Port Ludlow Village Council
Minutes,
April 6, 2006
The meeting was called to order at 9:01 AM, Elizabeth Van Zonneveld, President, presiding.
A quorum was declared with the following members present: Don Clark, Tony Durham, Bert Loomis, Larry Nobles, Allan Panasuk, Bruce Pyles, Bruce Schmitz (LMC), Tom Stone (SBCA), Ralph Stroy, Dwayne Wilcox. Absent: Tom McCay. Also attending: Pat Rodgers, Jefferson County Commissioner, and John Fischback, Jefferson County Administrator, Diana Smeland, Acting President Port Ludlow Associates, Admin Fire Chief Obtinario, Fire District 3, and Glee Hubbard, Recording Secretary. There were no changes or additions to the agenda.
Comments from floor:
David Armitage, resident of Olympic Terrace, requested clarification of what constitutes a conflict of interest for a council member.
Minutes of the Special Meeting of January 13, 2006 were approved with corrections. MSP (Panasuk abstained). Minutes of the General Meeting of March 2, 2006 were approved. MSP (Durham abstained).
Fire District #3: Administrative Chief Obtinario
· The first ever ‘Disaster Dinner’ held at the Bay Club for the Emergency Preparedness Committee’s station and block captain volunteers.
· A pilot program started in Edgewood Village where firemen visited individual homes, changed smoke alarm batteries and presented information to increase awareness of fire safety and disaster preparedness.
· A member of the audience asked if Chief Wilkerson intended to comment on fire safety issues in connection with the boundary line adjustment presently under consideration by Jefferson County. Ms. Obtinario stated that she expected the Fire Chief would comment and that she would "point out" to him that the question was raised.
Jefferson County Administrator John Fischbach
· Paradise Bay Road contract has been awarded and work will be started April 17.
· Conference center change to church is a major revision and therefore a public hearing process will occur.
· Re Olympic Terrace II, on April 4, Judge Spearman (Kitsap County) dismissed petitioner Les Powers’ appeal and affirmed the decisions of Jefferson County. He stated should petitioner elect to appeal this decision and if they lose the appeal, then they would be forced to pay all legal costs.
· Ludlow Bay Village hearing has been continued to April 24 and further public comment will be accepted until then. On the 24th the petitioners must submit brief with the ruling expected ten days following or not long after that date.
· Re the Ludlow Cove Project (Trendwest) appeal: the Shorelines Hearing Board has remanded the issue back to the Jefferson County Hearing Examiner.
· Clarification of the County’s handling of a document (thirteen-page letter) which presented PLA’s position regarding the Trendwest development. County forwarded a copy of the document to petitioner Les Powers for his information.
Developer's Report: Acting President Diana Smeland
· She stated that she believed the Ludlow Cove II hearing is scheduled for April 13/14.
· She is holding meetings with PL home owner associations and other community groups to improve understanding and communication regarding further development of Ludlow Bay Village. She stated that the present land use plan for Ludlow Bay Village is ‘probably not final’.
· PLA’s custom home venture is going well contributing to PLA’s ability to retain staff and employees.
Treasurer’s Report
· Treasurer Pyles reviewed his written report attached. Income generated by credit card program approximately $500 thus far for 2006.
· Member of the audience asked if the Treasurer’s Report is available to the public. Secretary Stone responded that copies are filed with the minutes in the archive, which is available to the public.
· Treasurer Pyles stated that the Funfest Committee needs a checking account for operating expenses. Authorized to sign: Pyles, Marilyn/Dick Durand. Monthly report will be submitted with Treasurer’s Report.
Motion: Open checking account $3,000 for Funfest Committee. (Pyles, second). MSP
Standing Committee Reports
Community Development, Chair Syd Hatch
· Regarding the use of the conference center for a church: the CDC has no recommendation at this time.
· Growth Management Board has declined to consider the Loomis petition to review Port Ludlow’s designation as a Master Planned Resort (MPR).
· Hatch explained that the Growth Management Act is the overarching planning structure for a community. It is the job of the county government to make sure development conforms to the plan.
· Regarding further public comment re the Ludlow Bay Village hearings: Hearing Examiner wishes to limit additional comment to those who have not previously submitted letters and/or to new information or viewpoints.
· Hatch distributed copies of a proposed Community Survey on Trendwest in Port Ludlow, and provided details on the sampling approach to be used. The purpose of the survey would be to help CDC understand the community sentiment regarding the development of Trendwest on the proposed site.
Motion: Approve proceeding with survey relating to Trendwest prepared by CDC (Wilcox, Stroy).
Discussion followed regarding the timing, value, and purpose of the survey. Larry Nobles made various points as to why he cannot support the survey at the present time and requested that the motion be tabled.
Motion: Table motion to proceed with a survey (Nobles, Panasuk). MSP, Loomis and Wilcox opposing.
· Vice president, Tony Durham, urged that the delay resulting from tabling of the Trendwest survey be used to consider expanding the number of questions a little so that the survey provides more insight than a "bare bones" yes or no response. While that recommendation was not in the form of a motion, he hoped that the CDC would consider it.
· CDC Chair Syd Hatch announced her resignation from the committee, and announced the resignation of committee member Gary Moore. She stated that she believes South Bay residents should volunteer for this busy committee.
· Various PLVC members voiced their appreciation for Syd’s efforts.
Communications Committee: Tom Stone, Chair
· New volunteers: Marianne and Doug Barber, Lois and Clark Ruggles and Judy Thomas.
· Lois Ruggles has volunteered to Chair the Communications Committee. Her position was confirmed.
· Committee will ensure web site is updated in a timely way
· A ‘History of Port Ludlow’ targeted for the annual election packet and the welcome wagon is being written and will be brought to the Council for approval.
· Committee is considering how to use web-based communication to provide community members with a means to get questions and information to the Council.
· Committee needs volunteers from North Bay for the communications committee.
Emergency Preparedness: Chair Phil Norwine’s absent.
· Elizabeth Van Zonneveld mentioned the ‘Disaster Dinner’ organized by the Committee and passed the Emergency Preparedness ‘notebook’ to Secretary Stone (Attached).
· An invoice for approximately $1,100.00 has been submitted to the Treasurer for payment. Treasurer Pyles noted that approximately $862 was for identification vests for the volunteers.
· Discussion of the invoice is deferred to the workshop and finance committee.
Finance Committee, Chair Dwayne Wilcox
· John Cragoe has volunteered to Chair the Finance Committee.
· A draft budget is being developed. Annual estimates have been received from each Committee. The proposed budget for the Council for the current year will be presented in final form at the workshop meeting.
· Special thanks go to Council Vice President Tony Durham for work on the budget project.
· The Council’s fiscal year needs to be changed to agree with the calendar year. A change to the bylaws will be required.
· Comments from the audience: Dave Armitage suggested the Council should work on getting an income. Dave Wheeler reminded the Council that Teal Lake Village Home Owners Association voted to contribute $400 and suggested that a contribution from each HOA could constitute such a source of income, or that each owner would perhaps be willing to contribute $5.00 if asked. Tom Stone mentioned that last year, his HOA would have contributed, but was never asked. Doug Herring asked what was the purpose of the Finance Committee. He stated the committee should identify any finances requested and identify the reason. Wilcox responded that it is desirable to make public the revenues and expenses of the Council. A resident recommended that PLVC needs to move away from “a Bake Sale” mentality.
The PLVC took a break from 10:15 AM to 10:25 AM
Recycle: No report
Trails Committee, Mike Porter, Chair (Confirmed)
· Porter thanked past Co-Chair Marge Carter for her long and outstanding efforts on behalf of the Trails Committee.
· Trails Committee meets first Tuesday of every month at 10 a.m. at the Port Ludlow Fire Station.
· Trail work parties this year will be one day a month and are scheduled for the third Tuesday. Volunteers will meet at 8:30 on April 18 to work on the trails near the Bay Club.
· A request was received from the Visitor Center to make the recently published Trails Map available to the general public. Trails Committee declined the request due to provisions in the CC&Rs.
· Porter requested that the Council pass a motion stating that the trails are for the general use and pleasure of members, tenants, guests, and invitees of Port Ludlow residents. The request will be considered in the forthcoming workshop.
· Bruce Pyles commented that at a recent meeting of the PL Chamber of Commerce, the general manager of the resort included ‘the trails’ as a desirable aspect of Port Ludlow. Greg McCarry remarked that the easement at the hotel is ‘to the public’, not just Port Ludlow residents.
· Dick Ullman, Vice Chair of the Trails Committee, is planning to put more emphasis on the natural resources, e.g. flora and fauna of Port Ludlow, to enhance the Trails programs.
Utilities Committee, Chair Lee Amundson
· The committee is studying other private districts in the State as possible models for the future of the water/sewer facilities in Port Ludlow. Costs and benefits, advantages and disadvantages of creating a private district are being investigated.
· The committee will make site visits to four private districts: Archer Creek, Manchester, Silverdale, and Lake Stevens.
· When the study is complete, the committee will hold a public meeting where the community as a whole can be informed to allow them to make the decision should PLA decide to sell their system.
· Question was asked if the sale of PLA’s Olympic Water/Sewer is assured. The answer is no, but the Utilities Committee is trying to be prepared by understanding all possible options in case such a possibility arises.
· Next meeting of the Utilities Committee will be April 11, 12:00 PM, Beach Club.
Archives Committee, Chair Connie Wilkinson. Committee will become active in May.
Ludlow Bay Resort, Co-Chairs John Golden (absent), Jim Brannaman (absent)
· Elizabeth Van Zonneveld reported that she attended the April 4 hearing, and reiterated that the public comment period has been extended to April 24.
Friday Market: Chair Sandy Schmidt (absent). Council member Ralph Stroy reported that:
· Volunteer David Goudie will handle the PR aspects of the Friday Market, e.g., Voice reports, and other advertising. Sandie will continue as Committee Chair, and he (Stroy) will serve as consultant and council liaison.
· Anticipated revenue for the year is $3, 000, anticipated expenses are $1,000 leaving a net to the council of $2,000.
· Market will start first week in May. Committee will need approximately $150 to handle expenses in the event of a rainout.
Funfest, Co-Chairs Marilyn and Dick Durand
Marilyn reported that:
· Dave Goudie has started promotional efforts in regional newspapers and publications. Funfest will be advertised throughout Jefferson County.
· Banners left over from last year updated for this year
· Sub-committees have been formed for promotion, activities, kids events, entertainment, food booths, vendors, etc.
· Port Ludlow Chamber of Commerce has provided a sponsorship of $500.
· Volunteer are needed to organize the golf tournament and the Saturday evening musical performance.
· Budget to be presented by mid-May.
· Dates for the Funfest are Saturday and Sunday, September 16-17, 10-5.
Correspondence, Secretary Tom Stone
· Stone reported that PLVC has received correspondence (attached) that states that Council member Bert Loomis petition to the Western Washington Growth Management Hearing Board (WWGMHB) pertaining to the MPR designation of Port Ludlow had been denied on March 28,
· Stone requested the opinion of the Council as to the propriety of a Council member filing an individual legal petition on a matter of import to the community as a whole. Does such an individual action constitute a conflict of interest for a council member? If so, what action should the Council take?
· Dwayne Wilcox responded by stating that it was his opinion that the Council should follow the procedures set forth in the bylaws from which he read the relevant paragraphs pertaining to the council member’s fiduciary duties, none of which preclude such an action by a council member. Alan Panasuk stated that it was an ‘appearance of fairness’ and ‘credibility’ issue. Bruce Schmidt stated that it should not be necessary to give up one’s rights to serve on the Council, and that there are many ways conflicts of interest can exist. He added that in his opinion it is up to the individual member to declare where a conflict of interest exists, not the job of the council to decide.
· Other council members stated that serving on the Council should not compromise a person’s rights as a citizen. No motion was presented and matter was dropped.
Unfinished Business
· Port Ludlow Phone Directory: Dwayne Wilcox reported that Mike Larkin has volunteered to assist in setting up a group to work on advertising for the proposed new phone directory and the web site.
· The Communications Committee met with the Voice Editorial Staff. It was explained that the Council voted against funding for the Voice due to the lack of a reliable income. As a result, President Van Zonneveld will summarize the PLVC general meeting minutes for inclusion in the Voice. It was also noted that the Council agreed that if the Voice found itself in financial difficulty or emergency, the PLVC would support the Voice from the PLVC reserve fund.
· Comments from the floor: Doug Herring stated that he thought the PLVC should support the Voice. Dave Wheeler suggested that the Voice should request a small annual payment from each recipient.
New Business
· Appointments to committees was covered in various committee reports.
· Request for change in practice re workshop notes: Secretary Stone raised the question as to whether meeting notes should be taken at workshop meetings as well as minutes at general meetings. He referenced PLVC Policy and Procedures which supports that view. Ralph Stroy responded that according to Roberts Rules of Order, minutes are required only where ‘actions’ are taken, and that workshop meetings do not vote on any actions.
Motion: Follow PLVC written policies and procedures that recorded ‘meeting notes’ will be published for council workshops (Stone, Durham). MSP (8/2, Loomis/Wilcox opposed).
· Additional Information link with Jefferson County for PLVC.org : Elizabeth Van Zonneveld reported that she had met with Jefferson County’s Al Scalf to discuss ways to improve communications between the County’s offices and members of the Council and the community. A further meeting with technical staff will be held to create a web link between PLVC web site and Jefferson County Issues Page where information pertinent to Port Ludlow’s interests is presented and maintained.
Announcements
· Meetings Schedule: Vice President Tony Durham announced that firm meeting dates for both general meetings and workshop meetings had been scheduled through September (attached). The schedule will appear in the Voice and on the website.
· PLVC workshop will be held Tuesday, April 18, Beach Club, 9:00 AM.
· Next PLVC general meeting will be held Thursday, May 4, Beach Club, 9:00 AM.
Comments from the floor: None
Meeting adjourned 11:37
Submitted
Tom Stone, Secretary, PLVC
Attachments (Paper copies):
· Treasurer’s Report of November 30, 2005
· Emergency Preparedness ‘notebook’