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Minutes of the 135^th Port Ludlow Drainage District

 Regularly Scheduled Meeting

Thursday December 10, 2009 10:00 a.m.

Call to order:  The 135^th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order by Chairman, Commissioner Leland Amundson at 10:00 a.m. 

PLDD Commissioners present: Leland Amundson, Walter Cairns, and James Laker

Minutes:  PLDD Commissioners approved as written the Minutes of the regularly scheduled November 12, 2009 meeting, and the November 23, 2009 Annual Budget Meeting.

Expenses:

The PLDD Commissioners approved Drainage District expenses that accrued from 11 November, 2009 to 09 December 2009 for the total amount of $64,024.31

 A breakdown of this total is shown below:

VOUCHER#	VENDOR	AMOUNT
09-061	LUDLOW MAINT. COMM.	216.80
09-062	WALTER CAIRNS	210.00
09-063	SUSAN BARTKUS	249.35
09-064	SETON CONSTRUCTION	58,769.16
09-065	THE LEADER	13.00
09-066	OLYMPIC TREE SERVICE	4,336.00
09-067	VIRGINIA BROWN	230.00

Public Forum:

·         Mel and Katie Smith, residents of Grove Court, reported that more sand had accumulated in the area of a previous project on the east side of Oak Bay and that rocks were beginning to wash down, creating deep channels and gouges.  By a motion made, seconded and unanimously approved, Commissioners directed PLDD Engineer Nancy Lockett to hire and supervise Joe Thompson to perform the repair work necessary to correct the situation, including bringing in more rock , at the cost of $550.00.

·         Commissioner Walter Cairns reported that Jefferson County Auditor Donna Eldrige had requested mailing labels for the upcoming PLDD Election in February 2010.  Ludlow Maintenance Commission (LMC) General Manager Brian Belmont informed Commissioners that the LMC data base could be accessed to provide labels only for LMC residents, not for other areas in the PLDD such as Ludlow Cove.  Chairman Commissioner Leland Amundson will speak with Ms. Eldrige later this day to clarify what is required.

Old Business:

1. Engineer Leigh Nelson, representing Gray & Osborne engineering in engineer Nancy Lockets’ absence, reported that a survey will be done during the next two weeks for the Rainier to Oak Bay Greenbelt Drainage project.  Ms. Nelson also reported that this project would not qualify for ecology Low Impact Development (LID) grant money.  Commissioners are still hoping that Public Work Trust Fund loans will be restored in the near future.  A pre-construction Public Works Trust Fund (PWTF) Design loan was secured for the PLDD, and the PLDD was planning to obtain a PWTF Construction Loan at ½% interest with the funding being accessible for construction in July of 2010; however, due to the economy the State Legislature deferred distributing Construction Loans for the next two (2) years, money that was available has been put into the general fund.  Design for PLDD projects continued, as the funding for that portion of the project was provided.  Meanwhile, PLDD will use its reserve account to finance construction projects
2. Engineer Nelson reported that Seton Construction is done with the Jackson Lane project; two French drains were shortened as the original design length wasn’t needed.  Seton will possibly begin the Warbler Lane project on Monday, December 14, 2009; rock will also be delivered on that date.  Engineer Nelson and Commissioner Cairns reported that access was difficult; one worker sank up to his waist in the mud, Seton had also gotten equipment stuck, at this point, access to the site was gained through another lot easement.  Engineer Lockett walked the property with Mr. & Ms. Orchanian, clearing began last Monday.    
3. The Ditch Re-alignment from Oak Bay Road to the Wastewater Treatment Plant (WWTP) is substantially done, with only the landscaping restoration remaining.  Engineer Lockett met with Ms. McLeod, a resident of Montgomery Lane who was concerned with saturation around her property, Ms. Lockett pointed out to Ms. McLeod that her property was being affected by groundwater saturation, not storm water runoff.   Resident Katie Smith asked who would maintain the landscaping in this area.  Chairman Commissioner Amundson will speak with Joe Thompson to see if he’s willing to perform the landscape maintenance.   He will then ask Port Ludlow Associates (PLA) for their consent, since they are the property owners. 
4.  A protocol letter prepared by Engineer Lockett, was approved and signed by PLDD Commissioners and will now be sent to the Ludlow Maintenance Commission (LMC).  This letter notifies them that in the future prior to any tree or brush clearing activities, a plan would be required (see below) and that any small actions taken over a period of time could have a cumulative effect.   This would be in accordance with the Washington State Department of Ecology (DOE) Storm water Manual, which mandates requirements for land disturbing activity (the Storm Water Manual has been adopted by Jefferson County and the PLDD and therefore these rules must be adhered to by all members).  The 2005 WSDOE Storm Water Manual, Chapter 2, Vol I, pg 2-9 flow chart describes what situations would require a drainage plan.  Ms. Lockett summarized during the August PLDD meeting, that basically before clearing a lot, a storm water site plan was required if 7,000 or more square feet of land were involved.  Plans are beneficial by helping to reduce the possibility of erosion, pollution, and other complications resulting from vegetation removal. 
5. Engineer Nelson reported that an estimate from Seton Construction hasn’t yet been given for the Libby Court Catch Basin Erosion Protection Project.   During the November PLDD meeting, Commissioners directed Engineer Lockett to speak with Mr. Thompson about performing regular maintenance there.  Ms. Nelson also reported that Ms. Lockett will return for the January 14, 2010 PLDD meeting.

 

New Business: 

1.    Commissioner Walter Cairns requested that the engineers investigate the Water Flow into the Bioswales and the Detention Pond; he is concerned because he hasn’t observed any water coming down there, and he suspects that there must be an obstruction by Michael Cahn’s home on Well’s Ridge Court.  Commissioner James Laker reported that he will walk down to the area to observe the situation as well.   

 The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday January 14, 2009 at 10:00 a.m., at the Beach Club in the Bay View Room.

 The December 10, 2009 regular meeting of the Port Ludlow Drainage District adjourned at 10:47 a.m.

Respectfully Submitted:                 Approved:                          Approved:

James Laker                                    Walter Cairns                     Lee Amundson

Drainage District                              Drainage District               Drainage District

Secretary                                           Commissioner                   Chairman &Treasurer

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Minutes of the 134^th Port Ludlow Drainage District

 Regularly Scheduled Meeting

Thursday November 12, 2009 10:00 a.m.

~ Approved ~

 Call to order:  The 134^th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order by Chairman, Commissioner Leland Amundson at 10:00 a.m. 

 

PLDD Commissioners present: Leland Amundson, Walter Cairns, and James Laker  

Prior to conducting the regular meeting, PLDD Commissioners by  motions made, seconded and unanimously approved, hired Joe Thompson to complete small works projects of 1) Cleaning out the drainage basin and detention pond for an estimated fee of $2,800.00, and 2) Clearing the embankment on Oak Bay Road just above Baldwin Lane for an estimated fee of $1,200.00.   Mr. Thompson also agreed to perform regular maintenance work for the PLDD at various locations as directed by Engineer Nancy Lockett.

PLDD Commissioners approved  as written the Minutes of the regularly scheduled September 12, 2009 meeting, the Minutes of the regularly scheduled October 8, 2009 meeting, and the Amendment of item # 5 of Old Business  to the Minutes of the  August 13, 2009 meeting Minutes. 

Expenses:

The PLDD Commissioners approved Drainage District expenses that accrued from 07 October, 2009 to 11 November, 2009 for the total amount of $1,886.78 

 A breakdown of this total is shown below:

VOUCHER#	VENDOR	AMOUNT
09-056	LEE AMUNDSON	805.12
09-057	WALTER CAIRNS	186.20
09-058	SUSAN BARTKUS	69.26
09-059	OLYMPIC TREE SERVICE	596.20
09-060	VIRGINIA BROWN	230.00

Public Forum:

·         Mel Smith, resident of Grove Court, reported that sand was beginning to accumulate in the area of a previous project on the east side of Oak Bay and that rocks were beginning to wash down.  Mr. Smith asked that someone would take a look at the area.  Engineer Lockett will visit the site after this days meeting to assess the situation.

 Business:

1. Engineer Lockett reported that there have been no new developments regarding the Rainier to Oak Bay Greenbelt Drainage project.   PLDD Commissioners and PLDD Engineer Nancy Lockett had a Contract Construction meeting after the October 8, 2009 regular meeting with Seton Construction and Olympic Water & Sewer.  A pre-construction Public Works Trust Fund (PWTF) Design loan was secured for the PLDD, and the PLDD was planning to obtain a PWTF Construction Loan at ½% interest with the funding being accessible for construction in July of 2010; however, due to the economy the State Legislature deferred distributing Construction Loans for the next two (2) years, money that was available has been put into the general fund.  Design for PLDD projects continued, as the funding for that portion of the project was provided.  Meanwhile, PLDD will use its reserve account to finance construction projects. 
2. Engineer Lockett reported that Seton Construction will begin working on the Orchanian, Warbler and Jackson Lane projects, beginning with Warbler, then Jackson, then on to the Orchanian property.  This will include work to be done at the Libbey Court Catch Basin Erosion Protection area as a separate line item for one of the three (3) stand alone PLDD Small Works contracts.  The first contract will be for maintenance, which will include cleaning and maintenance of ditches, the berm on Libbey court, and repairing (filling in) the hole on Oak Bay & Baldwin.  The second Small Works Roster contract will include Foster/ Jackson Lanes, Machias, and the small rock pad located at Warbler; there will be three (3) schedules with this one contract.  Engineer Lockett previously reported that plans include continuing the French drain up to lot # 54, this will involve carrying water from the culvert and multiple lots and getting easements off Jackson Lane (because of the topography) to carry the drainage down to the Rainier/Oak Bay greenbelt, away from Ken & Merilee Mounts property on lot # 2-3-051 where it has been accumulating.  Chairman Commissioner Lee Amundson reported that Jefferson County Public Works was reducing the access fee (for a permit for access to job sites from county roads) from $215.00 to $49.00, as yet no bill has been received, he will check with Public Works about this.
3. Seton Construction began work on the Ditch Re-alignment from Oak Bay Road to the Wastewater Treatment Plant (WWTP).  Engineer Lockett reported that design changed from a grass swale to rock due to the wet conditions in the area.  Ms. Lockett will consult with the landscape designer after this days meeting.   The area will be hydro-seeded; the pipe under the planned bridge will be taken out so there will be no constriction to flow.  Plans will be finalized and an estimate done today, there will be a reduction in cost but maintenance to the plantings will need to be done in the area on a regular basis. 
4. Engineer Lockett  submitted a new draft to the Commissioners of a protocol letter to be sent to the Ludlow Maintenance Commission (LMC) informing them that in the future prior to any tree or brush clearing activities, a plan would be required (see below) and that any small actions taken over a period of time could have a cumulative effect.   This would be in accordance with the Washington State Department of Ecology (DOE) Storm water Manual, which mandates requirements for land disturbing activity (the Storm Water Manual has been adopted by Jefferson County and the PLDD and therefore these rules must be adhered to by all members).  The 2005 WSDOE Storm Water Manual, Chapter 2, Vol I, pg 2-9 flow chart describes what situations would require a drainage plan.  Ms. Lockett summarized during the August PLDD meeting, that basically before clearing a lot, a storm water site plan was required if 7,000 or more square feet of land were involved.  Plans are beneficial by helping to reduce the possibility of erosion, pollution, and other complications resulting from vegetation removal.   Commissioners will review Ms. Locket's draft letter prior to sending it to the LMC.
5. The Libbey Court Catch Basin project was briefly discussed.  No progress has taken place.  Engineer Lockett will speak with Seton Construction about these plans.   LMC Greenbelt Committee (GBC) Chair, Ted Buehler, in attendance at this days meeting, reported receiving a request to the GBC from resident Chris Robin regarding the Libbey Court drainage ditch that runs into the drainpipe.  Mr. Buehler distributed copies of Mr. Robins request to the PLDD Commissioners, and Engineer Lockett.  In Mr. Robins request he states “The culvert on LMC property, behind the back house of 41 Libby is badly overgrown, and has a large amount of leaves & rocks that need to be cleaned out & cut out before the upcoming winter, in order to prevent flooding of the house as happened in the 1990’s.”  Attached to Mr. Robins GBC request is a site diagram of the area with additional pleas to put the area on an annual maintenance schedule.   Commissioner Cairns stated that problems occur due to lawn clippings and debris getting dumped and washing down into the drainage system, he recalled Joe Thompson clearing the area previously (two or three years ago).  Commissioners discussed the topography of the area and directed Engineer Lockett to speak with Mr. Thompson about performing regular maintenance there.

New Business: 

1.    Commissioners and Engineer Lockett reviewed 2009 budget expenditures, funds remaining, and the upcoming annual Budget Meeting for 2010 at length.  Chairman Amundson reported that he has written a request to Jefferson County Auditor Donna Eldrige to increase Capital Expenditures.  After extensive review of all aspects of the budget, Chairman Amundson stated that he will meet with Judy from Jefferson County and re-adjust what needs to be withdrawn from the reserve account to meet the 2009 obligations.  Re-adjustments are due in part to PWTF loan funds not being available at this time (see item # 1. under Old Business for further clarification) they have been put on hold by Washington State legislature.  The Special 2010 Annual Budget Meeting will take place on November 23, 2009 at 7:00 p.m.; these issues will be further discussed at this meeting.   Commissioner Cairns pointed out two (2) change corrections to the proposed budget draft, that of changing the Machias/Orchanian project to January, and changing a typographical error to the budget adjustment from 2007 contingency to 2010 contingency.

2.    By a motion made, seconded and unanimously approved, Commissioners hired Jack McKay at the rate of $55.00 per hour, for a maximum of two hours per month to update and maintain the PLDD website.  Resident Katie Smith asked if the PLDD website could be linked to the Port Ludlow Today website, Mr. McKay commented that it might be possible, he will also compile updated photographs for the website.       

 

Commissioner’s Reports and Comments:  Commissioners had nothing new to report beyond what was discussed earlier during this meeting.

 The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday December 10, 2009 at 10:00 a.m., at the Beach Club in the Bay View Room.

 The November 12, 2009 regular meeting of the Port Ludlow Drainage District adjourned at 11:57 a.m.

 Respectfully Submitted:                 Approved:                          Approved:

 James Laker                                    Walter Cairns                     Lee Amundson

Drainage District                              Drainage District               Drainage District

Secretary                                           Commissioner                   Chairman &Treasurer

 

 

 

 

 

 

 

 

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Minutes of the 133^rd Port Ludlow Drainage District

 Regularly Scheduled Meeting

Thursday October 8, 2009 10:00 a.m.

Call to order:  The 133^rd regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order by Chairman, Commissioner Leland Amundson at 10:00 a.m.  

PLDD Commissioners present: Leland Amundson, Walter Cairns, and James Laker

PLDD Commissioners deferred approval of the Minutes of the regularly scheduled September 10, 2009 meeting until November 12, 2009 as administrative assistant Susan Bartkus was absent at this days meeting.

Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that accrued from 09 September, 2009 to 07 October, 2009 for the total amount of $4,326.3

 A breakdown of this total is shown below:

VOUCHER#	VENDOR	AMOUNT
09-050	Walter Cairns	140.00
09-051	Susan Bartkus	138.53
09-052	Gray & Osborne	3,380.84
09-053	Ludlow Maint. Com	433.60
09-054	L&I	3.39
09-0055	Virginia Brown	230.00

Public Forum: There were no issues brought to the Commissioners attention by the public during this forum

Old Business:

1. The Rainier to Oak Bay Greenbelt Drainage project was discussed.   PLDD Commissioners and PLDD Engineer Nancy Lockett will have a Contract Construction meeting after this day’s regular meeting with Seton Construction and Olympic Water & Sewer.  A pre-construction Public Works Trust Fund (PWTF) Design loan was secured for the PLDD, and the PLDD was planning to obtain a PWTF Construction Loan at ½% interest with the funding being accessible for construction in July of 2010; however, due to the economy the State Legislature deferred distributing Construction Loans for the next two (2) years, money that was available has been put into the general fund.  Design for PLDD projects continued, as the funding for that portion of the project was provided.  Meanwhile, PLDD will use its reserve account to finance construction projects. 
2. Seton Construction will begin working on the Orchanian, Warbler and Jackson Lane projects.  This will include work to be done at the Libbey Court Catch Basin Erosion Protection area as a separate line item for one of the three (3) stand alone PLDD Small Works contracts.  The first contract will be for maintenance, which will include cleaning and maintenance of ditches, the berm on Libbey court, and repairing (filling in) the hole on Oak Bay & Baldwin.  The second Small Works Roster contract will include Foster/ Jackson Lanes, Machias, and the small rock pad located at Warbler; there will be three (3) schedules with this one contract.  Engineer Lockett previously reported that plans include continuing the French drain up to lot # 54, this will involve carrying water from the culvert and multiple lots and getting easements off Jackson Lane (because of the topography) to carry the drainage down to the Rainier/Oak Bay greenbelt, away from Ken & Merilee Mounts property on lot # 2-3-051 where it has been accumulating.
3. Seton Construction will also begin work on the Ditch Re-alignment from Oak Bay Road to the Wastewater Treatment Plant (WWTP).  An impermeable membrane barrier will be put under the pond outside the WWTP fence.  The deer fence that had been included in the plans has been deleted and re-work on Oak Bay has been added.    
4. Commissioners reviewed a protocol letter drafted by Engineer Lockett to be sent to the Ludlow Maintenance Commission (LMC) informing them that in the future prior to any tree or brush clearing activities, a plan would be required (see below) and that any small actions taken over a period of time could have a cumulative effect.   This would be in accordance with the Washington State Department of Ecology (DOE) Storm water Manual, which mandates requirements for land disturbing activity (the Storm Water Manual has been adopted by Jefferson County and the PLDD and therefore these rules must be adhered to by all members).  The 2005 WSDOE Storm Water Manual, Chapter 2, Vol I, pg 2-9 flow chart describes what situations would require a drainage plan.  Ms. Lockett summarized during the August PLDD meeting, that basically before clearing a lot, a storm water site plan was required if 7,000 or more square feet of land were involved.  Plans are beneficial by helping to reduce the possibility of erosion, pollution, and other complications resulting from vegetation removal.   Commissioners will revise Ms. Locket's draft letter prior to sending it to the LMC

New Business: 

1.    Engineer Lockett gave a power point history of the comprehensive storm water plans and construction efforts of the PLDD, starting with the year 2001 until the present day.   Water quality testing will be completed in 2010.

Commissioner’s Reports and Comments:

1.    Commissioner Walter Cairns announced that the South Bay Annexation Committee has withdrawn their request to annex South Bay to the PLDD.

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday November 12, 2009 at 10:00 a.m., at the Beach Club in the Bay View Room.

The October 08, 2009 regular meeting of the Port Ludlow Drainage District adjourned at 11:00a.m, with Engineer Locket's power point presentation following immediately after.

Respectfully Submitted:                 Approved:                          Approved:

James Laker                                    Walter Cairns                     Lee Amundson
Drainage District                              Drainage District               Drainage District
Secretary                                           Commissioner                   Chairman &Treasurer

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Minutes of the 132^nd Port Ludlow Drainage District

 Regularly Scheduled Meeting

Thursday September 10, 2009 10:00 a.m.

Call to order:  The 132^nd regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order by Chairman, Commissioner Leland Amundson at 10:00 a.m. 

PLDD Commissioners present: Leland Amundson, Walter Cairns, James Laker

The Minutes of the regularly scheduled August 13, 2009 meeting were approved as written.

Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that accrued from 13 August 2009, to 09 September for the total amount of $ 16,471.65

 A breakdown of this total is shown below:

VOUCHER#	VENDOR	AMOUNT
09-044	SUSAN BARTKUS	83.11
09-045	WALTER CAIRNS	140.00
09-046	GRAY & OSBORNE	12,721.74
09-047	LEE AMUNDSON	420.00
09-048	LUDLOW MAINT. COMM.	216.80
09-049	ENDURIS WASHINGTON	2,660.00
09-050	VIRGINIA BROWN	230.00

Public Forum: There were no issues brought to the Commissioners attention by the public during this forum

Old Business:

1. The Rainier to Oak Bay Greenbelt Drainage project was briefly discussed.   Survey of this area is partially complete, total access to the area was unobtainable, now that the blackberry bushes are becoming dormant, Engineer Lockett will schedule the surveyors to finish surveying.  A pre-construction Public Works Trust Fund (PWTF) Design portion loan has been secured for the PLDD, with the construction portion being put on hold for the immediate future. The PLDD was planning to obtain a PWTF Construction Loan at ½% interest with the funding being accessible for construction in July of 2010; however, due to the economy the State Legislature deferred many of the Construction Loans for the next two (2) years with the money being put into the general fund.  Commissioners instructed Engineer Lockett to proceed with the design, as the funding for that portion of the project is there, but to get a specific dollar amount prior to planning construction.  Chairman Amundson relayed during the June 2009 PLDD meeting, that the PLDD has received a PWTF loan of $46,000.00 for design, and will now use other funds in the PLDD reserve account to start construction for it’s other projects, including the Greenbelt on Rainier and Oak Bay and Cascade Lane areas. 
2. Engineer Lockett reported that Seton Construction was the lowest bidder for the work to be done on the Orchanian, Warbler and Jackson Lane projects, upon her recommendation, and by a motion duly made; seconded and unanimously approved Commissioners awarded the contract to Seton Construction.  This will include work to be done at the Libbey Court Catch Basin Erosion Protection area as a separate line item for one of the three (3) stand alone PLDD Small Works Maintenance contracts.  The first contract will be for maintenance, which will include cleaning and maintenance of ditches, the berm on Libbey court, and repairing (filling in) the hole on Oak bay & Baldwin.  The second Small Works Roster contract will include Foster/ Jackson Lanes, Machias, and the small rock pad located at Warbler; there will be three (3) schedules with this one contract. 
3. The Ditch Re-alignment from Oak Bay Road to the Wastewater Treatment Plant was discussed, with Engineer Lockett reporting that Seton Construction was also the lowest bidder for this project.  Residents William & Elizabeth Singer (owners of lot # 2-3-049) still need to sign easement consent, Ronald & Joanne Racki (owners of lot #’s 2-3-051B & 2-3-052) need to have their easement consent notarized, and a signed easement from Port Ludlow Associates (PLA) must still be obtained.  Engineer Lockett will work on acquiring these documents. Engineer Lockett previously reported that plans include continuing the French drain up to lot # 54, this will involve carrying water from the culvert and multiple lots and getting easements off Jackson Lane (because of the topography) to carry the drainage down to the Rainier/Oak Bay greenbelt, away from Ken & Merilee Mounts property on lot # 2-3-051 where it has been accumulating.  Commissioners decided to eliminate the previously planned deer fencing, thereby reducing the cost of this project by $24,000.00.  By a motion duly made, seconded and unanimously approved, Commissioners voted to award the contract for this project to Seton Construction contingent upon easements being granted.  
4. Washington State Department of Ecology (DOE) Storm water Manual requirements for land disturbing activity, specifically, the type of activity that would require a drainage plan, were again reviewed.  The 2005 WSDOE Storm Water Manual, Chapter 2, Vol I, pg 2-9 flow chart describes what situations would require a drainage plan.  Ms. Lockett summarized during the August PLDD meeting, that basically before clearing a lot, a storm water site plan was required if 7,000 or more square feet of land were involved.  Having this type of plan would be beneficial by helping to reduce the possibility of erosion, pollution, and other complications from vegetation removal.   Commissioners discussed the protocol and construction of a letter to the LMC and its Architectural Control Committee (ACC) informing them that in the future, a plan would be required in these circumstances, and that any small actions taken over a period of time could have a cumulative effect, such as recent activity on property located off of Foster Lane.  This Storm Water Manual has been adopted by Jefferson County and the PLDD and therefore these rules must be adhered to by all members.  Commissioner Cairns suggested that the PLDD should send a letter to the LMC, notifying them of these requirements, but prior to sending it the PLDD should get legal advice regarding this issue. Commissioners directed Engineer Lockett to draft a letter to be reviewed during the October PLDD meeting. 
5. Since the Maintenance Contract Bid Opening had no bids, Commissioners agreed that it could be added as a change order to the Libbey Court project, as suggested by Engineer Lockett, that is if Seton Construction would be willing to do it,  or if they would be willing  to subcontract the work since Seton carries the necessary bonding and insurance.  Ms. Lockett will speak with them regarding this issue. 
6. Engineer Lockett submitted to the Commissioners a letter draft to Greenbelt Committee Chair, Ted Buehler regarding the PLDD opinion as to what should be done by Mike & Elizabeth Fessler (owners of lot #’s 1-2-023 & 1-2-022), to alleviate their curtain drain problems.  Previously, Mr. Fessler made a request to the Greenbelt Committee (GBC) to remove a berm, re-seed the Greenbelt area next to his property, as well as be granted an easement for a downspout off of his property that would discharge into the Greenbelt.  Mr. Fessler’s plans showed a curtain drain in the easement draining into a sump.  GBC Chair Ted Buehler attended the August 13, 2009 PLDD meeting to see if the PLDD would attend to Mr. Fessler’s drainage plan.  Previously In a letter to the PLDD from Mr. Buehler, dated July 23, 2009, Mr. Buehler stated “Also we thought that since you have access to an engineering firm, that possibly you could produce the required diagram, it might save the Fessler’s some time and money”. This statement suggesting that the PLDD should pay the engineering firm for Mr. Fessler’s curtain drain plans. Commissioner Cairns recommended that Mr. Fessler have a plan prepared by a professional licensed Engineer for his own property at his own expense, including installation costs.  Commissioners objected to the sump included with the plans, as well as diverting water off his property into the Greenbelt on the bluff in this area.  A vote was taken to allow Mr. Fessler the right to utilize the bluff drainage easement for his roof drains with Commissioners Cairns and Laker voting against this.  Commissioners then directed Engineer Lockett to send a letter from the PLDD to Mr. Fessler recommending that he have a licensed engineer design a downspout to a foundation drain ground pipe, six (6) inches underground to an elephant pipe that discharges over the bluff (to avoid erosion and saturation), or to a splash pad for disbursement, solutions that are normal courses of action for other bluff property owners.  By a motion duly made, seconded and unanimously approved, Commissioners directed Ms. Lockett to send the letter to Ted Buehler, GBC Chair. 

New Business:  There was no new business to discuss during this days     meeting.

Commissioner’s Reports and Comments:

 Commissioner’s had nothing new to report at this meeting

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday October 8, 2009 at 10:00 a.m., at the Beach Club in the Bay View Room.

The September 10, 2009 regular meeting of the Port Ludlow Drainage District adjourned at 10:55 a.m.

Respectfully Submitted:                 Approved:                          Approved:

James Laker                                    Walter Cairns                     Lee Amundson
Drainage District                              Drainage District               Drainage District
Secretary                                           Commissioner                   Chairman &Treasurer

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Minutes of the 131^st Port Ludlow Drainage District

 Regularly Scheduled Meeting

Thursday August 13, 2009 10:00 a.m.

Call to order:  The 131^st regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order by Chairman, Commissioner Leland Amundson at 10:00 a.m. 

PLDD Commissioners present: Leland Amundson, Walter Cairns, James Laker

The Minutes of the regularly scheduled July 8, 2009 meeting were approved as written.

Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that accrued from 09 July 2009 to 12 August 2009, for the total amount of $9557.32

 A breakdown of this total is shown below:

VOUCHER#	VENDOR	AMOUNT
09-039	GRAY & OSBORNE	8,741.14
09-040	WALTER CAIRNS	280.00
09-041	SUSAN BARTKUS	166.23
09-042	SYMPLIFIED TECHNOLOGIES	139.95
09-043	VIRGINIA BROWN	230.00

Public Forum:

·         Karen Miner, a resident of the Port Ludlow Cove area attended this days meeting to address drainage problems that have arisen due to landscaping over the bioswale.  Chair Lee Amundson reported that underbrush around the tanks in this area needed to be cleaned out, and that three (3) houses have put rock over the bioswale, encroaching onto the PLDD easement.  Former PLDD Chair Richard Regan reported that the house at the far left end of the area has been built out, thus eliminating the PLDD access.  Further discussion about this topic included  the possibility of writing a letter to owners in that area notifying them that they would have to restore the approach to the PLDD easement so maintenance could be conducted.  By a motion duly made, seconded and unanimously approved PLDD Commissioners directed Engineer Nancy Lockett to include cleaning out brush in the Ludlow Cove area in the PLDD Maintenance contract.  Ms. Miner further reported to Commissioners additional drainage problems in this area, Commissioners and Engineer Lockett will conduct a site visit to further assess the situation after this days meeting.

·         Richard Regan, former PLDD Commissioner, brought up the issue of water quality testing, and how important this is becoming.  Mr. Regan suggested that the PLDD should take some water quality samples soon, prior to Jefferson County taking action and invalidating the PLDD’s exemption regarding this matter.  Commissioners and Engineer Lockett discussed the last PLDD testing done in 2004, and how these parameters could be used as a baseline for new tests.  Guests and Commissioners discussed areas that should be tested.  

Old Business:

1. The Rainier to Oak Bay Greenbelt Drainage project was briefly discussed.   Engineer Lockett previously reported that survey of this area was partially complete, complete access to the area was unobtainable; survey will therefore be finalized after the blackberry bushes become dormant this fall.  A pre-construction Public Works Trust Fund (PWTF) Design portion loan has been secured for the PLDD, with the construction portion being put on hold for the immediate future. The PLDD was planning to obtain a PWTF Construction Loan at ½% interest with the funding being accessible for construction in July of 2010; however, due to the economy the State Legislature deferred many of the Construction Loans for the next two (2) years with the money being put into the general fund.  Commissioners instructed Engineer Lockett to proceed with the design, as the funding for that portion of the project is there, but to get a specific dollar amount prior to planning construction.  Chairman Amundson relayed during the June 2009 PLDD meeting, that the PLDD has received a PWTF loan of $46,000.00 for design, and will now use other funds in the PLDD reserve account to start construction for it’s other projects, including the Greenbelt on Rainier and Oak Bay and Cascade Lane areas.  Engineer Lockett additionally reported at this days meeting that her firm, Gray & Osborne would be sending representatives to the IACC conference, regarding how the state legislature will be managing funding.  Commissioner Cairns suggested that Ms. Lockett write a letter to the PWTF on behalf of the PLDD, asking them to re-instate the program and the PLDD funding specifically, with the Commissioners signing the letter.  Commissioners and Engineer Lockett further discussed stimulus monies that were distributed to entities including, WSDOT, Department of Ecology and the Department of Health; and the onerous requirements placed on these agencies in order to use these funds.
2. Engineer Lockett will include the Libbey Court Catch Basin Erosion Protection area as a separate line item for one of the three (3) stand alone PLDD Small Works Maintenance contracts that she will be sending out for bid on Monday August 17, 2009.  The first contract will be for maintenance, which will include cleaning and maintenance of ditches, the berm on Libbey court, and repairing (filling in) the hole on Oak bay & Baldwin.  The second Small Works Roster contract will include Foster/ Jackson Lanes, Machias, and the small rock pad located at Warbler; there will be three (3) schedules with this one contract.  The third Small Works Contract will be for the Waste Water Treatment Plant ditch project.  Discussion was held on when the bid opening could be held, when to have a special meeting to award, and public notification advertised in the Port Townsend Leader.
3. Engineer Lockett reported that she has an appointment with Ms. Orchanian (owner of lot # 1-5-010)  to complete staking out the area that will be worked on near the Orchanian property on Machias Loop prior to the contract for this work being sent out for bid.  Design plans include laying new pipe in the existing trench; this will enable flow to discharge into the greenbelt area with a splash pad in place to help prevent erosion problems.
4. Discussion was held about obtaining further construction easements from Ronald & Joanne Racki (owners of lot #’s 2-3-051B & 2-3-052), and from William & Elizabeth Singer (owners of lot # 2-3-049).  Obtaining these easements will enable the PLDD access to alleviate the Foster/Jackson Lane Drainage Issues.  Engineer Lockett previously reported that plans include continuing the French drain up to lot # 54, this will involve carrying water from the culvert and multiple lots and getting easements off Jackson Lane (because of the topography) to carry the drainage down to the Rainier/Oak Bay greenbelt, away from Ken & Merilee Mounts property on lot # 2-3-051 where it has been accumulating.  Engineer Lockett will call Ms. Mount to see if she can help expedite this process.
5. Ludlow Maintenance Commission (LMC) Greenbelt Chair Ted Buehler brought to this days meeting copies of a report done by Costal Geological Survey for Mike & Elizabeth Fessler (owners of lot #’s 1-2-023 & 1-2-022).  Mr. Fessler made a request to the Greenbelt (GBC) to remove a berm, re-seed the Greenbelt area next to his property, as well as be granted an easement for a downspout off of his property that would discharge into the Greenbelt.  Mr. Buehler attended today’s meeting to clarify to the PLDD that his intent on passing along the information to the PLDD was not to have the PLDD pay for this downspout, but to get the Commissioners opinion about this matter.  Commissioners reviewed past advice given to Mr. Fessler by the PLDD, as well as reviewing the plans now submitted.  Mr. Fessler’s plans showed a curtain drain in the easement draining into a sump.  At this point Commissioner Cairns recommended that Mr. Fessler have a plan prepared by a professional licensed Engineer for his own property at his own expense, including installation costs.  Commissioners objected to the sump included with the plans, as well as diverting water off his property into the Greenbelt area on the bluff in this area.  A vote was taken to allow Mr. Fessler the right to utilize the bluff drainage easement for his roof drains with Commissioners Cairns and Laker voting against this.  Commissioners then directed Engineer Lockett to send a letter from the PLDD to Mr. Fessler recommending that he have a licensed engineer design a downspout to a foundation drain ground pipe, six (6) inches underground to an elephant pipe that discharges over the bluff (to avoid erosion and saturation), or to a splash pad for disbursement, solutions that are normal courses of action for other bluff property owners.
6. Mr. Buehler also notified PLDD Commissioners that Stacy & Rene`  Ritch (owners of the new home constructed on lot # 1-3-042) did not notify the GBC when their drainage was hooked up (as required by LMC) nor did they conform to the plans approved by PLDD Commissioner Walter Cairns, this error should have been caught by the Jefferson County Building inspector.
7. Brief discussion was held pertaining to the South Bay being annexed into the PLDD.  Obtaining drainage sites, plat maps, topography, and plans of the area were discussed.  This matter will be removed from the agenda until such a time as South Bay residents again express their wish to again bring it to the PLDD’s attention.

New Business:

·         Engineer Lockett, at Commissioner Cairns request, reviewed Washington State Department of Ecology (DOE) Storm water Manual requirements for land disturbing activity, specifically, what type of activity would require a drainage plan.  The 2005 WSDOE Storm Water Manual, Chapter 2, Vol I, pg 2-9 flow chart describes what situations would require a drainage plan.  Ms. Lockett summarized that basically before clearing a lot, a storm water site plan was required if 7,000 or more square feet of land were involved.  Having this type of plan would be beneficial by helping to reduce the possibility of erosion, pollution, and other complications from vegetation removal.   Jefferson County, as well as the PLDD have adopted these Storm Water requirements thus, Commissioners directed Engineer Lockett to prepare a letter to the LMC and its Architectural Control Committee (ACC) informing them that in the future, a plan would be required in these circumstances, and that any small actions taken over a period of time could have a cumulative effect, such as recent activity on property located off of Foster Lane.

Commissioner’s Reports and Comments:

 Commissioner’s had nothing new to report at this meeting

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday September 10, 2009 at 10:00 a.m., at the Beach Club in the Bay View Room.

 The August 13, 2009 regular meeting of the Port Ludlow Drainage District adjourned at 11:44 a.m.

 Respectfully Submitted:                 Approved:                          Approved:

James Laker                                    Walter Cairns                     Lee Amundson
Drainage District                              Drainage District               Drainage District
Secretary                                           Commissioner                   Chairman &Treasurer

South Bay Annexation Proposal July 9

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Minutes of the 130^th Port Ludlow Drainage District

 Regularly Scheduled Meeting

Thursday July 9, 2009 10:00 a.m.

Call to order:  The 130^th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order by Chairman, Commissioner Leland Amundson at 10:00 a.m. 

PLDD Commissioners present: Leland Amundson, Walter Cairns, James Laker

The Minutes of the regularly scheduled June 11, 2009 meeting were approved as written.

 Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that accrued from 10 June 2009 to 08 July 2009, for the total amount of $9,557.32

A breakdown of this total is shown below:

VOUCHER#	VENDOR	AMOUNT
09-039	GRAY & OSBORNE	8,741.14
09-040	WALTER CAIRNS	280.00
09-041	SUSAN BARTKUS	166.23
09-042	SYMPLIFIED TECHNOLOGIES	139.95
09-043	VIRGINIA BROWN	230.00

Public Forum:

·         Dwayne Wilcox, owner of lot number 2-1-049, asked the Commissioners for their thoughts regarding the maintenance agreement he has with the Greenbelt Committee.  This agreement gives Mr. Wilcox permission to maintain the Greenbelt near his Montgomery Lane property.  Commissioners advised Mr. Wilcox to be aware of the basin above the area, and the pipe buried underneath.  Mr. Wilcox also asked Commissioners whether there had been a maintenance agreement contract with Seton Construction, Engineer Nancy Lockett reported that she had not had a response from them as yet.

·         Bill & Beth Singer, owners of lot number 2-3-049, on Jackson Lane expressed concern with what would be taking place through their property regarding the easement requested by the PLDD.  The work that the PLDD would like to do here will involve carrying water from the culvert, and multiple lots on Jackson Lane (because of the topography), and carrying the drainage down to the Rainier/Oak Bay greenbelt, away from the Mounts property on lot # 2-3-051 where it has been accumulating and creating a similar situation as on McCurdy and Walker Way.  Mr. Singer said that in addition to the prior easement work, he was concerned with drainage on his road, stating that the landscaping on the northerly properties there is about six feet high and done very nicely, but as a result it water comes down over the road, over his driveway and over his neighbors property.  Commissioners agreed to visit the area after this meeting.

·         Many neighbors residing on Foster and Jackson Lane including Ken & Merilee Mount (lot number 2-3-050), Pat & Beverly Cooper (lot number 2-3-061), attended this meeting to address concerns with recent brush removal that has occurred on lot number(s) 2-3-059, 2-3-060 belonging to Darcy Garneau and William Tarter, and how this would affect drainage runoff, tree uprooting and other ramifications regarding this action.  After prolonged discussion PLDD Commissioners advised these neighbors that the PLDD could not address tree removal issues, but it would be able to address runoff problems that may have been created by this action.  Mr. Cooper asked that the PLDD issue a benign statement for the record regarding how this brush removal would increase runoff in this area.  Commissioners agreed, and directed engineer Nancy Lockett to draft a letter notifying Jefferson County of how this brush removal might affect the surrounding properties.     

Old Business:

1. The Rainier to Oak Bay Greenbelt Drainage project was briefly discussed.   Engineer Lockett reported that the survey will be done two days after this meeting.  Ms. Lockett will be consulting with landscape architect Susan Black on this issue as well as work to be done on the Wastewater Treatment Plant Project, which Ms. Lockett expects to get out for bid early this fall.
2. Engineer Lockett reported that plans and specs are done for the greenbelt work off of Warbler Lane where the ditch needs attention due to erosion. This area will be surveyed as well as Machias Loop near the Orchanian property.   Commissioner Cairns suggested to Ms. Lockett that the ditch is currently within two or three feet of the deck support piling, and that it should be about five feet away from the easement.  Ms. Lockett and Commissioner Cairns discussed many ways to resolve this.   
3. Ms. Lockett will contact Seton Construction to see what progress has been done in the Libbey Court area for the catch basin erosion protection.  Ms. Lockett reported that a small berm on the downhill side will be constructed to divert runoff to the catch basin which will have a beehive cover.
4. Orchanian/Machias Loop Project Status Report was discussed previously with the Warbler Lane greenbelt work.
5. Previously directed by the Commissioner to contact lot owners for easements to start work to alleviate the Foster/Jackson Lane Drainage Issues, Ms. Lockett discussed and explained all aspects of the situation with neighbors in attendance today, in particular Mr. Singer and Ms. Mount.  Ms. Mount requested that neighbors that were not be contacted be notified as well. 

New Business:

·         Commissioner Cairns requested that Engineer Lockett inform the PLDD and guests in attendance, of PLDD Compliance with Washington State law regarding Storm Water run-off & maximum allowable pollutants, and what the requirements are.  Ms. Lockett explained that the PLDD does not fall within the requirements of the DOE manual, but it still is within acceptable levels of water quality for a rural area.  Sediment and runoff from clear cutting isn’t currently an issue, but it would need to be addressed if it were.  Commissioner Cairns pointed out that Wastewater Treatment Plants have requirements, but storm water does not.

·         Commissioner Cairns reported watching a recent program on the Supreme Court analyzing an annexation.  One person had challenged the decision saying that she wasn’t informed properly.  Commissioner Cairns expressed concern about this, stating that he would like to have an attorney review this issue.  Chairman Amundson stated that the issue would be addressed when it arises.  Commissioner Cairns replied that it is close; South Bay would need to file before October of this year.  Chairman Amundson explained that prior discussions about annexation focused on how it would be initiated either by petition or election, and that South Bay would be joining solely for maintenance purposes, not capital improvement projects.  South Bay has sediment and detention ponds and some South Bay residents have expressed interest in having the PLDD take care of maintenance, in order to have Teal Lake Village also join in Annexation, this would have to be contiguous, both areas would need to join.  Commissioners answered audience questions regarding the issue.

·          Chairman Commissioner Amundson reported that the month end bookkeeping report showed that there is $240,000.00 in available funds.  Previously the PLDD had applied for a Public Works Trust Fund Loan (PWTF).  The design portion of the loan was approved and the survey was done.  However, due to the economy the State Legislature deferred many of the Construction Loans for the next two (2) years with the money being put into the general fund.  The PLDD was planning to obtain a PWTF Construction Loan at ½% interest with the funding being accessible for construction in July of 2010.   Commissioners discussed the current developments and whether there was enough in PLDD reserves to complete the project if a PWTF loan would not be given.  After deliberating whether to proceed, Commissioners instructed Engineer Lockett to proceed with the design, as the funding for that portion of the project is there, but to get a specific dollar amount prior to planning construction.  Chairman Amundson relayed that the PLDD has received a PWTF loan of $46,000.00 for design, and will now use other funds in the PLDD reserve account to start construction on other projects such as the Greenbelt on Rainier and Oak Bay and Cascade Lane areas.

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday July 09, 2009 at 10:00 a.m., at the Beach Club in the Bay View Room.

The June 11, 2009 meeting adjourned at 11:08 a.m.

 Respectfully Submitted:                 Approved:                          Approved:
James Laker                                    Walter Cairns                     Lee Amundson
Drainage District                              Drainage District               Drainage District
Secretary                                           Commissioner                   Chairman &Treasurer

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Minutes of the 129^th Port Ludlow Drainage District

 Regularly Scheduled Meeting

Thursday June 11, 2009 10:00 a.m.

Call to order:  The 129^th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order by Chairman, Commissioner Leland Amundson at 10:00 a.m. 

PLDD Commissioners present: Leland Amundson, Walter Cairns, James Laker

The Minutes of the regularly scheduled May 14, 2009 meeting were approved as written.

Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that accrued from 13 May 2009 to 10 June 2009, for the total amount of $704.99.  A breakdown of this total is shown below:

VOUCHER#	VENDOR	AMOUNT
09-030	SUSAN BARTKUS	327.84
09-031	WALTER CAIRNS	147.15
09-032	VIRGINIA BROWN	230.00

Public Forum:

·         Dwayne Wilcox, owner of lot number 2-1-049, asked the Commissioners for their thoughts regarding the maintenance agreement he has with the Greenbelt Committee.  This agreement gives Mr. Wilcox permission to maintain the Greenbelt near his Montgomery Lane property.  Commissioners advised Mr. Wilcox to be aware of the basin above the area, and the pipe buried underneath.  Mr. Wilcox also asked Commissioners whether there had been a maintenance agreement contract with Seton Construction, Engineer Nancy Lockett reported that she had not had a response from them as yet.

·         Bill & Beth Singer, owners of lot number 2-3-049, on Jackson Lane expressed concern with what would be taking place through their property regarding the easement requested by the PLDD.  The work that the PLDD would like to do here will involve carrying water from the culvert, and multiple lots on Jackson Lane (because of the topography), and carrying the drainage down to the Rainier/Oak Bay greenbelt, away from the Mounts property on lot # 2-3-051 where it has been accumulating and creating a similar situation as on McCurdy and Walker Way.  Mr. Singer said that in addition to the prior easement work, he was concerned with drainage on his road, stating that the landscaping on the northerly properties there is about six feet high and done very nicely, but as a result it water comes down over the road, over his driveway and over his neighbors property.  Commissioners agreed to visit the area after this meeting.

·         Many neighbors residing on Foster and Jackson Lane including Ken & Merilee Mount (lot number 2-3-050), Pat & Beverly Cooper (lot number 2-3-061), attended this meeting to address concerns with recent brush removal that has occurred on lot number(s) 2-3-059, 2-3-060 belonging to Darcy Garneau and William Tarter, and how this would affect drainage runoff, tree uprooting and other ramifications regarding this action.  After prolonged discussion PLDD Commissioners advised these neighbors that the PLDD could not address tree removal issues, but it would be able to address runoff problems that may have been created by this action.  Mr. Cooper asked that the PLDD issue a benign statement for the record regarding how this brush removal would increase runoff in this area.  Commissioners agreed, and directed engineer Nancy Lockett to draft a letter notifying Jefferson County of how this brush removal might affect the surrounding properties.     

Old Business:

1. The Rainier to Oak Bay Greenbelt Drainage project was briefly discussed.   Engineer Lockett reported that the survey will be done two days after this meeting.  Ms. Lockett will be consulting with landscape architect Susan Black on this issue as well as work to be done on the Wastewater Treatment Plant Project, which Ms. Lockett expects to get out for bid early this fall.
2. Engineer Lockett reported that plans and specs are done for the greenbelt work off of Warbler Lane where the ditch needs attention due to erosion. This area will be surveyed as well as Machias Loop near the Orchanian property.   Commissioner Cairns suggested to Ms. Lockett that the ditch is currently within two or three feet of the deck support piling, and that it should be about five feet away from the easement.  Ms. Lockett and Commissioner Cairns discussed many ways to resolve this.   
3. Ms. Lockett will contact Seton Construction to see what progress has been done in the Libbey Court area for the catch basin erosion protection.  Ms. Lockett reported that a small berm on the downhill side will be constructed to divert runoff to the catch basin which will have a beehive cover.
4. Orchanian/Machias Loop Project Status Report was discussed previously with the Warbler Lane greenbelt work.
5. Previously directed by the Commissioner to contact lot owners for easements to start work to alleviate the Foster/Jackson Lane Drainage Issues, Ms. Lockett discussed and explained all aspects of the situation with neighbors in attendance today, in particular Mr. Singer and Ms. Mount.  Ms. Mount requested that neighbors that were not be contacted be notified as well. 

 New Business:

·         Commissioner Cairns requested that Engineer Lockett inform the PLDD and guests in attendance, of PLDD Compliance with Washington State law regarding Storm Water run-off & maximum allowable pollutants, and what the requirements are.  Ms. Lockett explained that the PLDD does not fall within the requirements of the DOE manual, but it still is within acceptable levels of water quality for a rural area.  Sediment and runoff from clear cutting isn’t currently an issue, but it would need to be addressed if it were.  Commissioner Cairns pointed out that Wastewater Treatment Plants have requirements, but storm water does not.

Commissioner’s Reports and Comments:

·         Commissioner Cairns reported watching a recent program on the Supreme Court analyzing an annexation.  One person had challenged the decision saying that she wasn’t informed properly.  Commissioner Cairns expressed concern about this, stating that he would like to have an attorney review this issue.  Chairman Amundson stated that the issue would be addressed when it arises.  Commissioner Cairns replied that it is close; South Bay would need to file before October of this year.  Chairman Amundson explained that prior discussions about annexation focused on how it would be initiated either by petition or election, and that South Bay would be joining solely for maintenance purposes, not capital improvement projects.  South Bay has sediment and detention ponds and some South Bay residents have expressed interest in having the PLDD take care of maintenance, in order to have Teal Lake Village also join in Annexation, this would have to be contiguous, both areas would need to join.  Commissioners answered audience questions regarding the issue.

·          Chairman Commissioner Amundson reported that the month end bookkeeping report showed that there is $240,000.00 in available funds.  Previously the PLDD had applied for a Public Works Trust Fund Loan (PWTF).  The design portion of the loan was approved and the survey was done.  However, due to the economy the State Legislature deferred many of the Construction Loans for the next two (2) years with the money being put into the general fund.  The PLDD was planning to obtain a PWTF Construction Loan at ½% interest with the funding being accessible for construction in July of 2010.   Commissioners discussed the current developments and whether there was enough in PLDD reserves to complete the project if a PWTF loan would not be given.  After deliberating whether to proceed, Commissioners instructed Engineer Lockett to proceed with the design, as the funding for that portion of the project is there, but to get a specific dollar amount prior to planning construction.  Chairman Amundson relayed that the PLDD has received a PWTF loan of $46,000.00 for design, and will now use other funds in the PLDD reserve account to start construction on other projects such as the Greenbelt on Rainier and Oak Bay and Cascade Lane areas.

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday July 09, 2009 at 10:00 a.m., at the Beach Club in the Bay View Room.

The June 11, 2009 meeting adjourned at 11:08 a.m.

Respectfully Submitted:                 Approved:                          Approved

James Laker                                    Walter Cairns                     Lee Amundson
Drainage District                              Drainage District               Drainage District
Secretary                                           Commissioner                   Chairman &Treasurer

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Minutes of the 128^th Port Ludlow Drainage District

 Regularly Scheduled Meeting

Thursday May 14, 2009 10:00 a.m.

Call to order:  The 128^th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order by Chairman, Commissioner Leland Amundson at 10:09 a.m. 

 PLDD Commissioners present: Leland Amundson, Walter Cairns, James Laker

 The Minutes of the regularly scheduled April 9, 2009 meeting were approved as written.

 Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that accrued from 8 April 2009 to 13 May 2009, for the total amount of $4,965.02.  A breakdown of this total is shown below:

VOUCHER#	VENDOR	AMOUNT
09-026	GRAY & OSBORNE	4,078.71
09-027	WALTER CAIRNS	144.35
09-028	LEE AMUNDSON	490.00
09-029	VIRGINIA BROWN	251.96

Public Forum:

·        Ken Horvath, Public Safety Analyst for Bob Hamlin, Program Manager of the Jefferson County Department of Emergency Management attended this meeting to facilitate the PLDD in participating in the development of a renewed Natural Hazard Mitigation Plan, required by the Robert T. Stafford Act to be revised every five (5) years.  Mr. Horvath explained to the Commissioners and the audience guests how this participation would make the PLDD eligible for emergency aid grants from FEMA, in the event of a natural disaster.  Mr. Horvath answered questions from the Commissioners and audience, as well as providing each with a cover letter and a Resolution Outline for perusal.  He informed all that if participation was desired, a draft from the PLDD will be needed by September in order to be sent to the State Hazard Mitigation Officer for initial review, and then to FEMA for final review.  Mr. Horvath reported that the City of Port Townsend has $5,000,000.00 allocated to them in FEMA grants with the funding being used to seismically retrofit the Library, Police Station, and sidewalks.  By a motion duly made, seconded and unanimously approved, the Commissioners opted to participate in the updating the Hazard Mitigation Plan.   Engineer Nancy Lockett assured Mr. Horvath that PLDD revisions will be updated and returned by the end of June.  Administrative assistant Sue Bartkus will email Mr. Horvath a copy of the approved minutes for documentation of this motion and a copy of the paperwork that Mr. Horvath submitted to the PLDD will be posted with these approved minutes at the Beach Club.

 Old Business:

1. The Rainier to Oak Bay Greenbelt Drainage project was briefly discussed.   Previously engineer Nancy Lockett reported that the Public Works Trust Fund (PWTF) Design loan was approved and the survey was substantially done, but due to the economy many of the Construction Loans are being pulled for the next two (2) years with the money being put into the general fund.  The PLDD was planning to obtain a PWTF Construction Loan at ½% interest with the funding being accessible for construction in July of 2010.   Commissioners discussed the current developments and whether there was enough in PLDD reserves to complete the project if a PWTF loan would not be given.  Commissioners instructed Engineer Lockett to proceed with the design, as the funding for that portion of the project is there, but to get a specific dollar amount prior to planning construction.  Commissioner Cairns stated for the record that if the PWTF loans at ½% are not available he wants to table the project at this time. Ms. Lockett reported at this day’s meeting that minor survey location work was needed prior to completion of the design.
2. Engineer Lockett submitted a design plan regarding the Orchanian/Machias Loop drainage, and the Foster/Jackson Lane drainage.  These areas as well as the bioswale near Oak Bay Road, trenching on Baldwin Lane, and the Greenbelt work off of Warbler Lane will have two (2) year maintenance contracts developed and will be put up for bid through the Small Works Roster in July of this year.  Commissioner Cairns asked Ms. Lockett about the Waste Water Treatment Plant ditch project, she suggested that both bid packages be put up at the same time. 
3. Ms. Lockett spoke with Paul from Seton Construction; they will re-compact and fill in the Libbey Court area as needed, they did mention to her that they would be interested in a maintenance contract as well.
4. Engineer Lockett submitted and explained construction plans for Machias Loop near the Orchanian property.  Commissioner Cairns explained to engineer Lockett that the biggest water flow problems were a little further down and plans would need to be extended farther.  A site visit will be done to further asses the issue.
5. Discussion was again held about South Bay joining the PLDD through an Area Annexation.  Commissioners received inquiries’ from South Bay residents about what the PLDD would charge for maintenance.   North Bay residents Katie Smith and Bud Kerns discussed with the Commissioners various issues surrounding annexation, such as dilution of cost of maintenance contracts by expanding the service area, how assessments would be evaluated and how fifty-one (51%) of the South Bay Residents would have to approve of (contiguous) annexation either by a county election or by petition.
6. The Foster/Jackson Lane project was discussed with Engineer Lockett distributing a map diagram of the area, the French drain type of pipe needed to handle the correction and easements that would need to be obtained.  By a motion duly made, seconded and unanimously approved Commissioners instructed Ms. Lockett to contact the area lot owners to obtain easements for the project. 

 New Business:

The Port Townsend Natural Hazard Mitigation Plan was addressed during the Public Forum portion of this meeting.

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday June 11, 2009 at 10:00 a.m., at the Beach Club in the Bay View Room.

The May 14, 2009 meeting adjourned at 11:02 a.m.

 Respectfully Submitted:                    Approved:                          Approved:

James Laker                                    Walter Cairns                     Lee Amundson
Drainage District                               Drainage District                Drainage District
Secretary                                           Commissioner                    Chairman &Treasurer

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Minutes of the 127^th Port Ludlow Drainage District

 Regularly Scheduled Meeting

Thursday April 9, 2009 10:00 a.m.

Call to order:  The 127^th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order by Chairman, Commissioner Leland Amundson at 10:0 a.m. 

 PLDD Commissioners present were Leland Amundson and Walter Cairns.  Commissioner James Laker was absent.

 The Minutes of the regularly scheduled 12 March, 2009 meeting were approved as written.

 Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that accrued from 11 March 2009 to 8 April 2009, for the total amount of $1,392.55.  A breakdown of this total is shown below:

Public Forum:

·        Dwayne Wilcox, owner of lot # 2-1-049 on Montgomery Lane, brought to the commissioners’ attention that there is a “sinkhole”  around the cistern in the greenbelt area near his property (Libbey Court Catch basin).  He approached the Greenbelt Committee (GBC), and requested that they allow him to maintain the area, and he would like to accompany the PLDD when a site visit is conducted.  Engineer Nancy Lockett drew a diagram of the area, illustrating work that had been done and the problems that are occurring now primarily from water coming down off the road, she stated that she met with Mark Thurston of Jefferson County in the hopes that the county would participate in restoration of the area, which would include constructing berms to direct the water and installing a beehive grate.  Mr. Wilcox stated that six (6) big shrubs along the road, were taken out when work was performed there previously were never replaced by the contractor.  Chairman Commissioner Lee Amundson asked Ms. Lockett to have Monty Rhinders of Jefferson County meet the PLDD at the site, as he would be the person who would actually decide whether the county would participate in the cost.

·        Katie and Mel Smith, owners of several lots on Grove Court, reported that they have been watching problems with drainage above Baldwin Lane; water keeps breaking out and forming its own natural path.  Ms. Lockett stated that the PLDD will be consulting with Paul Walters about that issue after today’s meeting.  Chairman Amundson stated that the PLDD thinks the increase in water runoff starts up near Pioneer as the owners of a house near Fleet & Pioneer have been cutting large numbers of trees.  Commissioner Cairns stated that the ultimate solution would be to pipe the area down to where the PLDD improvement is.

·        Former PLDD Chairman Richard Regan recalled discussion a few years ago pertaining to ditch maintenance, he asked if a contract was ever obtained with a contractor for this work.  Commissioners stated that though the PLDD had tried in the past to garner interest in a maintenance contract, no one was interested in bidding on it, but now due to the economy more companies on the small works roster might be interested.  A proposal for a possible five (5) year term will be drawn for this as well as for the detention pond which Commissioner Cairns noted is also in need of maintenance.

Old Business:

1.  Chairman Amundson reported that he has sent a letter to Jefferson County requesting that the UDC Amendment request be withdrawn, as a final agreement with Jefferson County has been reached regarding the PLDD/ Jefferson County Administrative Rule Agreement.  Since April, 2008 the PLDD has been working with the Planning Staff to comprise what would best serve both entities regarding the Status of proposed Unified Development Code (UDC) changes that were submitted to the county in April of 2006 by the PLDD, regarding the preference of Jefferson County to use infiltration, which is not optimal in the Port Ludlow Drainage District.   Direct discharge is the preferred means of drainage here, with dispersion second and infiltration last. The PLDD had been advised to go through an administrative change via Jefferson County Planning Staff for these changes rather than a UDC Amendment, in which case the County would be forced to charge high fees. This matter is now concluded and will be removed from the agenda.
2. The Rainier to Oak Bay Greenbelt Drainage project was briefly discussed.   Engineer Lockett reported that the Public Works Trust Fund (PWTF) Design loan was approved and survey has been done, but due to the economy and depending on what the State Legislature decides, many of the Construction Loans are being pulled by the for the next two (2) years with the money being put into the general fund.  The PLDD was planning to obtain a PWTF Construction Loan at ½% interest with the funding being accessible for construction in July of 2010.   Commissioners discussed the current developments and whether there was enough in PLDD reserves to complete the project if a PWTF loan would not be given.  After deliberating whether to proceed, Commissioners instructed Engineer Lockett to proceed with the design, as the funding for that portion of the project is there, but to get a specific dollar amount prior to planning construction.  Commissioner Cairns stated for the record that if the PWTF loans at ½% are not available he wants to table the project at this time.
3. Discussion was held about South Bay joining the PLDD through an Area Annexation.  Chairman Amundson reported finding out that misinformation regarding assessments was emailed to South Bay residents, some of whom then expressed to him that they do not wish to proceed with an Area Annexation at this time.  They were told by a Ludlow Maintenance Commission Trustee that they would be paying for North Bay Projects, not just for maintenance of their own facilities.  Commissioners Cairns attended a meeting the day prior to today’s meeting with attendee’s also giving him the impression that South Bay will not proceed, with only one South Bay resident, Tom McKay relaying to him that the issue is not finished.  While at this meeting Commissioner Cairns obtained a copy of South Bay’s cost for maintenance of their retention ponds at this time, which is approximately $150.00 per household, or $20,000.00 to $25,000.00 overall, it was unclear whether this was per year or for all years 2001 through 2009.
4. Engineer Lockett was directed by Commissioners to draw up proposals for the Greenbelt area at the end of Warbler Lane, the issues regarding the Orchanian/Machias Loop drainage, and the Foster/Jackson Lane drainage (discussed during the Public Forum of today’s meeting) for bid through the Small Works Roster.
5. The Libbey Court catch basin erosion protection issues were discussed during the Public Forum during today’s meeting.
6. The PLDD Policy on Vacant and Reserve Areas was discussed at length, including current cases that the LMC has at present, and the way that reduction in evapotrasporation could cause surface runoff.  Commissioners disagreed about whether the PLDD should make suggestions, recommendations or requirements.  Commissioner Cairns maintains that property owners who clear significant numbers of trees without house construction plans submit a report by a licensed engineer about how this will affect surface runoff, the downstream impact this could have, and that the property owner would have to accept responsibility for this impact.  In prior meetings engineer Lockett reported that the state laws, RCW’s, only discuss property clearing on parcels that exceed 7,000 square feet.  Commissioners concurred that the LMC Architectural Control Committee (ACC) would be responsible for requiring waivers of applicants, and licensed engineering plans, however; since runoff may be affected the PLDD should be copied on this.  Commissioner Cairns and Engineer Lockett will continue to formulate a position; they will confer with Commissioner Chairman Amundson and Commissioner Laker prior to a formal PLDD work session with the ACC.   Chairman Amundson will prepare a letter to the LMC regarding tree cutting, clarifying the PLDD position.
7. All remaining agenda items were discussed during the Public Forum portion of today’s meeting.

 New Business:

·        Commissioner Walter Cairns reported that the detention pond is in dire need of some maintenance work, the bioswale is covered with blackberry vines and dead alder, and the waterways need to be cleaned out.

·        Chairman Amundson reported that the bioswale near the waterside (near the new homes) has been landscaped over by homeowners; he will contact the PLDD attorney to write a letter to the homeowners letting them know that the PLDD needs to have access to the area.

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday May 14, 2009 at 10:00 a.m., at the Beach Club in the Bay View Room.

 The April 9, 2009 meeting adjourned at 11:47 a.m.

 Respectfully Submitted:                    Approved:                          Approved:

James Laker                                    Walter Cairns                     Lee Amundson
Drainage District                               Drainage District                Drainage District
Secretary                                           Commissioner                    Chairman &Treasurer

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Minutes of the 126^th Port Ludlow Drainage District

 Regularly Scheduled Meeting

Thursday March 12, 2009 10:00 a.m.

Call to order:  The 126^th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order by Chairman, Commissioner Leland Amundson at 10:18 a.m. 

PLDD Commissioners present were Leland Amundson and Walter Cairns.  Commissioner James Laker was absent.

 The minutes of the regularly scheduled 12 February, 2009 meeting were approved as written.

 Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that accrued from 11 February 2009 to 11 March, for the total amount of $7,617.78.  A breakdown of this total is shown below:

VOUCHER#	VENDOR	AMOUNT
09-014	Susan Bartkus	329.00
09-015	Gray & Osborne	6,048.34
09-016	Lee Amundson	576.80
09-017	Walter Cairns	216.84
09-018	LMC	216.80
09-019	Virginia Brown	230.00

Public Forum:

·        There were no comments from the public during this forum.

Old Business:

1. Engineer Nancy Lockett will contact Jefferson County regarding the final draft of the PLDD/ Jefferson County Administrative Rule Agreement with the PLDD Commissioners.  Previously, Ms. Lockett suggested that the PLDD should wait until after the County sends confirmation to the PLDD that they are implementing this agreement before withdrawing the PLDD request for a UDC Amendment.   Since April, 2008 the PLDD has been working with the Planning Staff to comprise what would best serve both entities regarding the Status of proposed Unified Development Code (UDC) changes that were submitted to the county in April of 2006 by the PLDD, regarding the preference of Jefferson County to use infiltration, which is not optimal in the Port Ludlow Drainage District.   Direct discharge is the preferred means of drainage here, with dispersion second and infiltration last. The PLDD had been advised to go through an administrative change via Jefferson County Planning Staff for these changes rather than a UDC Amendment, in which case the County would be forced to charge high fees.  PLDD Commissioners agreed that whatever the case, a written agreement of some form needed to be obtained.
2. The Rainier to Oak Bay Greenbelt Drainage project was briefly discussed.     The PLDD application for a Public Works Trust Fund (PWTF) Design loan has been signed and sent in by Chairman Leland Amundson.  The Construction Loan could be applied for this May and would be at ½% interest with the funding being accessible for construction in July of 2010.  Ms. Lockett reported that the engineering is proceeding, with some surveying being done and more remaining, she will be consulting with landscape architect Susan Black who will be subcontracting on this project as well as for the wastewater treatment project.
3. The Drainage Issues on Foster and Jackson Lanes along with the nearby Green Belt area have been surveyed, and the design will now begin reported Engineer Lockett.  Ms. Lockett showed by diagramming how a solution could be reached.  This will involve carrying water from the culvert and multiple lots and getting easements off Jackson Lane (because of the topography) to carry the drainage down to the Rainier/Oak Bay greenbelt, away from the Mounts property on lot # 2-3-051 where it has been accumulating and creating a similar situation as on McCurdy and Walker Way.  Commissioners discussed various solutions; Engineer Lockett will continue to work on this matter.
4. Discussion was held about South Bay joining the PLDD through an Area Annexation, South Bay residents have continued inquiring about laws and what would benefit their drainage areas best.  South Bay representatives expressed conducting more research prior to taking further action.  Commissioners Cairns brought up the issue of possibly preparing a contract in case South Bay requests annexation with PLDD.  Chairman Amundson felt that at this time it may be premature, but did agree that if by petition or County election South Bay did vote for annexation, a formal agreement would be necessary.   
5. Chairman Amundson wrote a letter to the LMC Board of Trustee’s that reviewed what action the PLDD took regarding drainage lot numbers 1-2-022 & 1-2-023 on Condon Lane, belonging to Mike & Elizabeth Fessler.   Ted Buehler, Chairman of the LMC Greenbelt Committee (GBC) attended the February PLDD meeting and stated that Mr. Fessler is concerned that water flow j’s from a berm, saturating and eroding his embankment.  PLDD Commissioners stated that the drainage pipe in that area has been closed, the water is now diverted to another outfall, and any water coming through his property would now be coming from the road.  Mr. Buehler reported that a request for an appeal to the LMC Board by Mr. Fessler’s attorney is for a determination about three issues: 1) That trees on his property are under Critical Area Ordinance and/or the Shoreline Master Program and he should not be made to trim them, despite neighbor’s complaints that they are planted trees that have grown to obstruct their views.  2) That the PLDD built a berm, or allowed a berm to be built on the greenbelt near his property that he believes forces water back onto his property.  3) That the greenbelt be restored to the same state it was in prior to 2002.  Mr. Buehler stated that the LMC would like some documentation from the PLDD for use in the appeal process. A copy of the letter that Commissioner Amundson wrote to the LMC will be posted with these minutes.  This matter will now be removed from the agenda.
6. The Greenbelt area at the end of Warbler Lane will need attention due to erosion reported Engineer Lockett.  Ms. Lockett recommends that some rock be laid to disburse runoff that is causing some trenching to the site.  Commissioners authorized Ms. Lockett to draw up a plan which can then be distributed to the Small Works Roster.
7. Engineer Lockett consulted with Mark Thurston of Jefferson County regarding Erosion Protection to the Libbey Court catch basin.  Ms. Lockett recommended that a beehive grated manhole cover be installed, and do some berming on the Greenbelt to direct water to the catch basin.  By a motion made, seconded and unanimously carried, Commissioners authorized Gray & Osborne Engineering to proceed with this project by using the Small Works Roster.
8. The PLDD Policy on Vacant and Reserve Areas was discussed at length, including current cases that the LMC has at present, and the way that reduction in evapotrasporation could cause surface runoff.   Commissioner Cairns recommendation is that property owners who clear significant numbers of trees without house construction plans submit a report by a licensed engineer about how this will affect surface runoff, the downstream impact this could have, and that the property owner would have to accept responsibility for this impact.  Engineer Lockett reported that the state laws, RCW’s, only discuss property clearing on parcels that exceed 7,000 square feet.  Commissioners concurred that the LMC Architectural Control Committee (ACC) would be responsible for requiring waivers of applicants, and licensed engineering plans, however; since runoff may be affected the PLDD should be copied on this.  Commissioner Cairns and Engineer Lockett will continue to formulate a position; they will confer with Commissioner Chairman Amundson and Commissioner Laker prior to a formal PLDD work session with the ACC.  

 New Business:

·        Commissioner Walter Cairns notified everyone that he will be putting his house up for sale in a few months, there will be thirty (30) days from whenever his closing will be until he will be resigning as PLDD Commissioner, he will make a recommendation for a replacement Commissioner.

 The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday April 9, 2009 at 10:00 a.m., at the Beach Club in the Bay View Room.

The March 12, 2009 meeting adjourned at 11:12 a.m.

Respectfully Submitted:                         Approved:                            Approved:

James Laker                                        Walter Cairns                        Lee Amundson
Drainage District                                   Drainage District                    Drainage District
Secretary                                              Commissioner            Chairman &Treasurer

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