PORT LUDLOW VILLAGE COUNCIL

General Meeting Minutes

August 2, 2007

The meeting was convened at 3:00 p.m.  Present: Bill Browne, Gene Carmody, Don Clarke. Tony Durham, Adele Govert, Tom McCay, Jack McKay, Dan Meade, Larry Nobles, Allen Panasuk, Vaughn Bradshaw.

Absent: Frank Siler.

Mea Graham served as Recording Secretary

L. Nobles called the meeting to order at 3:05 p.m. and ensured that there was a quorum. Approximately 14 persons were in attendance

Guest Speaker:

MSP to approve the minutes of the July 5 general meeting. (all ayes)

These minutes and the workshop meeting will be posted on the website by Monday.

Community Reports

Jefferson County Administrator –John Fischbach

The median lights on Paradise Bay Road will be installed this month.

Update on the status of the mediation: The Buck Law Group has been retained on a not to exceed basis of $15,000 to evaluate whether or not mediation appears to have a reasonable chance of success. Yesterday they completed the last of the interviews of participants to the mediation. They had hoped to have a preliminary assessment completed by Friday. They will provide an initial impression as soon as possible and hope to have that completed by early next week.

The  Port Ludlow Appellate Hearing Examiner should be announced next week.

Port Ludlow Associates – Miriam Villiard reported that the Olympic Terrace roads are in and paved. The Kitsap Creative homes model is ready for this weekend with November as a goal for completing two additional model homes. PLA looks forward to giving any one a tour.

Ludlow Cove II is set currently for 45 homes – engineers’ studies of roads and other issues may change that number.  PLA should be able to go over details with the PLVC CDC committee by late August.

Ludlow Bay Village – mediation process is well underway.

T McCay inquired about various emails referring to the Teal Lake Rd widening project and PLA’s position in regard to the concerns of a few individuals. According to John Fischbach, the bond is good (200%) with work scheduled for October.  After completion the road should be up-to-code.

Fire District #3 – no report.

Treasurer’s Report:

MSP to accept the Treasurer’s Report. (all ayes) See Appendix 1 for Treasurer’s Report.

Committee Reports:

Communications Committee – Jack McKay presented a revised brochure on PLVC. Ideas for distribution were discussed.

Community Development – Tom McCay stated that since there have not been any construction projects proposed, there was no need to hold a meeting of the CDC.

The proposal of expanding a float attached to a dock at 401 South Bay Lane was approved by the County.  It will be expanded from 300 sq ft to 400 sq ft and will have to comply with all federal, state and local ordinances, the Dept of Ecology, and the Corps of Engineers.

A second issue prominent in recent email news is the MERUs in Port Ludlow. The committee hopes to receive notification from the Developer regarding the development of the log dump site, (45 homes approx) together with plans available for the CDC to critique. McCay will call a committee meeting at that time.

Health Center discussions with Jefferson Health Care are on-going.

See Appendix 2 for full CDC report

Finance – John Cragoe

This is the time of year for requests for committee budgets for next calendar year.  He encourages all committees to start preparing now.

Friday Market – no report – progressing well

Fun Fest- Lia and Neil Robinson – thanked Marilyn and Adele Govert for their help with the poster contest. The winning poster done by David Goudie is available now for sale at the Friday Market. A suggestion was made that the poster contest for the next year be announced earlier (now) to allow snowbirds to work on their piece during the winter. PLVC council members are encouraged to work at the Friday Market Fun Fest/PLVC booth.  See Appendix 3 for full report

Natural Resources/Trails – Larry Scott reported that maintenance is on-going: the Timberton and Niblick’s trails have been mowed. The connector trail from Olympic Terrace is being upgraded with the help of Fire Dept volunteers.

Beautification of the temporary interpretative trail is continuing and thanks were offered for the plant donations made by community members.  PLA is sharing the cost for removing a leaning tree over a bridge.  A new bench is being installed in the Grant Sharpe listening area.

The completion of the Niblicks trail will add 2 1/3miles, making a total of14 1/2 miles of trails in Port Ludlow.

Public Safety/Emergency Preparedness – no report

MSP to appoint Tom Stone to chair this committee as of late August. (all ayes)

The committee will meet with the Fire Chief and the new Chair in late August The Fire District has offered to provide limited administrative help in reorganizing the committee, new block captains, etc.

Recycling – no report

Utilities – no report

Correspondence:

Email from Loomis re PLA

Old Business   

New Business

MSP that the PLVC print 1000 copies of the brochure presented by J. McKay with printing costs not to exceed $600.  (all ayes)

Discussion ensued re name changes of board members when the new council is elected. It was decided to get the brochure out and into the Friday market, and then reprint later when names change.

Special Evening forum on 2007 property re-assessments:

Jack Westerman, Jefferson County Assessor, and staff will be available (Tuesday, August 14, 6-8 PM, Bay Club) and will review the process involved in the reassessment.  New assessments are in the mail and on the county’s website for public viewing. There is great interest in discovering how this assessment relates to taxes in 2008

Discussion centered on the best methods to contact all interested and affected Port Ludlow residents. Vaughn Bradshaw will email some 600 North Bay residents on his email list; John Cragoe will contact all the village presidents in South Bay, who in turn will notify their village members. Notices will be posted at the Bay Club, the Beach Club and on the PLVC web site. An announcement will also be placed in The Leader and the Peninsula Daily News.

Announcements

Special workshop session

David Wayne Johnson, Lead Planner for Port Ludlow, Jefferson County Department of Community Development gave an overview of:

“MERUS’s and their Role in Governing Eventual Build-Out of Port Ludlow.”

As requested at a previous PLVC meeting, he handed over to the Council a

Critical Areas map with GIS information for reference purposes.

Handouts re Jefferson County Department of Community Development Official MERU Record, the Criteria for Sewage Works Design, Section 3.80 Development Cap and Section 3.90 Resort Development were given to all in attendance.

David took the group through a series of PowerPoint slides outlining Section 3.80  (Development Cap) of the Development Agreement which defines MERU allocation and assignment, both residential and commercial.  He noted that there is a past history in which the County, with input from the Port Ludlow Community established the number of residential MERUs capped at 2250, with the total MERUs not to exceed 2575.  He will research further exactly how these numbers were established and report back to us at a later date.  Residents desiring more detailed information are encouraged to contact David at the Jefferson County DCD.

August Workshop Meeting –Tuesday, August 21, 2007 3:00 PM, Bay Club

Next General Meeting – Thursday, September 6, 2007 3:00 PM Bay Club

The August General meeting was adjourned at 4:40 PM.

Respectfully,                                                                

Bill Browne                  Mea Graham

PLVC Secretary            Recording Secretary

Appendix 1 Treasurer’s Report

Appendix 2

CDC Report August 2, 2007

As there have been no new construction proposals to be considered, the CDC has not held any formal meetings within the past month.  The only activity which could be construed as pertaining to construction was a request by the owners of the propety at 401 South Bay Lane to increase the size of the float attached to their dock from 300 to 400 square feet.  This request was reviewed in detail by Jefferson County Department of Community Development and referred tot eh Hearing Examiner for further review.  The hearing was held on Friday, July 13, 2007. The decision was to allow the addition of 100 square feet subject to t conditions such as compliance with applicable federal, state and local laws, regulations and ordinances.  It was ruled that the applicant does not need a variance, given the absence of criteria for square footage with reference to a joint use dock and float.  If anyone would like to read the entire Report and Decision I have a hard copy or I can forward it to you electronically.

A second issue is the matter oaf the MERU counts submitted by David Wayne Johnson of the County DCDC.  This will be presented in detail following our regular business meeting.

We are expecting PLA to invite the CDC to view and review the proposed plans for housing development on the log dump site.  When a date is determined a meeting of the Committee will be called to participate in this process. 

Finally, we are working together with PLA and Jefferson Healthcare to obtain suitable quarters for an urgent care facility here in Port Ludlow.  We will be meeting with Jefferson Healthcare next Tuesday to plan the next steps.

Tom McCay, CDC Chair

Appendix 3 FunFest Report

Meeting Minutes

August 1, 2007

Opening

Neil Robinson called the meeting to order at 9:35 a.m.

Poster Contest & Art Walk

Lia thanked Marilyn and Adele for all of their hard work in planning and organizing a successful Funfest Poster contest and Art Walk display.  It was agreed that the poster contest for next year should begin immediately following this year’s Funfest to allow for greater participation and marketing opportunities.  Marilyn will bring the framed 2007 Funfest poster to Friday market where it will be displayed with posters offered for sale.

Vendor Update:  Pat and Linda

The deadline for vendor signups is September 1.  Both Pat and Linda reported that sales are going well.  Leads from the North Kitsap Arts & Crafts fair in Port Gamble are being followed up on. 

Friday Night Opening Gala – Dominic

Tickets are available for sale for $15.00 each at Bay Club, Beach Club, Friday Market, Kitsap Bank & American Marine Bank.  Dominic will create a poster 8 ½ x 11 to market the event and to let customers know that they can “purchase tickets here”.  Seating capacity for dance is limited to 160 (20 tables @ 8 per table).  Volunteers will be needed to assist with set up, decorations, arranging cheese and cracker platters and serving wine. Dick Durand will order wine for this event.

Saturday and Sunday Entertainment – Dominic

Bernie Robinson has agreed to MC the entertainment stage on Sunday.  Don Clark is not available to MC this year and has suggested a replacement.  Dominic will follow up on this.

Confirmed Activities – Tina

Numerous activities are planned.  Canopies will be made available for the T-shirt painting, make and take models, and wood working activity booths.  Rental cost for canopy is $30.00 day.  The Fire Department’s “Firehouse” will be located in the lower section of the parking lot along with other children’s activities.

Marketing Materials – Neil and Lia

Poster are available for sale for $15.00 at Friday Markets.  Commemorative lapel pins are available for sale for $6.00 at the Marina and Friday Markets.  Event promotional posters and rack cards will be soon be available for distribution in local business outlets and visitor centers.

Beer and Brats Booth - Marilyn

Marilyn reported that Dick has ordered food, soft drinks, beer, wine and supplies for the Brats tent.  Dick has made arrangements with the Harbor Master Restaurant for refrigerated storage of the brats.  Pepsi will be delivered to the marina on Sept 12.  Buns will be available for pick up at Franz bakery in east Bremerton on September 14 (Neil will arrange for pick up).

Information Booth – Mary

Mary Stewart (CEA) through Lia had the following questions regarding the Information Booth:

Q. Will help be available to assist with setting up the Information/CEA booth?

A. Yes, best to set the booth up before 4:00 p.m.

Q. What time will the vendors begin to set up their booths?

A. After 4:00 p.m.

Q. CEA volunteers are signing up to be available in the information booth, do we need a volunteer for Friday night?

A. Yes, we can use 1 volunteer to be a runner on Friday night.

Q. How many people should be in the information booth?

A. Three should be sufficient at any one time, with one volunteer physically in the booth at all times.

Q. Can we provide additional direction for information booth volunteers?

A. Volunteers will assist with directing vendors to their locations, providing information on rest room locations, answering questions on parking spaces and assist the grounds and safety team with handicap parking.  Volunteers will also have on hand a check in sheet for all Funfest volunteers and will assist with monitoring handicapped parking spaces.  A first aid kit will be available at the Information Booth.

Safety and Grounds – Debbie and Dale

Debbie is in contact with the Fire department to discuss specific safety and traffic concerns.  First aid kits will be available at the information booth and at the beer and brats tent.  She discussed the possibility of explorer scouts to assist with traffic/parking control and will follow up with contacts.  Placards will be available for Handicapped persons, Vendors, and Wedding Party.  Vehicles will be stopped at the stop sign on the upper level of the parking lot before proceeding to specific locations.  The use of safety netting was discussed.  Volunteers will wear vests.

Site Layout

Fran and Bill are making good progress with site layout.  A site walk through the marina grounds helped committee members visualize where vendors, activities, parking etc. are to be located.  Good team work resulted in moving the children’s activities to the area near the pump station and away from the water.  Fran and Bill will work closely with the Debbie and Dale from the safety and grounds committee as well as Linda and Pat, our vendor recruitment team.

Old Business

Just Ask Rentals – 10’ x 10’ canopies rent for $30.00 per day

Volunteer recruitment sign-ups at Friday markets and PLVC meetings

Next Scheduled Meeting

Thursday August 16, 2007 at the Bay Club, Craft Room from 9:30 – 11:30 a.m.

Adjournment

Meeting adjourned at 11:40 a.m.