Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that have accrued from 13 December 2007 to 10 January 2008 for the total amount of $9,829.79.    Abreakdown of this total is shown below:

Public Forum:

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

Old Business:

1. Chairman Commissioner Leland Amundson distributed a month end report showing the monies in reserve at $62,000.00, with approximately $60,000.00 available.  This does not reflect the money owed to the Port Ludlow Drainage District by Jefferson County, which will bring the sum to approximately $90,000.00.
2. Discussions were held pertaining to the Montgomery Lane Drainage Improvement Project (pipe between lots 51 and 52).  Mr. Baker reported that Jefferson County Public Works would like to add four 18’ driveway culverts north of the crossing on Montgomery Lane, down to the Libbey Court outfall.   Jefferson County would like to work in co-operation with the PLDD and bid this as one project, with two separate schedules, with the County paying for everything upstream, and the PLDD paying for the project below.  Thereby the two entities would reduce the overall mobilization costs.  Jefferson County was very happy with the outcome of the Foster Lane project, and would like to continue working co-operatively with the PLDD on the Montgomery Lane project.  Surveys are now completed with utility locates to be done.  Engineer Baker will have design and contract specifications ready by the next meeting, he expects bids to be taken in March; the PLDD portion of the design as submitted previously by Mr. Baker will remain the same. 
3. 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.  Mr. Baker walked the area this morning and observed quite a bit of water flowing, and creating a small channel, which he manually diverted.   Commissioners discussed other possible solutions with Mr. Baker, with the Commissioners deciding to try shoveling the area to alleviate the flow, prior to attempting a more extensive solution.  
4. Mr. Baker reported that the McCurdy Lane Easement survey is complete and he will have the draft plans completed by the next meeting. 
5. PLDD Chairman Commissioner Amundson reported speaking with County Administrator John Fischbach again 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, this month.   
6. Discussions were held pertaining to the North Condon Lane Catch Basin Improvement Project.  Mr. Baker notified Jefferson County of the plugged driveway culverts, which to date have not been cleaned, once this is done putting in a catch basin in that area is very feasible.
7. Commissioner Cairns reported that the Libby Court Maintenance small works roster project done by Joe Thompson was working very well.  Chairman Amundson commented on the large amount of water that flows in that area, believing that the PLDD needs to continue monitoring the area to make sure no bluff erosion takes place.
8. There was nothing new to report concerning the Ludlow Cove II project proposal (formerly known as the Old Log Dump). 

New Business:

• Commissioner Cairns previously visited Cindy and John Orchanian (lot # 1-5-010), Machais Loop property, to look at runoff from a 30 foot rock drain reserve that was overflowing onto their property.  They were concerned that this could affect the footing for their deck.  Commissioners visited the site and agree that this heavy overflow needs attention.  Engineer Baker will go take a look at it today.
• Engineer Baker reports that the 2008 Assessments are done.  Electronic copies were sent to Commissioners as well as Judy Morris, and are now posted on the PLDD website.  Ms. Morris, who was present at today’s meeting, was thanked by Commissioners and Mr. Baker for her work in this area.   
• Commissioner Cairns brought up Port Ludlow Associates (PLA) questioning Commissioner Cairns qualifications and the Review Procedure done by the PLDD, as well as questioning the authority held by the PLDD over the PLA projects.   PLA believes they are grandfathered into the 1992 DOE manual.   Commissioner Cairns read page 5 of the hearing examiners report, which did not clarify the issue.  After extensive discussion, Commissioners concluded that the PLDD attorney needs to review this situation. 
• Discussions pertaining to standards for Drainage Plans were discussed.  Commissioner Cairns would like to turn review of property drainage plans over to Gray and Osborne.  The cost of budgeting for that was discussed.  Commissioners also discussed the average domestic water consumption. 
• The Hearing Expectations were discussed at length, with a water detention pond, as the PLA proposed for the Admiralty III project considered unacceptable by the PLDD, though as previously discussed, the PLDD’s authority in this matter has been disregarded by PLA.  PLDD Commissioners as well as Mr. Baker would like to approach the ESM, as well as get a legal opinion regarding  the PLDD’s right to review the plans  

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday, February 14, 2008, at 10:00 a.m., at the Beach Club in the Gallery Room.

The January 10, 2008 meeting adjourned at 10:47 a.m.

Respectfully Submitted:                         Approved:                            Approved:

 Call to order:  The 125^th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order by Chairman, Commissioner Leland Amundson at 10:00 a.m. 

PLDD Commissioners present were Leland Amundson, Walter Cairns and James Laker.

The minutes of the regularly scheduled 8 January, 2008 meeting were approved as written.

Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that accrued from 08 January 2009 to 11 February, for the total amount of $6,938.07.  A breakdown of this total is shown below:

Public Forum:

·        North Bay resident and Ludlow Maintenance Commission (LMC) Greenbelt Committee (GBC) Chair, Ted Buehler stated that he was attending this meeting to discuss lot numbers 2-3-112 (belonging to David & Janice Daniels) and 1-2-022, 1-2-023 (belonging to Michael & Elizabeth Fessler).  Each lot to be discussed as per today’s meeting agenda. 

Old Business:

1. The Montgomery/Condon Lane Drainage Improvement Project has been completed.  Chairman Amundson confirmed that the retainage has been released to Seton.  Engineer Nancy Lockett will consult with PLDD bookkeeper Ginger Brown as Ms. Brown had some questions regarding the North Condon Lane drainage retention amount.  This project is now complete and will be removed from the agenda.
2. By a motion duly made, seconded and unanimously approved Commissioners accepted the McCurdy Lane project as complete.  This item will now be removed from the agenda.
3. Engineer Nancy Lockett discussed a draft of the PLDD/ Jefferson County Administrative Rule Agreement with the PLDD Commissioners.  Ms. Lockett suggested that the PLDD should wait until after the County sends confirmation to the PLDD that they are implementing this agreement before withdrawing the PLDD request for a UDC Amendment.   Since April, 2008 the PLDD has been working with the Planning Staff to comprise what would best serve both entities regarding the Status of proposed Unified Development Code (UDC) changes that were submitted to the county in April of 2006 by the PLDD, regarding the preference of Jefferson County to use infiltration, which is not optimal in the Port Ludlow Drainage District.   Direct discharge is the preferred means of drainage here, with dispersion second and infiltration last. The PLDD had been advised to go through an administrative change via Jefferson County Planning Staff for these changes rather than a UDC Amendment, in which case the County would be forced to charge high fees.  PLDD Commissioners agreed that whatever the case, a written agreement of some form needed to be obtained.
4. The Rainier to Oak Bay Greenbelt Drainage project was briefly discussed.     Engineer Lockett reported that the PLDD application for a Public Works Trust Fund (PWTF) Design loan has been reviewed and is currently on the PWT website as an “action” item.  Ms. Lockett will call the PWTF and see what stage the process is at.  The Construction Loan could be applied for this May and would be at ½% interest with the funding being accessible for construction in July of 2010.  Ms. Lockett reported that the engineering is proceeding, with some surveying being done and more remaining, she will be consulting with landscape architect Susan Black who will be subcontracting on this project as well as for the wastewater treatment project.
5. The Drainage Issues on Foster and Jackson Lanes along with the nearby Green Belt area have been surveyed, and the design will now begin reported Engineer Lockett.  This will involve carrying water from the culvert and multiple lots and getting an easement to carry the drainage down to the greenbelt, away from the Mounts property on lot # 2-3-051 where it has been accumulating and creating a similar situation as on McCurdy and Walker Way.  Engineer Lockett will continue to work on a resolution.
6. Commissioner Cairns and Engineer Lockett reported attending a two hour meeting at the Bay Club about South Bay joining the PLDD through an Area Annexation, residents directed questions to the PLDD representatives regarding laws, their drainage systems and what would benefit their areas best.  South Bay representatives expressed conducting more research prior to taking further action. 
7.  Discussion was held regarding lot numbers 1-2-022 & 1-2-023 on Condon Lane, belonging to Mike & Elizabeth Fessler.   Ted Buehler, Chairman of the LMC Greenbelt Committee (GBC) stated that Mr. Fessler is concerned that water flow j’s from a berm, saturating and eroding his embankment.  PLDD Commissioners stated that the drainage pipe in that area has been closed, the water is now diverted to another outfall, and any water coming through his property would now be coming from the road.  Mr. Buehler reported that a request for an appeal to the LMC Board by Mr. Fessler’s attorney is for a determination about three issues: 1) That trees on his property are under Critical Area Ordinance and/or the Shoreline Master Program and he should not be made to trim them, despite neighbor’s complaints that they are planted trees that have grown to obstruct their views.  2) That the PLDD built a berm, or allowed a berm to be built on the greenbelt near his property that he believes forces water back onto his property.  3) That the greenbelt be restored to the same state it was in prior to 2002.  Mr. Buehler stated that the LMC would like some documentation from the PLDD for use in the appeal process.  Commissioners discussed the history of this situation at length; with Chairman Amundson stating that he would write a letter to the LMC Board of Trustee’s that reviewed what action the PLDD took regarding drainage in this area.  Commissioner Laker pointed out that in response to Mr. Fessler’s complaint, the PLDD did a complete renovation of that street drainage and no water goes from that street, from that drain through the greenbelt anymore, that drain is plugged.  Commissioner Cairns stated that that work was completed under contract last year and is a matter of record, and the only impervious surface that Mr. Fessler refers to in his letter that exists, is a Jefferson County right of way.  Engineer Lockett will forward a copy of a letter that was written by Engineer Barry Baker to Mr. Fessler, giving his recommendations and opinion about drainage issues on Mr. Fessler’s property.  Mr. Buehler requested that any correspondence or copies of pertinent documents be forwarded to the LMC as well as the GBC.

New Business:

·        Commissioner Walter Cairns discussed the state and county mandates concerning the over four foot trenching liability that would apply to plans submitted to him by neighbors and owner David Daniels about lot # 2-3-112 on Fleet & Pioneer Drive.   Plans and elevation details were discussed with Mr. Buehler and Engineer Lockett, with Mr. Buehler agreeing to amend plans to be in conjunction withCommissioner Cairns recommendations.

·        Drainage that has been causing erosion problems on the greenbelt at the end of Warbler Lane was discussed.  A resident at the end of the street has been rock lining the area at his own expense.  Commissioners and Engineer Lockett will look at the area today during site visitations.

·        Keller Lane lot # 2-3-010, belonging to Daniel and Ann Klemp was discussed.  The LMC Architectural Control Committee (ACC) was told by Mr. & Ms. Klemp that they wanted to remove all the trees on the lot, except the trees in the Jefferson County right of way.  Mr. & Ms. Klemp had told Commissioner Cairns that they only wanted to remove two (2) trees.  Resulting from the new LMC ACC policy of allowing trees to be cleared from undeveloped lots, Commissioners decided that the PLDD would deal with runoff as needed, but would not approve nor disprove the cutting of trees on undeveloped lots, nor would the PLDD be able to accurately quantify runoff resulting from tree removal.  Commissioner Cairns agreed to write a letter draft, with the PLDD’s policy, he will consult with Commissioners Amundson and Laker, Bud Kerns and former Commissioner Richard Regan.  At Mr. Kern’s recommendation, this policy will be distributed among all North Bay entities.

·        Engineer Lockett will be meeting Seton at Libbey Court tomorrow at 10:00 a.m.  to review the catch basin erosion around the manhole cover on the east side of the courtyard, she invited anyone interested to attend.

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

The February 12, 2009 meeting adjourned at 11:26 a.m.

Respectfully Submitted:                         Approved:                            Approved:

Call to order:  The 114^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 regularly scheduled 14 February 2008 meeting.  The minutes were approved as written.     

Expenses:

Public Forum:

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

Old Business:

1. Discussions were held pertaining to the Montgomery Lane Drainage Improvement Project (pipe between lots 51 and 52).  Engineer Barry Baker sent preliminary plans to PLDD Commissioners as well as to Olympic Water and Sewer, and Jefferson County, as this will be a co-operative project with Jefferson County Public Works.   The PLDD portion of the design, as submitted previously by Mr. Baker, will remain the same with the portion funded by Jefferson County to be five (5) driveway placement crossings and eighteen (18) inch pipe to get them into the system.  An inter-local agreement for PLDD and Jefferson County has been prepared by Engineer Baker.  PLDD Commissioners opted to assign this project to the Small Works Roster for bids.  Combining the improvements to the drainage for the North Condon Lanecatch basin, with the Montgomery Lane project was discussed at length.  Engineer Baker reported that a solution to the North Condon Lane project would be more involved than previously thought.  To get a structure that would control overflow, re-grading the ditch or replacing the pipe would need to be done.  Therefore in order to complete these improvements properly costs would be approximately $20,000.00, rather than the prior estimate of $4,000.00 to $8,000.00.  Commissioner Cairns asked if this would eliminate flow to the Fesslers property, whether this would control the flow from going over the bluff, and in addition requested that the pipe be placed deep enough to accomplish this.  Engineer Baker, affirmed and explained how the improvements would function.  Commissioner Laker stated that the PLDD’s reason for doing this would be bluff erosion control.  Chairman Commissioner Amundson stated that the contingency fund could absorb the addition project cost.  By a motion duly made, seconded and unanimously approved PLDD Commissioners directed Mr. Baker to include improvement plans to the North Condon Lane Catch Basin Improvement Project with the Montgomery Lane Improvement Project plans.
2. Engineer Baker reported waiting for dry weather conditions to complete the Baldwin Lane Feasibility Study, a repair that will use expandable foam adhering to metal to re-channel flow.
3. The McCurdy Lane Easement project was discussed.  Mr. Baker drafted easements and put together plans, which he reviewed with Commissioners.  The documents have been mailed but have not been returned as yet.  Easements need to be obtained from Lot numbers 118, 123, and 126.   A utility easement is owned by Olympic Water and Sewer (OWS) for Lots beginning at 119-122, OWS will be contacted for permission.  PLDD Commissioners as per Mr. Bakers recommendations, asked Mr. Baker to prepare a workshop regarding the McCurdy Lane project, and the other upcoming PLDD projects.  This workshop would give all residents impacted by these projects an opportunity to learn what will be done, as well as answering any questions and/or concerns they may have.
4. PLDD Chairman Commissioner Amundson reported that he and Mr. Baker will be attending a Jefferson County Planning Staff meeting today at 1:00 p.m., inviting all present at today’s PLDD meeting to visit with them.  They will be working with the Planning Staff, who have been directed by the Jefferson County Commissioners, to work on what would serve both entities best regarding 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. 
5. The North Condon Lane Catch Basin Improvement Project was discussed previously during this meeting with the Montgomery Lane Improvement Project, and will now be considered as one project.
6. The Machiais Loop property belonging to Cindy and John Orchanian (lot # 1-5-010) was discussed.  Considerable runoff from a 30 foot rock drain reserve overflows onto their property.  Commissioners have visited the site and agree that this heavy overflow needs attention.  Engineer Baker also visited the site and noted that the drainage that comes through the roadside ditch needs to be directed to the rock rip rap, sediment built up in the ditch obstructs flow.  As requested by PLDD Commissioners, Mr. Baker checked the plat and found that there is an easement in place.  Commissioners and Mr. Baker discussed possible solutions, and determined that this project would have to be budgeted for next year; discussion will be revisited concerning this issue in November or December of this year.
7. Chairman Commissioner Amundson reported going to the Ludlow Maintenance Commission (LMC) board meeting, as well as submitting a letter to them, prepared by Engineer Barry Baker, and endorsed by PLDD Commissioners, regarding recent Green Belt Committee (GBC) actions.  Chairman Amundson relayed to the LMC that by the GBC clearing debris from an area they thought was blocking drainage, they impacted other areas that cannot handle the increased water flow.  The LMC was receptive to Commissioner Amundsons request to have the GBC consult with the PLDD prior to any future work concerning drainage.  It was also decided that volunteer work in regard to drainage in the Green Belt would not be feasible.  Commissioner Amundson reassured LMC that any work done in the Green Belt by the PLDD would be done with the utmost care to reduce impact in these areas
8. Plan Review for Admiralty III has nothing new to report until the situation is resolved through Superior Court.  This will be taken off the PLDD Agenda for the time being.
9. Request for Advice for 211 Condon Lane.  Owners were concerned about losing property along their bank.  Chairman Commissioner Amundson visited the site, found their pipe, and determined that the outflow would be landing on the shore, not the bluff.  Residents were pleased to hear this; they will be putting in another drain to eliminate standing water.  This issue will now be removed from the Agenda.

New Business:

·        Commissioner Cairns has been asked to do some drainage inspection work.  He expressed some concerns with possible repercussions in doing so.  After discussion with Engineer Baker and Commissioners Laker and Amundson, it was determined that inspection could be done, keeping in mind that it could only be in regard to discerning that adherence to approved plans  were followed or not.  The proviso would be that no liability could be incurred to the PLDD due to advice given; responsibility would have to be assumed by the builder.

·        Engineer Barry Baker submitted early draft plans for the Wastewater Treatment Ditch, with survey and proposed ditch line.  He spent time explaining plans, which are all on Green Belt and Port Ludlow Associates (PLA) property, explaining that this will be a re-graded ditch, and will require more re-planting, replacing an existing culvert or putting in a bridge.  Plans will need to be approved by PLA, and could then be advertised for opening bids in June.  This area does have a recorded easement specifically for the PLDD.  Mr. Baker will have a complete planting plan done.

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

The March 13, 2008 meeting adjourned at10:50 a.m.

Respectfully Submitted:                         Approved:                            Approved:

Opening bids were taken by Engineer Barry Baker for the Montgomery/North Condon Lane Drainage Improvement Project.  One (1) bid was submitted from Seton construction for $99,607.95.  This bid was well under the engineer’s estimate of $130,000.00, and was divided into three (3) schedules.   Schedule A being the Port Ludlow Drainage District (PLDD) portion of improvements on Montgomery Lane connecting to the existing system, at $32,435.99, with an additional water line at $1,255.27:  Schedule B being, Jefferson Counties portion of improvements to Montgomery Lane at $28,094.57, and Schedule C Jefferson Counties portion of Condon Lane improvements at $16,629.92.  In addition total fixed costs will be $21,192.20, with approximately one-third of this amount to be paid by Jefferson County, the other two thirds by PLDD, final calculations will be verified at a later date by Engineer Baker.  Mr. Baker recommended that Commissioners wait until the next PLDD meeting before final approval is given, thereby ensuring that work would commence during weather more amenable to project requirements.

Call to order:  The 115^th regularly scheduled meeting of the Port Ludlow Drainage District was called to order at10:06 a.m. by the Chairman, Commissioner Leland Amundson with the first order of business being approval of the minutes of the regularly scheduled 13 March 2008 meeting.  The minutes were approved as written.     

Expenses:

Public Forum:

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

Old Business:

1. By a motion duly made, seconded and approved, PLDD Commissioners scheduled an open house meeting on Wednesday May 7, at 7:00 p.m. to inform the public about construction impacts regarding the upcoming Montgomery/Condon Lane Drainage Improvement Project, as well as other upcoming PLDD projects such as McCurdy Lane and design options for the Waste Water Treatment Plant plans.  Commissioners also directed Mr. Baker to send a letter specifically to lot owners in close proximity to the upcoming projects.  This workshop would give all residents impacted by these projects an opportunity to learn what will be done, as well as answering any questions and/or concerns they may have
2. Engineer Baker reported waiting for dry weather conditions to complete the Baldwin Lane Feasibility Study, a repair that will use expandable foam adhering to metal to re-channel water flow.
3. The McCurdy Lane Easement project was discussed.  Mr. Baker distributed draft plans to the Commissioners.  In prior weeks Mr. Baker had sent letters with return addressed, stamped envelopes, they were mailed but none have been returned as yet.  Though granting an easement would be optimal, for Lot numbers 118, 123, and 126, as this would be for their own benefit; this project can proceed without the improved drainage being provided for them if they so choose. 
4. PLDD Chairman Commissioner Amundson reported that he and Mr. Baker will be attending a Jefferson County Planning Staff meeting again today at 1:00 p.m.  They will be working with the Planning Staff, who have been directed by the Jefferson County Commissioners to work on what would serve both entities best regarding theStatus 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.  Last months Jefferson County Planning Staff meeting, attended by Chairman Commissioner Amundson and Engineer Baker, resulted in the PLDD being 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.  It was agreed by Commissioners that a written agreement of some form needs to be obtained.  Commissioner Amundson and Mr. Baker are expecting to receive a draft proposal of changes from Stacy Hotchkins today.  Commissioner Cairns read a letter from Anderson/Hunter regarding RCW85.38 concerning plan reviews and fees, he asked Mr. Baker and Commissioner Amundson to inquire about an inter-local agreement between PLDD and the County in regard to this subject at today’s Jefferson County Planning Staff Meeting
5. Chairman Commissioner Amundson reported going to the Ludlow Maintenance Commission (LMC) board meeting, as well as submitting a letter to them, prepared by Engineer Barry Baker, and endorsed by PLDD Commissioners, regarding Green Belt Committee (GBC) actions during the month of February.  Chairman Amundson relayed to the LMC that by the GBC clearing debris from an area they thought was blocking drainage, they impacted the Cascade area that cannot handle the increased water flow.  The LMC was receptive to Commissioner Amundsons request to have the GBC consult with the PLDD prior to any future work concerning drainage.  Chairman Amundson spoke with Elizabeth Van Zonneveld, LMC Vice President, who assured him that as soon as the new LMC board members are selected, the LMC will meet with the PLDD and come to terms of agreement.  Commissioner Cairns read GBC procedures in regard to drainage, resulting in PLDD Commissioners agreeing to review the original LMC/PLDD Inter-local Agreement prior to meeting with the LMC.
6. Ramifications concerning whether Drainage Inspection Consultation Work should be performed for a fee by the PLDD, specifically by Commissioner Cairns, were discussed at length.  Chairman Amundson reported discussing this issue with PLDD attorney Ted Knauss who believed that the PLDD could perform these activities.  However, Commissioner Cairns earlier reading of the letter from Anderson/Hunter regarding RCW85.38f reflects that this may not be the case in regard to Special Purpose Districts. All PLDD Commissioners agreed that a written agreement with Jefferson County would need to be obtained prior to consulting fees being charged.  Chairman Amundson again agreed to consult with the Jefferson County Planning staff later today in regard to this matter. 
7. During the March 2008 PLDD meeting engineer Barry Baker submitted early draftplans for the Wastewater Treatment Ditch, with survey and proposed ditch line, this area is located within the Green Belt and Port Ludlow Associates (PLA) property.   A re-graded ditch, re-planting and replacing an existing culvert or putting in a bridge will be required.  Plans will need to be approved by PLA, and could then be advertised for opening bids in June.  This area does have a recorded easement specifically for the PLDD.  Mr. Baker reported that he spoke with professional landscapers, as previously requested of him, and the cost would be approximately $4,500.00, the existing budget allotted was $2,500.00.  After much discussion to the benefits of having the area planned by professionals, and reviewing the budget concerns, PLDD Commissioners by a motion duly made, seconded and unanimously approved, amended the contract to increase funding for this project by $2,000.00 more, thereby enabling Mr. Baker to hire a landscape architect.

New Business:

·        Chairman Commissioner Amundson reported that there had been an Assessment Discrepancy in the amount of $268.05; this was billed to a lot that was not a legitimate billing.  Judy Morris, in attendance at today’s meeting, clarified that there were ten (10) lots in Ludlow Cove that have a common area.   When the assessment was sent to Judy, initially there was a parcel associated with it that was only for information purposes, not a billing tax code, she spoke with Mr. Baker and he said that it could be billed to the one lot number, or it could be divided among those ten (10) lot owners. Ms. Morris chose to bill it to the one number as this was an easier, more efficient thing to do.  The common area is the lot number that had been billed, the original parcel having belonged to Port Ludlow Associates (PLA).  Ms. Morris conferred with Engineer Baker and they concurred that to resolve this discrepancy the following actions could be chosen: corrected statements could be sent out dividing up the amount between the ten (l0) lots, PLDD could insist that PLA pay the assessment, or the amount could be written off.   Mr. Baker and Ms. Morris recommend the later.  The cost of having them review and amend the assessments and/or the possible legal fees involved in pursuing payment from PLA would be more than the amount of the assessment.  They assured Commissioners that this would be corrected for next year’s assessment by dividing the amount between the ten lots.  By a motion duly made, seconded and unanimously approved, PLDD Commissioners opted to write off the assessment discrepancy for the amount of $268.05.   

·        PLDD Commissioners discussed improvements needed to Rainier to Oak Bay Green Belt Drainage.  Chairman Amundson reported a homeowner had water come into her house from the Cascade area, and that if the PLDD could proceed with this project it would alleviate a lot of problems with drainage in that whole proximity.  Funding was considered, with Commissioner Cairns pointing out that a Public Works Trust Fund Loan would take five (5) years to pay back and allow the PLDD a break to continue with other projects.  Engineer Baker addressed questions from PLDD Commissioners, former PLDD Commissioner Richard Regan and homeowner Katie Smith regarding this project including:  funding, financial projections, tree preservation, grade control, time needed to obtain the loan, if Jefferson County would be able to take part in a percentage of the cost, and when he could and/or should start the design work.  Engineer Baker addressed these concerns and agreed to get an outline available for the next meeting.

A special open house meeting informing the public of the Port Ludlow Drainage District upcoming projects will be held in the Bay View Room at the Beach Club on Wednesday May 7, 2008 at 7:00 p.m.

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday May 8, 2008 at 10:00 a.m., at the Beach Club in the Bay View Room.

The April 10, 2008 meeting adjourned at 11:19 a.m.

Respectfully Submitted:                         Approved:                            Approved:

Call to order:  The 116^th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order at10:06 a.m. by the Chairman, Commissioner Leland Amundson.  PLDD Commissioners present were Leland Amundson and Walter Cairns.

 The minutes of the regularly scheduled 10 April 2008 meeting were approved as submitted.

Public Forum:

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

Old Business:

1. Seton Construction was the only company to submit a bid on April 10, 2008 in the amount of $99,607.95 for completion of the Montgomery/Condon Lane Drainage Improvement Project. This bid was well under the engineer’s estimate of $130,000.00 and was divided into three (3) schedules.   Schedule A being the Port Ludlow Drainage District (PLDD) portion of improvements to Montgomery Lane which will connect to the existing system, at a cost of $32,435.99, with an additional water line at $1,255.27:  Schedule B would be the Jefferson County portion of improvements to Montgomery Lane at $28,094.57, and Schedule C the Jefferson County portion of Condon Lane improvements at $16,629.92.  In addition, total fixed costs will be $21,192.20, with approximately one-third of this amount to be paid by Jefferson County, the remainder by PLDD.  Original bid documents from Seton Construction for the Montgomery/Condon Lane Drainage Improvement Project were transmitted from engineer Barry Baker to PLDD Commissioners.  Mr. Baker also submitted a letter verifying Seton’s qualifications as well as his recommendation that Seton be awarded the construction contract.  By a motion duly made, seconded and carried, PLDD Commissioners awarded the Montgomery/Condon Lane Drainage Improvement project to Seton Construction. 
2. Engineer Baker reported checking the site on May 7, 2008, but he must wait for dry weather conditions to complete the Baldwin Lane Feasibility Study.  This repair will use expandable foam adhering to metal to re-channel water flow.
3. A signed and notarized easement was received from Ron Gregory, for the McCurdy Lane Easement.  Mr. Gregory’s property (lot number 2-3-126) was the only lot where an easement was necessary for the project to continue.  In weeks prior, Mr. Baker sent letters with return addressed, stamped envelopes to lot owners in the immediate area.  Though granting an easement would be optimal, this project will be able to proceed without the improved drainage being provided for them if they so choose.  Commissioners Cairns and Amundson asked Mr. Baker to contact these lot owners one more time prior to proceeding with the project, thereby giving them one more opportunity to have improvements made to drainage for their lots.  By a motion duly made, seconded and carried Commissioners authorized Mr. Baker to advertise for bids on the McCurdy Lane Easement project.  Bid Openings will be scheduled for 10:00 a.m. on June 12, 2008 just prior to the next regularly scheduled PLDD meeting.
4. Mr. Baker reported attending a Jefferson County Planning Staff meeting with Chairman Commissioner Amundson last month.  They worked with the Planning Staff, in particular Stacie Hoskins, who will be putting together a draft administrative rule for the PLDD to review.  This draft will comprise what would serve both entities best regarding 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.  The April Jefferson County Planning Staff meeting, attended by Chairman Commissioner Amundson and Engineer Baker, resulted in the PLDD being 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.  It was agreed by Commissioners that whatever the case, a written agreement of some form needs to be obtained.  Commissioner Amundson and Mr. Baker are expecting to receive the aforementioned draft proposal from Stacie Hoskins by the end of this week.  Jefferson County will be responsible for inspections; other issues will be proposed in the draft agreement.   Mr. Baker and Commissioner Amundson felt that the Jefferson County Planning Staff were very co-operative and receptive to PLDD concerns.
5. Chairman Amundson reported that as soon as the new Ludlow Maintenance Commission (LMC) board assigns Greenbelt Committee (GBC) members, the LMC/GBC will meet with the PLDD and come to terms of agreement.
6. Engineer Barry Baker reported that Plans for the Wastewater Treatment Ditchwill be submitted at the June PLDD meeting, this will include a planting plan and opening bid documents for Commissioners to review.  Many lot owners directly impacted by this project were present for a special PLDD meeting that was held on May 7, 2008, this was held to inform residents about upcoming PLDD projects and to answer any questions they may have had for PLDD Commissioners, engineer Baker or landscape architect Susan Black.  Lot owners contributed their opinions and desires, thus enabling Mr. Baker and Ms. Black to incorporate these suggestions into project designs.  The proposed construction area is located within the Green Belt and Port Ludlow Associates (PLA) property.   A re-graded ditch, re-planting and replacing an existing culvert or putting in a bridge will be required.  Plans will be advertised for opening bids in June.  Engineer Baker believes that the project should be started in late September, or early October, thereby giving the plantings the optimal conditions for success
7. In regard to the Rainier to Oak Bay Greenbelt Drainage project, Mr. Baker submitted a handout and gave Commissioners a brief summary of the Public Works Trust Fund (PWTF) Loan options and eligibility requirements.  These are low-interest loans to local governments that have critical public works needs; eligible activities include repair, replacement, reconstruction and improvement of eligible public works systems to meet current standards for existing users.  As a Special Purpose District, the PLDD would be eligible for a PWTF loan of up to $1,000,000.00 for the Pre-Construction loan with an interest rate of ½% with 15% matching funds, for five (5) years.  This could then be rolled into a Construction loan with the same percentage rates for twenty (20) years.  Gray and Osborne will apply on behalf of the PLDD, for no charge, for the June eligibility requirement, which would then begin the process of getting plans done in 2009 and a projected start date of 2010.  For the benefit of residents attending this meeting, Commissioner Cairns requested that Engineer Baker describe the PWTF requirements necessary in order for the PLDD to be eligible for an Emergency Loan should a catastrophe event occur which would make securing such a loan necessary, Mr. Baker did so, assuring that the PLDD would still be eligible to apply for these funds though they had received other loans through this same entity.

New Business:

·        Commissioner Cairns reported approving the drainage plans for residences to be built by Ferguson & Cole on lot numbers 74 and 78, as well as approval for the drainage plan for lot number 1-4-078 on Condon Lane.

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday June 12, 2008 at 10:00 a.m., at the Beach Club in the Bay View Room.

The May 10, 2008 meeting adjourned at 10:30 a.m.

Respectfully Submitted:                         Approved:                            Approved:

Call to order:  The 117^th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was delayed for fifteen (15) minutes so the PLDD could conduct a pre-construction conference with Monte Reinders, County Engineer of Jefferson County and Paul Bocek, Project Manager of Seton Construction regarding the Montgomery/Condon Lane Drainage Improvement Project.  Engineer Barry Baker submitted a preconstruction conference checklist, which will be posted with these minutes.  This project will take approximately forty-five working days to complete, the Notice to Proceed will commence the day of this meeting, and mobilization will start on the Monday following June 26, 2008.  PLDD Commissioners present were Leland Amundson, Walter Cairns and James Laker. 

The 117^th regularly scheduled meeting was called to order by Chairman, Commissioner Leland Amundson at 10:15 a.m.  

 The minutes of the Special Open House May 07, 2008 meeting were approved as submitted.

Public Forum:

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

Old Business:

1. The Montgomery/Condon Lane Drainage Improvement Project was discussed prior to this meeting during a pre-construction conference with Monte Reinders of Jefferson County and Paul Bocek of Seton Construstion.  Seton Construction was the only company to submit a bid on April 10, 2008 in the amount of $99,607.95 for completion of the Montgomery/Condon Lane Drainage Improvement Project.This bid was well under the engineer’s estimate of $130,000.00 and was divided into three (3) schedules.   Schedule A being the Port Ludlow Drainage District (PLDD) portion of improvements to Montgomery Lane which will connect to the existing system, at a cost of $32,435.99, with an additional water line at $1,255.27:  Schedule B would be the Jefferson County portion of improvements to Montgomery Lane at $28,094.57, and Schedule C the Jefferson County portion of Condon Lane improvements at $16,629.92.  In addition, total fixed costs will be $21,192.20, with approximately one-third of this amount to be paid by Jefferson County, the remainder by PLDD.
2. Engineer Baker reported that he will be completing the Baldwin Lane Feasibility Study two weeks from the date of this meeting, during dry weather.  This repair will use expandable foam adhering to metal to re-channel water flow.
3. Plans for the McCurdy Lane Easement project were discussed.  Mr. Baker reported that two (2) property owners have not submitted signed easements, contracts have been sent out.  In weeks prior, Mr. Baker sent letters with return addressed, stamped envelopes to lot owners in the immediate area.  Though granting an easement would be optimal, this project will be able to proceed without the improved drainage being provided for lot owners if they so choose.  Commissioners had asked Mr. Baker to contact these lot owners one more time prior to proceeding with the project, thereby giving them one more opportunity to have improvements made to drainage for their lots.  By a motion duly made, seconded and carried during the May PLDD meeting, Commissioners authorized Mr. Baker to advertise for bids on the McCurdy Lane Easement project.  Bid Openings are scheduled for 10:00 a.m. on June 28, 2008.
4. Mr. Baker and Chairman Commissioner Amundson attended a Jefferson County Planning Staff meeting during April, working with the Planning Staff, in particular Stacie Hoskins, who will be putting together a draft administrative rule for the PLDD to review.  This draft will comprise what would serve both entities best regarding theStatus 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. 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.  It was agreed by Commissioners that whatever the case, a written agreement of some form needs to be obtained.  Commissioner Amundson and Mr. Baker are expecting to receive the aforementioned draft proposal from Stacie Hoskins by the end of this week.  Jefferson County will be responsible for inspections; other issues will be proposed in the draft agreement.   Mr. Baker and Commissioner Amundson felt that the Jefferson County Planning Staff were very co-operative and receptive to PLDD concerns.
5. Engineer Barry Baker reported that the Wastewater Treatment Ditch plans are in process of drafting and design, a cost estimate will be submitted for the July PLDD meeting.  Many lot owners directly impacted by this project were present for a special PLDD meeting that was held on May 7, 2008, to inform residents about upcoming PLDD projects and to answer any questions they may have had for PLDD Commissioners, engineer Baker or landscape architect Susan Black.  Lot owners contributed their opinions and desires, thus enabling Mr. Baker and Ms. Black to incorporate these suggestions into project designs.  The proposed construction area is located within the Green Belt and Port Ludlow Associates (PLA) property.   A re-graded ditch, re-planting and putting in a bridge will be done. 
6. Discussions pertaining to the Rainier to Oak Bay Greenbelt Drainage project were held.   Commissioner Walter Cairns suggested that it would be possible to start the project now by replacing the culvert below Oak Bay Road with existing PLDD funds, and phasing the remainder of the project when Public Works Trust Funding (PWTF) became available, the Greenbelt portion to be done in 2009 and the Rainier section in 2010.  At Commissioner Laker’s request, Mr. Baker again gave a brief summary of the PWTF Loan options and eligibility requirements, which PLDD Commissioners have been considering in order to begin work in the aforementioned area.  These are low-interest loans to local governments that have critical public works needs; eligible activities include repair, replacement, reconstruction and improvement of eligible public works systems to meet current standards for existing users.  As a Special Purpose District, the PLDD would be eligible for a PWTF loan of up to $1,000,000.00 for the Pre-Construction loan with an interest rate of ½% with 15% matching funds, for five (5) years.  This could then be rolled into a Construction loan with the same percentage rates for twenty (20) years.  Gray and Osborne have prepared a draft application on behalf of the PLDD, for no charge.  By a motion duly made, seconded and unanimously approved, PLDD Commissioners directed Barry Baker to proceed with a phased project plan, including construction and design, beginning in 2009 and to be completed in 2010.  Mr. Baker will get a formal proposal with estimates prepared for PLDD Commissioners to sign, as well as setting up a meeting with Jefferson County Engineer Monte Reinders.  Chairman Commissioner Amundson will contact the Ludlow Maintenance Commission (LMC) to set up a meeting informing them of what will be done, and giving them the opportunity to ask questions they may have regarding this project.

New Business:

·        The storm water overflow from the culvert onto the driveway of Richard & Mary Babaian, lot # 1-2-035 on Condon Lane was discussed.  Commissioners Amundson and Cairns spoke with Mr. & Mrs. Babaian at length, who said water was flowing out of the culvert across the street and over their driveway. Chairman Commissioner Amundson asked Mr. Baker to contact Jefferson County, as this is a county road, to see if a berm could be constructed to alleviate the problem.   Commissioners and Mr. Baker agreed to visit the property after this meeting.  The Babaians also told Commissioner Cairns that they were concerned with plans their neighbors have to construct a stairway to the beach, and erosion of the bluff in that area.  Commissioner Cairns informed them that the PLDD had no jurisdiction for this matter; it would be a decision that would have to be made by Jefferson County.

·        The construction of Grace Christian Center at the intersection of Oak Bay Road and Osprey was discussed.  Commissioner Cairns reported that a house trailer located there will be removed and an asphalt parking lot will be put in, with 40-50 parking spots.  The property is not in the LMC, but within the PLDD.  Engineer Baker stated that they will be required to treat and detain prior to construction.

·        The Jefferson County Planning Department notified Commissioner Cairns of the subdivision of Port Ludlow lot # 11 (a five (5) acre tract) in area 6, owned by the Boyer’s.  Commissioner Cairns states that when construction begins, the drainage plan will possibly have to be detention as there is no other way to get the water out of there.

·        By a motion duly made seconded and unanimously approved Commissioners directed Engineer Barry Baker to prepare for signature a letter to the Jefferson County Council regarding preparation for Assessment Methodology Review as per RCW 85.38, which is required every four (4) years, stating that the PLDD has no plans to change current accepted methodology.

·        Commissioner James Laker requested that maintenance on the easement near Port Ludlow number seven (7) near the detention pond be done.  Mr. Baker will contact the small works maintenance contractor to attend to this and check the other areas that may require maintenance.

·        Commissioner Laker will call Jerry Smith on Evans Lane and review his drainage plan regarding his sun room addition.   

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

The June 12, 2008 meeting adjourned at 11:15 a.m.

Respectfully Submitted:                         Approved:                            Approved:

PLDD Commissioners present were Leland Amundson, Walter Cairns and James Laker. 

 The minutes of the regularly scheduled May 8 and 12 June, 2008 meetings were approved as submitted.

 Expenses:

·        The PLDD Commissioners discussed and approved Drainage District expenses that accrued from 12 June 2008 to 9 July 2008 for the total amount of $5,871.20.  A breakdown of this total is shown below:

Public Forum:

 There were no public comments at this meeting.

Old Business:

1. The Montgomery/Condon Lane Drainage Improvement Project was discussed, with Engineer Barry Baker reporting that the project has been awarded to Seton Construction.  As per requirements, the pipe has been delivered so the contractor has officially mobilized and Seton will be on site Monday July 28, 2008; it will take approximately two (2) weeks to lay the pipe, and an additional two (2) to four (4) weeks for paving to be done by subcontractors.  Mr. Baker addressed concerns from residents and PLDD Commissioners about the replacement materials for driveway restoration, stating that the restoration will be as strong or stronger, than it was prior to construction.  Concrete will be replaced with concrete, asphalt with asphalt; at Jefferson County’s request and cost, gravel will be replaced with asphalt.  Large vegetation (such as bushes) will be dug up and replaced; smaller plantings will not be replaced but will most likely grow back in a short time.  Measures will be taken to avoid excavating any more than necessary.  Seton Construction was the only company to submit a bid on April 10, 2008 in the amount of $99,607.95 for completion of this project, their bid being well under the engineer’s estimate of $130,000.00 and was divided into three (3) schedules.   Schedule A being the Port Ludlow Drainage District (PLDD) portion of improvements to Montgomery Lane which will connect to the existing system, at a cost of $32,435.99, with an additional water line at $1,255.27:  Schedule B would be the Jefferson County portion of improvements to Montgomery Lane at $28,094.57, and Schedule C the Jefferson County portion of Condon Lane improvements at $16,629.92.  In addition, total fixed costs will be $21,192.20, with approximately one-third of this amount to be paid by Jefferson County, the remainder by PLDD.  
2. Engineer Baker reported that he will finish the Baldwin Lane Feasibility Study next week when he returns to the area with tools necessary to allow him access to complete the repair.  He will use expandable foam adhering to metal to re-channel water flow.
3. Plans for the McCurdy Lane Easement project were discussed.  Chairman Commissioner Leland Amundson reported that easement documents were obtained and have been recorded.  The engineering firm of Gray and Osborne, consultants for PLDD, submitted a letter recommending that Seton Construction be awarded the contract for this project, theirs being the only bid submitted in the amount of $31, 056.60, slightly more than the engineer’s estimate of $28,178.16.  Commissioner Amundson felt there were sufficient funds in the budget to take care of the overage.  Commissioners James Laker and Walter Cairns agreed.  By a motion duly made, seconded and unanimously approved, PLDD Commissioners awarded the McCurdy Lane Drainage Improvement Project Contract to Seton Construction.  Mr. Baker will deliver the contracts to Seton Construction.  Mr. Baker also reported that one other easement has been received, this one at the downstream end and more critical to completing the project, leaving only one easement not granted yet; this easement being at the upstream end.  The project will be able to move forward without the easement being submitted, it just won’t be extended to that area.  
4. Discussion was held pertaining to the Status of proposed UDC changes.  This will now be titled the PLDD/ Jefferson County Administrative Rule Agreement, as Chairman Commissioner Amundson pointed out that there will be no changes made to the UDC.   Significant progress has been made on the draft of a written agreement between Jefferson County Planning Staff and the PLDD.  Barry Baker reports that there has been a lot of communication between Jefferson County and himself regarding revisions which will include commercial developments as well as plats and private residences, with Jefferson County being responsible for inspections.   Mr. Baker anticipates that this draft will be finalized prior to the next PLDD meeting.  Since April, 2008 the PLDD has been working with the Planning Staff to comprise what would best serve both entities regarding the Status of proposed UDC changes that were submitted to the county in April of 2006 by the PLDD, regarding the preference of Jefferson County to use infiltration, which is not optimal in the Port Ludlow Drainage District.   Direct discharge is the preferred means of drainage here, with dispersion second and infiltration last. The PLDD had been advised to go through an administrative change via Jefferson County Planning Staff for these changes rather than a UDC Amendment, in which case the County would be forced to charge high fees.  PLDD Commissioners agreed that whatever the case, a written agreement of some form needed to be obtained. 
5. Engineer Barry Baker reported that a cost estimates for the Wastewater Treatment Ditch, are almost three (3) times more than originally anticipated.  PLDD Commissioners and Mr. Baker examined what ramifications postponing and/or proceeding at this time with this project would have on the budget, and whether it would be more prudent to budget the project for next year, thereby being able to combine mobilization costs with 2009 projects.  PLDD Commissioners determined that there was no immediate urgency for completion as the flooding that had occurred in that area was a nuisance that only affected the parking lot, water had not posed a threat to homes.  Consequently, by a motion duly made, seconded and unanimously carried, PLDD Commissioners discontinued Wastewater Treatment Ditch plans along with the funds budgeted for this project in 2008 and moved said plans and budget to proceed forward to 2009. 
6. Discussions pertaining to the Rainier to Oak Bay Greenbelt Drainage project were held.   Commissioner Walter Cairns asked Barry Baker prior to this meeting to comment on the terms of a Public Works Trust Fund (PWTF) loan and what it would mean to the assessment, these are low-interest loans to local governments that have critical public works needs; eligible activities include repair, replacement, reconstruction and improvement of eligible public works systems to meet current standards for existing users.  As a Special Purpose District, the PLDD would be eligible for a PWTF loan of up to $1,000,000.00 for the Pre-Construction loan with an interest rate of ½% with 15% matching funds, for five (5) years.  This could then be rolled into a Construction loan with the same percentage rates for twenty (20) years. An example given by Mr. Baker was financing a 20 year loan at ½ % interest, assuming that it would be $500,000.00; the payments would be $40,121.00 per year for 20 years.  Currently, reports Mr. Baker, capital improvement projects are budgeted at $100,000.00 per year, if the PWTF loan is chosen; this budget could drop by about $60,000.00 from what it is currently.  Commissioner Cairns expressed concern about getting an easement from Ludlow Maintenance Commission (LMC) at the ends of the streets for the Rainier to Oak Bay Greenbelt Drainage Project.  Barry Baker said it would be possible to get an estimate on what that would cost from a MAI,  Master Appraiser who would be able to give a state recognized estimate and/or consultation. 
7. There was nothing to report on for the Assessment Methodology Review as per RCW 85.38.  During the June 2008 PLDD Meeting by a motion duly made seconded and unanimously approved Commissioners directed Engineer Barry Baker to prepare for signature a letter to the Jefferson County Council regarding preparation for Assessment Methodology Review as per RCW 85.38, which is required every four (4) years, stating that the PLDD has no plans to change current accepted methodology.

New Business:

·        Commissioner Cairns reported that there is new construction being done at the intersection of Evans Lane and Talbot, with many trees being taken down.

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday August 11, 2008 at 10:00 a.m., at the Beach Club in the Bay View Room. 

The July 10, 2008 meeting adjourned at 10:42 a.m. 

Respectfully Submitted:                         Approved:                            Approved:

Drainage District                                   Drainage District                    Drainage District

Call to order:  The 118^th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order by Chairman, Commissioner Leland Amundson at 10:02 a.m. 

PLDD Commissioners present were Leland Amundson and James Laker. 

 The minutes of the regularly scheduled 10 July, 2008 meeting were approved as submitted.

 Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that accrued from 9 July 2008 to 13 August 2008 for the total amount of  $54,582.65.  A breakdown of this total is shown below:

Public Forum:

• Mary Babaian owner of Lot # 1-2-035, Condon Lane asked whether the North Condon/Montgomery Lane Improvement project would be extending to the end of the road to the Water Treatment Plant as her lot is near that location and she has experienced some runoff onto her property during heavy rains.  PLDD Engineer Barry Baker answered that there wasn’t a feasible way to tie into the system at that point and that to  alleviate the condition she would have to potentially build up the landscaping,  put in a trench or curtain drain and then and tie into the downspouts.  Ms. Babaian stated that she did observe exposed pipe one day during very heavy rain and had contacted Jefferson County who then came and cleaned the ditch out.  Mr. Baker said that the ditch maintenance at that location is Jefferson County’s responsibility and that he would notify Monte Reinders that the pipe is still exposed there.
• Vaughn Bradshaw Ludlow Maintenance Commission (LMC) Architectural Control Committee (ACC) member inquired about whether the drainage plan application for Stacy and Rene Ritch owners of Lot # 1-3-042, Evans Lane, was being addressed.  PLDD Commissioner James Laker looked at the Drainage Plan and noted that PLDD Commissioner Walter Cairns had made notations that Mr. Ritch needed to obtain an easement from the Greenbelt Committee (GBC) prior to PLDD approval. 

Old Business:

1. The Montgomery/Condon Lane Drainage Improvement Project was discussed, with Engineer Barry Baker reporting that the project is progressing well and that Seton Construction has completed installation of the major portion of pipe.  The system is now functioning with concrete work, finish work and clean up of debris remaining.  The contractor, Seton, will be moving onto Condon Lane soon.  Mr. Baker stated that many residents have told him that they are very pleased with the work that has been completed thus far.  Bud Kerns, owner of Lot # 2-1-038, Montgomery Lane was present at this meeting and commented that all members of the construction crew are always busy and that they really impress him.  Mr. Baker reports that the project will take a total of forty-five (45) working days to complete.  Resident Dwayne Wilcox, Lot # 2-1-049 Montgomery Lane, thanked the PLDD, the GBC and especially Mr. Baker for the work, he is very happy with the improvements.  Mr. Baker also handed in a copy of the progress estimate for the work done so far by Seton Construction.
2. Engineer Baker reported that the Baldwin Lane Feasibility Study (a repair using expandable foam adhering to metal to re-channel water flow) is almost complete, test foam has been removed and a reduction in flow should be noticed soon. 
3. The McCurdy Lane Easement project was discussed, with Mr. Baker commenting that the contract has been awarded to Seton Construction, the Notice to Proceed has not been given as yet but he anticipates that Seton will begin construction next week. 
4. Discussion was held pertaining to the PLDD/ Jefferson County Administrative Rule Agreement.  A draft agreement has been under construction but Mr. Baker reported that there have been no new developments other than Jefferson County inquiring as to the extent of involvement desired by the PLDD in owning and operating public and/or private drainage matters.  Mr. Baker advised Jefferson County that the PLDD does not want to be involved in private matters, but public common facilities used by multiple lots are properties that PLDD would want to oversee.  Significant progress has been made on the draft of a written agreement between Jefferson County Planning Staff and the PLDD.  Barry Baker reports that there has been a lot of communication between Jefferson County and himself regarding revisions which will include commercial developments as well as plats and private residences, with Jefferson County being responsible for inspections.   Mr. Baker anticipates that this draft will be finalized soon.  Since April, 2008 the PLDD has been working with the Planning Staff to comprise what would best serve both entities regarding the Status of proposed UDC changes that were submitted to the county in April of 2006 by the PLDD, regarding the preference of Jefferson County to use infiltration, which is not optimal in the Port Ludlow Drainage District.   Direct discharge is the preferred means of drainage here, with dispersion second and infiltration last. The PLDD had been advised to go through an administrative change via Jefferson County Planning Staff for these changes rather than a UDC Amendment, in which case the County would be forced to charge high fees.  PLDD Commissioners agreed that whatever the case, a written agreement of some form needed to be obtained. 
5. Plans and funding for the Wastewater Treatment Ditch have been postponed until 2009.  This issue will be taken off the agenda for the time being.
6. The Rainier to Oak Bay Greenbelt Drainage project was discussed.   Mr. Baker reports that he is currently working on the budget to move forward with this project, as directed by PLDD Commissioners, and that Gray and Osborne have applied for Public Works Trust Fund (PWTF) loan on behalf of the PLDD.  Chairman Commissioner Amundson explained for guests of this meeting the problems concerning drainage from the Greenbelt area that runs from Rainier to the junction of Oak Bay and Swansonville Road and currently drains to Walker Way, which is unable to handle the flow.  Corrections to repair this would run into several hundred thousand dollars, therefore a PWTF loan would allow the PLDD to repair this area sooner and at a rate which would actually lower assessments.  Currently, capital improvement projects are budgeted at $100,000.00 per year, if the PWTF loan is chosen; this budget could drop by about $60,000.00 annually.   Chairman Amundson also reviewed the terms of a PWTF loan.  These are low-interest loans to local governments that have critical public works needs; eligible activities include repair, replacement, reconstruction and improvement of eligible public works systems to meet current standards for existing users.  As a Special Purpose District, the PLDD would be eligible for a PWTF loan of up to $1,000,000.00 for the Pre-Construction loan with an interest rate of ½% with 15% matching funds, for five (5) years.  This could then be rolled into a Construction loan with the same percentage rates for twenty (20) years. 
7. Letters will be mailed today (the day of this meeting) to notify Lot owners of theAssessment Methodology Review as per RCW 85.38 reports engineer Barry Baker.  Jefferson County Council will be meeting August 29, 2008 at 10:00 a.m. at the County Courthouse, 1820 Jefferson St., Port Townsend, Washington.  The county will decide at that time whether to change the current PLDD methodology for calculating assessments, or to approve its use for another four years.

New Business:

·        There will be a public hearing concerning Ludlow Cove I on August 22, 2008

·        ACC members Jim Boyer, Eve McDougall and Vaughn Bradshaw commented on a field site visit on Fleet and Pioneer concerning tree removal requests for Pioneer Drive and Montgomery Lane.  Engineer Baker recommended that anything along the bluff needs to be maintained.  Commissioners re-iterated their position that the PLDD cannot approve nor disapprove of tree removal, only that trees do hold water.  The PLDD cannot determine what would happen if an individual tree is taken out, an estimate could be given over acreage but these decisions belong to the ACC and Jefferson County.

·        Port Ludlow resident Anita Weakley stated that cumulatively removing trees does make a difference she urged all to continue to help maintain and support conservation of trees, thereby reducing bluff erosion.

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday September 11, 2008 at 10:00 a.m., at the Beach Club in the Bay View Room.

The August 14, 2008 meeting adjourned at 10:44 a.m.

Respectfully Submitted:                         Approved:                            Approved:

Call to order:  The 120^th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order by Chairman, Commissioner Leland Amundson at 10:00 a.m.  

PLDD Commissioners present were Leland Amundson, Walter Cairns and James Laker. 

 The minutes of the regularly scheduled 14 August, 2008 meeting were approved as submitted.

 Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that accrued from13 August 2008 to 10 September 2008 for the total amount of $701.97. A breakdown of this total is shown below:

Public Forum:

• Bud Kerns a resident of Montgomery Lane, commented that the contractor Seton and Engineer Barry Baker have done a great job on the Montgomery/Condon Lane Drainage Improvement Projects.

Old Business:

1. The Montgomery/Condon Lane Drainage Improvement Project was discussed, with Engineer Barry Baker reporting that the project is progressing well with Seton Construction having completed the drainage work.  Seton will be working on asphalt paving this morning with the concrete work to begin this afternoon, the finish gravel and clean up remains.  The contractor, Seton, will be moving onto Condon Lane this afternoon to begin the prep work for the paving to be done there tomorrow.  Mr. Baker will have a pay estimate prepared to be submitted by next week and is hoping to have all the issues done so a final pay estimate can be given, which will close out the project short of retainage.  A letter of recommendation, the pay estimate and an invoice from Seton will be provided at the October PLDD meeting.
2. Engineer Baker reported that the Baldwin Lane Feasibility Study (a repair using expandable foam adhering to metal to re-channel water flow) has been completed.  Mr. Baker checked on it this morning and there are no holes.  Where the transition is from the metal pipe to the concrete pipe may still have some seepage, unless the seal is absolutely perfect it has this potential, but it is dramatically improved and will continue to be monitored.
3. The McCurdy Lane project was discussed, with Mr. Baker commenting that the contract has been signed and the Notice to Proceed was issued last week.  Seton will begin the work next week and will be responsible for restoration as well which was part of the contract.     
4. Brief discussion was held pertaining to the PLDD/ Jefferson County Administrative Rule Agreement.  Mr. Baker reported that there have been no new developments concerning the draft of a written agreement between Jefferson County Planning Staff and the PLDD; he will email the planning staff for an update and copy the PLDD Commissioners with their response.  Since April, 2008 the PLDD has been working with the Planning Staff to comprise what would best serve both entities regarding the Status of proposed UDC changes that were submitted to the county in April of 2006 by the PLDD, regarding the preference of Jefferson County to use infiltration, which is not optimal in the Port Ludlow Drainage District.   Direct discharge is the preferred means of drainage here, with dispersion second and infiltration last. The PLDD had been advised to go through an administrative change via Jefferson County Planning Staff for these changes rather than a UDC Amendment, in which case the County would be forced to charge high fees.  PLDD Commissioners agreed that whatever the case, a written agreement of some form needed to be obtained. 
5. The Rainier to Oak Bay Greenbelt Drainage project was discussed.   Mr. Baker reports that Gray and Osborne have prepared the application for a Public Works Trust Fund (PWTF) loan on behalf of the PLDD, and he will have that ready by the next meeting.  This loan would enable the PLDD to begin working on the problems concerning drainage from the Greenbelt area that runs from Rainier to the junction of Oak Bay and Swansonville Road and currently drains to Walker Way, which is unable to handle the flow.  Corrections to repair this would run into several hundred thousand dollars, therefore a PWTF loan would allow the PLDD to repair this area sooner and at a rate which would actually lower assessments.  Currently, capital improvement projects are budgeted at $100,000.00 per year, if the PWTF loan is chosen; this budget could drop by about $60,000.00 annually.   Chairman Amundson reviewed the terms of a PWTF loan during the August 2008 PLDD meeting.  These are low-interest loans to local governments that have critical public works needs; eligible activities include repair, replacement, reconstruction and improvement of eligible public works systems to meet current standards for existing users.  As a Special Purpose District, the PLDD would be eligible for a PWTF loan of up to $1,000,000.00 for the Pre-Construction loan with an interest rate of ½% with 15% matching funds, for five (5) years.  This could then be rolled into a Construction loan with the same percentage rates for twenty (20) years. 
6. A meeting by the Jefferson County Council concerning the PLDD Assessment Methodology Review as per RCW 85.38 was held on August 29, 2008 at 10:00 a.m. at the County Courthouse in Port Townsend, Washington.  Commissioner Walter Cairns and Engineer Baker attended this meeting and reported that the county voted to approve the current PLDD methodology for calculating assessments for another four years. 

New Business:

·        Commissioner Walter Cairns and Engineer Baker reported getting a request for a site visit by Ken and Merrily Mount, residents of 61 Jackson Lane, concerning drainage issues that occur around the ravine between Foster and Jackson Lanes and how the nearby new home construction site may affect this area.  Mr. Baker drew a diagram of the area, describing problems with surface runoff and ground water that comes from the various lots.  He described ways that the PLDD could address the surface runoff, recommending that there be stub outs put in like the Olympic/Cascade project.  Commissioners discussed this issue, realizing that there would have to be easements as it involves multiple private lots and whether there would be enough money in the budget to proceed.  Mr. Baker stated that there would need to be a feasibility study done to go with topography survey prior asking for easements, he estimates that would take a full two days to conduct and that this would cost approximately $5,000.00 to $6,000.00.  By a motion duly made, seconded and unanimously approved PLDD Commissioners authorized Engineer Barry Baker to have a survey done of the area.  Commissioner Amundson pointed out to audience guests that this did not guarantee that the work would be done, just that at this point the PLDD will be investigating the matter.

·        Engineer Barry Baker reported that he has been asked by his firm, Gray and Osborne, to take on project management of the Lake Stevens Wastewater Treatment project construction, which means that he will be unable to be in Port Ludlow on a regular basis.  This project is expected to take up to five years to complete.  Another principle engineer, Nancy, will be coming to the PLDD meeting with him next month and he will introduce her.  Mr. Baker will still be involved somewhat in PLDD budget and planning but will be unable to be as involved after the first of the year.

·        Chairman Commissioner Amundson reports that he is currently working on the budget for next year, and will have it ready to be turned in November of this year.

·        The issue of Ginger Brown possibly no longer being able to serve the PLDD accounting needs was briefly discussed as her office will be moving to Poulsbo at the end of this year.     

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday October 9, 2008 at 10:00 a.m., at the Beach Club in the Bay View Room.

The September 11, 2008 meeting adjourned at 10:42 a.m.

Respectfully Submitted:                         Approved:                            Approved:

 Minutes of the 121^st Regularly Scheduled Meeting, October 9, 2008

Call to order:  The 121^st regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order by Chairman, Commissioner Leland Amundson at 10:00 a.m. 

PLDD Commissioners present were Leland Amundson, Walter Cairns and James Laker.

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

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

 Expenses:

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

Public Forum:

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

Old Business:

1. The Montgomery/Condon Lane Drainage Improvement Project was discussed, with Engineer Barry Baker reporting there will be one more pay estimate of $3,500.00 until payment for schedule A will be complete.  Mr. Baker will have a final pay estimate prepared to be submitted by the November PLDD meeting, thereby enabling payment all at one time as requested by Chairman Amundson.
2. The McCurdy Lane project was discussed at length; Chairman Amundson reported that resident Billy Gates, owner of Lot # 2-3-131 gave an easement.  Barry Baker reported that the contractor, Seton, has installed drain pipe up to and including Mr. Gates property and that  Mr. & Ms. King, owners of Lot # 2-3-118, haven chosen not to grant a permanent easement, just a temporary easement to allow the contractor access until the job is done.  Some restoration is still needed and will have to be done.  Mr. Baker will have the pay estimate ready by the next meeting.
3. Engineer Nancy Lockett will be attending today’s meeting of the Jefferson County Department of Community Development to learn what progress is being made concerning the PLDD/ Jefferson County Administrative Rule Agreement.  Since April, 2008 the PLDD has been working with the Planning Staff to comprise what would best serve both entities regarding the Status of proposed UDC changes that were submitted to the county in April of 2006 by the PLDD, regarding the preference of Jefferson County to use infiltration, which is not optimal in the Port Ludlow Drainage District.   Direct discharge is the preferred means of drainage here, with dispersion second and infiltration last. The PLDD had been advised to go through an administrative change via Jefferson County Planning Staff for these changes rather than a UDC Amendment, in which case the County would be forced to charge high fees.  PLDD Commissioners agreed that whatever the case, a written agreement of some form needed to be obtained. 
4.   The Rainier to Oak Bay Greenbelt Drainage project was discussed.   Commissioner Cairns read an article in the most recent Port Ludlow Voice publication, submitted by the South Bay Community Trails Committee (SBCTC) that requested volunteer help on the lower Rainier Trail.  Chairman Amundson reported speaking with Ludlow Maintenance Commission (LMC) President about the Greenbelt Committee and the Trails Committee holding off on any modifications until after the PLDD planned improvements are completed in 2010.  Mr. Baker prepared an application for a Public Works Trust Fund (PWTF) loan on behalf of the PLDD and had it available at this meeting for PLDD Commissioners to review.  This could then be rolled into a Construction loan with the same percentage rates for twenty (20) years.  Commissioner Laker expressed concern about the water that comes from the Greenbelt and under Walker way, commenting that after the Rainier to Oak Bay project is done he doesn’t think the water flow could be handled.  Mr. Baker replied that Jefferson County knows it’s under capacity to being able to handle the flow for the 100 year event however; they are not willing to modify it at this time.   Commissioner Cairns replied that the PLDD needed something written from the county to show that whatever solutions or remedy Jefferson County chooses won’t affect other areas like Cascade Lane. 
5. Extensive discussion occurred about Drainage Issues on Foster and Jackson Lanes with Commissioners agreeing with Engineer Bakers recommendation to wait on a plan of action until after a survey of the area is done (currently scheduled for late November or early December of this year).   Mr. Baker stated that there would need to be a feasibility study done to go with topography survey prior asking for easements, he estimates that would take a full two days to conduct and that this would cost approximately $5,000.00 to $6,000.00.  By a motion duly made, seconded and unanimously approved PLDD Commissioners authorized Engineer Barry Baker to have a survey done of the area..
6. There was extensive discussion pertaining to Oak Bay Road Culverts one (1) at Baldwin Lane and one (1) at Lot 16.   Mel & Katie Smith, residents of Grove Court, were concerned with the Oak Bay Road Culvert at their Lot number 16.  They believe that with the next big rain and debris, this stream will again jump out of the drainage ditch. Mr. Baker responded that the west side of Baldwin will continue to be a problem if the channel is not maintained.  His recommendation is that the District contract with someone like Joe Thompson to get in the drainage channel and clear out the debris.  He said that plans could be engineered but it really is just a maintenance issue. 

New Business:

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

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

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

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

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

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

Respectfully Submitted:                         Approved:                            Approved:

Call to order:  The 121^st regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order by Chairman, Commissioner Leland Amundson at 10:00 a.m. 

PLDD Commissioners present were Leland Amundson, Walter Cairns and James Laker.

 The minutes of the regularly scheduled 09 October, 2008 meeting were approved as submitted.

 Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that accrued from 08 October 2008 to 12 November 2008, for the total amount of $63,366.14.  Abreakdown of this total is shown below:

Public Forum:

• Cliff and Jackie Rick, residents of 241 Montgomery Lane, thanked the PLDD, Engineer Barry Baker and praised the contractors work (Seton) regarding the improvements recently done on Montgomery Lane and to his driveway.  Mr. Rick also extended a welcome to Gray and Osborne engineer Nancy Lockett.

Old Business:

1. The Montgomery/Condon Lane Drainage Improvement Project was discussed, with Engineer Barry Baker reporting there will be one more small pay estimate for some minor items; he has sent pay estimate number four (4) to bookkeeper Ginger Brown.  Mr. Baker reported that the final pay estimate will include the contractor voucher.
2. The McCurdy Lane project was discussed with Mr. Baker reporting that the project is substantially and physically complete with one (1) more pay estimate coming to pay for minor adjustments.  Mr. Baker also wanted to emphasize that fifty percent (50%) of the payment was retained in lieu of a performance bond.  Mr. Baker and PLDD Commissioners discussed reimbursing Liz Walter; a resident who had done her own prior catch basin improvement in this area and has extended use of this basin to incorporate part of the new improvements.  Commissioners stated that an estimate of her cost could be calculated as she cannot locate her invoices.  Mr. Baker reported that the contractor, Seton has framed and grated her catch basin properly to ease maintenance for the PLDD and Ms. Baker.   
3. Engineer Nancy Lockett attended last month’s meeting of the Jefferson County Department of Community Development to learn what progress had been made concerning the PLDD/ Jefferson County Administrative Rule Agreement. Since April, 2008 the PLDD has been working with the Planning Staff to comprise what would best serve both entities regarding the Status of proposed UDC changes that were submitted to the county in April of 2006 by the PLDD, regarding the preference of Jefferson County to use infiltration, which is not optimal in the Port Ludlow Drainage District.   Direct discharge is the preferred means of drainage here, with dispersion second and infiltration last. The PLDD had been advised to go through an administrative change via Jefferson County Planning Staff for these changes rather than a UDC Amendment, in which case the County would be forced to charge high fees.  PLDD Commissioners agreed that whatever the case, a written agreement of some form needed to be obtained.  Ms. Lockett gave a copy of the Rule Agreement Changes Draft to Chairman Amundson, she reported that Karen Beres of Jefferson County said the draft looked good and she would take it back to her colleagues for review.
4. The Rainier to Oak Bay Greenbelt Drainage project was briefly discussed.   Last month, Commissioner Cairns read an article in the Port Ludlow Voice publication, submitted by the South Bay Community Trails Committee (SBCTC) that requested volunteer help on the lower Rainier Trail.  Chairman Amundson reported speaking with Ludlow Maintenance Commission (LMC) President about the Greenbelt Committee and the Trails Committee holding off on any modifications until after the PLDD planned improvements are completed in 2010.  Mr. Baker updated an application for a Public Works Trust Fund (PWTF) loan he had prepared on behalf of the PLDD and had it available at this meeting for PLDD Commissioners to sign.  This could then be rolled into a Construction loan with the same percentage rates for twenty (20) years. 
5. Extensive discussion occurred about Drainage Issues on Foster and Jackson Lanes with Engineer Baker reporting that a survey of the area is scheduled for early December (to be combined with a survey of the Greenbelt area).  Commissioners asked Mr. Baker about possible solutions, including using a bio-swale, whether there would need to be any pollutions testing done (as asked by the Voice publication to Chairman Amundson), and also the upcoming construction of Grace Community Church and whether there would be new requirements by the state.  Mr. Baker reported that Jefferson County has asked him to survey the south end of Condon Lane, at that time the Orchanian property will be surveyed as well.
6. The proposed draft PLDD Budget for 2009 was discussed, with funding for the Rainier/Oak Bay project being analyzed and the PWTFL expected to be used for beginning the project possibly by the late part of next summer as explained by Engineer Lockett.  Commissioner Cairns commented that showing the Orchanian project (lot # 1-5-010) one the proposed Budget was a necessity, he also pointed out that the individual assessment will decrease from approximately $170.00 per year to $130.00 per year.  Chairman Amundson commented that the assessments should continue to decrease yearly as capital improvements become complete.  Other items were discussed in detail including a motion duly made seconded and carried whereby Commissioners approved raising the wages of Susan Bartkus, Administrative Assistant and Ginger Brown, Bookkeeper.  Commissioners scheduled the annual evening Budget Meeting of the PLDD for 7:00 p.m., Friday November 28, 2008, in the Gallery Room at the Beach Club, Commissioner Laker will call the Port Townsend Leader to advertise
7. Last month Chairman Amundson, Commissioner Cairns and engineer Baker reported being contacted by South Bay residents regarding an Area Annexation to the PLDD.  During today’s meeting the audience and Commissioners further discussed this issue with Chairman Amundson stating that if an annexation were to occur it would only be for maintenance purposes, not capital improvement projects.  South Bay has sediment and detention ponds and they are interested in having professionals take care of maintenance.  Chairman Amundson states that the benefit of such an arrangement would be that it would enhance the PLDD’s ability to have contractors bid on maintenance projects as there would be enough work to garner interest from more contractors.  

New Business:

·        Chairman Amundson reported receiving a telephone call from a resident at 83 Explorer Lane about problems in that area; he let the resident know that that would be a Jefferson County easement.  Engineer Lockett stated that there is a utility easement behind them to the west, with a ditch where a lot of water accumulates, and there was also a lot of grass in the ditch.  PLDD Commissioners and Engineer Lockett will be visiting the site after this meeting.

·        Commissioner Cairns reported that a renter residing on Schooner Lane, Lot # 10, complained about water accumulation on the property due to the vacant lot next door (# 3-0-010) being cleared with a bulldozer by the owner.  Engineer Baker will be checking with the Jefferson County permit department to see if this action was approved. 

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday December 11, 2008 at 10:00 a.m., at the Beach Club in the Bay View Room.

The November 13, 2008 meeting adjourned at 11:27 a.m.

Respectfully Submitted:                         Approved:                            Approved:

Call to order:  The 123^rd regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order by Chairman, Commissioner Leland Amundson at 10:00 a.m. 

PLDD Commissioners present were Leland Amundson, Walter Cairns and James Laker.

 The minutes of the regularly scheduled 13 November, 2008 meeting were approved as submitted.

 Expenses:

The PLDD Commissioners discussed and approved Drainage District expenses that accrued from 12 November 2008, to 10 December 2008, for the total amount of $20,986.85.   Abreakdown of this total is shown below:

Public Forum:

• There were no comments from the public during this meeting. 

Old Business:

1. The Montgomery/Condon Lane Drainage Improvement Project was discussed, with Engineer Nancy Lockett reporting that the final pay estimate has been submitted, the retainage fee will be returned within 45 days.  Chairman Amundson reported that the carry over will be somewhat less than the $72,000.00 that was expected, it will be closer to $32,000.00, a final cost will be determined after Jefferson County reimburses the PLDD for their portion of the completed work.  The differential will have an effect on the assessment, and an adjustment will be made to the budget.  Commissioner Cairns reported that Mr. Fessler, a resident in the Montgomery/Condon Lane area, has complained to the Green Belt Committee (GBC) about water coming onto his property, Commissioner Cairns anticipates that Mr. Fessler will soon address his concerns to the PLDD.
2. The McCurdy Lane project was discussed with Engineer Lockett reporting that construction is complete and the contractor, Seton has been sent the final voucher for their signature.  The project ran approximately 5% over the bid due to installation of extra catch basins and extending the work farther than originally planned. 
3. Engineer Nancy Lockett reported that Karen Beres of Jefferson County Department of Community Development, who was the primary contact working on the PLDD/ Jefferson County Administrative Rule Agreement, was recently laid off from her job.  Ms. Lockett will contact Stacy Hoskins to find out who will now be working on the draft agreement.  Since April, 2008 the PLDD has been working with the Planning Staff to comprise what would best serve both entities regarding the Status of proposed UDC changes that were submitted to the county in April of 2006 by the PLDD, regarding the preference of Jefferson County to use infiltration, which is not optimal in the Port Ludlow Drainage District.   Direct discharge is the preferred means of drainage here, with dispersion second and infiltration last. The PLDD had been advised to go through an administrative change via Jefferson County Planning Staff for these changes rather than a UDC Amendment, in which case the County would be forced to charge high fees.  PLDD Commissioners agreed that whatever the case, a written agreement of some form needed to be obtained.
4. The Rainier to Oak Bay Greenbelt Drainage project was briefly discussed.     Engineer Lockett reported that the application for a Public Works Trust Fund (PWTF) loan has been submitted and is currently being processed by the PWTF Board of Directors.
5. The Drainage Issues on Foster and Jackson Lanes along with  the nearby Green Belt area, and two (2) Jefferson County projects,  are scheduled to be surveyed the week of January 8, 2008 reported Engineer Lockett. 
6. Chairman Amundson reported speaking with a South Bay resident who will be attending the January PLDD meeting regarding an Area Annexation to the PLDD.  Commissioner Cairns reported that he was invited by South Bay resident, Tom McKay to attend a meeting on February 3, 2008 about this matter.  Prior discussions about annexation focused on how it would be initiated either by petition or election, and that South Bay would be joining solely for maintenance purposes, not capital improvement projects.  South Bay has sediment and detention ponds and they are interested in having professionals take care of maintenance.  Chairman Amundson stated that the benefit of such an arrangement would enhance the PLDD’s ability to encourage competitive bidding on maintenance projects as there would be enough work to garner interest from more contractors.
7. A past article in the Port Ludlow Voice publication, submitted by the South Bay Community Trails Committee (SBCTC) requested volunteer help on the lower Rainier Trail.  Chairman Amundson reported speaking with Ludlow Maintenance Commission (LMC) President about the Greenbelt Committee and the Trails Committee holding off on any modifications until after the PLDD planned improvements are completed in 2010.  Secretary James Laker will attend a Trails Committee meeting to assess the situation.

New Business:

·        There was discussion about the LMC, Architectural Control Committee (ACC) approving tree removal on the undeveloped lot 2-3-112, owned by David Daniels, and requested by Mr. Daniels and many of his neighbors.  Commissioner Cairns (and former PLDD Chair Richard Regan in 2005) made recommendations to the petitioners of this request pertaining to construction of curtain drains on the property to prevent an expected surface water flow rate increase from impacting neighboring lots.  Commissioner Cairns informed the other PLDD Commissioners that a plan would be submitted for PLDD approval.

The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday January 8, 2008 at 10:00 a.m., at the Beach Club in the Bay View Room.

The December 11, 2008 meeting adjourned at 10:32 a.m.

Respectfully Submitted:                         Approved:                            Approved: