PLVC Workshop Meeting Notes

Tuesday, March 21, 2006

 

 

  1. The workshop meeting at the Bay Club was called to order at 9:00 AM, Elizabeth Van Zonneveld, President, presiding.  All council members were present except Don Clark and Bert Loomis. Eleven residents attended the meeting.

 

  1. Finance and Budget Committee discussions. Dwayne Wilcox opened the discussion and turned the floor over to John Cragoe of the Finance Committee. John stated that in his opinion, volunteer organizations require accurate procedures and minutes to ensure continuity. He presented a formatted draft budget and historical data from last few years. Dwayne Wilcox asked all to take a few days to review and then there would be another Finance Committee meeting. Discussions followed of when a final 2005-2006 Budget would be ready. Committee inputs were required. It was decided that the Finance Committee would hurry it’s gathering of data and would present a 2005-2006 budget at the April PLVC meeting. It was also decided that the Committee would start a more formalized process of getting committee budget inputs for the 2006-2007 Budget. There would also be discussions at the April PLVC meeting concerning the merits of changing the PLVC Fiscal year to a date that would be easier to gather data.

 

  1. Checking account request by Funfest Committee. Funfest Committee Chairperson, Marilyn Durand requested that their committee be allow their own checking Account due to the many incoming checks and frequent bills that they have to handle. Kitsap Bank has told them that they will give them an account with no cost to the Committee or PLVC. Bruce Pyles stated that he thought this was appropriate and that this type of Committee should manage their own account with oversight by PLVC. A budget was requested. Discussions followed with comments about allowing the committee to a set draw; that the Trails Committee has requested something similar; concern about personal liability and questions concerning if the Committee or PLVC owned the funds. No decision was made as this was a workshop, however, a Motion will be made at the April PLVC General meeting to allow a PLVC Funfest account to be set up

 

  1. Phone Directory– a new one is due.  We have the data base, advertising sales are needed. It was reported that the Communications Committee had met with the Voice with no recommendations on how to do this. It was suggested that PLVC “officially” commend the Voice’s data base person, Bob Force for his personal labor. It was suggested that PLVC take this task over from the Voice and that we hire a firm or person to collect the advertising and the rest would be handled by assigned Council members. The President stated that she would take for action the job of finding a willing Phone Directory leader.

 

  1. Friday Market public relations. Ralph Story reported that David Goudie had volunteered to take the public relations lead. The Friday Market Committee will be meeting this week to define roles and establish processes. They will also generate a budget and submit to the Finance Committee. 

 

  1. Trails Committee. It was reported that the committee had elected a new Chairman, Mike Porter. This will be announced and ratified at the PLVC April meeting. It was mentioned that the Natural Resource Committee, Chaired by Dick Ullmann, had been recently operating jointly with the Trails Committee. The president reported that she has asked both Dick Ullmann and Mike Porter for information on what agreements such as right to pass on properties, where trails pass, any easements entered into to be gathered so that these can be entered into the PLVC Archive files.

 

  1. Public works prioritizes road annually – should we ask to participate? Discussions held with questions such as we have never been invited before and would it do PLVC any good and how much would it cost to install the lighting. If not too expensive, perhaps we can share the lighting cost with PLA and ask for fund raising for the rest. Larry Nobles volunteered to look into the lighting funding with Jefferson County and Tom McKay stated he would make a proposal at the April meeting. A question was asked about Olympic Terrace Two secondary access road. This will be brought up to the SBCA for follow up.

 

  1. Keeping minutes for workshops. A discussion was undertaken about the value of workshop meeting notes. It was pointed out that workshops are only planning discussions in preparation for the monthly general meetings and no actions or votes are taken. It was also pointed out that meeting notes will preserve the discussions and allow absent council members and interested residents to keep abreast of topics of interest. It was pointed out that Roberts Rules of meetings state that minutes document actions and can also be used as a communications tool on what was discussed. A resident recommended that the PLVC publish more information than less. The Secretary will make a motion at the April meeting to post workshop minutes on the website under the Minutes section.

 

  1. GMA appeal by Bert Loomis. The Secretary passed to the Council members a package containing the Bert Loomis filing to the Western Washington Growth Management Hearing Board (WWBMHB)and related documents. The PLVC President reported that she had send a letter to the WWBMHB to recognize us as an interested party in the Loomis Petition and to request that the Council be notified of hearings, receive copies of any filings, and be given the opportunity to present testimony before the Board in this matter. It was reported that Jefferson County had recently filed an answering petition to the WWBMHB and that the President would provide council members copies. It was addressed that there may be a conflict of interest or perceived conflict of interest from a Council member who represent the community yet who files as a private citizen, a petition that could have major negative impact to the community. This will be addressed at the April general meeting.

 

  1. Revision and approval of Jan 13 special meeting. Needed corrective language is being given to the Secretary and he will address at the April meeting.

 

  1.  The Treasurer reported that he had not contacted the Voice as he was directed to because the Communications Committee had already had a meeting with them. The Secretary took an action to address this Voice meeting at the April PLVC meeting.

 

The workshop meeting adjourned approximately 11:30 a.m.

 

Submitted

Thomas Stone

Secretary