PORT LUDLOW VILLAGE COUNCIL

General Meeting Minutes

February 7, 2008

The meeting was convened at 3:00 p.m. at the Bay Club.

Present: Bill Browne, Gene Carmody, Don Clark, Lynn Gauché, Adele Govert,Tom McCay, Jack McKay, Dan Meade, Dean Mosier, Larry Nobles, Frank Siler.

Absent: Vaughn Bradshaw.

Mea Graham served as Recording Secretary

President Lynn Gauché called the meeting to order at 3:00 p.m. and ensured that there was a quorum. Approximately 20 persons were in attendance

MSP to approve the minutes of the January 3 General meeting (all ayes).

Community Reports

Port Ludlow Associates – Diana Smeland, President reported that information would be presented to the community by next week re the water rates study– 2 meetings are planned for Port Ludlow and a meeting in Olympia.

Ludlow Bay Village is on track for Superior Court (about 6 months) Les Powers is only one still appealing.

Appellate hearing Examiner gave PLA a favorable judgment with some conditions.

An offer has been made for a Director of golf. Results should be next week next week.

She introduced Paul Wolman the new general Manager for the PL Resort

Fire District #3 -- Ed Wilkerson, Chief reported he is busy closing out the old year; he mentioned personnel issues: a paramedic position is open, and a part-time secretarial position needs to be filled

County Commissioner – Adele Govert on behalf of John Austin stated that Frank Gifford will be the Temporary Interim as County Administrator for John Fischbach for most of this year, until a replacement is found.

A hearing extending the no shooting zone south of the PL MPR to include the Teal Lake area is being planned.

Upcoming hearings are scheduled for the proposed CAO (Critical Areas Ordinance) and an OSS (On site septic system) regulation. (see County website for more details)

Treasurer’s Report –Gene Carmody                                see appendix 1

          Annual budget by John Cragoe and the finance committee will be covered in the 2/19 workshop meeting with council members. Tom McCay suggested the council purchase a copy of QuickBooks to use for finances, and to assist with reporting, etc. This will be done immediately.

Correspondence – Bill Browne

          Email from Greg McCarry listing conferences for HOA members to attend (more suited to professionals in the field).

          Email from a Hot Spa company wanting to run a page on our website. Not suitable for the PLVC website.

           On behalf of Jefferson County Danielle Turissini (Community Economic Development volunteer and local resident) will run evening group meetings to assess economic changes residents would like to see in Port Ludlow. Meetings will be held in Bay and Beach Club.  Dates will be announced later.

Old Business

Bus stop shelters update: Adele Govert reported that two are planned for an area below the Village Center on Paradise Road.  John Austen has suggested something nicer than the basic shelter and asked the PLVC to consider funding an upgrade to provide shelters that aesthetically matches the theme of the area and includes a bench. This is one of the most used bus stops (early flight to the airport and transfer in Poulsbo).  Discussion was tabled until the 2/19 workshop meeting with a possible funding vote at the 3/6 PLVC general meeting.

Holiday lighting on Paradise Bay road: Larry Nobles stated that Jimmy White has yet to remove the lights due to weather and other work commitments. Larry Nobles will look after this in conjunction with the Fire Department and the electrician. The County suggests a written agreement be made with them in future years regarding installation and removal of these decorations.

Trails: Larry Scott gave an annual summary for 2007; outlined goals for 2008 and budget for 2008. (see Appendix 2)

Areas that required attention in 2007 include Niblick’s trail, Grant Sharpe memorial, and tree removals that threatened trail bridges. Areas to be covered in 2008 include Niblick’s trail re-routing and completion, Rainier trail upgrade, Outlet drainage system,Temporary Rd trail from Swansonville Rd along Talbot, Beach Loop area, Ludlow Bay trail, trail to picnic point, and variousasphalt repairs around the bay trail.

Volunteer hours for 2007 were 790 direct labor, which does not include stewardship hours patrolling and cleaning all Trails.

MSP that the PLVC provide $1000 to the Trails Committee. (all ayes)

Gauche thanked Larry and his team for all the work

New Business:

Committee Changes were noted by President Gauché. (see standing PLVC Committee Chairs 2008-2009)

A form will be given to all committee chairs by Lynn; member names are to be included so that the entire council knows who all the committee members are. Chairs were also asked to provide a back-up name in case of emergency

Committee reports:

Future reporting – be presented in writing to the secretary three days prior to the council meetings for council review.  This should improve the meeting discussion and prepare the council for any budget requests.  Each report will then be attached as an appendix to the minutes and included on the website. Audience members stated they would like to hear the reports verbally as many do not visit the website. Others would like to shorten the meeting but not freeze out information. It was suggested that chairs could be recognized for providing information on appropriate issues or areas of substantial interest

Discussion of CDC’s direction-Dave Armitage presented his vision for this committee going forward. With the end of build out approaching, he discussed the impact the community and what it is going to look like, especially the golf course, the marina, Inn, and the utility company. The community needs to have conversations on what this would look like. We need a type of forum that addresses ownership, continued maintenance etc. of these facilities, and future villages(s). That is the direction he plans to take the CDC in the future to study the synergy, the subset of ideas. The Infrastructure is here – easy to develop. He was asked to provide a first round of recommendations from his team, present them to the council and the council will communicate it to the community.

Fun fest’s future is at risk. Currently there is no one willing to lead the FunFest; it is too time consuming and some doubt the economic benefits to the PLVC; last year’s co-chairs have made other suggestions. Lessons learned with recommendations from the 2007 experience will be presented at the 2/19 workshop meeting.

Action Plans for 3 PLVC 2008 Goals

Adele Govert - Integrate and coordinate North Bay and South Bay activities.

MSP that a “Task Force Team on One Port Ludlow” be formed as a standing committee for the purpose of exploring ways to unify the activities and associations of Port Ludlow. (all ayes)

Adele Govert detailed the purposes, the charge, the members of, and the time frame for this committee. (see Appendix 3)

Gene Carmody- Expand the market center to include grocery and health care facilities.

In regard to health care facilities he stated that this is a slow process but wish to look into Jefferson County first, but would go outside if needed e.g. Doctor’s Clinic etc. in necessary.

Inquiries are being made in regard to possible grocery chains. (see Appendix 4)

Dean Mosier- Promote and save Port Ludlow’s major amenities (golf, marina, hotel and restaurants). Seasonal effects, economic effects, local participation does not meet the potential for what is here, detailed knowledge of the local use is unknown, and information on a loyalty card for each resident family could provide more detail. Circumstances are not acceptable; profits are not there, knowledge of who the customer base is unknown, and methods of working with the amenities group is not established.

Next steps: PLA is willing to work to explore further options such as: researching the vendors for the software programs, what could success look like? Setting up a simple booster program, look into this process and maybe find away to encourage the community to use these facilities would be helpful. We could make decisions to support these facilities; we could have a loyalty card for each resident family that could be swiped for count purposes. This data could be collated with users interests, email info to develop better marketing programs.

Diana Smeland said that they could share the information from the extensive survey done by Mike Derrig in the past. Mosier will use this research data to help his committee. The goal here is stop the decline in the three icons.

Assignments for Work Shop Meeting

Timelines for specific actions (who, what, when, where, why, how?) given to the committee chairs for these three PLVC goals.

Seek out input and / or volunteers for Funfest

Search for phone directory committee volunteers and ideas

Comments from the Floor (2 minute limit) - none

MSP that the committee that reviewed the request from Kitsap Bank to hang a 30” x 60” banner on their bank to celebrate their 100^th Anniversary giving a specific time frame of three (3) months.(all ayes)

Schedule of Future Meetings

February Workshop Meeting

Tuesday, February 19^th at the Beach Club

March General Meeting

Thursday, March 6^th at the Bay Club

Meeting was adjourned at 4:40 pm

Appendix 1 Treasurer’s Report

Financial Report for Period Ending 31 January 2008

Deposits for January

None

Debits

PLVC Operating Account        $2076.81

PLVC Trails Account              $6.50

Fund Balances

PLVC Operating Account        $7865.31

PLVC Trails Account               $7601.34

PLVC Certificates of Deposit   $20625.36

Total All Fund Balances          $35988.12

Appendix 2 Trails Committee Report

Appendix 3 Task Force Team report

Purpose of the Task Force Team on One-Port Ludlow: Explore ways to unify the activities and associations of Port Ludlow

Steps to be take:

1. At the next PLVC meeting, February 7, 2008, present a written motion that a “Task Force Team on One-Port Ludlow” be formed d.
2. propose motion: Motion Title: Formation of the Task Force Team on On-e Port Ludlow”

Whereas: the results of an online survey and paper survey during the past year indicated that the number one priority of the participants is toe explore ways to unify the activities and associations of Port Ludlow, and

Whereas: There may be opportunities and activities that may enhance the quality of life of the residents of Port Ludlow if those opportunities were discussed and opportunities seriously considered, and

Whereas: Consideration of those opportunities and alternatives in place of the current status quo (separation and duplication of activities, organizations and facilities), and

Whereas: There is community-wide interest and a timely opportunity to explore, in a positive and open manner, the advantages and disadvantages of collaboration, unification and consolidation of activities and organizations within Port Ludlow,

THEREFORE, it is moved that a “Task Force Team on One-Port Ludlow” be formed for the purpose: “To explore ways to unify the activities and associations of Port Ludlow.”

1. The CHARGE of the Task Force Team is to:

          Articulate the short and long-range objective, opportunities and actions to be taken to achieve a “One-Port Ludlow”.

          Prepare the report of the results of the “Task Force on One-Port Ludlow” at the PLVC at the March 6, 2008 meeting.

2. The following are recommended to serve on the “Task Force on One-Port Ludlow”:

June Antoine

Janet Barnes

Helen Cotta

Lynn Gauché (PLVC)

Ed Knodle (SBCA)

Paul Mosely (LMC)

Terry O’Brien

Sherry Robinson

John Walker

3. The “Task Force on One-Port Ludlow” chairperson will arrange to provide a written “Report on Results” to the PLVC at every regular monthly meeting of the PLVC, while in existence.

4. The Task Force on One-Port Ludlow” will be terminated at the March 2009, PLVC meeting, unless re-approved to be continued for the second year by the PLVC.

Motion made by Adele Govert, seconded by Bill Browne.

Appendix 4   PLVC Goal #2 expansion of the market center

power point report

PLVC GOAL # 2

ACTION PLAN- Urgent Care Facility

ØAccomplished thus far:

qSecond priority requirement from community surveys

qPLVC Team met w/ PLA to assess interest in working w/ Jeffco Hospital to provide urgent care facility (Fall 2007)

qPLA & Jeffco Hosp met (Fall 2007)

vLease options presented by PLA

vJeffco to evaluate costs of portable facility & operations

qUpdate:

vJeffco says proposal not yet cost effective (Jan 2008)

§Jeffco must pass on $70K of hospital overhead to a clinic in PL

§PLA land lease too high, will need to negotiate

üPLA willing to negotiate

§Available portable unit too costly

ACTION PLAN- Urgent Care Facility

ØNext Steps

qRedefine team to include PL retired physician & PL retired hospital administer, Gene Carmody & Lynn Gauché

qMeeting scheduled w/ Jeffco & team to assess feasiblity w/ Jeffco (Feb 27^th)

qDepending on outcome

vConsider team issuing and RFP to private firms who provide Urgent Care facilities

ACTION PLAN- Grocery Store

ØAccomplished thus far:

qTop priority request from community surveys

qLynn met with Diana Smeland to assess real interest in attracting this amenity to  community

vResounding YES

vCould lead to upgrading Village Center earlier than build-out

ØNext Steps

qGene spoke w/ Associated Grocery New Business Developer

vInitial reaction to PL population size-not enough to be profitable

vReferred AGA to Lynn

vAppointment w/ AGA, PLA & Lynn (March ’08)

§Discussion

üWhat would we need to be successful

üHow much of our outlying areas can be included in market assessment

ACTION PLAN- Grocery Store

ØIF new store not feasible now

qSurvey residents about desired content of current market

qNegotiate w/ current lease holder to change product offerings

qWork w/ PLA and current lease holder to upgrade interior of market