Meeting Minutes

May 20 2014 Meeting Minutes

Indianola Port District

PORT COMMISSION MEETING

BOARD OF COMMISSIONERS

 

MEETING MINUTES OF THE INDIANOLA PORT DISTRICT BOARD OF PORT COMMISSIONERS, Tuesday, May 20, 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

Recording Secretary: Lisa Fitch

CALL TO ORDER 7:05 PM

COMMISSIONER COMMENTS: Commissioner Comments is the time for Board members to present verbal reports and suggest future agenda items. NONE

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 April 15, 2014 meeting – Commissioner Lane moved to accept the minutes, Second by Commissioner Henderson, passed unanimously.

  2. Payables - Vouchers #1701-1702 totaling $423.11 for payment to Kingston Lumber and Puget Sound Energy. 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, reported POI account balance of $77,674.55

  2. Permitting Progress – Connie Reckord, Lisa Fitch

  1. Documents are nearly complete, coordination of final construction specifics are progressing. Lisa Fitch will contact Suquamish Tribe for assistance with ESA. Submittal goal of June 1, 2014 for Kitsap County Permit as well as Corps of Engineers submittal package. Corps of Engineers requires approximately 60 days for completion of their review.

  2. Commissioner John Lane reports that Bond funding is ready to go and is on hold awaiting permit receipt.

  3. Revised estimate and schedule has been received from Quigg Brothers. New bid reflecting replacement of 20 ea. piling including tax, approximately $247,836.00. Revised schedule for construction, September 9, 2014 -> September 26, 2014.

  4. Questions regarding the dimensions of Port of Indianola property. Commissioner Henderson will provide a copy of the property Deed to Connie and Lisa.

  5. Long term planning: Discussion regarding continued replacement of piling on a specific schedule over the next 10 years. Due to long-term plans it may be appropriate to set-up a revolving line of credit v. Bond issuance.

  6. Senator Rothfus to visit Port of Indianola facilities with Commissioner John Lane on May, 23, 2014.

  1. Port of Indianola Master Plan – Commissioner Cookson – Survey forwarded to all households in 98342 zip code. Approximately 5% returned to date. Responses are necessary to include with updated Port Master Plan.

  2. Grant Request – Department of Ecology – Applied for Grant focuses on removal of creosote from Puget Sound environment.

  3. Decking Maintenance – Commissioner Lane 24 deck boards were replaced with previously specified Chemonite treated wood by Commissioner Lane and volunteers. Commissioner Lane with input from Advisory Board member Bill Sibbett suggested that future deck maintenance and deck board replacement utilized untreated Douglas Fir v. treated lumber. Commissioners unanimously decided to utilize untreated Douglas Fire for all future deck board maintenance. Susan Butler will head a community fund raising initiative during Indianola Days to raise money to replace Dock decking boards as decking boards are identified for replacement.

  4. On-going use of Indianola Dock – the addition of cross-bracing has stabilized the dock. Commissioners unanimously agreed that dock will remain open for all traditional uses.

  5. Record Retention Policy – Commissioner Lane – Port of Poulsbo has provided a copy of their record retention policy. Port of Indianola will work to create a similar policy.

  6. Indianola Breeze Update – Commissioner Lane will create an update of Dock status for the June 2014 Breeze.

  7. Swim Float Modifications – Additional ballasting will need to be added to stabilize the swim float. Bill Henry will accomplish this before the seasonal swim float is installed on May 30, 2014.

  8. Next Meeting – Tuesday, June 17, 2014 – 7:00PM Indianola Clubhouse

OPEN TO PUBLIC COMMENT (LIMIT 3 MINUTES EACH)

Commissioners were asked if the Indianola boat launch could be renamed for John Jacobsen. The Indianola boat launch is owned and maintained by the Indianola Beach Improvement Club.

COMMISSIONERS COMMENTS

Commissioner Lane –

  1. Discussed the opportunity to recognize Commissioner Jacobsen and all previous Port Commissioners with signage on Port property.

  2. Expressed thanks to Mr. John Morgan and Commissioner Henderson for removal of the very large maple tree that lodged itself under the Dock.

  3. Expressed thanks to Paul Larson, Tim Butler and Commissioner Lane for their assistance maintaining the deck boards and replacing necessary deteriorated deck boards

  4. Statement for the record: Quigg Brothers Inc. was awarded the potential contract to replace piling on the Indianola Dock based on their flexibility, schedule and lowest cost. The fact that a constituent of the Port of Indianola has a business relationship with Quigg Brothers was unknown to the Commissioners and had no effect on choosing Quigg Brothers Inc. as the successful bidder.

EXECUTIVE SESSION – NONE

ADJOURNMENT – Commissioner Lane moved to adjourn the meeting at 8:39 PM, Second by Commissioner Henderson, 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, Lisa Fitch

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.