Indianola Port District
PORT COMMISSION MEETING
BOARD OF COMMISSIONERS
MEETING MINUTES OF THE INDIANOLA PORT DISTRICT BOARD OF PORT COMMISSIONERS, Tuesday, January 7, 2014 at 7:00 PM, INDIANOLA CLUBHOUSE 20446 INDIANOLA ROAD NE, INDIANOLA, WA 98342
CALL TO ORDER 7:03 PM, In attendance: Jeff Henderson, Eric Cookson, John Lane
Commissioner Comments is the time for Board members to present verbal reports and suggest future agenda items.
Commissioner Henderson noted that the final permit inspection on the repairs has been completed and signed off by the county inspector. Commissioner Henderson thanked Paul Larson for helping with the inspections.
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 December 3, 2013 meeting – Motion to accept by Commissioner Lane, Second by Commissioner Henderson, approved and passed unanimously
B. Payables - Vouchers #1683 – 1688 totaling $2,330.05 from December 2013 Motion to accept by Commissioner Lane, Second by Commissioner Henderson, Passed unanimously.
C. Payables for January- Vouchers #1689-#1691, totaling $3,062.94 includes a replacement check for check #1670 which was lost in the mail. Motion to accept by Commissioner Lane, Second by Commissioner Henderson, Passed unanimously.
OLD BUSINESS ITEMS - NONE
NEW BUSINESS ITEMS
A. New Commissioners – Oath of Office. New Commissioners Lane and Cookson took the Oath of Office.
B. Resolution 2014-01 Change of Auditor. Due to the resignation of the previous auditors, Susan Henry has agreed to take over this important position. Motion to accept Susan Henry as Auditor for the Port effective January 7, 2014 by Commissioner Lane, Second by Commissioner Henderson, Passed unanimously.
C. Resolution 2014-02 to add new Commissioner to the Signature Card at the Bank of America account. Motion to add Commissioner John Lane as an authorized signer on the account by Commissioner Lane, Second by Commissioner Henderson, Passed unanimously.
D. Resolution 2014-03 to void check #1670 which was lost in the mail. Motion to void check #1670 by Commissioner Lane, Second by Commissioner Henderson, Passed unanimously.
E. Accounting Summary – Auditor Susan Henry presented the current financial statement. Current statement balance, as of November 30, 3013, is $64,312.16. The time gap is due to the timing of the County Treasurers report.
F. Advisory Committee Report – Connie Reckord reviewed discussions held regarding the permit for piling replacement. She was told by the County that a Commercial Deck Permit would be needed but has not found such a permit. She will contact the county to get this form and information. Lisa Fitch noted that a SEPA approval has been done already which may satisfy some requirements. Connie noted that HPA requires an annual summary of maintenance report which she emailed to the Commissioners. This report needs to be sent out by end of January. There is also a requirement for notice to Fish and Wildlife prior to any work and Connie recommends that a week notice is advised. Since the normal window for work on the dock starts on June 15th, it is hoped that the Port of Indianola could request approval to proceed with piling replacement a week or two earlier than June 15.
a. Request for Quotation – Piling Replacement. Art Langlie reviewed the RFQ that was sent out on January 7, 2014 to five contractors. The RFQ contains two 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. Art will follow up with the contrators and expects to have responses in February. Commissioner Henderson thanked Art Langlie and others who helped with putting together the RFQ.
G. 2014 Port of Indianola Master Plan - Commissioner Cookson reviewed some changes made since the Draft plan was submitted at the December 2013 meeting.
H. Indianola Dock Life Rings – Commissioner Lane reviewed this issue which has been raised in the community. General discussion of previous attempts to station items on the dock indicates that this would be difficult to achieve. Due to the current financial issues that the Port of Indianola must resolve, it is suggested that the community might consider a donation for this purpose.
I. Change in the monthly Port Commission meetings from first Tuesday to another time. Commissioner Lane will contact the IBIC to determine availability of the clubhouse. Due to the County Financial reporting cycle, the third Tuesday would be ideal. For February we are conditionally planning the regular POI meeting for Tuesday, February 11, 2014 7:00 PM since this will support the timeline stated in the RFQ
OPEN TO PUBLIC COMMENT (LIMIT 3 MINUTES EACH)
A. Boat storage area under the dock – Lisa Fitch noted that only one owner has responded to her request and renewed their sticker for 2014. She will add another notice in the Breeze for owners to come forward and register/renew their boat stickers. This has become an important issue with the repairs that were made recently and future work that is required on the dock. When work needs to be done on the dock, owners can be contacted to move their boats.
COMMISSIONERS COMMENTS –
A. Letterhead design - Commissioner Henderson provided a letterhead design from Dave Caley which may be used on the POI Master Plan.
B. Chinese Lanterns on the dock – an inquiry has been received from the community to request being able to light and release Chinese lanterns from the dock. It was noted that current signage on the dock prohibits fires and burning on the dock. After discussion the decision was taken that Chinese lanterns would not be approved and Commissioner Henderson will respond to the inquiry.
EXECUTIVE SESSION – NONE
ADJOURNMENT – 8:18 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.