February 11, 2014 Meeting

INDIANOLA PORT DISTRICT

PORT COMMISSION MEETING#

BOARD OF COMMISSIONERS#

MEETING MINUTES OF THE INDIANOLA PORT DISTRICT BOARD OF PORT COMMISSIONERS Tuesday, February 11, 2014 – 7:00 PM Indianola Clubhouse, 20446 Indianola Road NE, Indianola, WA 98342

CALL TO ORDER 7:02 PM In attendance: Jeff Henderson, Eric Cookson, John Lane

COMMISSIONER COMMENTS None Commissioner Comments is the time for Board members to present verbal reports 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.

• A. Meeting Minutes of January 7, 2014 – Motion to accept by Commissioner Lane, Second by Commissioner Henderson, approved and passed unanimously.
• B. Payables – Vouchers #1692 - 1697 totaling $746.04. Motion to accept by Commissioner Henderson, Second by Commissioner Lane, Passed unanimously.

OLD BUSINESS ITEMS None

NEW BUSINESS ITEMS

A. Accounting Summary Port Auditor Susan Henry reported that the December 31, 2013 balance was $55,969.34 and the January 31, 2014 balance is $51,634.00. With the change in the date of the regular meeting, it is now possible to keep more current with the balance. The Port has not received the reimbursement from IBIC for security. The security fee was paid when the invoice was received (November 2013 vouchers) but part of the fee is due to be reimbursed. Lisa Fitch will contact the IBIC Board on this issue.

B. Resolution 2014-06 To cancel Warrant #1686, dated 01/07/2014 for $911.38 to correct the Port account. Motion to authorize warrant be cancelled by Commissioner Lane, Second by Commissioner Henderson, Passed unanimously.

C. Port of Indianola Website Update Based on discussion and review with the website provider, the existing email system is acceptable for current purposes. The storage space issue can be resolved by using an exterior hard drive as an archive, kept in the safe deposit box. Goal: free up space on the website.

• Need to add a public request form for records and information, modeled on the Port of Poulsbo form.
• Need to determine retention period for online records vs. archives.
• Commissioner Lane will resolve these issues.

D. Advisory Committee Report

• a. Request for Proposal Results Art Langlie reviewed responses for piling replacement. RFP was sent in January to five contractors; four responded, one no bid.

Respondents (highest to lowest cost): American, Thompson, Pacific Pile, Quigg Brothers.

Two options were requested:

• 12" steel pilings (mimic current size)
• 10" steel pilings (still stronger than design requirements but more cost-effective).

Also requested: cost breakdown for 7 pile bents vs. 14 pile bents.

Quigg Brothers provided lowest bid, with little cost savings for fewer piles or smaller diameter piles. Their schedule was also optimal: last two weeks of June, complete before July 4.

Dock considered in good shape by all contractors.

Quigg Brothers Bid:

• $295,881.00 – Piles and Caps
• $3,043.00 – Plates (12” x 12” plates on beam ends)
• $298,925.00 Total (incl. taxes)

Being just under $300K qualifies as small works.

Art Langlie will negotiate contract for 14 pile bents, 12” piles, and plates.

1. Grant Funding Discussion Research by Susan Hancock and Commissioner Cookson: RCO grant deadline is May 1, 2014 for 2015 funding. Consensus: too late for current project; no guarantee of funds; current work must proceed. Grants are matching and on a 2-year cycle. Port should plan to apply in 2016 for 2017 funding.

• b. Finance Committee Report Port will finance work with a 5-year term loan of $215,000 from a local bank. Community group “Friends of the Port of Indianola Dock / Indianola Port Association” will assist through a Creditholders Program. Creditholders Agreement will formalize between individuals, bank, and Port. Funds held by bank as Jumbo CD, pledged under agreement. Minimal interest to creditholders; reward is preservation of dock.

IBIC Clubhouse was funded similarly in the past.

Details and Creditholders Agreement will be made available by the Advisory Committee, website, Post Office, and newspaper.

Resolution 2014-05 – Motion to accept RFP from Quigg Brothers for 14 bents (28 piles), with 12” piles and 12” caps, not to exceed $300,000, contingent on permits and financing via term loan, for summer 2014 repairs. Motion by Commissioner Lane, Second by Commissioner Cookson, Passed unanimously.

E. 2014 Port of Indianola Master Plan Commissioner Cookson reviewed proposed change to mission statement.

Resolution 2014-04 – Motion to accept changes to mission statement by Commissioner Lane, Second by Commissioner Henderson, Passed unanimously.

Plan needs to be submitted to the State. Next step: survey.

F. Community Donations Suggestion made that IBIC (a 501(c)(3)) collect community donations for the Port, allowing tax benefit. Idea will be proposed to IBIC.

G. Meeting Change Next meeting set for Tuesday, March 11, 2014, 7:00 PM at Indianola Church (instead of Clubhouse).

OPEN TO PUBLIC COMMENT None

COMMISSIONERS COMMENTS None

EXECUTIVE SESSION None

ADJOURNMENT 8:50 PM

Signatures

Commissioner, Jeff Henderson Commissioner, Eric Cookson Commissioner, John Lane Recording Secretary

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.