PORT LUDLOW VILLAGE COUNCIL

General Meeting Minutes

April 3, 2008

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

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

Absent: Vaughn Bradshaw, Lynn Gauché.

Mea Graham served as Recording Secretary

Larry Nobles called the meeting to order at 3:00 p.m. and ensured that there was a quorum. Approximately 15 persons were in attendance

MSP to approve the minutes of the March 6 General meeting (all ayes).

Community Reports

Port Ludlow Associates – On behalf of Diana Smeland, Miriam Villiard, Project Manager at PLA, reported on the Ludlow Cove 2 Hearing application. There will be a Public hearing May 23 in Port Ludlow at 2:00 PM, with location still to be determined.

Olympic Terrace roads have been turned over to the County.

3 model homes are open but hours have changed to 10:00-4:00 daily.

3 houses are under construction; PLA looking for sales and presales.

House prices have been reduced in the hopes of stimulating sales.

UTC final review scheduled in Olympia for water rates increase.

When the Trails Committee does its Scotch broom pulling, PLA will help out near their office, Olympic Terrace 2 and a few other locations. PLA has been sending emails to the community in regard to their web site; send any suggestions to PLA.

Jefferson County Administrator – Frank Gifford – Jefferson County Public Works Director and temporary interim County Administrator stated that Commissioner John Austin is in Olympia. A decision on Iron Mountain is expected early next week.

Ludlow Cove 2 hearing will be held April 23.

There is a Project file for a proposed amendment to eliminate the Appellant Hearing Examiner process. Recommendations will be made once analysis is complete.

The process for the hiring of a new County Administrator will be open to public April 14. There are three (3) candidates for the interim position of 3-4 months –good list of candidates for interim position.

Position profile and new market analysis regarding compensation will be conducted by an executive search firm who will advertise nationally but concentrate on Western states. It will be a 3-4 month process to get an Administrator hired - using a 3 tiered process for selection. Identification of public expectations in a County Administrator is part of the process.

Mr. Gifford can be reached at fgifford@co.jefferson.wa.us or 360-385-9383

Josh Peters – jpters@co.jefferson.wa.us - principal transportation planner for Jefferson County Dept of Public Works responded to letters received from concerned citizens of Port Ludlow concerning Paradise Bay Road traffic and speeding. He stated that Oak Bay Rd and Paradise Bay Rd have always been of concern to citizens. Some 3500 – 4000 cars travel those roads daily; with no great variation in speed pattern over the years.

To confirm this experience traffic counters and speed counters will be in place next week.

Letter writers suggestions included; stop signs, roundabouts, and lower speed limits.

He distributed brochures (also available in hard copy or web link from the County) on traffic safety, stop and yield signs, etc.  These letters and comments as well as the results of the counters will also be passed onto the Sheriff’s department.

Fire District #3 – Chief Ed Wilkerson introduced his new fulltime Administrative Assistant Tanya Arey (a replacement for Colette) and a Port Ludlow resident.

With the departure of a firefighter trainee, the slot has been filled with another “local” Jefferson County resident.  Kurt Van Ness has now moved from being a resident firefighter to a temporary career firefighter trainee. PLF&R is still trying to fill the vacant firefighter/paramedic positions open since Feb 1. 6 candidates to be interviewed later this month; position hopefully filled by June 1^st.

PLF&R in seeking ways to get grants and to reduce county costs was awarded $316,000+ in the form of a SAFER Grant over a 5 year period of time for three new firefighters. Hiring has to take place prior to November 2008. When asked about the assessment voted in last year, he stated that Fire Commissioners are trying to ensure a budget process that would work for 4 or 5 years before coming back to the tax payers. This increase was going to allow PLF&R to maintain the level of service to which the community had become accustomed. The elected fire commissioners like to have a minimum of four career firefighters on duty 24 hours a day, 365 days a year and this grant will help them achieve that goal.

Treasurer’s Report: Gene Carmody presented the Treasurer’s Report for the month of March.                                                                               See Appendix 1

MSP to approve Treasurer’s Report (all ayes)

Correspondence – Bill Browne received a letter from the Inn at Port Hadlock stating a change of owners. Another letter informed the PLVC that Homer Smith Insurance is leaving Port Ludlow. Since the PLVC insurance policy is up for renewal, on May 22, Larry Nobles suggested a proposal be ready for the next Board meeting.

Two Public Hearing notices were also received.

Committee Progress Reports

Friday Market - Sandie Schmidt reported that starting May 9, the Friday Market will open from 9:00 -2:00. It was requested that the key for the restroom be made available (Larry Nobles will do that), and that doggie bags be made available by PLA for the convenience of shoppers and pets and to maintain a clean grassy area. There will be no increase in booth fees ($10) since gas prices have gone up and Friday Market organizers wished to retain their loyal vendors

Community Development – Dave Armitage spoke on the Iron Mountain Quarry Re-zoning. He attended the March 14 hearing and recommends four actions to be taken on order to gather additional information for future hearings and/or court actions:

1.                          make copies of recoded documents available to those parties of interest, the PLVC, SBCA and the LMC if they are interested.

2.                          seek the help of the Trails committee in obtaining GPS readings along the trail so that its specific location can be identified.

3.                          partner with SBCA so as to minimize an legal costs that may occur

4.                          form a combined committee or group to manage all the activities dealing with the Iron Mountain proposal in order to lessen the chance of miscommunications or court actions/hearings.

An easement from Pope to PLA gives us access to all contiguous land has been granted.

David Wayne Johnson has copies of documents and maps that could be given to parties of interest like PLVC, SBCA, etc.

Timberton Trail appears to be some 650 ft away from where this mining is going to occur. He recommends a GPS to delineate and documenting the Timberton Trail and other trails from MPR going into Pope land.

Independents, SBCA and PLVC might want to chip in monies to defray the legal costs as a partnership and then form a committee of joint partnership. Noise, vibrations; increased truck traffic, dust are all factors that could impact resort amenities, South Bay homes and businesses.

Iron Mountain is using a two –fold approach: Applying for a mineral overlay – or pleading Doctrine of diminishing assets (an historical approach whereby zoning codes cannot come in after the fact).

With regard to the amenities (private stand alone businesses here now, resort, golf course, marina, utility, etc) he sees the CDC’s task as looking ahead – what does Port Ludlow look like when developer leaves? How do we determine whether these are important or not. Create a business model for all of them – basically they are all going to be sold by PLA sometime. Residual lands will probably be dedicated to the community. How best to inform the community what their options are? CDC could give recommendations. Do residents want these; do they want to buy these? The utility committee has started this process with OWSI. Premise to these business plans would be to guarantee that these amenities remain here and should the community want to buy any of these. Have the community provide feedback as to ownership – taxing authority may have to be created like local improvement district for parks, etc. He suggested these presentations could be ready by early fall, in time for the new Board.    See Appendix 2

          Digital Village – Dean Mosier   See Appendix 3

A presentation will be given at 2:00 PM April 15^th prior to the workshop meeting of PLVC BOD. It will be held at the Bay Club in computer classroom with Dave and Dean. This will be an informational meeting and follow the steps outlined if PLVC accepts the concept.

          Communications Committee – Jack McKay reported that the members of the Communications Committee who viewed the "Digital Community" presentation stated that the features were very attractive. However, there remained some questions about funding and long-term utilization. McKay asked the PLVC members to first define the problem that the "Digital Community" is solving.  Second, before considering the "Digital Community" as the only solution to the problem, consider other alternatives. And third, after the alternatives and implications for each alternative are outlined, then the PLVC should consider the solution. It appears that we have a proposed solution for a problem that is not fully defined

Some discussion ensued regarding further isolation of residents as computers do not necessarily bring people together.  There was discussion regarding the start up costs of $35,000, control of content, managing the website, paying the annual operating expenses.

          One Port Ludlow - no report.

          Medical Clinic – Larry Nobles reported that there is a meeting scheduled with Jefferson Hospital next week; progress is slow, but moving forward.

Grocery store issue - Dave Chandler of Independent Grocers + PLA have had some discussions about bringing a small grocery store into the community

          Trails Committee - Larry Scott reported that LMC, PLA and SBCA have provided their annual donations for which he gratefully thanked them. Dean Morgan has made new signs which are being placed on the Interpretative Trail.  PLA has realigned the Ludlow Cove in and out to picnic trail. Niblick’s Loop- the first completely new trail in long time – which goes around the golf course, (Timber, Trail between 6&7) is on track, and should be chipped and ready by early summer. He would like PLA and PLVC help sponsor a grand opening hurrah for all the volunteers who built it, suggesting Friday July 4^th. Item is tabled to workshop meeting re date.

He stated that the easement with PLA on Pope Property carries until 2021. And there are other branch trails off National Park Property.

Old Business

Phone Directory Planning – moved to workshop

          Fun Fest 2009 Planning - moved to workshop

          Fourth of July Fireworks- Gene Carmody investigated the delivery of a fireworks display. The Fire Department stated that there must be a licensed pyrotechnical person. His research found Charles Wilson, who has done the Olele Point display. Wilson sent a proposal for a 15 minute show for $5000 that would be done by remote control to a barge on water. Topic to be continued at Workshop meeting

New Business

Banners/Holiday Lighting - Jeanne Joseph on behalf of the Artists’ League and the Arts Council asked both the PLVC and the Public Works Dept about suspending banners on 4 of the poles in the “Boulevard”. County Public Works Dept studied this with PLVC – there is a proposed operating agreement with PLVC and County regarding these brackets, with a sketch prepared by the County to show how it would look. The County wants to have one Port Ludlow entity to deal with in regard to use of and maintenance of the banners. Jeanne Joseph will be making presentations to various organizations around Port Ludlow e.g. Chamber and PLA to see who will share the cost of the banners with PLVC and PLA is on board for beautification of Port Ludlow, but a formal presentation has yet to be made to PLA. No set dollar amount has yet been given.

It was hoped to minimize the number of changes of the banners (traffic flaggers, landscape damage).  Art Walk and Music on the Green would like to have a 10-14 day combined period; the rest of the year there would be a set of semi-permanent banners. Perhaps set a contest for the artists in town.

Dan Meade felt costs were prohibitive as PLVC does not have income for it; and asked who will maintain and supervise what banners go up and when, what content is deemed acceptable, etc.

MSP that brackets for banners on the posts in the boulevard be purchased at a cost not to exceed $2500. (6 ayes, 2 nays)

A suggestion was made that others be asked for contributions, that PLVC use its influence and have one of the clubs manage the banners, determine content, etc. L Nobles asked that approval or suggestions for revision of the draft agreement to be signed by the PLVC and the County be submitted by Tuesday, April 15^th to Larry Nobles.

Comments from the Floor - none

Schedule of Future Meetings

          April Workshop Meeting – Tuesday, April 15 3:00 PM – Beach Club

            May General Meeting – Thursday, May 1, 3:00 PM – Bay Club

 Meeting adjourned at 5:25 p.m.

Appendix 1

Appendix 2

Iron Mountain:

You have received copies of my remarks from the Iron Mountain hearing on March 14, 2008, unless there are any questions, we await the outcome of the hearing.

Assuming that Iron Mountain intends to move ahead with the project regardless of the hearing outcome - the community will need to gather additional information for future hearings and/or court actions.

Adele has stated that an easement was issued by Pope Resources for use of the Timberton trail.  The easements cover access to and the right to transverse the logging roads and other contiguous lands that make up the trail.  These easements are recorded at the county courthouse and you should have a copy of the recorded instrument.  You need to make copies of the recorded documents available to those parties of interest, yourselves, SBCA & the LMC if they are interested. 

David Johnson, very generously, was able to obtain a copy of the easement for me. The document does not provide a lot of detail as to what specific logging roads are to be used but gives rights to specific sections of land or parts there of.  I think the lawyers will like the vague description.  I would like to suggest that the PLVC seek the help of the trail’s committee in obtaining gps readings along the trail so that we can better identify it’s specific location.  I’m currently working with the county’s mapping system and Google’s Goodearth systems, but it’s still difficult to determine the exact location of the Timberton trail. It would be helpful if we could document other trails that go onto Pope land.  It may become necessary at some later date to have the trail(s) surveyed.  At the moment, my best guess is that the proposed project at its nearest point will be between 670 to 850 feet. Larry Nobles has independently come up with a number of about 750 feet.

Again not knowing the specifics of the mine locations, I suspect that sound from the mining operations will travel right up the valley, across the golf course and out over the John L Scott location.  The communities that may be impacted by the sound are Highland Drive, Cameron Drive, OT II, Mt. Christie, Dog Leg, Teal Lake and of course the propose community of Ironwood.  A fair amount of the community is going to be impacted and as the PLVC is not a governing nor a taxing authority, I would suggest that you might want to partner with SBCA  so as to minimize an legal cost.  You should not assume that SBCA will pick up all of the cost.  Those independent communities that lie on the golf course may also want to participate and not just assume the rest of the community will pick up their cost.

Lastly, if you should partner with a group, I would suggest that you form a combined committee or group to manage all the activities dealing with the Iron Mountain proposal.  You want to lessen the chance of missed communications and/or missing court actions or hearings by placing the responsibility in a small group.  If you are unable to form a combined group, than I will assume that the CDC will take the lead for the PLVC unless informed otherwise.

As you have heard me state at previous meetings I am concerned that the end of the build out is approaching and we don’t know what the community will look like with respect to the amenities that we all enjoy to one extent or another.  To that end I have tasked the CDC to look forward  and contemplate which amenities the community may want and what must happen to assure they are available.

Bruce Schmitz and I met with Mr. Verrue and Ms. Smeland, on February 27th, to discuss the long term intent of PLA with respect to various amenities of the community, i.e. golf course, marina, OWSI, Harbormaster, Inn, park(s) and residual lands.  The parks and residual lands will in all likelihood be deeded to the community.  The rest of the amenities will be sold.  PLA is indifferent as to the buyer, but they believe as I, that several of these amenities might better reside within the community.  PLA is willing to provide detail numbers for the specific amenities once the community has indicated that it is willing to pay a fair market price for the properties.  In lieu of this restriction, I have asked members of the CDC to research and identify comparable operations for the golf course, marina and parks, in order to obtain :

Cost structures

Problem sets

Operational parameters

Employee requirements

Management requirements.

The utility committee has already done similar work for the utility company.  I would hope to be able to obtain the cooperation of the utility committee in putting together a joint presentation to the council as to each amenities most likely cost structure, revenue stream, profit or loss, acquisition cost and viable forms of ownership.  If an amenity is operating at a projected lost, what strategies might be implemented to minimize or eliminate the loss.  Again remember, we will be working with numbers from similar operations and will not have the specifics for the PLA operations.  This will be our best guess projections as to what is going on.

If the councils feels that we have put together a complete package that presents a fair and balanced presentation with enough specifics for the community to make an educated decision, then I would expect you to promote a series of community forms leading to vote by the community as to what they would like to do.  Under any circumstances I don’t see that the CDC and Utility presentations can be ready to be present to the council before the fall, which means a new board.  It would be nice if we had some continuity for this effort.

Appendix 3

Port Ludlow Village Council
April General Meeting
Thursday, April 3, 2008, Beach Club
Port Ludlow Digital Village Committee:
Adele Govert, Dan Meade, Dean Mosier, Dave Pike

Premise:
The Digital Village web site concept is being practiced by many larger communities
nationally with the purpose of creating a site that allows the residents of the community's easy access to all of the organizations, clubs, HOA's, amenities, media, utilities, special promotions of the amenities, merchant and the property industry through the developer and the broader market place.
The resident will have the option to join any of the groups available to them and keep current and up to date on the on going activities by having their personal calendars updated by the clubs and groups the resident has joined. The resident will not pay a fee for use of the site.
All organizations will install their content on the web site for easy review and residents will have the option to join and participate in the club. The organizations will not pay a fee for their participation on the web site. Administrative help will be trained and available for applying and maintaining their organizations content to the site.

Further elaborations will be in the Voice, Leader and selective web sites.

Status:
Informational Presentations:
Recent and Future, of PLDV Concept
See attachment
Town Hall Meetings:
Two meetings at the Bay Club May 08
Two meetings at the Beach Club May 08

Responses from Groups receiving Presentations:
Large percentage positive of PLDV concept and see benefit to their organizations.
Small percentage is noncommittal.
Several organizations concerned about unknown financial impacts on their organizations
due to perceived dilution of advertising base in the community.

Also perceived impact on the Voice due to digital distribution impacting their bulk
mailing rates and loss of local advertising dollars.
Anticipate the Snowbirds will take advantage of reading the Voice online due to the
ease of finding it on PLDV.
Current online PLVC site for the Voice receives very few hits and most residents don't
know its web location.

Collaborative Discussions:
We will discuss collaborative approaches with any organization and group to
establish a win-win situation.
We are meeting with the Voice Staff in April for informational presentation about
PLDV concept. We are prepared to discuss and work for mutual benefits and conflict resolution with the
Voice and any other group that feels threatened.

Budget forecast:
Estimate at this time for first year costs will be in the $35,000.00 range for nonprofit
corporation development, software license, and monthly maintenance fees to
software provider, computer-related equipment, and 1/2 time employee.
Financing:
Fund Raising for Startup and first year of operation:
Donations to come from the community for startup costs.
Fund Raising for Second and future year operations by
Commercial advertising fees.

Governance:
Reduced to two models,
One cloaked under the umbrella of an existing 501c3 organization with willingness, financial base, management and audit ability.
Second model as a stand alone 501c3 & WA. St. Not for Profit LLC Corporation
with BOD & 1/2 time employee.

Implementation Schedule:
Further presentations to organizations and residents to establish desire to proceed
to contract for PLDV site. Estimate 90 days of continued presentation efforts.
Fundraising schedule. Undetermined
PLDV site typically uploaded 90 days after license/contracts signed with Software
vendor.

Anticipate organizations and groups will install their data on site within the first 90 days
of receipt of license agreement and training of site administrators.
Advertisers receive 6 months of free online exposure.
They start paying subscriptions starting in year two.

Conclusions:

We are asking the PLVC BOD to become informed about the merits and
impacts of the PLDV on the community. Schedule a special presentation within the next two weeks to the BOD of PLVC.

It is understood that the PLVC is not financially able to fund and manage the PLDV, but will support one of the two models suggested.

The committee is asking the BOD of the PLVC for a written resolution of support for the PLDV concept.

For promotional support with articles in the local media and on the PLVC web site.

That the PLVC will be an early adopter of installing or linking the PLVC web site to the PLDV at time of upload-online of the PLDV.

The PLA appreciates the value and contribution the Voice gives to the community and has stated they will guarantee in writing to the PLDV the funding to the Voice for the next two years.

That the PLVC will in writing assure the Voice that the PLVC will fund the Voice for the next two years at twice its current rate.