supplies, materials, goods, maintenance services, and construction or
renovation of District facilities. All contracts should include, but shall not be limited to, the
following provisions:
(1) The term or length of contract;
(2) Description of work to be performed or services/products to be provided;
(3) Schedule for performance;
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(4) Indemnity, insurance and bonding requirements;
(5) Warranties and/or guarantees if applicable;
(6) Payment schedule; and
(7) Conditions for termination of contract.
Except as otherwise provided in this Procurement and Purchasing Policy, this Policy shall
not apply to the performance of, contracting for, or the doing of any “public project” or
“maintenance work” as such terms are defined in Public Contract Code Section 22002. Any
such “public project” or “maintenance work” shall be subject to (i) Resolution No. 3213 adopted
by the Board on February 27, 2013; (ii) the procedures, terms, and conditions set forth in the
UPCCA pursuant to California Public Contract Code Section 22000 et seq.; (iii) the California
Uniform Construction Cost Account Commission’s (the “Commission”) policies and procedures
manual and cost accounting review procedures; (iv) Ordinance No. 48 adopted by the Board on
March 27, 2013; (v) Resolution No. 3219 adopted by the Board on May 8, 2013; and (vi) any
other resolutions, policies, and procedures that may be adopted or promulgated by the Board
from time to time, and until such time as the Board has adopted a resolution electing to
discontinue the District’s participation under the UPCCA.
B. Purchasing of Supplies Used in Connection with or Consumed on any Work
or Project not Subject to the UPCCA
(1) Purchases less than or equal to $1,000.00
The General Manager and any Level 1, Level 2, Level 3, or Level 4 employee of the
District shall be authorized to approve and to execute on behalf of the District any orders or
contracts for the purchasing of supplies used in connection with or consumed on any District
work or project not subject to the UPCCA with a contract price or purchase price less than or
equal to $1,000.00, without competitive bidding. Level 1 employees shall not be authorized to
execute any such contract or to make any such purchase until such employee has obtained the
prior approval of his/her immediate supervisor.
(2) Purchases totaling $1,000.01 – $2,500.00
The General Manager and any Level 2, Level 3, or Level 4 employee of the District shall
be authorized to approve and to execute on behalf of the District any orders or contracts for the
purchasing of supplies used in connection with or consumed on any District work or project not
subject to the UPCCA with a contract price or purchase price greater than $1,000.00 but less
than or equal to $2,500.00, without competitive bidding, so long as such contract or purchase
has been included in the District’s then-current fiscal budget and at least one (1) quote is
obtained from a vendor, supplier, service provider, or contractor concerning the price and terms
and conditions of the proposed contract or purchase. If such contract or purchase has not been
previously included in the District’s then-current fiscal budget or at least one (1) quote has not
been obtained, such contract or purchase shall require prior approval from the Board at a regular
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or special meeting of the Board. Level 2 employees shall not be authorized to execute any such
contract or to make any such purchase until such employee’s immediate supervisor has
reviewed and approved the written quote and proposed contract/order.
(3) Purchases totaling $2,500.01 – $10,000.00
The General Manager and any Level 3 or Level 4 employee of the District shall be
authorized to approve and to execute on behalf of the District any orders or contracts for the
purchasing of supplies used in connection with or consumed on any District work or project not
subject to the UPCCA with a contract price or purchase price greater than $2,500.00 but less
than or equal to $10,000.00, without competitive bidding, so long as such contract or purchase
has been included in the District’s then-current fiscal budget and at least one (1) quote is
obtained from competing vendors, suppliers, service providers, or contractors concerning the
price and terms and conditions of the proposed contract or purchase. If such contract or
purchase has not been previously included in the District’s then-current fiscal budget or at least
one (1) quote has not been obtained, such contract or purchase shall require prior approval from
the Board at a regular or special meeting of the Board. Level 3 employees shall not be
authorized to execute any such contract or to make any such purchase until the General
Manager has reviewed and approved the written quotes and proposed contracts/orders.
(4) Purchases totaling $10,000.01 – $25,000.00
The General Manager and any Level 4 employee of the District shall be authorized to
approve and to execute on behalf of the District any orders or contracts for the purchasing of
supplies used in connection with or consumed on any District work or project not subject to the
UPCCA with a contract price or purchase price greater than $10,000.00 but less than or equal to
$25,000.00, without competitive bidding, so long as such contract or purchase has been
included in the District’s then-current fiscal budget and at least two (2) quotes are obtained from
competing vendors, suppliers, service providers, or contractors concerning the price and terms
and conditions of the proposed contract or purchase. If such contract or purchase has not been
previously included in the District’s then-current fiscal budget or at least two (2) quotes have
not been obtained, such contract or purchase shall require prior approval from the Board at a
regular or special meeting of the Board.
(5) Purchases Over $25,000.00
Any order or contract for the purchasing of supplies used in connection with or consumed
on any District work or project not subject to the UPCCA with a contract price or purchase
price greater than $25,000.00 is subject to the competitive bidding procedures set forth in
Section III(C), below, unless an applicable exception under Section IV, below, applies.
C. Competitive Bidding Procedures
As provided, among other things, in Public Contract Code section 20751, contracts for
the purchasing of supplies (used in connection with or consumed on any District work or project
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not subject to the UPCCA) must be let by competitive bidding where the amount of the contract
exceeds $25,000.00.
When the purchasing of supplies used in connection with or consumed on any District
work or project not subject to the UPCCA is contemplated, the General Manager will make a
recommendation to the Board with a cost estimate and other supporting documentation
appropriate for the size and scope of the proposed purchase.
Upon approval by the Board, the General Manager shall cause to be prepared the
appropriate plans, specifications and other descriptive information for the publication of a notice
inviting sealed bids for performance for the proposed purchase. The notice shall be published in
a newspaper of general circulation in accordance with the Public Contract Code.
The contract documents shall be prepared utilizing the District’s standard forms, with
such modifications as may be appropriate for the particular supplies or materials to be acquired
and purchased. In the event of an emergency, applicable Public Contract Code provisions will
be followed.
All bids shall be presented under sealed cover on forms furnished by the District. Sealed
bids shall be opened at the time and place stated in the advertisement for bid with no less than
two representatives of the District in attendance. When all bids have been evaluated, the General
Manager shall make a recommendation to the Board regarding award of the contract to the
lowest responsible bidder.
If the lowest bidder is disqualified for any reason, or if the bids exceed the cost estimates
previously approved, the General Manager shall evaluate the options available and make a
recommendation to the Board, which may include, but not be limited to, a recommendation of no
award. The Board will make the final decision regarding the award of contract under this
Section C. At the direction of the Board and after legal counsel review, the General Manager
shall execute any such contract.
D. Contracts for the Doing of Any Public Project or Maintenance Work that is
Subject to the UPCCA (The following policies in this Section D are at the
discretion of the Board of Commissioners. They are equal to or above and
beyond that which is required by the UPCCA)
(1) Contracts less than or equal to $1,000.00
The doing of any public project or maintenance work of the District that is subject to the
UPCCA, or any contract for the doing of any such public project or maintenance work, with a
total contract price (which includes all cost elements – personnel, materials, supplies,
subcontracts, equipment and overhead – associated with the proposed public project or
maintenance work) less than or equal to $1,000.00 can be performed (i) by the District’s
employees by force account, (ii) by negotiated contract, or (iii) by purchase order. If the doing
of any such public project or maintenance work is to be performed by negotiated contract or by
purchase order, the General Manager and any Level 1 employee, Level 2 employee, Level 3
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employee, or Level 4 employee of the District shall be authorized to approve and to execute on
behalf of the District any such negotiated contract or purchase order. Level 1 employees shall
not be authorized to execute any such contract or purchase order until such employee has
obtained the prior approval of his/her immediate supervisor. No notice inviting informal bid for
any such public project or maintenance work need be provided.
(2) Contracts totaling $1,000.01 – $2,500.00
The doing of any public project or maintenance work of the District that is subject to the
UPCCA, or any contract for the doing of any such public project or maintenance work, with a
total contract price (which includes all cost elements – personnel, materials, supplies,
subcontracts, equipment and overhead – associated with the proposed public project or
maintenance work) greater than $1,000.00 but less than or equal to $2,500.00 can be performed
(i) by the District’s employees by force account, (ii) by negotiated contract, or (iii) by purchase
order, so long as such public project or maintenance work has been included in the District’s
then-current fiscal budget. If the doing of any such public project or maintenance work is to be
performed by negotiated contract or by purchase order, the General Manager and any Level 2,
Level 3 or Level 4 employee of the District shall be authorized to approve and to execute on
behalf of the District any such negotiated contract or purchase order. If such public project or
maintenance work has not been previously included in the District’s then-current fiscal budget,
the doing of any such public project or maintenance work (whether by force account, negotiated
contract, or purchase order), shall require prior approval from the Board at a regular or special
meeting of the Board. Level 2 employees shall not be authorized to execute any such contract
or purchase order until such employee’s immediate supervisor has reviewed and approved the
proposed contract or purchase order. No notice inviting informal bid for any such public project
or maintenance work need be provided.
(3) Contracts totaling $2,500.01 – $5,000.00
The doing of any public project or maintenance work of the District that is subject to the
UPCCA, or any contract for the doing of any such public project or maintenance work, with a
total contract price (which includes all cost elements – personnel, materials, supplies,
subcontracts, equipment and overhead – associated with the proposed public project or
maintenance work) greater than $2,500.00 but less than or equal to $5,000.00 can be performed
(i) by the District’s employees by force account, (ii) by negotiated contract, or (iii) by purchase
order, so long as such public project or maintenance work has been included in the District’s
then-current fiscal budget. If the doing of any such public project or maintenance work is to be
performed by negotiated contract or by purchase order, the General Manager and any Level 3 or
Level 4 employee of the District shall be authorized to approve and to execute on behalf of the
District any such negotiated contract or purchase order. If such public project or maintenance
work has not been previously included in the District’s then-current fiscal budget, the doing of
any such public project or maintenance work (whether by force account, negotiated contract, or
purchase order) shall require prior approval from the Board at a regular or special meeting of
the Board. Level 3 employees shall not be authorized to execute any such contract or purchase
order until the General Manager has reviewed and approved the proposed contract or purchase
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order. No notice inviting informal bid for any such public project or maintenance work need be
provided.
(4) Contracts totaling $5,000.01 – $10,000.00
The doing of any public project or maintenance work of the District that is subject to the
UPCCA, or any contract for the doing of any such public project or maintenance work, with a
total contract price (which includes all cost elements – personnel, materials, supplies,
subcontracts, equipment and overhead – associated with the proposed public project or
maintenance work) greater than $5,000.00 but less than or equal to $10,000.00 can be
performed (i) by the District’s employees by force account, (ii) by negotiated contract, or (iii)
by purchase order, so long as such public project or maintenance work has been included in the
District’s then-current fiscal budget. If the doing of any such public project or maintenance
work is to be performed by negotiated contract or by purchase order, the General Manager and
any Level 4 employee of the District shall be authorized to approve and to execute on behalf of
the District any such negotiated contract or purchase order. If such public project or
maintenance work has not been previously included in the District’s then-current fiscal budget,
the doing of any such public project or maintenance work (whether by force account, negotiated
contract, or purchase order) shall require prior approval from the Board at a regular or special
meeting of the Board. No notice inviting informal bid for any such public project or
maintenance work need be provided.
(5) Contracts totaling $10,000.01 – $45,000.00
The doing of any public project or maintenance work of the District that is subject to the
UPCCA, or any contract for the doing of any such public project or maintenance work, with a
total contract price (which includes all cost elements – personnel, materials, supplies,
subcontracts, equipment and overhead – associated with the proposed public project or
maintenance work) greater than $10,000.00 but less than or equal to 45,000.00 can be
performed (i) by the District’s employees by force account, (ii) by negotiated contract, or (iii)
by purchase order, so long as such public project or maintenance work has been included in the
District’s then-current fiscal budget. If the doing of any such public project or maintenance
work is to be performed by negotiated contract or by purchase order, the General Manager or
Business Operations Manager shall be authorized to approve and to execute on behalf of the
District any such negotiated contract or purchase order. If such public project or maintenance
work has not been previously included in the District’s then-current fiscal budget, the doing of
any such public project or maintenance work (whether by force account, negotiated contract, or
purchase order) shall require prior approval from the Board at a regular or special meeting of
the Board. No notice inviting informal bid for any such public project or maintenance work
need be provided.
(6) Contracts totaling $45,000.01 – $175,000.00
Any contract for the doing of any public project or maintenance work of the District that
is subject to the UPCCA with a total contract price (which includes all cost elements – personnel,
materials, supplies, subcontracts, equipment and overhead – associated with the proposed public
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project or maintenance work) greater than $45,000.00 but less than or equal to 175,000.00, must
go through the UPCCA’s informal bid process as set forth in the District’s Ordinance No. 48
adopted March 27, 2013, as may be amended from time to time, and as summarized in the
UPCCA Summary Sheet attached hereto as Exhibit “E” and incorporated herein by reference.
The General Manager shall be authorized to send out a notice inviting informal bid on the
proposed public project or maintenance work without prior Board approval so long as such
project or work has been included in the District’s then-current fiscal budget. The informal bid
results will be brought before the Board to consider whether to reject any and all bids or to award
a bid to the lowest responsible bidder in the manner required by the UPCCA as summarized on
the attached UPCCA Summary Sheet. If no bids are received, the proposed public project or
maintenance work may be performed by the District’s employees by force account. If all bids
received are greater than $175,000, the Board can adopt by resolution by a four-fifths vote and
award the contract at $187,500.00 or less to the lowest responsible bidder if the Board
determines the cost estimate of the District was reasonable. If the proposed public project or
maintenance work has not been previously included in the District’s then-current fiscal budget,
the General Manager may not send out a notice inviting informal bid on the proposed public
project or maintenance work without first obtaining the Board’s prior approval at a regular or
special meeting of the Board.
(7) Contracts over $175,000.00
Unless otherwise provided in Section III(D)(6), above, any contract for the doing of any
public project or maintenance work of the District that is subject to the UPCCA with a total
contract price (which includes all cost elements – personnel, materials, supplies, subcontracts,
equipment and overhead – associated with the proposed public project or maintenance work)
greater than $175,000.00 is subject to the UPCCA’s formal bidding procedures (including the
notice inviting formal bids, adoption of plans, and the awarding of bid) as summarized on the
attached UPCCA Summary Sheet. The General Manager shall be authorized to send out a notice
inviting formal bid on the proposed public project or maintenance work without prior Board
approval so long as such project or work has been included in the District’s then-current fiscal
budget. The formal bid results will be brought before the Board to consider whether to reject any
and all bids or to award a bid to the lowest responsible bidder in the manner required by the
UPCCA as summarized on the attached UPCCA Summary Sheet. If no bids are received, the
proposed public project or maintenance work may be performed by the District’s employees by
force account or by the informal bidding procedures detailed for public projects greater than
$45,000 but less than or equal to $175,000. If the proposed public project or maintenance work
has not been previously included in the District’s then-current fiscal budget, the General
Manager may not send out a notice inviting formal bid on the proposed public project or
maintenance work without first obtaining the Board’s prior approval at a regular or special
meeting of the Board.
E. Change Orders
The General Manager shall have the authority to approve and execute on behalf of the
District any change order to a contract (i) awarded by District personnel (including the General
Manager) or the Board pursuant to Section III of this Procurement and Purchasing Policy; or (ii)
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awarded by the Board (or by any person who the Board has delegated authority to) for a public
project or maintenance work under the UPCCA, as follows:
(1) For change orders (including any change order to a contract awarded by
the Board or by any person who the Board has delegated authority to for a
public project or maintenance work under the UPCCA) less than or equal
to $10,000.00 that does not cause the total contract amount to exceed the
amount budgeted for that particular contract in the District’s then-current
fiscal budget, the General Manager may authorize such change order
without having to obtain prior approval of the Board.
(2) For change orders (including any change order to a contract awarded by
the Board or by any person who the Board has delegated authority to for a
public project or maintenance work under the UPCCA) less than or equal
to $10,000.00 that causes the total contract amount to exceed the amount
budgeted for that particular contract in the District’s then-current fiscal
budget, the General Manager shall be prohibited from authorizing such
change order until such time as the General Manger has obtained the prior
approval of the Board at a regular or special meeting of the Board.
(3) For change orders (including any change order to a contract awarded by
the Board or by any person who the Board has delegated authority to for a
public project or maintenance work under the UPCCA) greater than
$10,000.00 (but within ten percent (10%) of the original contract amount)
that does not cause the total contract amount to exceed the amount
budgeted for that particular contract in the District’s then-current fiscal
budget, the General Manager may authorize such change order without
having to obtain prior approval of the Board.
(4) For change orders (including any change order to a contract awarded by
the Board or by any person who the Board has delegated authority to for a
public project or maintenance work under the UPCCA) greater than
$10,000.00 (but within ten percent (10%) of the original contract amount)
that causes the total contract amount to exceed the amount budgeted for
that particular contract in the District’s then-current fiscal budget, the
General Manager shall be prohibited from authorizing such change order
until such time as the General Manager has obtained the prior approval of
the Board at a regular or special meeting of the Board.
(5) For change orders (including any change order to a contract awarded by
the Board or by any person who the Board has delegated authority to for a
“public project” or “maintenance work” under the UPCCA) greater than
$10,000.00 that are more than ten percent (10%) of the original contract
amount, the General Manager shall be prohibited from authorizing such
change order until such time as the General Manager has obtained the
prior approval of the Board.
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F. Professional Service Agreements
Architectural, engineering, project management, inspection and other such professional
services may be required and shall be awarded using the District’s standard Professional Services
Agreement. The Board shall approve all Professional Services Agreements over the amount of
$25,000.00. The General Manager is authorized to enter into a Professional Services Agreement
in an amount of $25,000.00 or less without prior Board approval provided the services have been
included in the District’s then-current fiscal budget. Any Professional Services Agreement not
included in the District’s then-current fiscal year budget requires the prior approval of the Board.
The Accounting Manager is authorized to approve routine invoices for contracts and services
that have already been authorized by the Board or the General Manager.
G. Prohibition against Serial or Cumulative Expenditures
The authority for making expenditures or executing contracts as provided in this policy is
intended to enable the General Manager and District staff to understand the scope of this
authority in procurement activities made on behalf of the District. The structuring of
transactions in a serial or cumulative manner so as to avoid the requirement of approval by the
Board is strictly prohibited and will not be tolerated. In addition, for public projects or
maintenance work of the District that is subject to the UPCCA, the UPCCA prohibits a local
agency to split or separate into smaller work orders or projects any such public project or
maintenance work for purposes of avoiding the UPCCA’s formal bidding requirements. Thus,
the costs associated with the purchase of materials or supplies, when purchased or used as part of
a public project or maintenance work subject to the UPCCA, become part of the project cost and
must be considered when applying the bid limits set forth in Section III(D) above. For example,
on a public project that will pay a contractor $100,000.00 for construction services and a separate
vendor $100,000.00 for the purchase of materials or supplies to be used on the project, such
project will have a total contract price of $200,000.00 and the contracting services and the
separate purchase of materials and supplies will each be subject to the UPCCA’s formal bidding
procedures. Likewise, as an example, if maintenance work subject to the UPCCA will have a
total cost of $100,000.00 (e.g., $50,000.00 to be paid for maintenance services to one contractor
and $50,000.00 to be paid to a separate vendor for materials and supplies), the maintenance
services contract and the purchasing contract will each be subject to the UPCCA’s informal
bidding procedures.
IV. EXCEPTIONS TO COMPETITIVE BIDDING
The following exceptions shall apply to the competitive bidding procedures set forth in
Section III(C) above:
A. Sole Source Procurement
There may be limited situations where the District requires particular contracts for the
purchasing of supplies used in connection with or consumed on any project or work not subject
to the UPCCA, for which there is no substantial equivalent and which are, in fact, available from
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Revised March 22, 2017
only one vendor, supplier, service provider, or contractor, and therefore, in such situations, the
use of competitive bidding may be impractical.
The Board has determined that it is in the District’s best interests to authorize the General
Manager to engage in sole source procurement under limited circumstances. The General
Manager, on behalf of the District, may execute a contract for the purchasing of supplies used in
connection with or consumed on any project or work not subject to the UPCCA, on a sole source
basis, and without competitive bidding, on the following conditions:
(1) The General Manager determines, after conducting a good faith review of
available sources, that there is only one source for such supplies required
by the District.
(a) Examples of sole source procurements include, but shall not be
limited to, the following:
(i) Licensed or Patented Applications: The vendor, supplier,
service provider, or contractor is the sole provider of a
licensed, patented, or proprietary application, product,
material, supplies, or item required by the District that has
unique design or performance features providing superior
utility not obtainable from similar vendors, suppliers,
service providers, or contractors.
(ii) Authorized Service Provider, Repair and Warranty
Services: The District requires service or repair support for
such supplies and the vendor, supplier, service provider, or
contractor is either a factory authorized warranty service
provider or such vendor, supplier, service provider, or
contractor is required for warranty services pursuant to the
terms and conditions of an existing District contract.
(iii) Unique Design: The District has a specialized need and
the vendor, supplier, service provider, or contractor is the
sole provider of such supplies that can meet the District’s
specialized needs or to perform the intended functions.
This includes products with special features essential for
the completion of a task or project, or with physical or
artistic design characteristics that satisfy aesthetic
requirements.
(iv) Trial and Evaluation Projects: A limited duration, limited
scope, pilot, trial or evaluation of a product, range of
products or services. A trial or evaluation project would
typically be part of establishing a standard for a District
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department, or to pilot a particular product or services for a
District need.
(2) Such sole-source contract has been included in the District’s then-current
fiscal budget.
(3) The General Manager provides a written report to the Board containing
the following information:
(a) A brief description of the circumstances surrounding the sole
source procurement;
(b) A statement and/or justification of the General Manager’s good
faith determination that a sole source opportunity has been
presented to the District; and
(c) A brief description of the supplies to be purchased or contracted
for, the cost of such purchase or contract, and the name of the solesource
vendor, supplier, service provider, or contractor.
(4) The Board has approved the sole-source contract at the next scheduled
workshop or regular or special meeting of the Board.
If such sole source contract has not been previously included in the District’s then-current
fiscal budget or such contract exceeds the amount budgeted for that particular contract in the
District’s then-current fiscal budget, such contract shall require prior Board approval.
B. Piggybacking
Piggyback contracting occurs when a public agency enters into a contract, without
competitive bidding, with a particular supplier, vendor, service provider, or contractor who has
already been awarded a contract for the purchase of the same or similar materials or supplies by
another public agency or governmental entity pursuant to such agency’s or entity’s competitive
bidding process. Piggybacking on other public agency or governmental entity contracts can
reduce administrative and project costs and achieve greater efficiency and economies of scale.
The Board has determined that it is in the District’s best interests to authorize the General
Manager to participate in piggybacking opportunities whenever possible. The District may
piggyback on other public agency or governmental entity contracts for the purchase of the same
or similar materials or supplies and the General Manager is authorized to execute on behalf of
the District a contract for the purchasing of such materials or supplies used in connection with or
consumed on any project or work not subject to the UPCCA without separate competitive
bidding by the District, on the following conditions:
(1) The General Manager has determined that it is in the District’s best
interest to engage in a piggybacking opportunity for the purchase or
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contract of such materials or supplies with a particular vendor, supplier,
service provider, or contractor if such opportunity will result in
significantly reduced costs to the District (administrative costs, project
costs, or otherwise), or will achieve greater efficiency or economies of
scale for District projects.
(2) Such vendor, supplier, service provider, or contractor has been previously
awarded a contract with another local, state, or federal agency or
governmental entity pursuant to such agency’s or entity’s competitive
bidding process to provide materials or supplies that are same or similar or
related to the District’s proposed contract or purchase.
(3) Such piggybacking contract has been included in the District’s thencurrent
fiscal budget.
(4) The General Manager provides a written report to the Board containing
the following information:
(a) A brief description of the circumstances surrounding the
piggybacking opportunity;
(b) A brief description of the benefits and cost savings the District will
receive as a result of the piggybacking opportunity; and
(c) A brief description of the materials or supplies to be purchased or
contracted for, the cost of such purchase or contract, and the name
of the vendor, supplier, service provider, or contractor.
(5) The Board has approved the piggybacking contract at the next scheduled
workshop or regular or special meeting of the Board.
Notwithstanding anything contained in Section III or this Section IV(B) to the contrary,
the District’s dredging projects located within the Ventura Harbor will be subject to Public
Contract Code section 20751.2, which authorizes the District to award a contract for the
performance of dredging work within the District’s boundaries without competitive bidding,
provided each of the following apply: (a) the dredging contractor was selected through a federal
competitive bidding process for a federal dredging project then underway in the County of
Ventura; and (b) the Board makes written findings, based on substantial evidence in the record,
that the contract awarded pursuant to such section 20751.2 is likely to cost less than a contract
awarded pursuant to Public Contract Code section 20751.
C. Emergencies
Pursuant to Public Contracts Code section 20751.1, in case of an emergency, the Board
may, by resolution passed by a four-fifths vote of all of its members, declare and determine that
public interest and necessity demand the immediate expenditure of public money to safeguard
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Revised March 22, 2017
life, health, or property, and thereupon proceed to expend any sum or enter into a contract
involving the expenditure of any sum needed in the emergency without observance of the
provisions requiring contracts, bids, or notice for any purchasing of supplies used in connection
with or consumed on any project or work not subject to the UPCCA. If notice for bid to let
contracts will not be given, the Board shall also comply with Public Contracts Code section
22050. In the case of any emergency involving a public project or maintenance work under the
UCCPA, the terms and conditions set forth in Public Contract Code Section 22035 shall control.
An “emergency” means a sudden, unexpected occurrence that poses a clear and imminent
danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health,
property, or essential public services.
D. Local Vendor Preference
In determining the lowest responsible bid pursuant to the District’s competitive bidding
procedures set forth in Section III(C), above, or in determining the lowest responsible bid
pursuant to the formal bidding procedures set forth in the UPCCA, the Board finds it desirable
and in the best interests of the District to establish a local business preference program in order
to reduce the competitive barriers faced by local businesses (the “Local Business Preference
Program”).
This Local Business Preference Program shall be taken into account in determining the
lowest responsible bid in awarding a contract subject to the District’s competitive bidding
procedures set forth above, or in determining the lowest responsible bid pursuant to the formal
bidding procedures set forth in the UPCCA.
(1) Local Business Preference Program.
In determining the lowest responsible bid, the General Manager shall include the
following:
(a) For (i) any District contract for the purchasing of materials or
supplies used in connection with or consumed on any work or
project not subject to the UPCCA reasonably estimated by the
General Manager to have a contract amount greater than
$25,000.00; or (ii) any public project or maintenance work subject
to the UPCCA’s formal bidding procedures, the District shall
assign a five percent (5%) bid price reduction “preference” during
the bid evaluation process (the “Local Business Preference”) to
any bid from any person or entity that is determined by the General
Manger to be a Local Business (as defined in subsection (b) of this
Section IV(D)(1)).
(b) “Local Business” shall mean a person or entity that has for at least
twelve (12) months immediately preceding submittal of its bid
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Effective October 22, 2014
Revised March 22, 2017
maintained its principal business office within the geographic
boundaries of Ventura County, California.
(c) Except as otherwise provided in this Section IV(D), the provisions
set forth in this Section IV(D) shall not supersede the other
provisions set forth in this Procurement and Purchasing Policy or
the uniform public construction cost accounting procedures set
forth in the UPCCA, whichever shall apply. If any inconsistency
or conflict exists or arises between the terms of this Section IV(D)
and the other provisions set forth in this Procurement and
Purchasing Policy or the UPCCA, whichever shall apply, such
other provisions shall control.
(d) This Local Business Preference Program shall not be applied under
the following circumstances:
(i) National contracts;
(ii) Revolving fund (petty cash) purchases;
(iii) Credit card purchases;
(iv) Contracts not subject to the District’s competitive bidding
procedures;
(v) Any contracts funded by the federal government where
there are conflicting requirements for minority or womenowned
business participation.
(vi) Where such preference is otherwise prohibited by law;
(vii) Emergency procurements;
(viii) Piggybacking or sole source procurements; or
(ix) Contracts or projects relating to dredging or dock
rehabilitation and/or replacement.
(2) Procedures for the Local Business Preference Program
(a) Once all bids are opened, the bids of those bidders who are Local
Businesses shall be reduced by five percent (5%) for purposes of
determining the lowest responsible bidder. If the bid of a Local
Business, after applying the Local Business Preference, is then the
lowest responsible bidder (the “Lowest Local Business Bidder”),
that Lowest Local Business Bidder shall have the opportunity to
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reduce its bid to match the bid of the actual lowest responsible
bidder, in writing, within one (1) business day, whereupon the
General Manager shall make a recommendation to the Board to
award said Lowest Local Business Bidder with the contract if the
General Manager determines, in his or her sole discretion, that
such bid is responsive to all of the terms and conditions stated in
the District’s previously published notice inviting bids.
(b) If the Lowest Local Business Bidder does not elect to reduce its
bid to match the bid of the actual lowest responsible bidder, then
the next lowest Local Business bidder (the “Second Lowest Local
Business Bidder”) shall be given the opportunity to match the bid
of the actual lowest responsible bidder in the time and manner set
forth in subsection (a) of this Section IV(D)(2), above; provided,
however, the bid of such Second Lowest Local Business Bidder
must also be within five percent (5%) of the actual lowest
responsible bid.
(c) An award may be made to the lowest aggregate responsible bidder
for all items on the invitation to bid, on a group or an individual
basis, whichever is found to be in the best interest of the District.
(d) All bids are subject to rejection by the Board in its absolute and
sole discretion, and in those instances where evaluation dictates the
rejection of the lowest bid as not meeting the requirements
established in the invitation to bid, the vendor shall be notified of
the reason for rejection.
V. VENDOR AND CONTRACTOR REGISTRATION DIRECTORY
The District invites vendors to express their interest in doing business with the District.
Vendors and contractors to which this Procurement and Purchasing Policy apply may download
registration forms from the District’s website located at www.venturaharbor.com. To properly
register with the District, all such vendors and contractors interesting in doing business with the
District shall be required to complete and fax the registration forms to the District at (805) 658-
2249.
VI. BUDGETING FOR CAPITAL IMPROVEMENT PROJECTS
In developing the District’s fiscal budget, District staff shall use the following guidelines
in identifying, managing, administering, and budgeting for capital projects for the following
fiscal year:
A. Start early in the fiscal year to clearly define a project; involve a range of staff
levels; take into consideration aesthetics, marketing, and maintenance issues in
developing projects.
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B. Provide any reports, plans, drawings, specifications, design ideas, cost benefit
studies and analysis, and other related materials that may be necessary or useful in
assisting the Board in determining whether a particular capital improvement
project should be approved in connection with the Board’s approval of the
District’s proposed budget for a particular fiscal year;
C. Work diligently with any ad hoc committees of the Board for purposes of making
recommendations of potential capital improvement projects;
D. After a particular project has been identified and budgeted, District staff should
diligently engage in interviewing and selecting qualified design or engineering
firms or consultants to assist the District in designing and preparing the plans and
specifications of such project;
E. District staff shall work with the design or engineering firm or consultant in
establishing project targets and milestones in order to ensure that the project is
proceeding according to schedule and to plan.
VII. PROCUREMENT FORMS
District staff shall use the following forms, where appropriate, in connection with the
District’s procurement and purchasing activities:
1. District Employee Procurement Status Chart (Exhibit “A”)
2. Project/Goal Implementation Planning Form (Exhibit “B”)
3. VPD – Request for Approval of New Project (Exhibit “C”)
4. VPD – Request for Approval of a Contract Change (Exhibit “D”)
5. UPCCA Summary Sheet (Exhibit “E”)
Adopted and Effective Date: October 22, 2014
ATTACHMENT 1 108
BOARD OF PORT COMMISSIONERS
MARCH 22, 2017
STANDARD AGENDA ITEM 3
APPROVAL OF REVISION TO THE
BOARD OF PORT COMMISSIONERS
PROTOCOLS AND POLICIES MANUAL
109
VENTURA PORT DISTRICT STANDARD AGENDA ITEM 3
BOARD COMMUNICATION Meeting Date: March 22, 2017
TO: Board of Port Commissioners
FROM: Jessica Rauch, Clerk of the Board
SUBJECT: Approval of Revised Board of Port Commissioners Protocols and Policies Manual
RECOMMENDATION:
That the Board of Port Commissioners approve the revision to the Board of Port commissioners
Protocols and Policies Manual.
SUMMARY:
The Protocols and Policies Manual Section 3.0 Port Commission Meetings needs to be revised
as follows:

3.0 PORT COMMISSION MEETINGS

3.1 Meetings
Meetings of the Board shall be held twice a month, unless directed by the
Board; excluding August in the Ventura Port District Office located at 1603
Anchors Way Drive, Ventura, California. The Board may, at times, elect to meet
at other times and locations within the City and upon such election shall give
public notice of the change of location.
3.1.1 Workshop Meetings
Workshop Meetings are held the second Wednesday of every month (excluding
August) at 12:00PM, with Closed Session at 11:00AM. Workshop Meetings are an
opportunity for the Board to interact on items with staff and the public.
3.1.21 Regular Meetings
Regular Meetings are held the second and fourth Wednesday of
every month (excluding August) at 7:00PM, with Closed Session before.
Regular Meetings are for approval of Consent and Standard Agenda
Items.
3.1.32 Special Meetings & Emergency Meetings
Special and Emergency meetings of the Board may be called and
held from time to time pursuant to the procedures set forth in the Ralph M.
Brown Act (“Brown Act”).
3.1.43 Cancelled Meetings
When the day for any regular meeting falls on a legal holiday, the
regularly scheduled meeting for that day shall be deemed cancelled
unless otherwise provided by the Board. Any meeting of the Board may be
cancelled in advance by a majority vote of the Board.
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BACKGROUND:
The adoption of written guidelines regarding the conduct of public officials provides a sound
foundation on which to build public trust and confidence. The proper operation of the District
requires that decisions and policies be made within the proper channels of governmental
structure, that public office not be for personal gain, and that the Commissioners remain
objective and responsive to the needs of the public and business owners they serve. The
purpose of this manual is to set forth protocols and policies that govern the Port Commission
and Commission meetings. The intent of this manual is to ensure uniformity of procedure,
access to the public, fairness to the public and interested parties, and compliance with legal
requirements in all designated matters heard by the Board of Port Commissioners.
FISCAL IMPACTS:
None.
ATTACHMENTS:
None.
111

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