Indianola Port District
PORT COMMISSION MEETING
BOARD OF COMMISSIONERS
MEETING MINUTES OF THE INDIANOLA PORT DISTRICT BOARD OF PORT COMMISSIONERS, Tuesday, March 11, 2014 at 7:00 PM, INDIANOLA FOURSQUARE CHURCH, 20789 DIVISION ST NE, INDIANOLA, WA 98342
Commissioners in attendance: Jeff Henderson, Eric Cookson, John Lane
Port Auditor: Susan Henry
Recording Secretary: Jayne Larson
CALL TO ORDER 7:06 PM,
COMMISSIONER COMMENTS: Commissioner Comments is the time for Board members to present verbal reports and suggest future agenda items.
Commissioner Cookson noted the recent illness of some members of the Port community and requested all present at the meeting to keep positive thoughts for them and their families.
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 February 11, 2014 meeting – Commissioner Cookson moved to accept the minutes, Second by Commissioner Lane, passed unanimously.
B. Payables - Vouchers #1698 - 1700 totaling $88.94. Motion to accept by Commissioner Cookson, Second by Commissioner Lane, Passed unanimously.
OLD BUSINESS ITEMS - NONE
NEW BUSINESS ITEMS
A. Accounting Summary – Port Auditor, Susan Henry, reported that the account balance as of February 28, 2014 is $53,115.05 The Port has received the reimbursement from IBIC for security and that will show up in the next month’s statement. Susan plans to have the annual report ready in time for the May Commissioners meeting.
B. Advisory Committee Reports –
a. General Obligation Bond – Commissioner Henderson acknowledged the time and effort of Commissioner Lane, Richard Linzer and Paul Larson in pursuing and defining the bond option for the Port to finance the piling replacement. Commissioner Lane contacted the Kitsap County Treasurer who suggested the bond option. After many hours, discussions, phone calls and meetings, the Port has been approved for a $250,000 bond loan through Cashmere Bank of Bellevue WA. The bond will have a 7 year term, starting with a 1.8% interest rate which will increase over the life of the loan. There is no prepayment penalty. Draft resolution documents for the bond have been received and there are details to define. A specific issue requiring further determination are the timing of the closing. The closing is the date when the funds become available and the interest starts to accrue. Those present at the meeting discussed the benefits of an earlier closing to give flexibility to an earlier starting schedule, if that becomes possible. The timing of permitting the work may influence the schedule for the closing. Commissioner Lane will ask the bank if we can condition the closing on receipt of permits.
The Port Commissioners will need to sign the final bond resolution. The funds are released to and held for the Port by the County Treasurer who makes the bi-annual payments. The property tax revenues will cover the bond payments and there will be a cushion for ongoing Port operating expenses.
b. Permitting Process- Connie Reckord and Lisa Fitch discussed the current status of the permits. Lisa has completed the preliminary application to the county. The Port permit falls under a Commercial Application, as a Major Tennant Improvement. Connie is working on the SEPA and forecasts that will be ready to submit next week. She estimates that the county will take 6 to 8 week to process the permit. Connie has sent a request to Fish and Wildlife Department to allow us to start the project early, on June 1, 2014, and she expects a response soon.
c. Construction Contract – Art Langlie distributed copies of a contract from Quigg Brothers for review. He noted that this is an AGC standardized form and that Quigg have already signed and they have agreed to receive payment at the completion of the work. The Commissioners and community members will review the contract and plan to send it to WPPA for review for compliance with public projects requirements. Review by an independent attorney was discussed and rejected based on consensus of the Commissioners and others at the meeting.
C. 2014 Port of Indianola Master Plan Draft - Commissioner Cookson distributed and reviewed a survey which will be mailed out to the 98342 zipcode. It may also be available on the website. The survey will satisfy the requirement for public input in the Master Plan.
D. DOE Grant Request – Commissioner Cookson acknowledged Susan Hancock for pursuing a grant opportunity with DOE for $50,000, under their water quality branch. The application is the next step in the process.
E. Port Website – Public Records Request Addition to POI Website – Commissioner Lane contacted the Poulsbo Port and got approval to use their request form as a template. Reports may involve reasonable copy fees. Commissioner Lane will check and see how the Port of Kingston handles these requests. Matt will upload the report onto the website.
F. The next meeting will be on April 15, 2014, 7:00 PM at the Indianola Clubhouse.
OPEN TO PUBLIC COMMENT (LIMIT 3 MINUTES EACH)
A. The community present at the meeting wished to specially acknowledge Commissioner Lane and all others’ wonderful work which has resulted in the bond option.
B. An article in the Breeze is suggested as a way to inform the community about the status, progress and future of the dock repairs. Since there is no Breeze published in May, April would be the target issue and the deadline is March 31st.
COMMISSIONERS COMMENTS – NONE
EXECUTIVE SESSION – NONE
ADJOURNMENT – Commissioner Lane moved to adjourn the meeting at 8:31 PM, Second by Commissioner Cookson, passed unanimously.
Commissioner, Jeff Henderson
Commissioner, Eric Cookson
Commissioner, John Lane
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.