Minutes of the 127^th Port Ludlow Drainage District

 Regularly Scheduled Meeting

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

~ Approved ~

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