December 15, 2014 Meeting

Indianola Port District

Port Commission Meeting#

Board Of Commissioners#

Agenda Of The Meeting Of The Indianola Port District Board Of Port Commissioners Tuesday, December 15, 2014 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 7:08 pm.

Commissioner Comments#

Commissioner Comments is the time for Board Members to present verbal reports or meeting rules and suggest future agenda items.

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, November 18, 2014

Motion: Commissioner Lane moved to accept the minutes of November 20, 2014 meeting as read. Seconded by Commissioner Henderson. Passed unanimously.

Old Business Items#

Commissioner Henderson recapped the major events of 2014 for POI. An amazing amount of work was accomplished by the Port community, volunteers and Commissioners.

Port Of Indianola: 2014 Recap#

January

• John Lane (6 year term) and Eric Cookson (2 year term) sworn in as new Port Commissioners
• Susan Henry appointed Port Auditor
• Port Master Plan update started – Commissioner Cookson
• Dock piling replacement Request for Quotation submitted to 4 small works roster qualified contractors – TY Art Langlie

February

• Quotes received from contractors – Quigg Brothers submitted lowest qualified bid
• Port of Indianola Mission Statement revised via Resolution

March

• Potential General Obligation Bond terms and conditions discussed
• Piling replacement permitting discussed – Kitsap County, Corp of Engineers, WA Dept. of Fish & Wildlife
• Master Plan constituent survey finalized
• Public Records Request added to Port of Indianola website

April

• Resolution 2014-6 passed honoring John R. Jacobsen for his long term service to the Port of Indianola
• Cashmere Bank and K & L Gates confirm General Obligation bond paperwork is prepared
• Piling replacement permit completion continues
• Scope of piling replacement reduced from 14 bents to 10 bents to comply with Corp of Engineers requirements, revised RFQ created – TY Art Langlie

May

• Volunteers replace 24 dock planks – John Lane, Paul Larson, Tim Butler
• Swim float modifications finalized

June

• Construction permits submitted to Kitsap County and Corp of Engineers – TY Connie Reckord and Lisa Fitch
• Swim float installed following necessary modifications
• Modifications performed by Bill Henry – Port responsible for materials, Bill Henry donated labor

July

• Master Plan survey received
• Dock Fund Committee created – Susan Hancock Chair. Fundraising meeting will be planned to discuss ongoing deck maintenance and upcoming 100 year anniversary of the dock in 2016

August

• Permits received from Kitsap County and Corp of Engineers for piling replacement project
• General Obligation bond paperwork finalized with Cashmere Bank

September

• Discussions on next phase of dock repairs
• Design improvements and potential changes to head of dock
• Connie and Terry Reckord to compile potential changes, ideas
• Piling replacement completed – 10 bents, 20 piling, 10 piling caps – Quigg Brothers completed within contract terms

October

• Preliminary 2015 Budget discussed and completed
• Connie Record submits ideas for community input and potential design for dock entrance – Bents 1-5
• Fundraising Committee meeting held

November

• Master Plan is completed and ready to proceed
• 2015 Budget Resolution passed
• Master Plan revision notice published in North Kitsap Herald – Adoption of revised Master Plan anticipated in January 2015
• Plank Holder Certificate design completed and available for purchase

New Business Items#

Accounting Summary – Susan Henry, Auditor

• Current Net General Fund Balance is $74,771.69, as of November 30, 2014. This balance does not include the Plankholder contributions. Auditor Henry deposited $3,330.00 on December 15, 2014. These contributions will show up in the next month’s financial report.

Plankholders Certificates – Commissioner Lane

• Donations received to date – $3,330.00 received and deposited. Additional donations coming in the mail each day.
• Purchase of planks – Commissioner Lane will purchase at least 100 planks at a time from Paul Smyth. Commissioner Lane will discuss the quantity and storage possibilities with Paul Smyth. Connie Reckord will advise if there is a limit on the number of planks that can be replaced at one time without triggering the need for a permit.
• Purchase of fasteners – Commissioner Lane will purchase the fasteners and get reimbursed by POI. After discussion at the meeting, the Port will use the longer fasteners and purchase 4,000 to get a quantity discount. This quantity of fasteners will cost $800.00.
• Volunteer labor to install – Commissioner Lane is also looking for volunteers for replacing the decking. Work parties will be arranged based on weather and availability of volunteers and it will be helpful to have a call list of those who are willing to help. Commissioner Lane will check on the LNI form for volunteers who work on this project.
• Work study meeting discussion – Commissioner Lane proposes to hold work study meetings to develop an operating manual for POI. Much of the knowledge base for Port operations is experience based or resides in the Port archives. This discussion was held over until Commissioner Cookson is available.

Next Meeting: January 20, 2014, 7:00 PM at the Clubhouse

Open To Public Comment#

Susan Hancock announced that there would be a Fundraising Committee meeting on January 12, 2015 at the Clubhouse. Susan is looking for photographers and writers who would like to work on fundraising projects like a book. An auction may be a possibility for 2016 and would be a big job for someone with a special interest in that kind of event.

Commissioner Comments/Determinations (If Necessary)#

Commissioner Henderson asked Sarah Runnels if she could design a letterhead for the Port using a heading similar to the certificates for the Plankholders. Auditor Henry also agreed that a letterhead would be desirable.

Executive Session#

None.

Adjournment#

Commissioner Lane moved to adjourn the meeting at 8:00 PM. Seconded by Commissioner Henderson, passed unanimously.

(In accordance with the Americans 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 to make reasonable arrangements to ensure accessibility.)