Meeting Minutes

April 15 2014

Indianola Port District

PORT COMMISSION MEETING

BOARD OF COMMISSIONERS

 

MEETING MINUTES OF THE INDIANOLA PORT DISTRICT BOARD OF PORT COMMISSIONERS, Tuesday, April 15, 2014 at 7:00 PM, INDIANOLA CLUBHOUSE 20446 INDIANOLA ROAD NE, INDIANOLA, WA 98342

Commissioners in attendance: Jeff Henderson, Eric Cookson, John Lane

Port Auditor: Susan Henry (absent)

Recording Secretary: Jayne Larson

CALL TO ORDER 7:02 PM,

COMMISSIONER COMMENTS: Commissioner Comments is the time for Board members to present verbal reports and suggest future agenda items.

  1. Resolution 2014-6 – Memoriam John R. Jacobsen

    Commissioner Henderson reported that John R. Jacobsen died on Friday, April 11, 2014. John was a highly respected Commissioner serving the Port of Indianola with distinction from 1991 through April 15, 2012. John provided leadership in the maintenance of the Port and mentorship to succeeding Port of Indianola Commissioners and set an example of volunteer commitment to his community and the Port of Indianola.

    A memorial service for John is planned for May 3, 2014.

    Motion: Commissioner Lane moved to approve Resolution 2014-6 to honor John R. Jacobsen for his years of volunteer service to the Port of Indianola, and to express the Commissioners’ condolences to the family, friends and colleagues, and to give a copy of this resolution to the Jacobsen family.

    Seconded by Commissioner Henderson

    Passed unanimously.

 

CONSENT AGENDA ITEMS:

All matters listed within the Consent Agenda have been distributed to each member of the Commission for reading and study, are considered to be routine and will be enacted by one motion of the Commission with no separate discussion. If separate discussion is desired, that item may be removed from the Consent Agenda and placed on the Regular Agenda by a Commission member or by Citizen Request.

  1. Meeting Minutes of the March 11, 2014 meeting – Commissioner Lane moved to accept the minutes, Second by Commissioner Henderson, passed unanimously.

  2. Payables - Vouchers #1698 - 1701 totaling $1541.83 for payment to Quantum Consulting. Motion to accept by Commissioner Lane, Second by Commissioner Henderson, Passed unanimously.

OLD BUSINESS ITEMS - NONE

NEW BUSINESS ITEMS

  1. Accounting Summary – Port Auditor, Susan Henry, although absent from this meeting, sent the Accounting Summary report, dated April 15, 2014, which Commissioner Henderson read. The account balance as of March 31, 2014 is $58,459.56.

  2. Advisory Committee Reports –

  1. General Obligation Bond Discussion – Commissioner Lane reported that Cashmere Valley Bank and K & L Gates are ready to process the bond financing when the Port is ready to proceed. The bank has requested that the Port keep the bank informed of progress. Commissioner Lane requested that the Finance Advisory Committee meet to discuss and to advise the Port on whether the Port might go forward with the bond transaction ahead of finalizing the permits.

  2. Permitting Process Discussion - Connie Reckord and Lisa Fitch reported on the current status of the permits. The Corp of Engineers needs to approve the project. Lisa has almost completed the SPIF (Specific Project Information Form) necessary for the permit application to the county. The SPIF usually gets a quicker turn around with 20 piles or less. If more than 20 piles is requested, the permit approval cycle is much lengthier and could even be denied. The Technical Advisory Committee recommends that the scope of the project be reduced to 20 piles to be replaced instead of the previously planned 28 piles. The county permit application is waiting for the number of piles and the specific piles which would be replaced. This change in the scope of the project will involve renegotiation with Quigg Brothers.

    Additionally, the Corp of Engineers may require a biological assessment for the project. Those present suggested that the Suquamish Tribe could support and assist us with their resources. The biological assessment can be lengthy and costly. The eel grass on our beach will require that the equipment for the pile replacement be floated and not beached.

    It was also discussed that the Port community request a letter of support from the Suquamish Tribe to include with our permit application.

    Connie reports that a SEPA is required.

    Motion: Commissioner Lane moved to accept that the scope of the project be changed from 14 bents to 10 bents.

    Seconded by Commissioner Cookson.

    Passed unanimously.

  1. 2014 Port of Indianola Master Plan Draft - Commissioner Cookson is ready to mail the survey which will go to the 98342 zip code.

  2. DOE Grant Request – Commissioner Cookson and Susan Hancock confirmed that the application had been completed and mailed. No response has been received. A response is expected soon.

  3. Dock decking maintenance – Commissioner Lane has inspected the decking boards and marked those that would be candidates for preventative maintenance. In the interest of getting ready for summertime activities and traffic on the dock, Commissioner Lane will organize a work party to replace these boards within the next week.

  4. On-going use of Indianola dock was discussed and the consensus of the Commissioners and the community present at the meeting is that the current condition of the dock is significantly improved since last year and will remain open.

  5. Record Retention Policy – Commissioner Lane contacted the WPPA to get their requirements for saving and archiving records. Executive communication, such as the email records, need to be saved for 2 years after which they can be disposed.

  6. June 2014 Indianola Breeze – Port Update – Commissioner Lane suggested an article be included in the June Breeze to inform the community about the progress and current status of the Port and plans for the future. The deadline for the Breeze is May 31, 2014. Commissioner Lane and others in at the meeting suggest that a quarterly update in the Breeze about the Port may be valuable too. Articles in the Breeze can urge and remind the community to attend Port Commission meetings for more information.

  7. The next meeting will be on May 20, 2014, 7:00 PM at the Indianola Clubhouse.

OPEN TO PUBLIC COMMENT (LIMIT 3 MINUTES EACH)

  1. Commissioner Henderson and Susan Hancock addressed a meeting at the Suquamish Tribe recently. They described the current project and requested assistance from the Tribe. The Tribe offered assistance with permit writing and engineering analysis.

  2. The Port of Indianola website has been updated with a public records request form. This form requires that the requestor complete a hard copy of the form and deliver it to one of the Port Commissioners.

COMMISSIONERS COMMENTS – NONE

EXECUTIVE SESSION – NONE

ADJOURNMENT – Commissioner Henderson moved to adjourn the meeting at 8:27 PM, Second by Commissioner Cookson, passed unanimously.

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Commissioner, Jeff Henderson

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Commissioner, Eric Cookson

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Commissioner, John Lane

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Recording Secretary, Jayne Larson

In accordance with the American with Disabilities Act. If you need special assistance to participate in this meeting please contact the Port of Indianola at (360) 779-8229. Notification 48 hours before the meeting will enable the Port of Indianola to make reasonable arrangements to ensure accessibility.