Meeting Minutes

June 16 2015 Meeting Minutes

INDIANOLA PORT DISTRICT

PORT COMMISSION MEETING

BOARD OF COMMISSIONERS

 

MEETING MINUTES OF THE INDIANOLA PORT DISTRICT BOARD OF PORT COMMISSIONERS, Tuesday, June 16, 2015 at 7:00 PM, INDIANOLA CLUBHOUSE 20446 INDIANOLA ROAD NE, INDIANOLA, WA 98342

 

Commissioners in attendance:  Jeff Henderson, John Lane

Commissioner Absent: Eric Cookson

Port Auditor: Susan Henry

Recording Secretary: Jayne Larson

 

CALL TO ORDER Commissioner Henderson called the meeting to order at 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 May 19, 2015 meeting – Commissioner Lane moved to accept the minutes as submitted, Second by Commissioner Henderson, passed unanimously.
  2. Accounting Summary Report by Port Auditor Susan Henry

  1. Net General Fund balance after warrants are paid, is $86,471.57 Project Fund Balance is $3,576.52.

  2. Auditor Henry also noted that she will be working on the Annual Report in May. She needs to include all the 2014 resolutions and the bond.

  3. Payables - Warrants presented for approval are for materials for the dock, permits, float mobilization and wood from Smyth Mill. Net total warrants were $1,597.09.

    Commissioner Lane moved to accept the warrants as submitted. Commissioner Henderson seconded. Passed unanimously.

  4. Auditor Henry expended more than the usual amount of time in preparing the annual report for the State of Washington. This year’s report was especially complex due to the general obligation bond. Commissioner Henderson moved to reimburse Auditor Henry for 10 hours at $25.00 per hour for her extraordinary effort last month. Seconded by Commissioner Lane. Passed unanimously.

  5. Commissioner Lane noted that Bill Sibbitt has donated two very large logs and their milling for new railings for the dock. Fair market value for the logs and milling is estimated at $1500.00. Auditor Henry will write a donation acknowledgement and thank you letter for the donation.

     

     

 

OLD BUSINESS ITEMS

 

NEW BUSINESS ITEMS

  1. Resolution 2015-05: Commissioner Henderson read the resolution to acknowledge and thank the many volunteers that have worked on replacing the dock deck boards.  Commissioner Lane moved to accept resolution 2015-05 as amended. Seconded by Commissioner Henderson. Passed unanimously.

  2. Cashmere Valley Bank Term Sheet: Commissioner Lane reviewed the status of the Phase II funding transaction with the bank. The date has not been finalized yet. Cashmere Valley Bank will do the coordination with K & L Gates. The bank needs 2014 financial information for the Port. Based on the project timing Commissioner Lane will inquire with the bank about the feasibility of having the paperwork ready for signing at the July 21, 2015 Port meeting.

  3. Permit Update: Commissioner Henderson reports that Lisa Fitch and Connie Reckord are almost finished with the permits for Phase II. Connie needs a picture of the dock. Commissioner Henderson will submit the permit, pay the fee and be reimbursed for the fee

  4. Update on deck boards/rail caps: Deck board replacement is done. Rail caps are next.  Commissioner Lane will evaluate design for replacement rails. Commissioner Lane will start figuring out the design and amount of material needed. Some slight changes may be helpful to strengthen the rail caps. The rail caps were included in the permit. Commissioner Lane is working out the details for a volunteer celebration barbeque and potluck.

  5. Estimates to remove overgrowth under the dock: Commissioner Lane received quotes from Yardvark and from Scott’s landscaping businesses for a one time clean-up effort. The commissioners reviewed both quotes and Commissioner Lane moved to accept the quote from Yardvark. Seconded by Commissioner Henderson. Passed unanimously.

  6. Commissioner Henderson noted that he would get a quote for a new aluminum gangway down to the float. When Quigg Brothers are completing the end of the dock would be the ideal time to replace the old gangway, if costs allow.   

  7. Next meeting will be July 21, 2015 - Indianola Clubhouse 7:00 PM

 

OPEN TO PUBLIC COMMENT -  NONE

COMMISSIONERS COMMENTS –

Commissioner Lane stated that the plank replacement effort has been “amazing” and has received many positive comments from both the volunteers and the Indianola community.

EXECUTIVE SESSION – NONE

ADJOURNMENT – Commissioner Henderson moved to adjourn the meeting at 8:23 PM, Seconded 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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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.