PORT LUDLOW VILLAGE COUNCIL

General Meeting Minutes

February 1, 2007

The meeting was convened at 3:00 p.m.  Present: Bill Browne, Don Clarke, Tony Durham, Adele Govert, Suzanne Graber, Mea Graham, Lani McCarry, Tom McCay, Larry Nobles, and Frank Siler. Mea Graham, recording secretary was present.  (Absent: Terry O’Brien, Allan Panasuk).

Larry Nobles called the meeting to order at 3:05 and ensured that there was a quorum. Approximately 35 persons were in attendance. He indicated there was a sign up list for those wishing to comment. He briefly announced the Wyndham Vacation Properties decision not to pursue the log-dump site and gave a brief background on the Trendwest business which was combined with Cendant Corporation’s hotel operations to form Wyndham Vacation Properties.

Comment/questions from the floor:

Tom Stone requested that future PLVC agendas be put out three days in advance, and also be posted on the PLVC website so that attendees might be aware of topics, special speakers, etc.

T. Stone read a statement prepared by Ron Dawson re the opponents to the Wyndham (Trendwest) application.

Kevin Ryan supported comments made by Dawson.  (See Attachment 1)

Karen Best, resident and realtor, stated that change and progress has occurred in Port Ludlow in the 15 years she has been here. While admitting that change is sometimes difficult, she felt the Windham (Trendwest) proposal would have helped make local businesses more viable, would have employed residents, and that without Trendwest, potential clients are discouraged when they see a lack of infra-structure. The small businesses in the area are struggling and Trendwest might have helped them significantly.            

Larry Elton echoed all the above statements stating that he can understand why Wyndham (Trendwest) withdrew. His fear is that Port Ludlow will become a bedroom community, not a retirement community where people have to leave town to spend money. He is annoyed by the fact that every proposal has been blocked by a small group of individuals and would like to see the other Port Ludlow residents join together cooperatively in support of measures that would advance the growth of Port Ludlow.

Suzanne Graber asked that residents send their suggestions to the PLVC website to enable PLVC to act on issues that represent Port Ludlow residents.

Don Clark, understanding that Wyndham (Trendwest) had spent a lot of time and money on the acquisition, asked if they are completely done or if they could be persuaded to re-consider.

L. Nobles stated that based on his discussion with some sources that is possible. He then moved the remaining discussion and comments to the New Business section of today’s agenda.

Prior meeting minutes:

MSP to accept the minutes of the January 11, 2007 General Meeting. (all ayes)

Speakers:

Jefferson County Public Works engineer, Monty Reiners, gave a Paradise Bay Road update. The county made allowances for the Wyndham (Trendwest) project with an opening on the left for a road in, and the crosswalks based on the expectation that there would be many pedestrians from the property. He left the schematic and the artist’s rendition of the project, including the design of the proposed decorative light standards yet to be installed. This installation will go to bid in mid-March with estimated date of completion to be June at a cost of approximately $90,000.  He when asked if guard rails might be installed near the Qwest office; he agreed to look into the matter.  Larry Scott asked when there would be a cleanup of the silt near the Village square.  S  Darrow asked why there were surveyors near the Bay Club recently and was told that where the Ludlow Creek goes under the road there may be some guard rail installed.

Barclay Hampton inquired as to the objectives of the Paradise Bay Road project. Answer given: to widen the shoulders, to overlay poor and damaged asphalt, that medians were put in in anticipation of the Wyndham (Trendwest) project moving forward and hence be more pedestrian friendly, and finally the transit company requested a bus pullout in place.

Community Reports:

John Fischbach, Jefferson County Administrator, reviewed the following items:

1.  It will be on the Board of Commissioners’ next agenda to advertise for bids for the lampposts. February 26 is the date set for opening the bids.

2.  Both the work sessions (Feb 8^th) and the Public Hearing (Feb 22) on the Wyndham (Trendwest) matter have been cancelled. He stated that although in his capacity with Jefferson County he has been neutral, he objects strenuously to the attacks by B.Loomis and L.Powers claiming he had violated the Open Meeting Act. It is his opinion that the County Board of Commissioners has been trying to do outreach to Port Ludlow residents and that all the correct procedures have been followed. He stated that he has been forthcoming with any and all information at his disposal. He reminded all present that in order to submit his article to The Voice in a timely fashion, he had written as if the meeting had taken place, but said nothing about the results of the meeting. He apologized to all Port Ludlow for saying that a meeting would be held on Feb 28 when in fact it will not.

3.  Board of Commissioners Public Hearing on the Holland Amendment will be held on Feb 12 at 10:45 a.m. in the Jefferson County Courthouse Chambers. Public testimony will be received. The Planning Committee’s recommended denial was on a split vote.

4.  The resort plan decision from the Irv Berteig Hearing in January is expected in mid-February.

S.Graber thanked Mr. Fischbach stating that the majority of Port Ludlow appreciates all his outreach efforts and his presence at the PLVC meetings.

Barbara Nightingale, Port Ludlow Lead Planner for Jefferson County Department of Community Development, indicated that her replacement should be on board by the end of February. She still welcomes any Port Ludlow questions as she transitions into the Long Range Planning side of County management.

Diana  Smeland, PLA President, mentioned what is next in the process of PLA’s projects moving forward. In Olympic Terrace II they hope to put in 80 homes with ground breaking March 1st, on the first 15 lots and models ready to open in August. Other areas yet to be developed are”

Ironwood – 60 sites zoned for single and multi-family homes

Timberton/Creekside – possible 103 sites

Falls Terrace – possible 60 sites or zoned commercial

Ludlow Cove II tract D- possible 60 single-family dwelling sites

Bay Hollow (platted in ’92, off Ludlow Bay) – possible 120 sites.

She stressed that PLA is in the home building business and the amenities that exist are subsidized by the real estate. Hopefully at build out there will enough people to support the businesses in the community. When asked by Gene Carmody if it were possible for Wyndham (Trendwest) to re-consider, she replied that their legal costs over the past two and one-half years with all these appeals has left them no option but to go to a community that would welcome their business and would  accommodate them better.

Arlene Obtinario, Fire District #3 - Administrative Chief, gave the following information:

PLF & R Fire Fighter/Paramedic Bill Jerrell provided a very informative FALLS Prevention presentation Jan 31 at the Bay Club to 26 attendees.

In conjunction with Jefferson County Dept of Emergency Management, PLF & R is establishing one of five (5) fire service AREA COMMANDS. PLF & R has taken possession of HAM radio equipment from DEM which has been funded by Homeland Security. This will be installed at the Port Ludlow fire station soon.

The Port Ludlow Emergency Communications Forum currently consists of PLF &R, DEM, Red Cross, US Coast Guard Auxiliary, HAM radio and the PLVC Disaster Preparedness Committee members, Phil Norwine, Pat Lohrey, Kevin Ryan and John Recht.This group is working cooperatively on an emergency communications plant that includes the Block Captain system on up to the fire district, 911 dispatch and the Jefferson County Emergency Operations Center.

A spring CERT class will be held Tuesday and Thursday morning April 3 – 17, with a full day simulated disaster drill schedule for April 24.

She also cautioned that during the romantic season of Valentines that we use candles carefully.

Treasurer’s Report:

Lani McCarry thanked John Cragoe for his assistance with formalizing the report of financials.

The CD has been renewed for 12 months, the balance from the Funfest – an interest-bearing note will be placed in a money market fund

The signature cards will be re-done.

At a workshop meeting she wants to establish policies and procedures for the Treasurer’s position. The Treasurer’s report that was tabled from January meeting was placed in this month’s minutes.

(See Attachment 2)

Committee Reports:

Insurance Task Force - Fran Wikeham – a meeting has been held with Homer Smith to discuss the Safeco General liability and CNA Directors & Officers Liability policies owned by the PLVC and other related issues. It is his understanding that the present coverage is adequate, but additional coverage must be obtained for Friday Market and Funfest activities. He will inform Safeco that written releases will be obtained from all volunteer workers on trails.  D.Clark was assured that this was sufficient to cover threats of suits.                                                             (See Attachment 3)

Community Development – T.McCay – With the Wyndham (Trendwest) issue no longer on the table, this committee will rest until the Ludlow Bay Village proposal is heard.

Finance – John Cragoe presented actuals versus budgeted income and expenses for the recent quarter and the fiscal year.  He noted that thanks to Elizabeth Van Zonneveld, donations to support the council provided a large part of last year’s net income. Coming in earlier than anticipated, the yellow page ads in the phone directory were a good source of income for this year.      

(See Attachment 4)

Natural Resources/Trails – Larry Scott- reviewed the work of this committee for the past month. Blown down debris has been cleaned up. More signs have been added to the Interpretative Trail. Chips have been added to the alder grove. PLA has agreed to help clean up the area and redesign the entrance to the interpretive trail and also to help with the beaver dam in Timberton on the Timberton Loop. He stated that Pope has a long term interest on Timberton Loop. A work party is scheduled for next Thursday Feb 8. He discussed the process in place for work groups, and is pleased to state that he has some 60 volunteers and occasional helpers. As Olympic Terrace II develops, there is designated Pope Property to extend a trail towards Teal Lake. At Tala Point and the end of Ludlow Bay Road there is also property that would enhance the Round the Bay Trail.

Phone Directory – In Dave Armitage’s absence, Elizabeth van Zonneveld stated that the $10,000 goal in yellow pages revenue was achieved, that they are on schedule with the directory input. Dave Goudie is doing a superb job with the graphics and Marilyn and Dick Durand have been invaluable in selling ads. Final product should be ready late March, early April.

Utilities - In Walt Cairn’s absence, L. Nobles said that the committee has deciding to proceed slowly. A visit to the sewage disposal plant with Larry Smith will be arranged, and indoor meeting with Diana Smeland and Larry Smith.  A meeting will also be sought with representatives of PSE.

No reports from: Friday Market, Fun Fest, Public Safety/Emergency Preparedness and Recycling.

Correspondence: 

            One email received from a member concerned with the process employed to replace a board member who had resigned. It was decided that the process was appropriate.

Old business:

            PLVC Communications Committee Mission Statement was presented. (See Attachment 5)

Three aspects to this:

1. Develop a communication system with residents, merchants and businesses, local government and additional groups such as the developer.

2. Use the communication system on a continuing basis to improve information dissemination, to identify problems and to develop plans for a PLVC response.

3. To keep the PLVC fully informed of activities and concerns in Port Ludlow – its function to be supportive and informative.

After some discussion, it was decided that the developer should certainly be part of the mission statement, that the Mission statement presented should be considered a guideline for the committee yet to be established and ask that a chair be appointed by the next workshop meeting.

MSP that PLVC reinstate the developer as one of the identified groups as part of the Mission Statement. (8 ayes, 2 nays)

MSP that the name be changed from Mission Statement to Guidelines for the Communications Committee. (all ayes)

President Nobles will appoint a Communications Committee Chair by the next workshop meeting and request that the full committee is presented for ratification at the next General Meeting.

New Business:

            T. Stone suggested that the impact of the Wyndham (Trendwest) withdrawal should be looked at by the PLVC vis a vis - what sales have not occurred, are our taxes going to rise since there is no business base to support. D. Smeland will forward a document outlining the economic impact of the Wyndham (Trendwest) facility to the general Port Ludlow area. G. McCarry suggested a serious jolt is need to have a proper relationship with a developer and that PLVC employ a methodology to provide a good economic base with the developer in order to permit the developer to have the capital necessary to improve the amenities. L.Scott inquired that without a transient population, do we lose the Resort designation. J. Fischbach, when asked, suggested that economic growth in Port Ludlow is currently at a standstill now that Trendwest has opted out.

A council member suggested a workshop topic focused on forming a citizen’s movement to make inquiries into a possible class action in regard to the continuing threats of litigation.

Discussion ensued covering topics such as what would the community have to do to appeal to Wyndham to reconsider the Trendwest issue since the constant appeals and ever-increasing legal costs have made it not a viable purchase for them.

B.Hampton urged the PLVC to become proactive, not reactive, and encouraged the council to indicate what it visualizes Port Ludlow to be in the future, and then let the community respond back.

T. Stone was appointed to form an ad hoc working group for a plan on what PLVC could do, and prepare to send it out for community response. He would then recommend to PLVC what plan of action to take re Wyndham (Trendwest) withdrawal.

The President was encouraged to appoint an ad hoc working group to recommend what action(s) the Council should take as a result of the Wyndham (Trendwest) withdrawal.

Announcements:

            February Workshop meeting – Tuesday, February 20, 2007, 3:00 p.m. at the Beach Club

            Next General Meeting – Thursday, March 1, 2007, 3:00 p.m. at the Beach Club

Adjournment 

         The January General meeting was adjourned at 5:40 p.m.

Respectfully,                                                                

Bill Browne, PLVC Secretary                               Mea Graham, Recording Secretary

Attachment 1: Ron Dawson’s Trendwest statement

BRIEF COMMENTS FROM RON DAWSON  202 GREENVIEW LANE, PORT LUDLOW

I AM SORRY I AM NOT ABLE TO BE IN YOUR MEETING. I AM IN AN ARTS COUNCIL BOARD MEETING DOWN THE HALL.

WHEN I HEARD THE NEWS OF TRENDWEST WITHDRAWING THEIR OFFER, I WAS HUGELY DISAPPOINTED. OUR COMMUNITY SEEMS TO BE LOCKED IN STATIC RETROGRESSION. NOTHING HAPPENS, AND WE FALL FARTHER BEHIND OTHER DEVELOPMENTS AS AN ATTRACTIVE AND DESIRABLE COMMUNITY IN WHICH TO LIVE. OUR PROPERTY VALUES ARE NOT OPTIMIZED, AND THE INFRASTRUCTURE, REFERRING TO THE GOLF CLUBHOUSE, AND THE EXPANSION AND IMPROVEMENT OF OUR RETAIL CENTER, ISN’T IMPROVED FOR THE BENEFIT OF ALL. IT WOULD HAVE BEEN IMPACTED IF TRENDWEST WERE STILL AT THE TABLE WITH THE DEVELOPER, AND THIS PROJECT WERE APPROVED. I BEGIN TO WONDER IF I WILL SEE ANY INFRASTRUCTURE IMPROVEMENTS IN MY LIFETIME.

THE OPPONENTS TO THE TRENDWEST PROJECT ARE SOME OF THE SAME PEOPLE WHO OBJECT TO ALMOST EVERYTHING  PLA WANTS TO DO. THEY SEEM TO WANT THE DEVELOPER TO FAIL.  WHAT ARE THEIR MOTIVES ? WHAT ARE THEIR REASONS TO CONTINUALLY TRY TO CREATE ROADBLOCKS ? IT GETS TIRING TO THOSE OF US WHO CARE ABOUT GETTING THINGS DONE THAT WOULD BENEFIT OUR RESIDENTS.

AS A COMMUNITY, WE HAVE TO BRING THIS TO A HALT, AND WORK FOR THE INTERESTS OF THE MAJORITY OF OUR RESIDENTS.

THANK YOU FOR ALLOWING MY INPUT.

Attachment 2: Treasurer’s Report

Attachment 3: Insurance Task Force Report

PLVC Liability Insurance Review

Larry Nobles and I met with Homer Smith on Wednesday, January 31, 2007 to discuss the Safeco General Liability and CNA Directors & Officers liability policies owned by the PLVC and related issues.

1. Homer will advise Safeco of the activities of the Trails Committee and the fact that all volunteers have executed signed release forms before engaging in any trail maintenance efforts.  He does not anticipate any adverse reaction or rate increase by Safeco.

2. The Safeco policy description of ‘defined territory’ is not limited to 120 Spinnaker Place (Bay Club), but rather coverage is provide PLVC members and volunteers regardless of location.

3. The Liability insurance coverage provided under the CNA policy is basically for legal assistance should a suit be brought against a PLVC Board Member since the PLVC and its officers do not own property or exercise any authority over property or the rights of any non-voluntary members.  Homer’s opinion is that the current $1 million coverage limit is adequate, but would be happy to consider processing an increase, if desired.

4. The PLVC must obtain other additional coverage for the ‘Friday Market’ and ‘Funfest’ activities.  Homer was adamant that Safeco was not providing coverage for these sponsored activities and that coverage was not contemplated under the Safeco policy.  He suggested that the Friday Market and Funfest Craft activities might be covered through the Farmers Market Association and that the PLVC should consider contracting out food and beverage dispensation to licensed and insured vendors.

I called Nancy Cannan’s office after our meeting and learned that her organization, the Community Association Underwriters of America, provides liability insurance coverage only to Home Owners Associations and would not be able to insure the activities, officers and members of the PLVC.

Attachment 4: Finance Committee Report

Attachment 5: Communications Committee Guidelines

PLVC Communications Committee

Mission Guidelines

The role of the Communications Committee of the PLVC is :-

1.        To develop, and refine as needed, two-way communications methods/systems between the PLVC and residents, community groups, developer, merchant/commercial groups, local government and other cohesive groups within or affecting the Port Ludlow community.

2.        To employ those communications systems with each group on a continuing basis so as to provide an open exchange of views and information based on mutual respect and trust. Where and when appropriate use the same communications systems with each group to identify perceived opportunities to better serve the Port Ludlow community or to articulate problems/concerns within the group, where action by the PLVC has the potential to implement or encourage positive change or to resolve or mitigate a problem or concern.   A priority shall be to identify steps or actions that enhance relations between North and South Bay groups.

3.        Keep the PLVC fully informed on the current status of these efforts, and particularly, of emerging new issues where timely PLVC action might be constructive.

      AFD

2 Feb 2007