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:

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