Meeting Minutes

February 17 2015 Minutes

INDIANOLA PORT DISTRICT

PORT COMMISSION MEETING

BOARD OF COMMISSIONERS

 

MEETING MINUTES OF THE INDIANOLA PORT DISTRICT BOARD OF PORT COMMISSIONERS, Tuesday, February 17, 2015 at 7:00 PM, INDIANOLA CLUBHOUSE 20446 INDIANOLA ROAD NE, INDIANOLA, WA 98342

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

Commissioner Absent: None

Port Auditor: Susan Henry

Recording Secretary: Connie Reckord

CALL TO ORDER Commissioner Henderson called the meeting to order at 7:00 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 January 27, 2015 meeting – Commissioner Lane moved to accept the minutes as submitted, Second by Commissioner Cookson, passed unanimously.

  1. Accounting Summary Report by Port Auditor Susan Henry – POI balance as of 1/31/15 $82,320.62. Plank holder donations to date approximately $7,000.00 and approximately $3600.00 in expenses for deck boards.

  1. Payables – Warrants totaling $1984.20. Commissioner Henderson moved to approve warrants as submitted. Seconded by Commissioner Lane, passed unanimously.

OLD BUSINESS ITEMS

NEW BUSINESS ITEMS

 

  1. Phase II Dock Project: Next phase of piling and pile cap replacement to be bents 56, 57, 58. Removal of 22 existing creosote piling replaced with 9 steel piling and pile caps. Bents 5, 6 to be replaced. Remaining piling to be replaced (maximum 20) to be determined based on pile sounding performed in 2013 and engineering evaluations performed in 2013. Les Fitch to identify balance of bents to be replaced. Replacement of the ladder at the end of the dock is to be added to scope of work for Phase II. Quigg Brothers quote for entire 2015 Phase II project: $ 235,000. Anticipated work window in mid-September 2015 – 2 to 3 week process.

Commissioner Lane discussed conversations with Cashmere Bank to refinance existing General Obligation Bond to maintain existing payment schedule of $38,000 per year and extend maturity date to June 2031. As with existing bond, no penalties for pre-payment. To be determined: Does bond origination fee change? If not, borrow funds now.

Discussion as to timing of Phase II project, does it need to be completed in 2015 and are other sources of revenue available via grants? We may have until July/August 2016 to obtain grants and then proceed with Phase II project. No real need to wait and no downside to proceeding immediately while we know the permit and approval process based on 2014 Phase I project. Port taxes will always be paid and the necessary funds will be available to service the debt obligation and continue to invest reserve funds. Perhaps grant options will be available for future phase of construction concentrating on the Head of the Dock.

Commissioner Lane made a motion to move forward with Phase II project immediately, Seconded by Commissioner Cookson, passed unanimously.

Question from attendee: What is the long-term plan for dock repair? A: A 20 pile replacement limit per year which dictates any work plan, sequence determined from two different engineering reports and pile sounding data from 2013.

Connie Reckord anticipates a new or revised SEPA checklist form from Kitsap County in the near future. 

Engineering plans from Quantum Engineering for the end of the dock were presented to Connie Reckord and Commissioner Henderson.

  1. Deck Replacement schedule is based on repair and maintenance as existing deck boards are evaluated and slated for replacement. No expansion of existing footprint.

Commissioner Lane will enlist volunteers to install replacement deck boards and all volunteers will sign the necessary waivers for volunteers as provided with Washington State Labor and Industries. Supporting deck stringers will be inspected during deck board replacement as will all railing fasteners.

  1. Commissioner Henderson to update existing Small Works Roster on Port of Indianola website

  1. Commissioner Cookson discussed adoption of revised Comprehensive Plan. Need to re-run public notice for a 2 week period due to reschedule of the January 2015 Port Commissioners Meeting. Anticipate adoption of revised Comprehensive Plan via Resolution at March 17, 2015 Commissioners Meeting.

    Matt McGinnis will be asked to remove the existing Comprehensive Plan from the Port website following adoption of revised Comprehensive Plan. 

  2. Head of Dock information and project considerations – Terry Reckord presented images of existing issues and a range of options from simple replacement with ADA improvements, access improvements and major renovation and dock deck expansion. This might prove to be a good candidate for grant funding as well as potential parks funding. Exact Port property boundaries need to be determined. The range of options will require public input.

OPEN TO PUBLIC COMMENT - NONE

COMMISSIONERS COMMENTS - NONE

EXECUTIVE SESSION – NONE

ADJOURNMENT – Commissioner Cookson moved to adjourn the meeting at 8:18 PM, Second by Commissioner Lane, 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, Connie Reckord

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