Meeting Minutes

September 15, 2015

INDIANOLA PORT DISTRICT

PORT COMMISSION MEETING

BOARD OF COMMISSIONERS

 

MEETING MINUTES OF THE INDIANOLA PORT DISTRICT BOARD OF PORT COMMISSIONERS, Tuesday, September 15, 2015 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: Jayne Larson

 

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 August 11, 2015 regular meeting – Commissioner Henderson moved to accept the minutes as submitted, Second by Commissioner Cookson, passed unanimously.
  2. Accounting Summary Report by Port Auditor Susan Henry

  1. Net General Fund balance after warrants are paid, was $69,133.57. Project Fund Balance was $2,217.78.

  2. Payables - Warrants presented for $3,400.00. Warrants include the fee paid to K & L Gates for the Phase II dock repair bond and $500.00 paid to IBIC for a share of the dumpster. Commissioner Henderson moved to accept the payables as submitted on the voucher list. Commissioner Lane seconded. Passed unanimously.

 

OLD BUSINESS ITEMS

 

NEW BUSINESS ITEMS

  1. Update on Phase II: Quigg Bros. is planning to start work on October 1, 2015 and estimates two weeks to complete the work.

  2. Replacement Swim Float Ramp: Commissioner Henderson reported that Mantle Industries, which did work for the Ports of Kingston and Poulsbo, has reviewed the requirements for the ramp and given a preliminary estimate of $7,700.00 for the job. A new ramp will be longer and will provide a safer transition to the dock structure than the current ramp. In order to have the new ramp attachments incorporated into the dock while Quigg Bros is doing their work, the Commissioners discussed and agreed that the Commissioners need to approve a Not-To-Exceed cost so that the attachments can be designed and welded and galvanized by Quigg. Most of the cost for the swim float ramp would not be due until May 2016 when the swim float would be reinstalled for the next summer season. Commissioner Cookson moved to approve a Not-To-Exceed $10,000.00 cost for a new swim float ramp from Mantle Industries. Commissioner Lane seconded. Passed unanimously.

  3. Navigation lighting for the end of the dock:  Need to find lights which are tamper proof. Commissioner Cookson will investigate a source for lighting and arrange for connection to the dock.

  4. Update on Rail and Stair Tread Replacement: Commissioner Lane reported that plans are in progress and September 26, 2015 is a tentative work party day for the removal of old treads and installation of the new treads.  Railing would likely follow in the spring.  Additionally, the Commissioners discussed the need to have some boards milled and ready in case of damage to existing boards at the end of the dock during Phase II work.

  5. Conceptual Head of Dock Designs: Commissioner Cookson provided some preliminary drawings which Connie and Terry Reckord drew up for possible designs for the head of the dock. Options proposed are a) no changes, b) minimal changes including ADA compliant ramp, and c) widening the head of the dock.  Commissioner Cookson also requested ideas from Roger Sherman. The community would have the chance to review and give feedback on the options in early 2016. Funding would be through grants which have a May 2016 application deadline for 2017 funding. The work would be over land only, involving pilings 1 through 4, so permitting is simpler and bids would come from Quigg Bros. and other contractors.

  6. 2016 Preliminary Budget: Commissioner Henderson reviewed a preliminary budget versus the 2015 final budget. The preliminary budget follows the 2015 budget with increases in expenditures in maintenance and repair (for the new ramp), and election expense (for a potential levy lift) and decreases in legal expenses, engineering, and permits. The Office expenses may need to be addressed and changed due to document retention requirements. The Port needs to look into the need for a safe deposit box for some critical legal documents and possibly some historically significant documents too.  Final tax assessment information will be available in October to include in the budget. The budget will be published and voted on in the next Port Commission meeting.

  7. Next meeting will be October 20, 2015 - Indianola Clubhouse 7:00 PM

 

OPEN TO PUBLIC COMMENT –

  1. Kathy Caldwell reported concerns from IBIC and the community about the July 4th, 2015 fireworks display and the improper behavior on the beach. She requested POI attendance and support on a committee that IBIC is forming to address these concerns. Commissioner Lane plans to attend and represent the Port at this committee. Commissioner Henderson stated that many years ago the Port had voted to ban fireworks on the dock and signs at the head of the dock indicate this ban.

  2. 100 year anniversary is 2016. Kathy inquired if the Port had any plans for a community celebration. Commissioner Henderson responded that Susan Hancock was the Port’s committee leader for anniversary plans. Susan has been working on a book.

COMMISSIONERS COMMENTS – NONE

EXECUTIVE SESSION – NONE

ADJOURNMENT – Commissioner Lane moved to adjourn the meeting at 7:47 PM, Seconded by Commissioner Cookson, 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, 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