INDIANOLA PORT DISTRICT
PORT COMMISSION MEETING
BOARD OF COMMISSIONERS
MEETING MINUTES OF THE INDIANOLA PORT DISTRICT BOARD OF PORT COMMISSIONERS, Tuesday, February 11, 2014 at 7:00 PM, INDIANOLA CLUBHOUSE 20446 INDIANOLA ROAD NE, INDIANOLA, WA 98342
CALL TO ORDER 7:02 PM, In attendance: Jeff Henderson, Eric Cookson, John Lane
COMMISSIONER COMMENTS: NONE
Commissioner Comments is the time for Board members to present verbal reports and suggest future agenda items.
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.
A. Meeting Minutes of the January 7, 2014 meeting – Motion to accept by Commissioner Lane, Second by Commissioner Henderson, approved and passed unanimously
B. Payables - Vouchers #1692 - 1697 totaling $746.04 Motion to accept by Commissioner Henderson, Second by Commissioner Lane, Passed unanimously.
OLD BUSINESS ITEMS - NONE
NEW BUSINESS ITEMS
A. Accounting Summary – Port Auditor, Susan Henry, reported that December 31, 2013 balance was $55,969.34 and the January 31, 2014 balance is $51,634.00. With the change in the date of the regular meeting, it is now possible to keep more current with the balance. The Port has not received the reimbursement from IBIC for security. The security fee was paid when the invoice was received (November 2013 vouchers) but part of the fee is due to be reimbursed. Lisa Fitch will contact the IBIC Board on this issue.
B. Resolution 2014-06 to cancel Warrant #1686, dated 01/07/2014 for $911.38 to correct the Port account. Motion to authorize warrant be cancelled by Commissioner Lane, Second by Commissioner Henderson, Passed unanimously.
C. Port of Indianola Website update – Based on discussion and review with the website provider, the existing email system is acceptable for current purposes. The storage space issue can be resolved by using an exterior hard drive as an archive. The hard drive would be kept in the safe deposit box. The goal of using the hard drive is to free up space on the website. We need to add a public request form for records and information to the website and we can base our form on the Port of Poulsbo form. We also need to find out how long we must keep records online for searching purposes by the public versus adding to archives. Commissioner Lane will resolve these issues.
D. Advisory Committee Report –
a. Request for Proposal Results – Art Langlie reviewed the responses received for piling replacement. The RFP was sent out in January to five contractors. Four responses were received, with one no bid. The responding companies in order of highest cost to lowest cost were: American, Thompson, Pacific Pile, and Quigg Brothers. The RFP did request cost for options: one option using 12 inch steel pilings which would mimic the size of the current pilings, and a second option using 10 inch steel pilings which would still be many times stronger than actual design requirements but would be more cost effective. Additionally, the RFP requested a cost breakdown for seven Pile bents and fourteen pile bents. The response of the lowest bidder, Quigg Bros., indicated that the cost of the fourteen bents is only marginally more than seven bents, since the mobilization costs are such a significant part of the job. There is also not much saving achieved by using 10” piles over 12”. Another important consideration was the schedule for this project. Quigg Brothers responded with the optimal response for the Port. Since the dock would be closed during this project, the Commissioners were pleased that Quigg Brothers indicated they could schedule this project for the last two weeks of June and would be completed by July 4th. All four contractors said that the dock was in good shape considering its age.
The low bid provided by Quigg Brothers amount was:
$ 295,881.00 for the Piles and Caps
$ 3,043.00 for the Plates (12” x 12” plates on end of beams)
$ 298,925.00 Total (includes Taxes)
Being just under $300K qualifies this job for small works.
Art Langlie will call the contractor and pursue negotiations to define the terms and conditions and get a contract signed for 14 pile bents with 12” piles and plates.
1. Grant Funding Discussion – Research has been done by Susan Hancock and Commissioner Cookson into the possibility of using grant funding to help pay for the repairs on the dock. The Washington Recreation and Conservation Office grant application deadline is May 1, 2014 for 2015 funding. Although it would be great to obtain grant dollars, the consensus of the Commissioners and community in attendance was that we are too late to take advantage of grants for the current project. Additionally, there is no guarantee of receiving funding from the grant process and the work planned needs to go forward this year. The grants are for matching funds and are on a two year cycle. The Port should start to plan for 2016 application for 2017 funding.
b. Finance Committee Report – The Port will finance the pile replacement work with a 5 year term loan for $215,000 from a local bank. A community group, to be known as Friends of the Port of Indianola Dock/Indianola Port Association will be invited to help in making credit available to the Port for these repairs via the Creditholders Program. A Creditholders Agreement will formalize the relationship between the interested individuals, the bank, and the Port. Funds received from the creditholders will be held by the bank as a Jumbo CD. These funds will be pledged as per the Creditholder Agreement. Interest to the creditholders will be minimal. The rewards are primarily the preservation and maintenance of the dock. The IBIC Clubhouse was originally funded in the same way years ago.
Details, including the Creditholders Agreement, will be available through the Port Commission Advisory Committee during the next week as well as through the website, Post Office and newspaper.
Resolution 2014-05 Motion to accept RFP from Quigg Brothers for 14 bents, total of 28 piles, with 12” piles and 12” caps, as detailed in the bid received, Not To Exceed $300,000 and contingent on permits and financing via term loan for the repair of the dock this summer by Commissioner Lane, second by Commissioner Cookson, passed unanimously.
E. 2014 Port of Indianola Master Plan - Commissioner Cookson reviewed a proposed change to the mission statement
Resolution 2014-04 Motion to accept the changes to the mission statement by Commissioner Lane, second by Commissioner Henderson, passed by all.
Plan needs to be submitted to the State. Next step required for completion of the Plan is a survey.
F. A suggestion was made that donations by the community could be collected by IBIC which is a 501(c) (3) organization and passed along to the Port. This method would allow individuals who wanted to make a donation to the Port to have a tax benefit. This idea will be proposed to the IBIC.
G. Change the monthly Port Commission meeting to Tuesday, March 11, 2014 at 7:00 PM. The March meeting will be held at the Indianola Church instead of the Clubhouse.
OPEN TO PUBLIC COMMENT (LIMIT 3 MINUTES EACH)
COMMISSIONERS COMMENTS – NONE
EXECUTIVE SESSION – NONE
ADJOURNMENT – 8:50 PM
Commissioner, Jeff Henderson
Commissioner, Eric Cookson
Commissioner, John Lane
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.