home>council>committee structure

Committee Structure and Purpose

Standing committees:   Scroll down for information on each committee.  At this time the links are not installed.

            Community Development

            PL Disaster Preparedness Group

            Finance

            Friday Market

            New Obligations

            Public Relations

            Recycling

            Awards Program

            Trails

            Utilities

            Port Ludlow Days

            Project Monitoring

Ad Hoc committees  

            Archives

            Iron Mountain

            Nominations and Elections

Scroll down for details on each committee.  

#_B – Community Development Committee – Chair: Larry Nobles

(Note: The Community Development Committee was formed in 2001 when the Council under Sally Smith combined the Development Standards Committee with the Planning Committee. Project #002 revitalized CDC; it has returned to Standing Committee status. Project #008 adopted by CDC.)

This Committee has three discrete functions:

1.      It is the Council's primary liaison with any and all developers working within the boundaries of the Master Planned Resort.  This function is primarily reactive.  The principal developer, Port Ludlow Associates, has agreed to submit all new development proposals to the Council through the Community Development Committee prior to formal filing with Jefferson County.  These proposals are reviewed by the Committee, which then recommends to the Council whether it should support, support with modifications, or withhold support for the proposal.

2.      It is the Council's primary liaison with the Jefferson County Community Development Department.  This function is primarily proactive.   Neither the Council nor the Committee has any formal power to force the Developer to adhere to Conditions that have been mandated by the County in approving development projects.  However, the Committee should monitor adherence to these Conditions, bring any lack of compliance to the attention of the County, and insist that the County take action.

3.      The Committee should periodically review problems that may face the Community in the future, especially those that may arise when the Developer completes build-out of the MPR.  The Committee should request that the Council either direct it to undertake a detailed analysis and provide recommendations to the Council, or that the Council set up a separate Working Group to consider specific problems.

#_C – Disaster Preparedness Group – Chair: Tom Stone

(Note: This was previously Public Safety/ Emergency Preparedness)

1.      The Port Ludlow Disaster Preparedness Group consists of over 100 volunteer residents that are trained to respond in case of a disaster in our area.

2.      A disaster is a natural or man-made event (such as a storm, earthquake, wildfire or explosion) that could occurs which will result in one or more of the following conditions: (1) Causes substantial property damage and/or serious injuries to residents; (2) Shuts down the telephone system and/or (3) Disrupts transportation.

3.      We do not respond to emergencies such as a heart attack or house fire. In that case, the resident calls #911 for assistance.

4.      The Disaster preparedness Group has a tested radio communication system linking 34 separate Port Ludlow neighborhoods with the South and North Bay Communications Centers located at the Bay and Beach Club. There are over 100 trained volunteer neighborhood captains. We exercise this communications link and our neighborhood Captains each quarter.

5.      Fire Station #31 has a Central Command and Control station that will link all neighborhoods in its Fire District with outside organizations such as Jefferson County’s Emergency Operations Center. Located also in the Fire Station #31 is a volunteered manned local Emergency Communications Room that links with our North and South Bay Communications Centers. We cooperate with our local HAM radio operators to enhance our communications.

6.      The Disaster Preparedness Plan, a listing of all North and South Bay neighborhood Captains plus other supporting procedural documents are maintained up to date and posted on the PLVC Website as well as on the “Port Ludlow Today” Website.

7.      The Disaster Preparedness Group Director has overall responsibility for developing and maintaining the Port Ludlow Disaster Preparedness Plan and with coordination with other Emergency Management System Groups such as the Jefferson County Department of Emergency Management or the American Red Cross. He is also the Chairman of the Disaster Preparedness Committee, which reports to the Port Ludlow Village Council that provides financial assistance.

#_D – Finance Committee – Chair: Gene Carmody

Develop and establish an annual budget and propose it to the council for approval.

1.      Seek funding sources for the programs adopted by the council and provide overall management and fiscal control of fund-raising programs to assure a positive return on the fund raising efforts.

2.      Review budget requests proposed by committees and make recommendations on spending levels and reserves. 

3.      Review requested spending by the PLVC Board and/or committees and recommend approval or disapproval based on the financial status of the PLVC and whether the requested item is within the PLVC budget.

Develop a Budget for the 2008/2009 Business Year:

1.      Review furnished costs for all projects anticipated for the 08/09-business year.

2.      Using Quicken Software, input into a budget format.

3.      Present draft of the budget to the BOD in workshop for review and critique.

4.      Take revised amended budget to BOD for acceptance.

5.      Illustrate to BOD the budgeted vs. actual on a monthly basis.

6.      Develop cash flow projections of budgeted funds as the scale of the dollar volume and time frame dictates.

7.      Create and email monthly & quarterly reports to specific committees regarding their projects,

8.      Create an annual report for the annual meeting and for the PLVC Web-archive.

#_F – Friday Market Committee – Chair: Doug Henderson

                                                          Committee Members

 Sandy Schmidt established the Friday Market in the dirt area between the Village Center and the recycling area.  The season is from May through September.  The market normally operates from 9:00 AM to 2:00 PM.

Through her efforts, Sandy has established a core of vendors from the Eastern side of Puget Sound selling fish, produce and flowers.  There are a number of local producers of produce as well as a number of vendors selling Arts and Crafts.  While some travel from as far as Bremerton and Sequim, there are a number of local Artists and Craftsmen.

There is also a very loyal following of citizens from the community.

For the past two years, Sandy has been the sole person responsible for this event, which is one of the prime moneymakers for the PLVC. This Committee will do everything we can to assist Sandy in every way.

1.      Plans and operates the summer/seasonal market to provide fresh fruits and vegetables for the community.

2.      Provides an opportunity for community gathering and camaraderie

3.      Provides potential income to the Council for funding continuing expenses and community projects

4.      PLVC purchase and man a tent and table at the Friday Market for the purpose of selling directories, meeting the citizens and discussing items of interest with them.  We suggest that each board member rotate through the position so that each member would take a Friday once every other month.

#_I – New Obligations Evaluation Committee – Chair: Doug Henderson

Recently it became very clear that the PLVC has a great number of projects and responsibilities to fulfill.  While some of these programs/projects are relatively new, a number have been carried over for some time.  Recent efforts to prioritize and reorganize these various commitments has taken a great deal of time and severely curtailed the amount of time that could have been spent on more important issues.

1.     In an effort to assist the PLVC Board in determining whether to accept a program or proposal I would recommend that the PLVC approve the formation of a New Obligations Evaluation Committee made up of Doug Henderson and Art Zoloth.

2.     This committee would meet with those individuals making suggestions or recommendations for programs or future obligations to be handled by the PLVC.

3.      The committee would then prepare a presentation to PLVC members based on whether it is a PLVC responsibility, the facts, actual costs involved if any as well as the probable value to the community.   This would in many cases eliminate the emotional issues found in some requests.

#_K – Public Relations Committee – Chair: Bill Browne

Public Relations Definition (as it applies to PLVC)

Public activities used to support PLVC’S promotion of its mission, its relationship with governing bodies, education of its capability, and sponsoring community wide events.  Its focus is to build awareness, credibility and stimulate interest within the community it serves.

Who is the Target Market for the Public Relations Efforts?

·        Port Ludlow homeowners

·        Port Ludlow home renters

·        Businesses currently in or contemplating coming to Port Ludlow

·        PLA – the developer

·        Volunteer organizations

·        Government agencies

·        News media

·        Port Ludlow visitors

Available Tools for a PLVC Public Relations Program

·        The Port Ludlow Voice

·        The PLVC website

·        Club bulletin boards

·        Brochures

·        The Leader

·        Peninsula Daily News

·        Signs at key locations throughout the community

·        Booths at key events

·        Public meetings

·        Introductory comments at key events sponsored by PLVC

Who is Involved?

Initially a small group of board members and other interested individuals would be involved in establishing the goals for the program and preparing proposals for implementing the program.  As it becomes established all board members would be involved in their dealings with the current and potential members.

Results of a PLVC sponsored Public Relations Program

·        Better understanding among the officers in regard to the PLVC mission

·        Better community understanding of the role of the PLVC in Port Ludlow

·        Increased willingness to participate in the council

·        Increased volunteerism for PLVC sponsored events

·        Added willingness to financially contribute to the Council

Coordination required with:

·        The communications committee

·        Port Ludlow 20/20 committee

·        ??????

 #_L – Recycling Committee – Chair: Steve Failla

1.      Work with the Developer and the Recycling Company to provide improved recycling services and to increase the level of service as required by community needs.

2.      Frequently visit the recycling site and resolve or report any problems.

3.      Conduct the continuing process of educating residents and other users about proper recycling procedures.

4.      Ensure that violators are contacted by the PLVC or the Developer in writing, and in the case of repetition and hard evidence, request that the County pursue a restitution fine as permitted.

#_M – Awards program Committee – Chair: Doug Henderson

The PLVC is and has been involved in a great number of activities in the Port Ludlow Community.  For the most part, they have been diligent in recognizing the efforts of those in the community who have spent countless hours of their time to better the community as a whole. 

1.     The PLVC Awards Program will seek a standard for awards that is consistent with the efforts of persons in similar situations in each category.

2.     That the PLVC Awards Program be divided into three different levels. 

i.                     Recognition of service that benefits the efforts of the PLVC.

ii.                   Recognition of service that benefits the community of Port Ludlow.

iii.                  Recognition of actions rendered in emergencies that saved either a citizens life or substantially protected citizens from life threatening harm.

3.     The PLVC will openly seek recommendations for the above awards from the citizenry, Fire Department, Sheriff’s Department and Jefferson County. The recommendations will be submitted to the PLVC Awards Committee for preparation and presentation to the PLVC Board.

4.     All awards will be presented at a regular monthly meeting after suitable notification of the community.

5.     These awards are not limited to citizens of Port Ludlow and will include recognition of members of organizations serving Port Ludlow, e.g., Emergency Services.

#_N – Trails Committee – Chair: Larry Scott

Provide for the development and maintenance of a first-class unified pedestrian trail system within the North Bay and South Bay of Port Ludlow that meets the needs of the community. Develop and publish trail maps and information for Port Ludlow residents.

#_O – Utilities Committee – Chair: Phil Otness

The Committee reviews the development, construction, rates and distribution of all utilities providing service to Port Ludlow Residents. The Committee negotiates with utility owners and regulators concerning rates, additions of service or other changes on behalf of the Residents.

#_P – Port Ludlow Days – Chair: Doug Henderson

(Note: The Port Ludlow Days [previously called Funfest] is a two-day event designed to bring the community together for a weekend of enjoyment.  Past events have included a Flyover, display of custom cars, tractor rides, musical groups, food and a great many vendors selling arts and crafts. The Fire Department was on hand to demonstrate equipment and both local political parties made an appearance.  It has been held at the Port Ludlow Marina in the parking lot.

The event was last held after the Labor Day weekend in 2007. Unfortunately, it rained both days and was quite cold.  The weather was definitely a factor in the relatively low turnout in spite of the efforts of a very dedicated staff of volunteers.  Another factor was the time of year, after the tourists/vacationers had left.  Although the event came out in the black financially, it was not considered a financial success. It was restarted as Project #006, and then returned to a permanent Standing Committee #_P.)

#_Q – Project Monitoring – Co-Chairs: Tony Simpson and N/A

(Note: This Standing Committee emerged from Project #023)

Project Monitoring in this context refers to monitoring and managing the tracking the progress of the projects and activities not the management of the projects and activities themselves. It is appropriate to centralize this effort to ensure uniformity of communication on progress and to highlight problems an early date.

a.       Maintain and distribute the project and activity spreadsheets for Board meetings

b.      Distribute the project and activity descriptions so project and activity chairs are encouraged to think about and to communicate their objectives

c.       Monitor the spreadsheets and descriptions to try to identify problems and notify the President of problems.

Project Monitoring in this context refers to monitoring and managing the tracking the progress of the projects and activities not the management of the projects and activities themselves. It is appropriate to centralize this effort to ensure uniformity of communication on progress and to highlight problems an early date.

a.       Maintain and distribute the project and activity spreadsheets for Board meetings

b.      Distribute the project and activity descriptions so project and activity chairs are encouraged to think about and to communicate their objectives

c.       Monitor the spreadsheets and descriptions to try to identify problems and notify the President of problems.

#_001 – Iron Mountain – Chairs: Lynn Gauche

                                                        Committee Members

Return to Home Page

Contact us

The Port Ludlow Community of Villages