2007 Drainage District Minutes

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Minutes of the 100^th Regularly Scheduled Meeting, 10:00 a.m., 11 January 2007

Call to order:

The 100^th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order at 10:00 a.m. by the Chairman Commissioner Leland Amundson with the first order of business being approval of the minutes of the regular 14 December 2006 meeting.  The minutes were approved as written.       

Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that have accrued from 14 December 2006 to January 11 2007 for the total amount of $ 4,207.89.  A breakdown of this total is shown below: 

Public Forum:

Commissioner Cairns brought to the Commissioners’ attention his conversation with a Trader Lane resident, Marilyn Elgin.  Ms. Elgin believes she has a drainage problem on her property caused by a recent construction next door.  Mr. Cairns asked Commissioners to visit the site after the meeting.  Mr. Regan suspects that the French drain draining Ms. Elgin’s property might have been crushed by the construction on the adjacent property. 

There was an announcement of a recent passing of Walt Taylor, former Port Ludlow resident and PLDD formation activist.  Mr. Taylor will be missed. 

Old Business:

1.      Mr. Baker gave an update on the Foster Lane project.  The work will not start until spring-summer of 2007.  Additional survey will be conducted within the next two weeks.  The county and Mr. Garneau are aware of the project delay.  New layout does not involve any private properties.  The system will go through the greenbelt.     

2.      Hearing Examiner made a recommendation to the Jefferson County Commissioners to refuse Trendwest Development Application.  This item will be taken off PLDD agenda.    

3.      Public comment period for Ludlow Bay Village and Admiralty III Development Application was extended through the end of January.  The district has been notified of this latest development.  Hearing Examiner has recommended that PLDD be involved in any planning associated with this development.

4.      Discussions were held pertaining to the Condon Lane Outfall Drainage Improvement Project.  Mr. Baker reported a survey crew scheduled to be on site later this month.  Mr. Baker has written a letter to the new owners of adjacent property informing them of this PLDD project. 

5.      Mr. Baker reported receiving two bids for building a rock spillway down through the south entrance to the Oak Bay and Baldwin Lane drainage structure.  A motion was made to authorize Mr. Baker to proceed with the contract for the lower bidder, Olympic Excavation.  Motion carried.

6.      Commissioner Amundson reported expecting to receive Ted Knauss’ legal opinion regarding PLDD authority for collecting drainage plan review fees within the next two weeks.  Mr. Knauss will be asked to attend the next (February 8) PLDD meeting.

New Business: 

1.      Commissioner Cairns brought to the Commissioners’ attention a memo from a county planner stating that PLDD has no authority to direct drainage onto county rights-of-way.  Mr. Baker and Commissioner Cairns met with the county planner and engineer earlier this week.  Mr. Baker reported showing PLDD Comprehensive Plan to the county staff.  The plan identifies all ditches within PLDD and shows their capacity to carry run-off.  Mr. Baker recommended preparing a basic map showing county facilities known to be undersized.  Areas with undersized facilities will be required to have on-site drainage facilities, others should be allowed to drain in the roadside ditches.  In addition, the map will show Port Ludlow areas where soils allow infiltration.  These are very few since most of the PLDD area is on glacial till.  The map will be submitted to the county.  In addition to the map, Mr. Baker will prepare a four-page document to be distributed to the people getting ready to build in the area.  Mr. Baker will personally meet with the county staff to explain the map and the handout.  Cost estimate for the above-described service is approximately $2500.   Following discussion, by a motion duly made, seconded and carried Mr. Baker was authorized to proceed with the work proposed.  Commissioner Laker abstained from this vote.   

2.      Mr. Baker reported that Yard Dogs Landscaping, scheduled to do a one-time maintenance on certain drainage easement areas within PLDD in November, failed to do so due to the unfavorable weather conditions.  The contractor has a notice to proceed.  Some areas need to be added to the maintenance contract.  Commissioners asked Mr. Baker to prepare a five-year contract.  Areas need to be maintained at least twice a year.  Some may need to be addressed more frequently, which may require an on-call time and material contract.  Commissioner Amundson also asked Mr. Baker to check the state of the Area 7 Detention Pond.

3.      Commissioners received a memo from Mel Smith, Grove Court resident, asking to keep ACC drainage plans reviews on the meeting agenda to be discussed in an open session.  Commissioners stood by their decision to discuss plans at the workshops immediately after adjournment of the regular meetings.  Workshops as meetings are open to the public.  Mr. Cairns will prepare workshop agendas.

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on 8 February 2007 at 10:00 a.m. at the Beach Club Bay View Room.

The 11 January 2007 meeting adjourned at 11:00 a.m.  

Respectfully Submitted:                         Approved:                            Approved:

James Laker                                        Walter Cairns                        Lee Amundson

Drainage District                                   Drainage District                    Drainage District

Secretary                                              Commissioner            Chairman &Treasurer

Workshop:

The following cases were discussed:

·        New House Construction on Baldwin Lane lot # 2-1-003

·        Reported Ponding on Trader Lane lot # 2-3-178

·        Clearing of Montgomery Court lot # 5-0-009

Site visits to the above listed locations were made immediately after this workshop.

Minutes of the 101^st Regularly Scheduled Meeting, 10:00 a.m., 8 February 2007

Call to order:

The 101^st regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order at 10:00 a.m. by the Chairman Commissioner Leland Amundson with the first order of business being approval of the minutes of the regular 11 January 2007 meeting.  The minutes were approved as written.     

Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that have accrued from 11 January to 8 February 2007 for the total amount of $ 2,443.96.  A breakdown of this total is shown below:

Public Forum:

The Commissioners had invited Ted Knauss, PLDD attorney, to attend this meeting to provide a legal opinion on whether the District has a legal right to collect drainage review fees.  The commissioners spent significant time explaining the process of PLDD involvement in reviewing drainage plan submissions for the ACC and the county.  Mr. Knauss will research the issue. 

John Van Zonneveld, President of Admiralty II, expressed concerns that already bad drainage problems at the Admiralties would increase with building of Admiralty III.  The Commissioners informed Mr. Van Zonnevelt that the hearing examiner on the case recommended that PLDD be kept involved with developing of the drainage system for the Admiralty III and that this recommendation was accepted by the County Commissioners.  PLDD Commissioners will work with the county to see to the development of a drainage system that will not compromise Admiralty II.  Mr. Baker and Commissioner Cairns had recently met with county engineer and planner.  The county officials were made aware that detention and infiltration do not work in this area of Port Ludlow.  The runoff from Admiralty III will have to be directed into the bay by means of controlled discharge.   

Jim Wooley, Goldfinch Lane resident, asked for Commissioners’ assistance in addressing a drainage problem effecting his house.  The property had an elaborate drainage system installed at the time of development, which does not appear to keep the garage dry since the development of an upstream property.  The Commissioners directed Mr. Baker to visit a property immediately after this meeting to assess the situation.

Judith Morris, Jefferson County Auditor, reported processing PLDD assessment roll for 2007 and reestablishing PLDD reserve fund. 

Dean Nelson, GBC Chairman, informed Commissioners of a tree removal request submitted for a Foster Lane greenbelt.  A copy of the request will be forwarded to the Commissioners for a review.  The GBC is concerned of how this tree removal might effect the drainage in that area.   

Old Business:

1.      Mr. Baker gave an update on the Foster Lane project.  Additional survey is being conducted the week of this meeting.  Once the survey is done Mr. Baker will be able to finalize the design.

2.      Discussions were held pertaining to the Condon Lane Outfall Drainage Improvement Project.  Mr. Baker reported a survey crew being on site the day of this meeting.  The survey has been delayed due to the tides.  Mr. Baker will proceed with designing this project once the survey is completed.

3.      The survey crew working at Foster Lane and Condon Lane project sites this week will also survey the Libby Court area.  Commissioner Amundson reported receiving a drainage complaint from the area resident.  Without a survey it is impossible to say whether a recent house addition being built on the property or on the greenbelt.  Mr. Baker cannot make a recommendation of what needs to be done without the survey data.  The Commissioners and Mr. Baker will visit the site immediately after this meeting.

4.      Mr. Baker brought in a draft document to be submitted for a distribution by the county to those who intend to build within Port Ludlow Drainage District.  The document includes a basic map of the PLDD showing county facilities and identifying those of them that are known to be undersized.  A recommendation is that areas with undersized facilities be fixed or be required to have on-site drainage facilities with others being directed to drain in the roadside ditches.  In addition, the map shows the area where soils allow infiltration.  The handout suggests three ways of addressing drainage when developing property area within the PLDD with first choice being direct discharge to an approved point of discharge, second choice being on-site detention (for the areas with undersized facilities), and last choice being infiltration (only for the area identified on the map as suitable for infiltration).  Mr. Baker will prepare cost estimates for upsizing county facilities, which, if done, will eliminate the need for on-site detention systems. 

5.      The county ordinance requirement to infiltrate drainage from all developments within a quarter mile from the shoreline was based on a specific report by Hong West Associates (HWA) pertaining to seawater infiltrating into wells.  Having contacted the HWA, Mr. Baker received an assurance that their report was no intended to create a blanket ordinance and that Port Ludlow should not have been effected by the findings of that report.  The company agreed to write a statement to the county explaining that Port Ludlow should not be subjected to infiltration requirement because infiltration in glacial till areas of Port Ludlow was both ineffective and dangerous to the stability of the bluffs.  Following brief discussion, Commissioner Cairns made a motion to direct Mr. Baker to authorize HWA to prepare a letter to the PLDD to be forwarded to the county explaining the condition of the Port Ludlow bluffs and the ineffectiveness and danger of using infiltration here as drainage control measure.  Motion carried by a unanimous vote of the Commissioners.  The letter was estimated to cost PLDD $1,030. 

New Business:

1.      Commissioner Amundson reported receiving a letter from PLDD insurance company informing the Commissioners that in accordance with new RCWs they must appoint an agent to receive claims for damages.  The letter contained a sample resolution to this effect.  The Commissioners selected PLDD Secretary to be their agent.  Mr. Laker will prepare a resolution to be passed at the next meeting and recorded with the state.  Beach Club address and hours of operation will be used as business address and work hours of the PLDD agent for insurance claims.  PLDD has an agreement with LMC to use Beach Club address as business. 

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on 8 March 2007 at 10:00 a.m. at the Beach Club Bay View Room.

The 8 February 2007 meeting adjourned at 11:15 a.m.  

Respectfully Submitted:                         Approved:                            Approved:

James Laker                                        Walter Cairns                        Lee Amundson

Drainage District                                   Drainage District                    Drainage District

Secretary                                              Commissioner            Chairman &Treasurer

Minutes of the 102^nd Regularly Scheduled Meeting, 10:00 a.m., 8 March 2007

Call to order:

The 102^nd regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order at 10:00 a.m. by the Chairman Commissioner Leland Amundson with the first order of business being approval of the minutes of the regular 8 February 2007 meeting.  The minutes were approved as written.     

Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that have accrued from 8 February to 8 March 2007 for the total amount of $ 3,521.23.  A breakdown of this total is shown below:

Public Forum:

Richard Durand, 104 Puget Loop, asked for PLDD assistance in resolving a drainage problem on his property.  The water is coming down his back yard and sits against the foundation of the house.  There is a new development upstream, which may or may not be causing the problem.  The commissioners directed Barry Baker, PLDD engineer, to check the site and report his findings.  Per Mr. Nelson, GBC Chairman, the new house should drain through the adjacent greenbelt. 

Kent Mount, 61 Jackson Lane, submitted a letter expressing his concerns with Foster Lane Improvement Project and any tree cutting in the vicinity of the Foster/Jackson Lane ravine.  Mr. Mount’s letter was read, addressed, copied, and forwarded to the Architectural Control, Greenbelt, and Operations Committees. 

 Old Business:

1.      Mr. Baker gave an update on the Foster Lane project.  Mr. Baker informed the commissioners that Mr. Mount’s letter came as a response to the original design.  The project has been redesigned.  Mr. Baker brought in new plans for Foster Lane project showing that new plans will have no negative effect on Mr. Mount’s property and will in fact intercept Foster Lane run-off at the street and reroute it away from Mr. Mount’s property by discharging it through the Foster Lane greenbelt.  No public run- off will, therefore, be running down the ravine through lot # 60 and on Mr. Mount’s property.  Run-off from the private properties will not be changed by this project.  Mr. Baker will have this project ready for advertising as soon as minor revisions to the plans are done and the plans are confirmed with the Greenbelt Committee.  The only easement needed for this construction is a temporary construction easement for lot # 60, which has already been recorded.  Foster and Jackson Lane property owners, immediately effected by this project, will be notified.  The project is small enough to be advertised through the Small Works Roster.  Following technical explanation of the project design, Commissioner Lake made a motion to direct Mr. Baker to advertise this project through PLDD SWR.  Motion carried.  Bid opening will be scheduled for 10 a.m. of the day of the next (April 12) PLDD meeting.  The plans and the specifications will be sent to the contractors early next week.  Construction is estimated to cost approximately $20,600.  The plans and the estimate had been reviewed and accepted by the county.

2.      Commissioner Amundson reported receiving a copy of the hearing examiner’s decision regarding PLA application for Ludlow Bay Village and Admiralty III development.  The hearing examiner’s decision stipulated that all drainage plans for the development have to be reviewed by PLDD.  John Van Zonneveld, President of Admiralty II, expressed his concerns with the approval of this PLA application and a hope that PLDD insist on reviewing the plans before they get submitted to the county for a final review and approval.  The Admiralties are concerned that new development will exasperate their existing drainage problems.  Mr. Van Zonneveld informed the commissioners that Admiralties drainage outfall was out of order.  Discussion followed.  The commissioners reserve the right to refuse acceptance of any drainage facilities within the district that are not built to their requirements.  

3.      Discussions were held pertaining to the Condon Lane Outfall Drainage Improvement Project.  Mr. Baker reported meeting with the county and Department of Fish and Wildlife.  A survey has been completed.  A shoreline permit required for this project will cost approximately $1000 to file.  By a motion duly made, seconded, and carried commissioners directed Mr. Baker to file a shoreline permit application.  The PLDD will reimburse G&O for the permit fees. 

4.      The survey crew has also surveyed the Libby Court area.  Documentation is expected next week.  Although the house addition has apparently been built on the lot, the excavation for the new addition has encroached on the LMC greenbelt area.  The survey was triggered by a drainage complaint from the owner of the encroaching property.  Mr. Baker will be able to write up a recommendation once the survey data is finalized.   

5.      Mr. Baker reported sending out maintenance contract information for clearing underbrush in selected drainage areas.  This is an on-call three-year contract for semi-annual maintenance.  To date, there were no bids. 

6.      Mr. Laker has prepared a resolution to appoint PLDD Secretary an agent to receive claims for damages.  This action was requested by the PLDD insurance company.  Commissioner Laker made a motion to pass a resolution appointing him an agent to receive claims for damages.  Commissioner Amundson asked Mr. Laker to amend his motion to select an office of PLDD Secretary and not Mr. Laker personally a PLDD agent to avoid having to file a new resolution once Mr. Laker steps down as PLDD Secretary.  The amendment passed by a unanimous vote and so did the amended motion.  Resolution # 5 will be recorded with the county by Commissioner Amundson.

7.      Mr. Cairns reported approving a drainage plan for the Baldwin Lane construction (lot # 2-1-007) and county subsequently denying the project and requesting infiltration.  This happened after the PLDD meeting with the county officials regarding county ordinance requirement to infiltrate drainage from all developments within a quarter mile from the shoreline.  Mr. Baker has received and forwarded to the county a statement from HWA explaining that Port Ludlow should not be subjected to infiltration requirement because infiltration in glacial till areas of Port Ludlow was both ineffective and dangerous to the stability of the bluffs.  Following that action, the Davis’s drainage plan was approved by the county, and they were issued a building permit.

New Business:

1.      Mr. Baker reported that it has been two years since the latest SWR and Consultant Roster updates.  Commissioner Laker was given copies of the latest advertisements to use to prepare this year’s notice.  Commissioner Laker will place a notice in Port Townsed Leader as soon as possible. 

2.      Commissioner Laker reported receiving a notice from Port Townsend Leader advising the PLDD that the newspaper had the ability to publish legal notices.  The PLDD is already using the Leader to publish all their legal notices. 

3.      Having made a few small changes to the PLDD questionnaire, the commissioners had given it to the PLDD administrative assistant Olga Wilson to finalize and send out using PLDD agreement with the LMC.  The questionnaire is intended to uncover any problems that are not included into PLDD Comprehensive Plan.  Commissioner Laker made a motion to send the questionnaire to each of PLDD constituents.  Motion carried.   

 The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on 12 April 2007 at 10:00 a.m. at the Beach Club Bay View Room.

The 8 February 2007 meeting adjourned at 11:10 a.m.  

 Respectfully Submitted:                         Approved:                            Approved:

James Laker                                        Walter Cairns                        Lee Amundson

Drainage District                                   Drainage District                    Drainage District

Secretary                                              Commissioner            Chairman &Treasurer

Minutes of the 103^rd Regularly Scheduled Meeting, 10:00 a.m., 12 April 2007                                                                                                                       

Bid Opening:  Mr. Baker reported receiving three bids for the Foster Lane Project.  The bids were as follows:  Seton Construction of Port Townsend for $24,245.39, McConnel Construction for $37,264.67, and Olympic Construction for $27,152.14.  The engineering estimate for this project ranged between $20,000 and $25,000.  The apparent lower bidder was Seton Construction of Port Townsend.  Mr. Baker will check the information submitted with the bids and prepare a recommendation to award the contract.  The contract should be awarded at the next (May 10) PLDD meeting. 

Call to order:  The 103^rd regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order at 10:10 a.m. by the Chairman Commissioner Leland Amundson with the first order of business being approval of the minutes of the regular 8 March 2007 meeting.  The minutes were approved as written.     

Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that have accrued from 8 March to 12 April 2007 for the total amount of $ 16,048.83.  A breakdown of this total is shown below:

Public Forum:

Clifton and Jackie Rick, Montgomery Lane residents, asked for the commissioners’ assistance in resolving a worsening drainage problem effecting theirs and John Frieberg’s property (lots # 2-1-051 and 2-1-052).  Mr. Frieberg’s house is settling on the side of the drainage pipe that runs between the two properties and empties over the bluff.  The owners reported continuous erosion of the area that had already been altered by a landslide several years ago.  The problem is similar to a Libby Court outfall recently repaired by the PLDD.  The situation is complicated by the absence of clear records of a drainage easement existence.  The owners offered to check their titles for an indication of an easement.  Following discussion, the commissioners passed a motion to direct Mr. Baker to hire a geotech to assess the area.  Mr. Baker’s findings will be discussed at next (May 10) PLDD meeting. 

Old Business:

1.      John Van Zonneveld, President of Admiralty II, informed the commissioners that the Admiralties had appealed hearing examiner’s decision to approve the latest PLA application for Ludlow Bay Village and Admiralty III development.  The appeal hearing is scheduled for May 4.  

2.      Discussions were held pertaining to the Condon Lane Outfall Drainage Improvement Project.  Mr. Baker reported everything being in order pending applicable permits.  The permits are held due to SEPA, which has been issued by the county on April 11.  The process includes a fourteen-day public review and comment period, which puts this project on hold until the permits are issued.  Mr. Baker expects to receive permits by the next (May 10) PLDD meeting. 

3.      Mr. Baker reported the Yard Dogs Landscaping partially completing the project described in a maintenance contract for clearing underbrush in selected drainage areas.  The contractor agreed to sign a three-year contract for semi-annual maintenance.  It was asked that the contract be revised to include a standard cost of living factor.  Commissioners agreed to revise the contract as requested.  Mr. Baker will make the changes.  The job was advertised as required.   

4.      PLDD second questionnaire was sent out last month.  To date, there were about 140 returns.  Having reviewed the completed questionnaires, Commissioner Amundson found no additional drainage issues for the Comprehensive Plan Update.  Questionnaires returned were passed on to Mr. Baker for further review.  

5.      Commissioner Cairns inquired on a status of the PLDD attorney’s response to a question of whether the District could charge for drainage plan reviews.  The opinion has not been provided to date.  It has been several months since an inquiry was made.  Commissioner Cairns asked PLDD Chairman Amundson to contact Mr. Knauss and request an answer by the next (May 10) PLDD meeting. 

6.      Mr. Baker was directed to check on the drainage improvement area between Montgomery Lane and Oak Bay Road.  

7.      Commissioner Amundson reported Paul Moseley still complaining about standing water accumulating in the greenbelt ditch behind his Fleet Drive home.  Following discussion, the commissioners passed a motion to approve spending up to $1,500 to hire a contractor with a small ditch digging equipment to excavate the ditch from the Moseley’s property down to the Pioneer Drive in an attempt to correct the drainage ditch to allow water to run downhill.  The commissioners authorized Mr. Cairns to personally attend to this matter using PLDD Small Works Roster.

8.      Mr. Baker reported Libby Court area survey clearly indicating the house been built over the LMC greenbelt easement area.  The survey was triggered by a drainage complaint from the owner of the encroaching property.  Survey data was made available to the LMC.

New Business:

1.      Commissioner Cairns reported been asked to assess the potential effects of clearing of a Rainier Lane property (lot # 7-0-019).  Mr. Cairns does not believe the clearing has created a drainage problem.

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on 10 May 2007 at 10:00 a.m. at the Beach Club Bay View Room.

The 12 April 2007 meeting 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

Minutes of the 104^th Regularly Scheduled Meeting,10:00 a.m., 10 May 2007

Call to order:  The 104^th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order at 10:00 a.m. by the Chairman Commissioner Leland Amundson with the first order of business being approval of the minutes of the regular 12 April 2007 meeting.  The minutes were approved as written.     

Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that have accrued from 12 April to 10 May 2007 for the total amount of $ 10,233.19.  A breakdown of this total is shown below:

Public Forum:

There were no public comments at this meeting.

Old Business:

1.      Discussions were held pertaining to the drainage facilities for the proposed Ludlow Bay Village and Admiralty III development.  Approval of this project has been appealed.  The appeal hearing, previously scheduled for May 4, is being rescheduled for a later date.

2.      By a motion duly made, seconded, and unanimously carried, Foster Lane Drainage Improvement Project was awarded to Seton Construction of Port Townsend.  Mr. Baker also reported drafting a maintenance contract letter for this system.  Minor changes requested by Commissioner Amundson will be incorporated.  The county will reimburse PLDD for the costs of this drainage improvement project.  The system will be maintained by the PLDD.

3.      Discussions were held pertaining to the Condon Lane Outfall Drainage Improvement Project.  Mr. Baker reported everything being in order pending applicable permits.  Now when SEPA is complete, Mr. Baker expects the permits to be ready soon.  The project is ready to be advertised.  Easement documents have been prepared.  The commissioners may have to call a special meeting to expedite this project. 

4.      Mr. Baker reported sending revised maintenance contract for clearing underbrush in selected drainage areas to the Yard Dogs Landscaping. 

5.      The PLDD Commissioners received 165 responses to their second questionnaire sent out in March.  Having reviewed the completed questionnaires, Mr. Baker reported 109 responders identify no significant drainage impact.  75% of drainage concerns reported involve private property.  25% of the problems reported are communal problems in need to be addressed by the PLDD.  All of them are already known to the PLDD.  The questionnaire has not identified any new problems.  The Comprehensive Plan will still need to be updated to reflect projects completed and identified since the last update. 

6.      Commissioner Amundson reported receiving PLDD attorney’s response to a question of whether the District could charge for drainage plan reviews.  It is Mr. Knauss’ opinion that the PLDD has no authority to charge for reviews.  The authority to charge lies with the county, which hypothetically could reimburse PLDD for doing drainage plan reviews for application submitted to the county building department.  Following prolonged discussion, the commissioners agreed to pursue this issue with the county. 

7.      Commissioner Cairns reported contacting Joe Thompson regarding excavation of the ditch from the Moseley’s property (101 Fleet Drive) down to the Pioneer Drive in an attempt to correct the drainage ditch to allow water to run downhill.  Mr. Thompson’s verbal estimate for this job is $350.  Mr. Thompson was asked to submit a written proposal.  Commissioners authorized Mr. Cairns to personally attend to this matter.

8.      Last month Clifton and Jackie Rick, Montgomery Lane residents, asked for the Commissioners’ assistance in resolving a worsening drainage problem effecting theirs and John Frieberg’s property (lots # 2-1-051 and 2-1-052).  Mr. Baker reported taking a geotechnical engineer to the site.  A written report should follow.  The problem needs to be addressed as soon as possible due to the active erosion.  The project is not budgeted for this year.  Mr. Baker will ask the geotechnical engineer if the work can be postponed until 2008 construction season.  Mr. Baker described three possible solutions to this drainage problem with the most desirable being plugging of the existing drainage pipe and directing the runoff into the Libby Court outfall system.  Following prolonged technical discussion, the Commissioners directed Mr. Baker to have a design proposal for this project ready for the next (June 14) PLDD meeting. 

New Business:

1.      The commissioners received a request from the LMC Architectural Control Committee to assess potential drainage effect of removing four mature evergreens from Montgomery Lane lot # 39.  The ACC Board is concerned that removal of all mature trees from this property will effect the soil stability.  Mr. Baker was instructed to visit the site to assess the situation.  The ACC is asking for written recommendations.

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on 12 June 2007 at 10:00 a.m. at the Beach Club Bay View Room.

The 10 May 2007 meeting adjourned at 11:30 a.m.  

Respectfully Submitted:                         Approved:                            Approved:

James Laker                                        Walter Cairns                        Lee Amundson

Drainage District                                   Drainage District                    Drainage District

Secretary                                              Commissioner            Chairman &Treasurer

Minutes of the 105^th Regularly Scheduled Meeting,  10:00 a.m., 14 June 2007

Call to order:  The 105^th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order at 10:00 a.m. by the Chairman Commissioner Leland Amundson with the first order of business being approval of the minutes of the regular 10 May 2007 meeting.  The minutes were approved as written.     

Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that have accrued from 10 May to 14 June 2007 for the total amount of $ 16,688.52.  A breakdown of this total is shown below:

Public Forum:

Ted Buehler, Fleet Drive resident, expressed his concerns with the new house construction on lot # 2-3-104.  With his property being downstream from the construction site, Mr. Buehler is concerned that the runoff might create drainage problems for his lot and the house.  Mr. Baker was directed to visit the construction site and check if the drainage plan is being implemented as approved.  

Old Business:

1.      Discussions were held pertaining to the development of the old log dump area.  John Van Zonneveld reported a preliminary application meeting being held by the developer earlier this month.  The developer is planning to build approximately forty houses in that area previously designated for the Trendwest Development.  Mr. Baker was invited to participate in that meeting.  He reported stating PLDD concerns with the drainage in that area.  He emphasized that PLDD will not accept anything not built up to the standards set in 2005 Stormwater Manual.  As a SEPA agency, PLDD will be notified once the application is formally filed with the county and will be able to comment. 

2.      Discussions were held pertaining to the Foster Lane Drainage Improvement Project.  The contractor, Seton Construction of Port Townsend, has started the work.  Most of the pipe and three catch basins have been installed.  Mr. Baker reported an unanticipated utility conflict.  A broken waterline is now contained with water service being reestablished.  The drainage pipe will go over the top of the waterline.  All is left is grading and ditch work and the improvement of the outfall itself.  Mr. Baker spent some time explaining the system design.  Grading and benching was not in original plans.  However, per Mr. Baker, no change order was requested at this time.  Mr. Van Zonneveld asked that the LMC be provided with a set of completed drawings for this project.  Mr. Baker responded that finished drawings would be available from the county one the project is completed.  The commissioners will visit the site immediately after this meeting. 

3.      Condon Lane Outfall Drainage Improvement Project is being advertised.

4.      Last month Mr. Baker reported sending revised maintenance contract for clearing underbrush in selected drainage areas to the Yard Dogs Landscaping.  To date, there was no response.  However, the areas are getting maintained.  Mr. Baker reported checking most of the areas identified for maintenance and was going to check the rest after this meeting.    

5.      Commissioner Cairns reported searching the records for the access to the greenbelt area ditch by the Moseley’s property (101 Fleet Drive).  Joe Thompson is scheduled to excavate the ditch on June 26.  Mr. Cairns will personally notify adjacent property owners.

6.      Discussions were held pertaining to the Montgomery Lane to Libby Court Drainage Improvement Project that will divert the water from Montgomery Lane pipe running between Montgomery Lane lots # 2-1-051 and 2-1-052 to the Libby Court outfall.  Mr. Baker prepared an engineering cost proposal for this project to be designed in 2007 and completed in 2008.  Following brief discussion, Commissioner Cairns made a motion to accept Mr. Baker’s proposal asking for $7500 for the project design work.  Motion carried by a unanimous vote.  Mr. Baker estimated the project being designed and ready for approval by February 2008. 

7.      Last month the commissioners received a request from the LMC Architectural Control Committee to assess potential drainage effect of removing four mature evergreens from Montgomery Lane lot # 39.  The ACC Board is concerned that removal of all mature trees from this property will effect the soil stability.  Having discussed the issue, the commissioners agreed to stand by the original recommendations given to the ACC by Commissioner Cairns. 

New Business:

1.      Steve Cross, owner of Montgomery Court lot # 5-0-009, expressed his concerns with PLDD filing a complaint with the county regarding his above-identified property.  Mr. Cross has partially cleared the lot and built a rock wall on the property without an ACC approval.  The PLDD was concerned with the effects those actions may have on the drainage in the area.  Mr. Cross reported the county following up on the PLDD complaint and determining no violation.  Mr. Cross argued that PLDD had no authority to bring in the county.  The commissioners informed Mr. Cross that PLDD was a public agency charged with overseeing the drainage in the area, which gave them every right and an obligation to report for investigation any action that might result in a potential drainage damage. 

2.      Mr. Van Zonneveld announced Jefferson County holding a meeting to explain newly passed Interim Critical Areas Ordinance.  The meeting will be held at 3 p.m. on June 27 at the Beach Club Bay View Room.  The commissioners asked Mr. Baker to attend this meeting. 

3.      To date, the commissioners received no update on their application for a UDC amendment filed with the county almost a year ago.  Mr. Baker recommended that the commissioners bring this up at the County Commissioners’ meeting before involving their legal council. 

At 11:20 a.m. the commissioners recessed the meeting to go into an executive session to discuss employment of a new administrative assistant.  Mr. Wilson can no longer provide her services to the PLDD.   

The meeting has reconvened at 11:45 a.m.  

Commissioner Cairns made a motion to hire Susan Bartkus as the new PLDD administrative assistance at an hourly pay of $12.50.  Motion carried unanimously.  Ms. Wilson will train Ms. Bartkus and supervise her at the next (July 12) PLDD meeting, which will be her last day on the job.

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on 12 June 2007 at 10:00 a.m. at the Beach Club Bay View Room.

 The 14 June 2007 meeting adjourned at 11:50 a.m.  

 Respectfully Submitted:                         Approved:                            Approved:

James Laker                                        Walter Cairns                        Lee Amundson

Drainage District                                   Drainage District                    Drainage District

Secretary                                              Commissioner            Chairman &Treasurer

Minutes of the 106^th Regularly Scheduled Meeting,  10:00 a.m., Thursday July 12, 2007                                                                                                                       

Call to order:  The 106^th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order at 10:00 a.m. by the Chairman, Commissioner Leland Amundson with the first order of business being approval of the minutes of the regular 14 June 2007 meeting.  The minutes were approved as written.     

Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that have accrued from 14 June 2007 to 12 July 2007 for the total amount of $ 16,601.60.  A breakdown of this total is shown below:

Public Forum:

• Ted Buehler, a resident of Fleet Drive, has been monitoring the new house construction on lot # 2-3-104.  With his property being downstream from the construction site, Mr. Buehler has been concerned that the runoff might create drainage problems for his lot and house.  He was very impressed with the PLDD work, and expressed his appreciation for their efforts.  However, currently Mr. Buehler is concerned that his repeated attempts to speak with the contractor have gone unheeded.  Commissioner Amundson had previously spoken with the contractor for the site and reported that the contractor knew what needed to be done.  He advised Mr. Buehler to contact David Wayne Johnson of Jefferson County for more information.  Commissioner Amundson further assured Mr. Buehler that the PLDD would make sure the drainage plan is implemented as approved. 
• Michael Fessler, a resident of Condon Lane, expressed concern about water coming from the greenbelt and flowing across his property when wind driven by storms.  He brought in a copy of a property survey and photographs of the site that were taken during the last winter.  Photographs, submitted to PLDD engineer, Barry Baker, for analysis, will be returned to Mr. Fessler.  Mr. Baker reported a survey crew scheduled to survey the drainage easement by Mr. Fessler’s property.  Commissioner Amundson will let Mr. Fessler know what needs to be done.  This issue will be taken under advisement and put onto the next agenda.
• Mr. Fessler would like to get vegetation restored on the Condon Lane greenbelt.  He also asked for PLDD help in educating PLDD members residing within the designated shoreline buffer zone.  Commissioner Amundson advised Mr. Fessler to contact LMC Greenbelt Committee for vegetation issues.  Mr. Fessler was also advised to contact Jefferson County to see if anything can be done to educate the shoreline residents on erosion control measures. 
• Elizabeth Van Zonneveld stated that in the course of the Ludlow Maintenance Commission (LMC) appeal to Jefferson County about the Port Ludlow Associates (PLA) proposed revision to the resort, LMC has agreed to enter into mediation with PLA and Jefferson County.  One of the issues raised by the LMC is the concern about the drainage plan, the flow into the lagoon, and the possibility of retention basins for the Admiralty III condominiums.  LMC is asking that approval of drainage plan design rest with the PLDD.  Commissioner Amundson commented that he has been in discussion with Diane Smeiland on this issue.   PLDD will be involved when there is a plan in place, and will have a voice in that, but all PLDD can do is comment, it cannot approve or deny.   Commissioners agreed that if PLDD recommendations are not recognized, it will not accept taking care of it.  Commissioner Cairns and Commissioner Laker concurred that detention was not an acceptable method.  Mr. Baker believes there could be a possibility that if upgraded, 12” CMP along Admiralty II has the potential to serve both parties by tying into the existing system and possibly using the existing outfall.  However, he would need to see the design plan to comment further.

Old Business:

1. Discussions were held about the Foster Lane Drainage Project.  Mr. Baker commented that the project was substantially complete and functioning as intended.  The only remaining work is hydro-seeding and paving.  Neighbors to the west have agreed to mow and water the grass in the easement.  All parties are very pleased with the results.

2. No discussion was held about the Admiralty III Development as there was nothing new to report.

3. Discussions were held pertaining to the Condon Lane Outfall Project.  Mr. Baker reported that there was a bid opening on Tuesday July 10, 2007, with two companies bidding.  Seton Construction with a bid of $72,490.33 and Nordland Construction with a bid of $169,646.00.  The engineer’s estimate was $80,432.80.    Mr. Baker submitted his letter with recommendation for award.  After a review of the budget, by a motion duly made, seconded, and unanimously carried, awarding the contract to Seton Construction. 

4. Mr. Baker reported that Yard Dogs Landscaping had been maintaining the underbrush in selected drainage areas.  In spite of repeated attempts by Mr. Baker to contact Yard Dogs a signed contract had not been forthcoming.  Commissioner Amundson expressed concern about those areas being monitored.  PLDD Commissioners decided to have Mr. Baker continue to monitor and observe. This issue will now be taken off the agenda.

5. The Fleet Drive Drainage Ditch Improvement Project has been completed.  Joe Thompson of Olympic Tree Service hand dug the ditch.  The project came in under the budgeted $350.00.  Mr. Baker answered Commissioners’ questions regarding taxation billing.  This project is now complete.  The issue will be removed from the agenda.

6. Discussions were held pertaining to the Montgomery Lane Drainage Improvement Project (pipe between lots 51 and 52).  Mr. Baker reported the survey crew looking at this and North Condon Lane easements the day of this meeting.  Having walked the site, Mr. Baker identified a few very small erosion areas that most possibly were not caused by surface water runoff.

New business:

1. Commissioner Amundson received a call from a real estate agent about Baldwin Lane property that had a swampy back yard, the agent wanted to know if PLDD could do anything about this.  Commissioner Amundson visited the site and noted that the culvert under Oak Bay road drained directly onto the property.  Commissioner Amundson feels that the PLDD has an obligation to address this drainage problem.  Mr. Baker will examine issue and put together a proposal.

2. Commissioner Cairns reported two easements that are appealed for a reduction in size from ten foot down to seven foot, Ludlow Cove lot #’s 2 & 3.  Mr. Baker reports that this is a private system diverting water from a private driveway that serves private property.  He recommends leaving it private.  He will draft a letter for PLDD to PLA, stating such, and that PLDD will not accept responsibility for this easement and facilities that PLDD previously deemed substandard, such as Ebb Tide Court.

3. Previous to this meeting, Commissioner Cairns heard that Jefferson County was changing its position on infiltration.  Mr. Baker had contacted the county.  The county has adopted 2001 DOE manual standards, which state its order of preference as 1) Infiltration 2) Dispersion or Detention 3) Direct Discharge.  Mr. Baker gave an explanation of Jefferson County’s goal of putting together standards for the above procedures and how he has been working with them as well as with PLDD to put an order of procedures and standards for County to County, as well as from Public Works to County to PLDD.   Mr. Baker will report back to PLDD, with updates, after Jefferson County receives and approves of his report and recommendations.

4. Commissioner Cairns submitted for the record a copy of the receipt from Olympic Tree Service.

 The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday August 9, 2007 at the Beach Club Bay View Room.

The July 12, 2007 meeting adjourned at 11:05 p.m.

Respectfully Submitted:                         Approved:                            Approved:

James Laker                                        Walter Cairns                        Lee Amundson

Drainage District                                   Drainage District                    Drainage District

Secretary                                              Commissioner            Chairman &Treasurer

Minutes of the 107^th Regularly Scheduled Meeting,  10:00 a.m., 09 August, 2007

Call to order:  The 106^th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order at 10:00 a.m. by the Chairman, Commissioner Leland Amundson with the first order of business being approval of the minutes of the regular 12 July 2007 meeting.  The minutes were approved as written.      

 Expenses:

·        The PLDD Commissioners discussed and approved Drainage District expenses that have accrued from 12 July 2007 to 9 August 2007 for the total amount of $7,370.26  A breakdown of this total is shown below:

Public Forum:

Pat Cooper, Foster Lane resident, asked the PLDD to address two issues with the Foster Lane Drainage Improvement Project.

• Standing water in the catch basins attracting mosquitoes
• When the finish work will be completed?

PLDD engineer Barry Baker reported that the catch basins do hold water and will continue to do so; it is inherent in the design.  PLDD Commissioners discussed possible solutions, then advised Mr. Cooper that Jefferson County must be asked, as the county is paying for the project.   Mr. Baker addressed concerns about the finishing work by reporting that there were additional saw cuts made to allow correction to the grade.  The gravel and paving restoration should be finished within the next couple of weeks as the paving contractor becomes available.

Old Business:

1. Updates concerning The Foster Lane Drainage Improvement Project were primarily discussed during the Public Forum.  Commissioner Amundson added that he received a call from Gracie Allen the morning of this meeting, regarding the previous issues, along with one additional concern about the grass not growing well yet.  Commissioner Amundson requested that Mr. Baker contact the Allens about this.

2. There was nothing new to report pertaining to the Admiralty III Development.

3. Mr. Baker reported that The Condon Lane Outfall Project is now underway.  A preconstruction meeting took place and notice of proceed letter will be sent August 10, 2007, marking the official start date, thereby contractually giving Seaton Construction 60 working days for completion.  The permit requires that beach work be done by mid September.  Mr. Baker met with property owners the morning of this meeting to address project issues, including; timeline, possible excavation, landscaping and vegetation restoration. 

4.  Discussions were held pertaining to the Montgomery Lane Drainage Improvement Project (pipe between lots 51 and 52).  Mr. Baker reported that the survey is completed, initial drafting is done, and intentions to build next year are underway.  A permit will need to be obtained as the location is in a Jefferson County right of way.  Mr. Baker asked Jefferson County if they would pay for the project; interest in doing so has not been expressed.

5. Discussions concerning the Condon Lane Greenbelt Easement near Fessler’s property were held.  Mr. Baker analyzed his own archival photographs, as well as those loaned to him by Mr. Fessler, concluding that the bluff erosion on the property was a direct result of prior tree removal, with evidence of a tree stump at the beach.  Photographs were returned to Mr. Fessler. Technical discussions regarding the results of the survey were held.  Mr. Baker and PLDD Commissioners concurred that there is a problem in that location that requires further action.  Mr. Baker was directed by PLDD Commissioners, by a motion duly made, seconded, and unanimously carried, to conduct a television scan of these pipes (and as many other locations he is able to do) thus providing him with enough information to prepare a pre-design report.

6. Discussions were held pertaining to Jefferson County re-ordering building site drainage preferences. The county's order of drainage preference is infiltration, dispersion and direct discharge as a last resort. This will not work in the PL drainage district due to the nature of the soils and terrain.  A geological report was sent to the County explaining this.  Verbal agreements to this effect have not been honored.   Commissioner Amundson recommended that a meeting be set up with the County to obtain a signed agreement to allow direct discharge as the preferred means of drainage in the district, with dispersion second and infiltration last.  Commissioner James Laker made a motion to this effect, seconded by Commissioner Amundson, opposed by Commissioner Cairns.  The motion carried and Commissioner Amundson was authorized to set up the meeting and to involve both the district's attorney as well as the County attorney.

7. Commissioner Cairns requested that the contractor/builder of lot # 2-3-104, be sent a copy of Mr. Baker’s Engineer’s Letter Report on Fleet Drive Construction, by request of Ted Buehler.  Mr. Buehler is concerned with future problems with site drainage.  Mr. Baker will send a copy of his letter report to the builder.  Commissioner Amundson spoke with the builder and he understands what needs to be done, but it will be done during landscaping, after the building is completed. 

New business:

1.      Engineer Barry Baker provided Annualized cost of Maintenance and Operations for 2007 per Residence and Annualized cost of Construction projected for year 2007 per Residence, via PowerPoint presentation and handouts.  Figures did not include commercial contributions, such as those from LMC, nor did they include the payments from those projects paid by Jefferson County.  Cost per single family residence is approximately $42.00 per year for Maintenance and Operations.  Commissioner Cairns commented that this is very low, especially in light of other communities such as Kitsap County, where this cost is approximately $100.00 per year.

2.       PLDD Commissioner Amundson reported on the loan status for the PLDD; the amount owed being $8,000.00, with $6,109.00 due in December 2007, the remaining will be paid off next year, closing the $50,000.00 loan.  Commissioner Amundson provided a detailed expense report of all costs incurred this year to date, comparing them to the projected budget.  Resulting in virtually all costs coming in below expected.

3.      Mr. Baker reported that the cost of doing a feasibility study to look at drainage ditches north and south of Baldwin Lane for water coming in from culverts on the bay side of Oak Bay Road, would be approximately $1,200.00.  By a motion duly made, seconded, and unanimously carried, PLDD Commissioners directed Mr. Baker to conduct this study.

4.      Commissioner Amundson has received emails from residents of McCurdy Lane, who get a lot of drainage from Pioneer Lane above them.   Mr. Baker was asked to draft a letter, which will then be sent to the residents by PLDD, asking them to allow a 10 foot easement for PLDD to put in a regulated drain line, with restoration to be taken care after construction.  Mr. Baker illustrated issues with the drainage in that area and how an easement would alleviate overflow.  He recommends a 10 foot easement on the upper lots (essentially the same as the Olympic Lane project). 

 The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday September 13, 2007 at the Beach Club Bay View Room.

 The August 9, 2007 meeting adjourned at 11:26 p.m.

Respectfully Submitted:                         Approved:                            Approved:

James Laker                                        Walter Cairns                        Lee Amundson

Drainage District                                   Drainage District                    Drainage District

Secretary                                              Commissioner            Chairman &Treasurer

Minutes of the 108^th Regularly Scheduled Meeting,  10:00 a.m., 13 September, 2007                                                                                                                       

Call to order:  The 108^th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order at 10:00 a.m. by the Chairman, Commissioner Leland Amundson with the first order of business being approval of the minutes of the regular 9 August 2007 meeting.  The minutes were approved as written.     

Expenses:

·        The PLDD Commissioners discussed and approved Drainage District expenses that have accrued from 9 August 2007 to 13 September 2007 for the total amount of $10,030.66 A breakdown of this total is shown below:

Public Forum:

There were no public comments at this meeting.

Old Business:

1. Engineer Barry Baker reported that the Foster Lane Drainage Improvement Project is substantially complete.  The contractor will be meeting with Jefferson County next week to finish the paving. 

2. Progress on The Condon Lane Outfall Project is now underway. The beach work was done, with the catch basin being put into place last Friday September 7.   The upland work will begin within the next two weeks.   Mr. Baker answered technical questions by the Commissioners regarding construction.  He commented that when finished it will function essentially the same as Libbey Court Drainage Improvement Project.   By a motion duly made, seconded, and unanimously carried Mr. Baker was directed by PLDD Commissioners to put in a type II catch basin and all attending work Mr. Baker may deem necessary, to alleviate the drainage problem near Fessler’s property after the area is TV surveyed tomorrow, providing the cost will not exceed $6,000.
3.  Discussions were held pertaining to the Montgomery Lane Drainage Improvement Project (pipe between lots 51 and 52).  Mr. Baker reported that the area will be TV surveyed tomorrow.  Intentions to build next year are underway.  A permit will need to be obtained as the location is in a Jefferson County right of way.  Commissioner Cairns advised Mr. Baker that there had been some problems with a water pipe on the east side of the street and to use caution when providing final design location.

4. The proposed meeting with Jefferson County about the prior drainage method agreement was discussed.  PLDD attorney Ted Knauss, engineer Barry Baker and PLDD Commissioners agreed to schedule the meeting for Thursday October 11, 2007 at 1:00 p.m., following the regularly scheduled PLDD meeting.  Commissioners provided a list of names to Mr. Knauss as to whom they would like him to invite, clarification of the issue to be discussed was given to Mr. Knauss by the PLDD Commissioners pertaining to direct discharge as the preferred means of drainage in the district, with dispersion second and infiltration last, this being the opposite order usually preferred by the County.  Mr. Knauss asked to be provided with a copy of the original agreement; one will be obtained for him following this meeting.

5. In depth discussion took place concerning the Baldwin Lane Feasibility Study.  A letter drafted by Mr. Baker, was provided to PLDD Commissioners.  Right of entry and/or easement permission will be obtained by Mr. Baker from the residents, prior to further analysis taking place.  Commissioners asked Mr. Baker to come up with a concept and a diagram to provide to residents.

New business:

1.      Status of proposed UDC Changes submitted to the County April 17 of 2006. Commissioner Amundson contacted Mr. Fishbock, who looked for the report presented last year.  No action had been taken by the County Commissioners.  PLDD Commissioner Amundson will bring this issue up at the next Board of Commissioners Council meeting, if nothing further has happened to process this application, Commissioner Amundson will take further action. 

2.      Commissioner Cairns was approached by the Green Belt Committee concerning payment to take down the Sitka Spruce next to Mel Smiths’ property.  Further discussion took place about a former Arborist’s report, offers by neighbors to pay for the tree to be removed and responsibility for removal lying with the Green Belt Committee. 

3.      MERU infiltration rate was brought up by Commissioner Cairns in regard to a study he conducted for the Port Ludlow Village Council Utilities Committee; he is concerned with increased infiltration and its effect on the sewage treatment plant. He issued an invitation during this meeting for all who would like to attend the upcoming Utilities meeting to further investigate this issue

4.      Commissioner Cairns asked Mr. Baker if there were any issues concerning drainage that may need to be addressed concerning the southern border of the district (near Osprey Ridge) as he has noticed that most of the PLDD work has taken place  in other end of the district.  Engineer Baker said most of this area is of newer development, and therefore primarily just needs regular maintenance.  In regard to this area, Commissioner Laker brought up an issue he became aware of near the bottom of Machias Loop; he believes that the property may be in danger of washing away in a huge storm as during the storms of November 2006, the property owner had water running under his house and onto the properties down from him.  Commissioners clarified where the area was, and then asked Mr. Baker to take a look at the situation. 

5.      Former PLDD Commissioner Richard Regan brought up a problem with a pipeline that extends from a storm water manhole on the west side of Oak Bay Road and runs under the road.  It may need to be slip lined; he reported that 4 or 5 years ago the developer was going to slip line it but that this has not yet happened.

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday October 11, 2007 at the Beach Club Bay View Room.

The September 13, 2007 meeting adjourned at 11:05 p.m.

Respectfully Submitted:                         Approved:                            Approved:

James Laker                                        Walter Cairns                        Lee Amundson

Drainage District                                   Drainage District                    Drainage District

Secretary                                              Commissioner            Chairman &Treasurer

Minutes of the 109^th Regularly Scheduled Meeting, 10:00 a.m., 11 October, 2007

Call to order:  The 109^th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order at 10:00 a.m. by the Chairman, Commissioner Leland Amundson with the first order of business being approval of the minutes of the regular 13 September 2007 meeting.  The minutes were approved as written.     

Expenses:

·        The PLDD Commissioners discussed and approved Drainage District expenses that have accrued from 13 September 2007 to 11 October 2007 for the total amount of $41, 803.19.  A breakdown of this total is shown below:

Public Forum:

·        Discussions were held with Green Belt Committee (GBC) co-chairpersons Jack Riggen and Larry Scott, in regard to removal costs for the large Sitka spruce near Mel and Katie Smith’s property.  By a motion duly made, seconded and unanimously carried Port Ludlow Drainage District (PLDD) Commissioners agreed to abide by their original decision; the PLDD will pay half of the removal cost by Yeoman Tree Service and will accept Mr. and Mrs. Smiths offer to pay the other half (approximately $580.00 each).

·        GBC Chairpersons agreed to the removal of a large Douglas fir located on the Libby Court Green Belt Easement during this PLDD Small Works Roster project by Joe Thompson.  PLDD Commission Walter Cairns will write the Green Belt Request and tag the tree to be removed.

·         Discussion was held pertaining to the Green Belt Committee granting an easement to Mr. Gary Wright, lot number 1-3-029, for his proposed new house construction drainage plan.   PLDD Commissioner Walter Cairns, will inform the owner to apply to the GBC for an easement.  

·        Extensive discussion occurred with residents of McCurdy and Pioneer Lanes about the letter they had received a letter from PLDD Engineer Barry Baker pertaining to PLDD addressing drainage problems on these properties.  Residents asked PLDD Commissioners and Mr. Baker for further clarifications of this issue.  Mr. Baker illustrated the problems with drainage in this area, including direction of flow due to the slope, and how the PLDD would need to look more closely at the area prior to designing a solution.  By a motion duly made, seconded and unanimously approved PLDD Commissioners directed Mr. Baker to obtain right of entry and/or easement permission from the residents, so he may conduct further analysis.  In addition Commissioners reassured those residents present that costs incurred by this project, including installation, vegetation replacement and future maintenance would be paid for by the PLDD. 

Old Business:

1. Engineer Barry Baker reported that the Foster Lane Drainage Improvement Project is essentially done.  The paving work will exceed the estimate, but Jefferson County has agreed to pay this as county staff directed the paving crew to do the additional work.
2. The Condon Lane Outfall Project is now functional but not yet complete.  Mr. Baker and PLDD Commissioners were impressed with the expertise by Seton Construction, who installed this project with very little impact to the surrounding area.  Commissioner Cairns did express concern with tracks left on the driveway of the neighbors to the south.
3. Discussions were held pertaining to the Montgomery Lane Drainage Improvement Project (pipe between lots 51 and 52).  Mr. Baker reported on his survey of this area, submitting a draft plan to PLDD Commissioners. He will be sending a copy to Jefferson County as well as to Olympic Water and Sewer.
4. The Baldwin Lane Feasibility Study was discussed, with Engineer Baker reporting his findings, and possible solutions.  By a motion duly made, seconded and unanimously carried, PLDD Commissioners authorized Mr. Baker to co-ordinate with Jefferson County, and take whatever steps necessary to plug the perforated pipe to the culverts north and south of Baldwin Lane.
5. A meeting with Jefferson County to discuss drainage method agreement was unable to be arranged by PLDD attorney Ted Knauss, due to conflicting schedules with the parties to be invited.  If the UDC changes become approved, this meeting will not be necessary.  Chairman Amundson will be speaking with John Fishbach when he delivers the vouchers to find out what progress has transpired so far, if there has been no further progress, Chairman Amundson will try to get it on the agenda for the next County Commissioners meeting.

New business:

1.      Libby Court Maintenance Contract, a small works roster project, was discussed.   Commissioner Cairns reporting that he went to assess this area with Joe Thompson.  They concluded that the problem is not with the pipe; tree roots have grown and are interfering with the drainage pipe and pushed the asphalt up.  Mr. Thompson gave a verbal estimate to Commissioner Cairns for $700.00, not including the tree removal, stating that work that needs to be done can be done within one day.  By a motion duly made, seconded and unanimously carried Commissioner Cairns was authorized up to $2,000.00 to obtain Joe Thompson to perform the work necessary, including tree removal (approved by the GBC during the public forum portion of this meeting).

2.      Budget surplus was discussed, with Chairman Amundson submitting all figures to Commissioners Laker and Cairns, resulting in 2008 assessments being approximately twenty percent less than last year.  It was decided to hold the annual public PLDD budget meeting in conjunction with the regular 8 November, 2007 PLDD meeting, changing the time to 7:00 PM to encourage more public participation.  Notices will be posted.

3.      Commissioner Cairns brought up the issue of some interest being expressed by South Bay in joining the PLDD in the near future, with the possibility of only maintenance and operation fees, not construction being part of their assessment.

4.      TV inspections of many North Condon Lane pipes were done by Engineer Baker; some were not able to be surveyed due to being clogged by debris.  Mr. Baker does not recommend doing the catch basin improvement prior to the pipes being cleaned out.  Chairman Amundson asked Mr. Baker to check with Jefferson County as to responsibility for this, as these are County right of way areas, but some involve private driveways.

5.       Commissioner Cairns submitted copies of the approved drainage plan for the Wrights on lot number 1-3-029, one for PLDD records, and one for the Architectural Control Committee. 

6.      The Port Ludlow Associates (PLA) Ludlow Cove II development was briefly discussed.  There will be 42 5,000 square foot lots; these will be on the site of the old log dump area.

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday November 8, 2007, 7:00 p.m.  at the Beach Club in the Bay View Room.

The October 11, 2007 meeting adjourned at 11:42 a.m.

Respectfully Submitted:                         Approved:                            Approved:

James Laker                                        Walter Cairns                        Lee Amundson

Drainage District                                   Drainage District                    Drainage District

Secretary                                              Commissioner            Chairman &Treasurer

Minutes of the 110^th Regularly Scheduled Meeting, 7:00 p.m., 08 November, 2007

Call to order:  The 110^th special scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order at 7:00 p.m. by the Chairman, Commissioner Leland Amundson with the first order of business being approval of the minutes of the regular 11 October 2007 meeting.  The minutes were approved as written.     

Expenses:

·        The PLDD Commissioners discussed and approved Drainage District expenses that have accrued from 11 October 2007 to November 08 for the total amount of $9,947.76.   A breakdown of this total is shown below:

 Public Forum:

·        No issues were addressed to the Commissioners by the public during this forum.

2008 PLDD Budget Assessment

·        Engineer Barry Baker provided a power point presentation, with hand-outs pertaining to the projects completed in 2007 and the upcoming projects for 2008.  Mr. Baker summarized that PLDD Budget Assessment for 2008 will be 18 to 20 percent less ($177,518.00) than the 2007 Assessment ($218,268.00), primarily due to the fact that many major improvements have been completed with only three capital improvement projects planned at this time for 2008 these being McCurdy Lane project, the Waste Water Treatment Plant Ditch and Montgomery Lane Re-alignment. 

·        Brief discussions were held pertaining to water runoff occurring near the end of Montgomery Court near the Walker home, which had received a temporary fix in 1996.  Commissioners determined that portions of this area were on private property, not on an easement and though not conventional have been functioning.

·        Questions by the public regarding upcoming projects and budget were addressed by Mr. Baker and PLDD Commissioners Walter Cairns and Leland Amundson. 

·        By a motion duly made, seconded and unanimously carried the 2008 Budget was approved by PLDD Commissioners and will be presented to the County.

Old Business:

1. Engineer Barry Baker reported that the Foster Lane Drainage Improvement Project is essentially done.  Gravel will be restored within the next few days by the contractor.  Mr. Baker reported inspecting the area and that new vegetation growth will help decrease the natural bluff erosion that occurs in the Greenbelt area, this is not in an area that will affect any other structure or property. 
2. The Condon Lane Outfall Project is more than substantially complete, with only small details remaining such as replanting and trimming back of some hedges and junipers, these items will be done by Seton within the next two weeks as reported by Mr. Baker. 
3. Discussions were held pertaining to the Montgomery Lane Drainage Improvement Project (pipe between lots 51 and 52).  Mr. Baker submitted plans to Jefferson County as well as to Olympic Water and Sewer (OWS).  OWS is not sure whether the pipe crossing under is ductile iron or AC water line; if AC it will need to be replaced if iron it will be fine.   A video inspection was done of the culvert under the road; Jefferson County has requested that if needed the pipe be replaced with them contributing to the cost of the project on a percentage basis.  Engineer Baker has prepared a revised cost estimate with two schedules, one for Jefferson County and one for PLDD.
4. The Baldwin Lane Feasibility Study was discussed; Engineer Baker reported still looking at the best method to address this, possibly with expandable foam, Jefferson County does not have any objection to this.
5. The McCurdy Lane Easement Inquiry has been sent out to residents with notifications of intent to have the area observed.  By a motion duly made, seconded and approved, PLDD Commissioners authorized Engineer Baker to survey and design this project.
6. PLDD Chairman Commissioner Amundson reported being unable to meet with   John Fishbach to discuss progress on the Status of proposed UDC changes that were submitted to the county in April of 2006 by the PLDD.  This is 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. Commissioner Amundson will continue trying to contact Mr. Fishbach.  Mrs. Smith inquired as to why legal fees were charged by PLDD attorney Ted Knauss; Commissioner Amundson stated those were incurred by Mr. Knauss’ attempting to schedule a meeting with the PLDD and Jefferson County.

New business:

1.      Libby Court Maintenance Contract, a small works roster project, was discussed.   Commissioner Cairns reporting that he went to assess this area with Joe Thompson.  They concluded that the problem is not with the pipe; tree roots have grown and are interfering with the drainage pipe and pushed the asphalt up.  Mr. Thompson gave a verbal estimate to Commissioner Cairns for $700.00, not including the tree removal, stating that work that needs to be done can be done within one day.  By a motion duly made, seconded and unanimously carried Commissioner Cairns was authorized up to $2,000.00 to obtain Joe Thompson to perform the work necessary, including tree removal (approved by the GBC during the public forum portion of this meeting).

2.      Budget surplus was discussed, with Chairman Amundson submitting all figures to Commissioners Laker and Cairns, resulting in 2008 assessments being approximately twenty percent less than last year.  It was decided to hold the annual public PLDD budget meeting in conjunction with the regular 8 November, 2007 PLDD meeting, changing the time to 7:00 PM to encourage more public participation.  Notices will be posted.

3.      Commissioner Cairns brought up the issue of some interest being expressed by South Bay in joining the PLDD in the near future, with the possibility of only maintenance and operation fees, not construction being part of their assessment.

4.      TV inspections of many North Condon Lane pipes were done by Engineer Baker; some were not able to be surveyed due to being clogged by debris.  Mr. Baker does not recommend doing the catch basin improvement prior to the pipes being cleaned out.  Chairman Amundson asked Mr. Baker to check with Jefferson County as to responsibility for this, as these are County right of way areas, but some involve private driveways.

5.       Commissioner Cairns submitted copies of the approved drainage plan for the Wrights on lot number 1-3-029, one for PLDD records, and one for the Architectural Control Committee. 

6.      The Port Ludlow Associates (PLA) Ludlow Cove II development was briefly discussed.  There will be 42 5,000 square foot lots; these will be on the site of the old log dump area.

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday November 8, 2007, 7:00 p.m.  at the Beach Club in the Bay View Room.

The October 11, 2007 meeting adjourned at 11:42 a.m.

Respectfully Submitted:                         Approved:                            Approved:

James Laker                                        Walter Cairns                        Lee Amundson

Drainage District                                   Drainage District                    Drainage District

Secretary                                              Commissioner            Chairman &Treasurer

Minutes of the 111^th Regularly Scheduled Meeting, 10:00 a.m., 13 December, 2007                                                                                     

Call to order:  The 111^th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order at10:00 a.m. by the Chairman, Commissioner Leland Amundson with the first order of business being approval of the minutes of the special 08 November 2007 meeting.  The minutes were approved as written.     

Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that have accrued from 08 November 2007 to 13 December 2007 for the total amount of $40,246.87.    A breakdown of this total is shown below.

Public Forum:

·        The capability of recently completed projects handling storm activity well was briefly discussed.

·        Chairman Commissioner Amundson reported receiving a memo from the Auditor with a preliminary damage assessment form for the PLDD to submit if there was any need for Washington State assistance.  Engineer Barry Baker reported evaluating areas he was able to access, noting that he did not see any damage yet, but the outfalls will have to be observed from the beach area, possibly by boat, as he was unable to view them properly from above.  This will have to be ascertained prior to the form being submitted without a request for funding assistance.

·        The Oak Bay road Culvert leading to the Waste Water Treatment Plant came under discussion, as well as a letter sent from Gray & Osborne requesting PLDD Commissioners signatures authorizing Mr. Baker to conduct a survey for that area.  Commissioner Amundson was concerned as the estimate was $2,000.00 more than had been previously budgeted; Mr. Baker explained that the more intensive survey was not necessary but to alleviate more extensive future line items, this would be his recommendation.  By a motion duly made, seconded and unanimously approved, the extra funding was approved for Mr. Baker to conduct a more thorough survey of the Oak Bay Road culvert leading to the Waste Water Treatment plant.  Commissioners signed the letter and gave it to Mr. Baker.

·        Questions from the public to the PLDD Commissioners regarding recent Green Belt Committee actions were addressed; these included the removal of blackberry bushes and alder trees north of Swansonville Road, and cedar trees north of Baldwin Lane.  Homeowners were concerned about the possible impact this might have on drainage in these areas and whether the PLDD had been asked for their approval.  PLDD approval had not been sought by the Green Belt Committee.

Old Business:

1. Engineer Barry Baker presented a change order for PLDD Commissioners to sign, giving their approval for additional paving work on the Foster Lane Drainage Improvement Project.  The change order will be for additional work requested, and paid for, by Jefferson County.  Commissioner Laker reported that people who live near there have told him they are very happy with the results.  By a motion duly made, seconded and unanimously approved, the Foster Lane Drainage Improvement Project was accepted as complete.
2. By a motion duly made, seconded and unanimously approved, the Condon Lane Outfall Project was accepted as complete.
3. Discussions were held pertaining to the Montgomery Lane Drainage Improvement Project (pipe between lots 51 and 52).  Mr. Baker reported viewing the area with Monty Reinders of Jefferson County.  Jefferson County would like to work in co-operation with the PLDD to replace culverts on the west side of Montgomery Lane, to 18” or 24” pipe.  Engineer Baker will work on an interlocal agreement for the PLDD and Jefferson County, each will contribute to the cost of the project on a percentage basis. 
4. The Baldwin Lane Feasibility Study was discussed; Engineer Baker did a preliminary experiment with expandable foam, to see if it would adhere to the metal, it did, he will now go back and finish it when it is dry.
5. Mr. Baker reported that the McCurdy Lane Easement survey will be conducted today.
6. PLDD Chairman Commissioner Amundson reported speaking with John Fischbach about the progress on the Status of proposed UDC changes that were submitted to the county in April of 2006 by the PLDD.  This is 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. Commissioner Amundson was told by Mr. Fischbach that the changes will be discussed at their January meeting. 
7. Commissioners discussed the issue of Port Ludlow Associates (PLA) not recognizing the PLDD’s legal authority to approve or disapprove of the drainage plan for the PLA’s upcoming Admiralty III project.  This project plans to use infiltration as the means of drainage.  PLA claims to have the right to grandfather in their plan back to 1992 and that Jefferson County is the only authority in this matter.  Elizabeth Van Zonneveld, Ludlow Maintenance Commission (LMC) Vice President, will be presenting a rebuttal tomorrow December 14, 2007, to the LMC board.  This project is still under the appeals process with a hearing examiner presiding over the issue.  Mr. Baker said if needed, there are other avenues to explore in resolving this issue. 
8. Discussions were held pertaining to the North Condon Lane Catch Basin Improvement Project.  Mr. Baker believes it may be possible to combine this project with the Montgomery Lane Improvement Project for the contractor’s proposal, thereby saving costs.  Mr. Baker will prepare a schedule, adding items for the County and PLDD.
9. Commissioner Cairns reported that the Libby Court Maintenance small works roster project done by Joe Thompson was very well done, homeowner Mrs. Smith agreed.  Commissioners are very impressed with Mr. Thompson’s work, as well as his reasonable rates.  Further discussion about problems in this area took place with Commissioners concurring that a catch basin may need to be put there in the future to accommodate the flow.
10. There was nothing new to report concerning the Ludlow Cove II project proposal (formerly known as the Old Log Dump). 

New Business:

• Commissioner Cairns reported being called by Cindy and John Orchanian (lot # 1-5-010), Machais Loop, to look at runoff from a 30 foot rock drain reserve that was overflowing onto their property.  They are concerned that this could affect the footing for their deck.  Commissioner Cairns visited the site and agrees that this heavy overflow needs attention; he also believes that the 90 degree convergence there of the Jefferson County culverts and how they go into the Green Belt area, may need to be steepened to alleviate this.  After brief discussion, Commissioners Cairns and Amundson decided to observe the situation with Mr. Baker as soon as possible. 
• Engineer Baker reports that the 2008 Assessments are nearly done, he will be sending an electronic copy to Commissioners.
• Commissioners discussed the possibility of utilizing the Fire Hall as a possible PLDD meeting site, deciding to further examine this issue in the near future.
• Brief discussion took place concerning the Detention Pond and how the flow of water is quite rapid at the one end, yet observed to be only about one third full at the other, as observed by Commissioner Cairns. 

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

The December 13, 2007 meeting adjourned at 10:54 a.m.

Respectfully Submitted:                         Approved:                            Approved:

James Laker                                        Walter Cairns                        Lee Amundson

Drainage District                                   Drainage District                    Drainage District

Secretary                                              Commissioner            Chairman &Treasurer