PORT LUDLOW VILLAGE COUNCIL
General Meeting Minutes
September 6, 2007
The meeting was convened at 3:00 p.m. Present: Bill Browne, Gene Carmody, Don Clarke, Tony Durham, Adele Govert, Mea Graham, Tom McCay, Dan Meade, Larry Nobles, Allen Panasuk, Frank Siler. Absent: Vaughn Bradshaw, Jack McKay.
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 22 persons were in attendance
MSP to approve the minutes of the August 2, 2007 general meeting. (all ayes). These minutes and the workshop meeting minutes will be posted on the website by Monday.
Community Reports
Jefferson County Administrator – John Fischbach introduced County Commisioner, Phil Johnson. Handouts were distributed comprising of:
1. a response from David Wayne Johnson in response to an email and letter from Marco De Sa E Silva requesting that time, date and location be set for a preliminary hearing re Appeals relating to Ludlow Bay village, etc.
2. a letter from PLA lawyer Silva re the MERU tort claim of Bert Loomis against
Jefferson County. A response has not yet been prepared.
3. a letter sent from Jim Pearson to Bruce Schmitz re Teal Lake Road improvements re an error in mile Posts cited, an error that had not been identified until recently.
In response to questions raised from a board member and audience members concerning possibly expediting the appeals process and speeding up development of the area, or the many documents and copies asked for by those in opposition, Mr. Fischbach stated that the appeals process is statutorily set out, and the County is obliged to follow the process, and also stated that public officials are subject to requests from the citizenry.
When asked to what extent is the county being over-burdened by these Freedom of Information requests, it would appear that the work is that of 3.5 FTE (full time equivalent) doing the necessary research and making all the copies of documents. Reply time by law is within 5 business days, usually indicated by a letter. All requests verbal, email or letter are requests to which by law a response must be made. L. Nobles thanked Mr. Fischbach for all his help and time.
Port Ludlow Associates – Diana Smeland referred to a court case resolution of a claim where it had been claimed that the boundary line was intentionally concealed. The judge concluded that there was no intentional deception. It was deemed a “mutual mistake”.
Referring to emails she receives from a few who ask PLA to follow the law, she stated that every time PLA goes to Superior Court, they have been found to have “followed the law”. Her question to those present was “Whose law are we being asked to follow, and at what cost to you, the residents?”
Olympic Terrace II - second and third models should be open later this year in the fourth quarter, and at that time, there will be a community reception.
Ludlow Bay village mediation was not successful, and now that there is an appellant Hearing Examiner appointed, she hopes a hearing might be scheduled for October.
Fire District #3 – Administrative Chief Obtinario stated the 1st Annual Health and Safety Fair was a success, co-sponsored by PLF & R and Coldwell Banker Forrest Aldrich. The organizers are currently seeking 2 more sponsors for the 2008 fair. FF/EMT Lonnie Reynolds was promoted to Lieutenant on September 1. He was hired in 1999 fulltime, and has total of 14 years with the Fire District.
Interviews of applicants for a vacant career fire fighter/EMT position will occur Sept 9, with employment to begin October 1.
FunFest participation by PLF & R will include a car extrication demonstration on Saturday afternoon, and hands-on fire extinguisher training for the public on Sunday.
Treasurer’s Report:
MSP to accept the Treasurer’s Report. (all ayes) See Appendix 1 for Treasurer’s Report.
Committee Reports
Communications Committee - no report
Community Development – Tom McCay
MSP By a unanimous vote, the Community Development Committee moves that the President of the Village Council send a letter to the County, with a copy to Port Ludlow Associates, urging rapid movement on the setting of a date for the Appellant Hearing Examiner to hold his closed record hearing on the proposal for development of Ludlow Bay Village. We wish it to be made clear that we do not want any more delays and that we prefer that the process to the courts move forward as quickly as possible.
An audience member requested that a copy of this motion be sent to the LMC.
Finance Committee – no report
Recycling – no report
Friday Market – no report
FunFest – Lia and Neil Robinson outlined that most events, vendors and other activities are in place. An on-site walk through was conducted this morning.
More support is needed for the Friday night Bay Club fund raising dance.
See Appendix 2 for Funfest Committee minutes
Utilities – no report
Natural Resources/Trails – Larry Scott detailed all the work being done on the temporary entrance to the Interpretative Trail. His committee will be dedicating the Grant Sharp Listening Center on September 16th as part of the Fun Fest activities, and then this ad hoc committee will cease to exist. Another committee is working with PLA on a possible trail in Ludlow Bay Cove. The opening of the Niblick’s Loop has been postponed until spring in order to minimize the work needed there in the marshy area. Asphalted areas will be given attention with the remaining monies in the Trails fund. He reminded all that during hunting season part of the Timberton Loop is multi-use Pope property and advised hikers to be aware. Plans are being made by Doris Monti for a celebration walk for the 10th Anniversary of the Timberton Loop; details will be found in The Voice. Next scheduled meeting of this committee is October 2 @ 9:00 am at the Beach Club.
See appendix 3 for Trails Committee minutes
Public Safety/Emergency Preparedness Committee – Tom Stone thanked Phil Norwine and Howard Morse for their combined 15 years of work in this area. He requested that a name change for this committee would be appropriate. He described the changing demographics, particularly in North Bay, and at his earlier presentation to the LMC today, he established their willingness to help him find a North Bay community coordinator. He outlined some budget requirements such as family service portable radios, and a base radio with antenna to be set up at the PLF & R station. He plans a spring meeting of all block captains and co-captains.
MSP that the Public Safety/Emergency Preparedness Committee be re-named the Port Ludlow Disaster Preparedness Group. (all ayes)
Recycling - a reminder of the Electronic Recycling Thursday, September 20.
Utilities – no report. A reminder that a new sub-station is being built in Chimacum to be ready for December. This will require the de-energizing of the Beaver Valley Road sub-station, and although Port Ludlow will not be without power during that process, it may be vulnerable but PSE assures that all necessary precautions have been taken to accommodate that.
Correspondence:
None
Health Facility in Port Ludlow – talks are in progress
New Business
Holiday Home Lighting Contest - Bev Browne encouraged a partnership with The Voice, the Chamber of Commerce and the PLVC. The Voice would promote the event and distribute information, the Chamber could be responsible for prizes and the PLVC board members could be tasked with judging.
July 4th Fireworks display – the Fire Chief suggests that a centrally held celebration should be considered. Matter to be discussed further in next workshop.
Holiday lighting for Paradise Bay Road is feasible now that the new light standards are in place, with the County paying the electric costs, and the PLVC arranging the lighting.
Bus Stop Shelters will be studied at the next workshop meeting.
Comments from the Floor
Frank Siler reported that the ballot package from the printer will be ready tomorrow afternoon, and asked for volunteers from the board to assist with stuffing the envelopes on Saturday at 9:00 am at the Bay Club. All positions have candidates, with the North Bay one-year position for one member being contested by two people. Ballot counter name to be announced shortly.
Bill Browne suggested that the proposed quarterly LMC/SBCA/PLVC officers’ meeting be held with the new officers once they are elected. This will be discussed at the next workshop meeting.
Announcements
Sept. Workshop Meeting –
Tuesday, September 18, 2007, 3:00 PM, Beach Club
Annual Membership Meeting –
Thursday, October 4, 2007. 3:00 PM, Beach Club
Meeting adjourned at 4:50 p.m.
APPENDICES
Appendix 1 Treasurer’s Report
Appendix 2 FunFest Committee Reports
August 16, 2007
Opening
Neil Robinson called the meeting to order at 9:35 a.m.
Vendor Update: Pat and Linda
Information for Fran – Site Layout: we have two designated handicapped vendors needing access to parking. Linda and Pat are requesting a site layout from Fran on all positions, especially the handicapped. Linda reported that ½ of the vendors are repeats and should have some priority if requested for specific locations. A list of confirmed vendors was provided. The silent cutoff date for vendors is August 24th with a deadline of September 1st. Swiss lavender farm plans to exhibit on Saturday only, however will pay vendor fees for both days.
Friday Night Opening Gala – Dominic
Kitsap Bank will provide 3 volunteers to assist with the opening gala. Additional volunteers are available and will be assigned specific duties. Lia will check with Kevin Hunter from Re/max (dance sponsor) to determine needs such as a table etc. It was agreed upon that a silent auction take place for the Artist’s Proof and Remark Artist’s posters with bidding beginning at $20.00. Dance tickets are available for sale at Kitsap Bank, Admiralty Bank, Beach Club, Bay Club and Friday Market.
Saturday and Sunday Entertainment – Dominic
Dominic and Mea will co-MC on Saturday and Bernie will MC on Sunday. Kori will arrange with her Marina crew to move, set up and dismantle the stage. THANK YOU KORI!! She has contacted the PLYC members regarding parking concerns during Funfest.
Activities – Tina
A sample of a decorated t-shirt was shared with the group. Children will select a stencil and use fabric markers to color their design onto t-shirts. Three canopies are needed for the children’s activities (make & take modelers, hands on wood activity with Boat Building School, and t-shirt painting). Canopy rental arrangements have been made with Just Ask rental in Port Hadlock.
Marketing
Commemorative lapel pins are available for sale at the following locations: Friday market, marina store, golf course pro shop and Niblick’s, Brady Chiropractic, SOS Printing, and the Visitor Center.
Posters and rack cards were divided for distribution as follows:
Marketing Banners:
Reader Boards:
A – Boards Placement:
Marilyn Durand will lead this effort and place A – Boards in the following locations at every intersection:
Advertising sales - $1,125.00 committed to date
Sponsorships - $1,300.00 committed to date w/Chamber of Commerce pending.
Safety and Grounds – Debbie and Dale
Dwayne Wilcox will contact the traffic department for orange cones. The question came up as to whether the traffic department, sheriff’s department or Olympic sewer may have vests available for us to borrow for Funfest. Neil purchased first aid kits for placement in the brats & beer tent and information booth. Debbie has been in contact with the Fire Department as to their role regarding safety concerns. Safety netting for the lagoon was briefly discussed for follow up.
Information Booth – Mary Stuart
Mary is arranging booth coverage. It was suggested that 1 CEA volunteer be available to assist with vendor set up and directions on Friday night. The information booth will sell both posters and lapel pins during Funfest as well as to assist with answering questions such as bathroom locations, lost and found, parking assistance etc.
Follow Up Details
Next Scheduled Meetings
Adjournment
Meeting adjourned at 11:20 a.m.
Volunteers will check in at the information booth where they will be directed to their assignment locations. Other details are in order.
Site Layout
Fran and her crew will distribute “trash” boxes. Fran will provide placards for wedding party and vendors. Doug Hubbard and Bill Mahler are assisting Fran. We need an additional volunteer to assist Fran with site layout.
Trash Pick-up
Arrangements complete. Volunteers include Sally Grything for Saturday night pick up and Peggy Manspeaker for Sunday night pick up.
Beer and Brats
Volunteer assignments are in the works. It was suggested and agreed that an introductory briefing on food handling be conducted prior to Funfest.
Next Scheduled Meeting
Thursday September 6 at 9:30 a.m. – 11:30 a.m. at the marina grounds
Adjournment
Meeting adjourned at 11:20 p.m.
Appendix 3 Trails Committee meeting minutes
Port Ludlow Trails/NRC Committee Meeting Minutes
04 Sept. 2007
The meeting was called to order by Trails Chairman Larry Scott at 9:00 a.m.
The day’s agenda and the 07 August 2007 minutes were approved.
Sub-committee Reports:
Finance: CFO Jack Manning was not present. No report.
Natural Resources: Dick Ullmann reported that Tansy Ragwort, a poisonous noxious but pretty yellow weed, is still thriving in our community and should be removed by anyone so willing.
Dick also reported good sales of our Natural Resources brochure at the Friday Markets.
The wild flowers that were planted and cared for by Dick are looking especially nice now. The individual plantings will need weeding maintenance in perpetuity and hopefully the flowers will reseed themselves each year. A few more native plants will be purchased and planted this fall, with more added in time.
It was suggested that some of the bird houses that were put up in the forest be moved closer to the margin of the forest as that might be preferable to some of the birds we are trying to attract.
A spiffing-up work party will be held Saturday, 08 Sept. to prepare the trail and entrance for the dedication on 16 Sept. See below – Interpretive Trail – for more information.
Stewards: Doris Monti, Stewards Coordinator, reported on her recent survey-of-the-trails. There are several places where numbered posts would be helpful on the Around the Bay Trail (#6, 7, 10 and 11 and arrows on the Timberton Loop (near #5 and 3). Dean Morgan has acquired the necessary signage and equipment for these and they are on the list of planned installations.
Doris also reported that we need more stewards. Skip Rasmussen is our newest steward and will be patrolling the Around the Bay Trail #18-25.
Dan Darrow reported that the Bill Lane Trail near the Bay Club is in excellent condition. Check it out!
Trails Status:
Interpretive Trail: The leaner tree by the bridge is still leaning. We had received a bid for its removal but the contractor has since been unresponsive. Larry will solicit another contractor’s bid.
Grant Sharpe Memorial: Marge Carter, leader of the ad hoc committee for this project, reported that Sunday, 16 Sept. has been chosen for the dedication of the new part of the trail. The “listening area” has new seating built and installed by Mike Porter and a compass rose which he also created. After this ceremony, the ad hoc committee will have no further commitment. Any monies left in the Grant Sharpe Fund will continue to go toward this trail’s upkeep, and then the Trails budget will be responsible.
Ludlow Cove: PLA has indicated that they would like us to help remove the massive Scot’s Broom growth on this trail. We are still considering ways to make this trail a loop.
Rainier: Bicyclers have been using this trail despite posted signs at beginning and end. We need to check to make sure the signs are still there. Any other suggestions to discourage this activity would be appreciated. Timberton Loop is the only trail on which bicycles are allowed.
New Business:
Goals & Priorities:
1. Signage for all trails
2. Niblick’s work
3. Lower Rainier water drainage – now that we’re approaching the wet season.
The meeting was adjourned at 10:35 a.m. Next meeting will be held at 9:00 a.m. 02 Oct. at the Beach Club.
Submitted by Soozie Darrow, Scribe