PORT LUDLOW VILLAGE COUNCIL

General Meeting Minutes

March 6, 2008

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

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

Absent: Gene Carmody, 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 30 persons were in attendance

MSP to approve the minutes of the February 7 General meeting (all ayes).

Community Reports

Port Ludlow Associates – Diana Smeland reported: PLA is planning on sending out a referral program to the community rather than cold marketing their current real estate; Ludlow Cove issue is ready to be responded to with comments; Ludlow Bay Village preliminary hearing will soon go to Superior Court, judge selection, etc. PLA is trying to hasten the process to Superior Court; new general  manager Paul Wolman from Brussels at the hotel; Olympic Terrace 2  has some “spec”  homes semi custom in place; Home Show displays are trying to get information out on Port Ludlow and its amenities; golf director Vito de Santis hired starting March 12, most recently from Trophy Lake will help with tournaments and getting PLGC presence into Kitsap County; from  6am  -10 am continental breakfast is being served at the Inn, mostly for boaters; due to public demand, the roast beef special is in place on Thursday nights and will continue as long as there is sufficient support.

Jefferson County Administrator – David Wayne Johnson mentioned that on Friday, March 14, formal training on critical areas ordinance will take place for County staff; he reiterated the application processes that PLA reported; there has been an application for stairs to beach on Condon Lane (geo tech report has been done); there is a comment period of 30 days;; Iron Mountain code appeal interpretation will be held March 14 at 3:00 PM at the meeting of County Administrators.

Bayview Village tree trimming application was submitted by Steve Shanklin and Harry Davis re alders in grove along the trail towards the pond; Jefferson County has asked them to be more specific, and since there has been slope failure in the past, Jefferson County has suggested they hire a geologist to make a determination. Consequently, this application is currently on hold until more information is forthcoming.

Fire District #3 – no report

Treasurer’s Report: John Cragoe, on behalf of Gene Carmody, presented the Treasurer’s Report showing full year by activity and committee, with a quarterly view as well. In response to questions it was made clear that the Trails monies are entirely separate from PLVC, with Gene as co-signer.  The report showed that while we will not have a positive cash flow generation this year, we have approximately $28000 in the treasury to support current activities.   Additional fundraising activities would be required to change the cash contribution for this fiscal year.               See Appendix 1

MSP to approve Treasurer’s Report (all ayes)

Committee Progress Report

Save Resort Amenities Proposed Changes - Dean Mosier, together with Dave Pike, members of the Computer club, gave a detailed presentation of a sample web-based communication tool whose software could gather all the amenities, clubs and organizations of the Port Ludlow community into a format that would be accessed easily by Port Ludlow residents. This demonstration model has a series of templates that are uniform for all clubs, activities, HOA’s, etc. Resident use, operation and function on this site would be free; the payers would be the advertisers on this site. Private information would not be shared with merchants. Financing structures and funding sources will be studied by the committee and brought forward at a future meeting

They requested that the PLVC members Adele Govert and Dan Meade work closely with them for the April meeting and encourage all interested groups to contact them for a presentation and preview of the implementation model.  The following email address: resident interactive.com will take interested parties to the vendor’s site.

Jack McKay requested that the Chair include the Standing Committee on Communications be involved in this matter. Dean Mosier will meet at 1:30 PM  Wednesday March 12 at Bay Club in the classroom with the communications committee.

One Port Ludlow Update- Lynn Gauché – tabled until next month’s meeting

Village Enhancement Update -Medical Clinic–Larry Nobles - tabled until next month’s meeting

Port Ludlow Disaster Preparedness Group-Tom Stone – gave a status report on the work his committee has been doing to get prepared for all types of natural disasters mentioning 98 residents who have volunteered; on the 2 successful simulations; the fact that both North and South Bay have 2 coordinators each; a box will be placed in The Voice to draw attention to the PLVC website for information on this committee’s detailed plans.          See Appendix 2

MSP that PLVC allot $800 to support the efforts and needs of the Disaster preparedness committee. (all ayes)

Community Development – Dave Armitage mentioned the Iron Mountain mining request submitted to Jefferson County. (Shine gravel quarry at #19 and #104 has been operating over there for a long time with minimal impact to the MPR). Pope owns 74,000 acres, and Iron Mountain wants to lease 140 acres between the Shine quarry and the MPR (1800 yds. from golf course -Timber 4) and 600 yds. from Olympic Terrace  2 .  Jefferson County will agree to 10 acres only. Pope Resources and Iron Mountain have asserted that under “the diminishing asset principle” that they are allowed to do more than this. Dave Armitage will represent PLVC at the meeting next week, expressing concern re proximity to the MPR; that this mining activity could imperil the aquifer. On behalf of the PLVC, a letter will be written to support the Jefferson County decision. It was suggested that some members of the CDC committee attend this meeting with Dave. Diana Smeland indicated she will let Dave know who will be representing PLA at the hearing as PLA has grave concerns also in this matter.

Port Ludlow Utilities Committee - Phil Otness reported that the committee had conducted an analysis of the data supplied to the committee by OSWI and that the committee gave a qualified support for the rate increase.    See Appendix 3

Correspondence: none

Old Business

Bus stop shelters Upgrade Vote - Adele Govert  - moved to next meeting

Fun Fest Organizational Changes/Transition – after much discussion and a lack of volunteer leadership, it was decided to forfeit planning this event this year.

MSP to suspend effort to run a 2008 Funfest. (6 ayes, 3 nays)

Since this represents a possible loss of revenue for PLVC, it was suggested that a major push for minimum contributions from all residents or perhaps the Funfest could be done alternate years.  It was also suggested that the Council seek community wide volunteers to form a standing committee that would put on Funfest so that the leadership of such committee would not have to “found” each year.

A 4^th of July Fireworks Display was suggested as a result of comments by the local fire chief.  Such an event could replace the Funfest as a community wide celebration that brings people together from all of Port Ludlow.  Re 4^th of July event – the Fire commissioner needs a licensed person, sponsors and volunteers are required.

Phone Directory Planning - moved to next meeting

Holiday lighting / banners - moved to next meeting

New Business

Iron Mountain mining issue – see Community Development committee report by Dave Armitage.

Comments from the Floor - none

Workshop Meeting – Tuesday, March 18^th      3:00 PM  Bay Club

General Meeting –      Thursday, April 3^rd.     3:00 PM  Beach Club

 Meeting adjourned at 5:05 p.m.

Appendix 1

Appendix 2                  PLVC March 2008 Meeting

Disaster Preparedness Group Status

·        Continue to be active and to be prepared

·        Currently have 98 residents involved in organization

o       North Bay has 15 neighborhood areas with 41 Captains/ Co-Captains and two Coordinators

o       South Bay has 19 neighborhood areas with 51 Captains/ Co-Captains and two Coordinators

·        Have completed rewritten or updated our Disaster Preparedness Plan  and other applicable documents. These are posted on the PLVC website

·        Have instituted Captain/Co-Captain retraining on the revised Plan and procedures. This includes hands on training on our radios and voice procedures.

o       Two training sessions have been conducted to day with 31 Captains or Co-Captains trained.

o       Two more training sessions are now scheduled (19 March and 23 April). Expect a third training day to catch stragglers.

·        Am actively participating with Jefferson County Emergency Preparedness Department and have had good liaison meetings with Fire District 3, the local Red Cross Coordinator, and the Port Ludlow Amateur Radio Organization

·        Have successfully conducted a simulated middle of the night, no power  emergency activation of the Beach Club and Bay Clubs radios. This involved after hour access of both clubs, activation of their emergency generators and plug into our emergency radios. The management of both the Bay and Beach Club were GREAT in our first ever drill of this type. The systems work.

·        We need some more funds to continue our efforts in 2008. The total amount needed is $800. Details are as follows:

o       Portable Radios. We have discovered in our training that several Captains/Co-Captains have broken radios. Also, we have conducted radio checks and re-verified that cheaper low power portable radios don’t work in certain areas of Port Ludlow due to our hills. We are also recruiting new Captains/Co-Captains in areas that are very geographically large. For example, in North Bay, we established two new areas in an area that formally included the Admiralty Condos, the Heron Bay Townhomes and the Marina with only Corry Ward, the Marina Manager, as their only Captain. We now have six new volunteers.  This means we need new radios. At present, I estimate we need twenty portable radios. Our Communications Coordinator has identified an internet buy of a good quality 4 watt radio that sells for $40/pair. This totals $400 plus tax.

o       Fire Station Radio. This radio will link our North and South Bay Base Stations located at the Bay and Beach Club with the Jefferson County EOC. The radio that was purchased last year for the Fire Station does not work. We are still trying to get it fixed however, if unsuccessful, we will need a new base radio that is estimated to cost $200. The antenna system has been installed.

o       Paper copies. We are providing each Captain/ Co-captain that we train with a new packet of documents. We use the Beach and Bay Club copiers and charge to the PLVC account. In addition, I have also included three color copies of the various neighborhoods in their packets that map our Disaster Preparedness areas. I send Gene Carmody copies of the invoices. I estimate our total copy costs are approximately $200.

Disaster Preparedness is a tough volunteer organization. We ask our volunteers to be ready to do a lot if needed. We have been lucky with having GREAT Coordinators and willing volunteers. I request your help in providing the necessary funding so we can continue. Would a member of the Council please make a motion to provide this funding for our 2008 effort?

Appendix 3

Minutes PLVC CDC Meeting of 02/20/2008

Attending: Dave Armitage, Don Clark, Barclay Hampton, Larry Nobles, Bruce Schmitz, Lee Springgate, Mary Stuart, Ken Thomas, Jon Van Zonneveld

Absent:  Doug Herring, Susan Ryan, Howard Slack

Power’s Lawsuit: 

No action required by the CDC

Ludlow Cove II Application:

PLVC previously advised of CDC position - no action required pending the public hearings.

CDC Mission Statement:

Seek PLA compliance with providing the CDC with copies of detail plat drawings prior to submitting them to Jefferson County.

Seek Jefferson County compliance in providing the CDC with copies and/or drawings of changes to any plat approvals within the MPR.

Long Range Plan for Port Ludlow Common Amenities:

Preliminary discussion of the intent of the this activity and what are the common amenities that should be included.

Action Items:

Lee Springgate:

Research the various types of golf course ownership structures, size, operating constraints, revenue and cost.

Bruce Schmitz and Jon Van Zonneveld:

Investigate marina operations for forms of ownership, size, operating constraints, revenue and cost including expansion.

Dave Armitage:

Seek PLA compliance with providing more detail drawings of plat developments prior to submission to the county.  Ascertain PLA position on the divestment of common amenities and their cooperation with our efforts.

Understand Jefferson County procedures for plat approvals and how amendments are made to plats and gain County cooperation with supplying the CDC with copies of pending and/or approved amendments in a timely fashion.