April 15, 2014 Meeting

Indianola Port District

Port Commission Meeting#

Board of Commissioners#

Meeting Minutes of the Indianola Port District Board of Port Commissioners Tuesday, April 15, 2014 – 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 (absent) Recording Secretary: Jayne Larson

Call to Order#

Meeting called to order at 7:02 PM.

Commissioner Comments#

Commissioner Comments is the time for Board members to present verbal reports and suggest future agenda items.

Resolution 2014-6 – Memoriam John R. Jacobsen#

Commissioner Henderson reported that John R. Jacobsen died on Friday, April 11, 2014. John was a highly respected Commissioner serving the Port of Indianola with distinction from 1991 through April 15, 2012. John provided leadership in the maintenance of the Port and mentorship to succeeding Port of Indianola Commissioners and set an example of volunteer commitment to his community and the Port of Indianola.

A memorial service for John is planned for May 3, 2014.

• Motion: Commissioner Lane moved to approve Resolution 2014-6 to honor John R. Jacobsen for his years of volunteer service to the Port of Indianola, and to express the Commissioners’ condolences to the family, friends and colleagues, and to give a copy of this resolution to the Jacobsen family.
• Seconded: Commissioner Henderson
• Passed unanimously

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.

• Meeting Minutes of March 11, 2014: Commissioner Lane moved to accept the minutes, Second by Commissioner Henderson, Passed unanimously.
• Payables: Vouchers #1698 - 1701 totaling $1,541.83 for payment to Quantum Consulting. Motion to accept by Commissioner Lane, Second by Commissioner Henderson, Passed unanimously.

Old Business Items#

None.

New Business Items#

Accounting Summary#

Port Auditor Susan Henry, although absent from this meeting, sent the Accounting Summary report, dated April 15, 2014, which Commissioner Henderson read. The account balance as of March 31, 2014 is $58,459.56.

Advisory Committee Reports#

• General Obligation Bond Discussion: Commissioner Lane reported that Cashmere Valley Bank and K & L Gates are ready to process the bond financing when the Port is ready to proceed. The bank has requested that the Port keep them informed of progress. The Finance Advisory Committee will meet to advise on whether to go forward with the bond transaction ahead of finalizing permits.

• Permitting Process Discussion:

  • Connie Reckord and Lisa Fitch reported on the current status of the permits.

  • The Corp of Engineers needs to approve the project. Lisa has nearly completed the SPIF (Specific Project Information Form) necessary for the county permit application.

  • Projects with 20 piles or fewer get faster approval; more than 20 piles may be denied. The committee recommends reducing the project scope from 28 to 20 piles.

  • This change requires renegotiation with Quigg Brothers.

  • A biological assessment may be required; the Suquamish Tribe may be able to assist.

  • Equipment for pile replacement must be floated due to eel grass.

  • SEPA is also required.

  • Motion: Commissioner Lane moved to accept the change in project scope from 14 bents to 10 bents.

  • Seconded: Commissioner Cookson

  • Passed unanimously

2014 Port of Indianola Master Plan Draft#

Commissioner Cookson is ready to mail the survey to the 98342 zip code.

DOE Grant Request#

Commissioner Cookson and Susan Hancock confirmed that the application had been completed and mailed. No response has been received yet.

Dock Decking Maintenance#

Commissioner Lane inspected decking boards and identified candidates for preventative maintenance. A work party will be organized within the week to replace the boards in preparation for summer use. Consensus is that the dock is improved compared to last year and will remain open.

Record Retention Policy#

Commissioner Lane contacted WPPA. Executive communication (e.g., email records) must be saved for 2 years before disposal.

June 2014 Indianola Breeze – Port Update#

Commissioner Lane suggested an article for the June Breeze to update the community on Port status and plans. The deadline is May 31, 2014. Quarterly updates in the Breeze may also be valuable.

Next Meeting#

The next meeting will be held on May 20, 2014, 7:00 PM at the Indianola Clubhouse.

Open to Public Comment (Limit 3 Minutes Each)#

Commissioner Henderson and Susan Hancock met with the Suquamish Tribe to request assistance. The Tribe offered help with permit writing and engineering analysis.

The Port website has been updated with a public records request form requiring a hard copy submission to a Commissioner.

Commissioners Comments#

None.

Executive Session#

None.

Adjournment#

Commissioner Henderson moved to adjourn the meeting at 8:27 PM. Second by Commissioner Cookson. Passed unanimously.

Signatures:

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.