PORT OF ORCAS
Minutes of the Regular Meeting
September 11, 2003
Call to order and confirmation of a quorum
The meeting was called to order at 7:00P.M. in the Port conference room by Ulanah McCoy, Chairman. A quorum was present. Attending were: Frank Cantwell, Steve Hopkins, Al Edwards, Ulanah McCoy, Bea vonTobel, Ed LeCocq, Jr., Bob Waunch, Jack Becker.
Approval of minutes
Hopkins moved, Cantwell seconded approval of the minutes of the regular meeting of August 28, 2003 as presented, and the motion was unanimously carried.
Public access time
None
Unfinished Business
1. Port of Orcas Capital Projects for 2003: status report
Chairman McCoy noted that the preconstruction meeting had been held on September 4, with construction slated to begin on September 22. She also stated that D&S Electrical had asked to lease the north shack for a three-month period to use as an on-site office, and that discussion of that request would occur later in the meeting. The airport manager reported on the Crouse-Hinds LED taxiway light, which had been specified by D&S, with additional information yet to arrive.
2. Pending litigation: status report
Chairman McCoy reported that an e-mail from Port Counsel had indicated that discoveries had been requested by Stevens' attorney, but that fulfilling these would be held pending discussion of a possible monetary settlement.
3. Com-Steel counteroffer: discussion
Discussion centered on whether to have this discussion during an executive session, and no motion was entertained. Discussion then turned on whether to revisit the existing offer made by the Port at its Aubust 28, 2003 meeting. Hopkins mentioned that he felt the Port had some financial obligation in the design and construction of drainage for the hangar project, but was not certain what that amount might be. McCoy recalled a conversation between the Port subcommittee and Com-Steel in which a 50-50 split was mentioned as far as drainage construction was concerned. With no further input, the offer made by the Port for $4500 at the August 28, 2003 meeting still stood, and no further action was taken on the Com-Steel letter of September 8, 2003.
One other item remained for disussion, and that was the question of whether Com-Steel could begin construction of the bioswale. After disussion, the Commissioners reached consensus that construction could begin. There was no vote taken.
New Business
1. Resolution #09-11-03A Accepting Work and Release of Retainage for Fence Project
Cantwell moved, Hopkins seconded adoption of Resolution #09-11-03A , and the motion was unanimousy carried.
2. Resolution #09-11-03B Corporate Resolution of Authority---Minor Expense Account
Cantwell moved, Hopkins seconded adoption of Resolution #09-11-03B, and the motion was unanimously carried.
3. Resolution #09-11-03C Corporate Resolution of Authority---Depository Account
Hopkins moved, Cantwell seconded adoption of Resolution #09-11-03C, and the motion was unanimously carried.
4. Lease of North Shack to D&S Electrical Contractors, Inc.
Cantwell moved, McCoy seconded leasing the north shack to D&S Electrical Contractors, Inc., from September 5, 2003 to November 30, 2003, at a rate of $109/month plus state leasehold tax, and the motion was unanimously carried.
5. Port of Orcas Accountability Audit Report 2000-2002, #65287
The Commissioners accepted this report as issued.
6. Port of Orcas Report on Financial Statements and Federal Single Audit 2003, #65288
The Commissioners accepted this report as amended, and understood that a new audit report will be issued which contains the additional auditor's notes.
7. Review of Documents from Com-Steel Regarding lease, lease assignment, declaration, and CCRRs for Eastsound Hangar Association
Because the Commissioners had not viewed these documents prior to the meeting, and because they had not been referred to Port Counsel for review, the airport manager was asked to deliver them to Port Counsel for review and action as soon as possible. No action was taken.
Communications and Airport Manager's Report
Communications were received from:
1)Washington State Auditor's Office, report #65287, dated 8/29/03, Accountability Audit Report
2)Washington State Auditor's Office, report #65288, dated 8/29/03, Financial Statements and Federal Single Audit
3)Emilie Rankin, e-mail of 8/31/03, related to noise abatement
4)Com-Steel, LLC, four documents received 9/5/03, related to formation of condominium assiciation and assignment documents.
Items #1, #2, #4 were discussed during earlier portions of the meeting.
The communication from Rankin was discussed briefly, with the airport manager asked to compose a reply to Ms. Rankin noting that the Commissioners had taken her communication under advisement.
Airport Manager's Report
The airport manager reported on
1. Around the Port
a. airplane counter tally for August
b. possible mowing before construction
c. abandoned vehicle
d. information re retainage return to Lightning Fence
e. information re additional invoice from state auditor's office
2. Capital Projects Construction update
3. Medical Stipend Change
Items #1 and #2 were informational in nature. On item #3, the airport manager noted that October 1 of each year is when medical coverage plans are renewed, and the 90% level of support from the Port for the next 12 months comes to $288.96/mo, an increase of $51.63/month over the past year.
Cantwell moved, Hopkins seconded continuing the 90% level of support at a rate of $288.96/month for the next 12 months beginning October 1, 2003, and the motion was unanimously carried.
Approval of Vouchers
McCoy moved, Hopkins seconded approval of general fund expenditures for August 2003 in the amount of $5,746.90, and the motion was unanimously carried.
McCoy moved, Hopkins seconded approval of capital fund expenditures for August 2003 in the amount of $28,974.70, and the motion was unanimously carried.
Next Meeting and Adjournment
The next regular meeting of the Commission was scheduled for 7:00P.M. on September 25, 2003.
The meeting was adjourned at 8:10 P.M.
Minutes prepared by
Bea vonTobel, Operations Assistant
August 28, 2003 Port of Orcas meeting minutes
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