Minutes of the 121^st Regularly Scheduled Meeting

October 9, 2008

Call to order:  The 121^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 were Leland Amundson, Walter Cairns and James Laker.

Engineer Barry Baker introduced Gray & Osborne, Inc. Project Engineer Nancy Lockett, P.E., who will gradually assume most of Mr. Bakers consultant work for the PLDD.  Ms. Lockett will be attending today’s meeting of the Jefferson County Department of Community Development at 1:00 p.m. on behalf of the PLDD.

 The minutes of the regularly scheduled 11 September, 2008 meeting were approved as submitted.

 Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that accrued from 10 September 2008 to 8 October 2008 for the total amount of $9, 272.01. A breakdown of this total is shown below:

Public Forum:

• Richard Babian, resident of 211 Condon Lane reported that near the end of the Lane between 192 Condon Lane and 210 Condon Lane he witnessed water coming down and accumulating in the street as there is not connection to the culvert, he is concerned that houses are diverting water and letting it pass along.   He would like to see a collective plan of action before the bluff gets eroded.   PLDD Commissioners advised Mr. Babian that unfortunately that area would be in a Jefferson County right of way and not under the jurisdiction of the PLDD, the Commissioners urged him to consult with his neighbors and together write a letter to Jefferson County asking that the area be attended to before damage occurs.

Old Business:

1. The Montgomery/Condon Lane Drainage Improvement Project was discussed, with Engineer Barry Baker reporting there will be one more pay estimate of $3,500.00 until payment for schedule A will be complete.  Mr. Baker will have a final pay estimate prepared to be submitted by the November PLDD meeting, thereby enabling payment all at one time as requested by Chairman Amundson.
2. The McCurdy Lane project was discussed at length; Chairman Amundson reported that resident Billy Gates, owner of Lot # 2-3-131 gave an easement.  Barry Baker reported that the contractor, Seton, has installed drain pipe up to and including Mr. Gates property and that  Mr. & Ms. King, owners of Lot # 2-3-118, haven chosen not to grant a permanent easement, just a temporary easement to allow the contractor access until the job is done.  Some restoration is still needed and will have to be done.  Mr. Baker will have the pay estimate ready by the next meeting.
3. Engineer Nancy Lockett will be attending today’s meeting of the Jefferson County Department of Community Development to learn what progress is being made concerning 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 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. 
4.   The Rainier to Oak Bay Greenbelt Drainage project was discussed.   Commissioner Cairns read an article in the most recent Port Ludlow Voice publication, submitted by the South Bay Community Trails Committee (SBCTC) that requested volunteer help on the lower Rainier Trail.  Chairman Amundson reported speaking with Ludlow Maintenance Commission (LMC) President about the Greenbelt Committee and the Trails Committee holding off on any modifications until after the PLDD planned improvements are completed in 2010.  Mr. Baker prepared an application for a Public Works Trust Fund (PWTF) loan on behalf of the PLDD and had it available at this meeting for PLDD Commissioners to review.  This could then be rolled into a Construction loan with the same percentage rates for twenty (20) years.  Commissioner Laker expressed concern about the water that comes from the Greenbelt and under Walker way, commenting that after the Rainier to Oak Bay project is done he doesn’t think the water flow could be handled.  Mr. Baker replied that Jefferson County knows it’s under capacity to being able to handle the flow for the 100 year event however; they are not willing to modify it at this time.   Commissioner Cairns replied that the PLDD needed something written from the county to show that whatever solutions or remedy Jefferson County chooses won’t affect other areas like Cascade Lane. 
5. Extensive discussion occurred about Drainage Issues on Foster and Jackson Lanes with Commissioners agreeing with Engineer Bakers recommendation to wait on a plan of action until after a survey of the area is done (currently scheduled for late November or early December of this year).   Mr. Baker stated that there would need to be a feasibility study done to go with topography survey prior asking for easements, he estimates that would take a full two days to conduct and that this would cost approximately $5,000.00 to $6,000.00.  By a motion duly made, seconded and unanimously approved PLDD Commissioners authorized Engineer Barry Baker to have a survey done of the area..
6. There was extensive discussion pertaining to Oak Bay Road Culverts one (1) at Baldwin Lane and one (1) at Lot 16.   Mel & Katie Smith, residents of Grove Court, were concerned with the Oak Bay Road Culvert at their Lot number 16.  They believe that with the next big rain and debris, this stream will again jump out of the drainage ditch. Mr. Baker responded that the west side of Baldwin will continue to be a problem if the channel is not maintained.  His recommendation is that the District contract with someone like Joe Thompson to get in the drainage channel and clear out the debris.  He said that plans could be engineered but it really is just a maintenance issue. 

New Business:

·        Chairman Commissioner Amundson submitted a Draft of the 2009 PLDD Budget Plan commenting that the main charge is $51,000.00 which includes Capital projects and $65,000.00 for the Rainier/Oak Bay Project Phase I which has increased from $35,000.00 due to redesign. Commissioner Cairns pointed out that at a prior meeting PLDD Commissioner had agreed to a two phase project that would utilize $100,000.00 dollars for construction in 2009 and an additional $100,000.00 in 2010.  Commissioner Cairns asked Mr. Baker about the preliminary total project cost for alleviating the drainage problems near the Orchanian property on Machias Loop, Mr. Baker replied that it could be estimated at $20,000.00. The Capital reserve carry over will be used for next year.

·        Discussion was held pertaining to a conversation that Chairman Amundson held with Joe Kelly, a South Bay resident who would like to either form a Drainage District or annex the PLDD.  Commissioner Cairns reported that John McCay called him about the same issue, he advised him to contact Jim Pierson.   Engineer Baker was contacted by email, he advised that South Bay could choose from two processes, either by a petition of more than 50% of the area property owners, or by an election, which would be more expensive but can be less confusing for residents.      

·        Discussion was held pertaining to a conversation that Chairman Amundson held with Joe Kelly, a South Bay resident who would like to either form a Drainage District or annex the PLDD.  Commissioner Cairns reported that John McCay called him about the same issue, he advised him to contact Jim Pierson.   Engineer Baker was contacted by email, he advised that South Bay could choose from two processes, either by a petition of more than 50% of the area property owners, or by an election, which would be more expensive but can be less confusing for residents. 

·        Resident Dwayne Wilcox owner of Lot # 2-1-049, 271 Montgomery Lane reported having a problem with water coming down the street and onto his driveway, also stating that it washed out his flower beds.  Engineer Barry Baker will take a look at his property to determine what can be done.  

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday November 13, 2008 at 10:00 a.m., at the Beach Club in the Bay View Room.

The October 9, 2008 meeting adjourned at 11:34 a.m.

Respectfully Submitted:                         Approved:                            Approved:

James Laker                                        Walter Cairns                        Lee Amundson

Drainage District                                   Drainage District                    Drainage District

Secretary                                              Commissioner            Chairman &Treasurer