Port
Ludlow Drainage District Minutes for 2012
September (and Special Meeting)
Annual Budget Meeting (for 2013)
November
Minutes of the
160th Port Ludlow Drainage District
Regularly Scheduled Meeting
Thursday January 12, 2012 10:00 a.m.
~ APPROVED ~
Call to order: The 160th regularly scheduled meeting of
the Port Ludlow Drainage District (PLDD) was called to order by Chair
Commissioner Walter Cairns at 10:00 a.m.
Attendance: Present were Chair
Commissioner Walter Cairns, Secretary Commissioner Dwayne Wilcox, Treasurer
Commissioner Richard Regan, Engineer Nancy Lockett, Engineer Leigh Nelson, and
Administrative Assistant Susan Bartkus. Cathy
Brockmann, Project Manager from Washington State
Department of Commerce, Jerry Purdy, and Mel & Katie Smith were the guests in
attendance.
Minutes: Commissioner Regan made a motion to
approve the minutes of the regular December 8, 2011 Meeting; motion was
seconded by Commissioner Wilcox and carried by Commissioner Cairns. Motion approved 3-0.
Expenses: Commissioner Wilcox made a motion to approve
Drainage District expenses that accrued from December 7, 2011 to January 11,
2012 for a total of $$10,394.90, motion was seconded by
Commissioner Cairns and carried by Commissioner Regan. Motion approved 3-0. Chair Cairns notified all that he
directed bookkeeper Ginger to release the Retainage
from the North Bay II project to Seton Construction.
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PLDD Cash Acct ** |
$ 132,671.10 |
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PLDD
Reserve Acct |
$ 40,000.00 |
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PLDD
Interest Income Reserve Fund** |
$ 6,160.24
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Expenses -
Current month (above) |
$ (10,394.90) |
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Net TOTAL
All Accts |
$ 168,436.44 |
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Special
Assessment 2011 |
$ 167,600.00 |
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Paid to
Date** |
$ 166,186.07 |
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Unpaid
(remaining) |
$ 1,413.93 |
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**Financial
position unchanged, no information received from Jeff. Co.
Public Forum: No issues were brought to the Commissioners
attention during this portion of the meeting.
Old Business:
1. (2:41)
Cathy Brockmann,
Project Manager of the Contracts Administration Unit of the Washington State
Department of Commerce discussed with Commissioners and Engineer Lockett
the pre-construction contracts for the Public
Works Trust Fund Loan (PWTFL), bringing a copy with her for Chair Walter
Cairns to sign, she will have John Lerock sign it and
send it back to the PLDD.. She advised Commissioners about the
interest rates, commenting that the sooner the project is done, the lower the
percentage of interest (.25%).
Engineer Locket noted that the SEPA still needs to be done, but the
Cultural requirements are completed.
Chair Cairns noted that the 15% requirement has been met. Ms. Brockmann
further explained that the PLDD could petition to get the pre-construction loan
rolled into the construction loan, and that the Office of Financial Management
required the vendor numbers last year for all PWTFL projects, a status report
is required with each draw, re-imbursement will be based on this exactly
instead of quarterly reports, and that invoices of at least $500.00 are
required. Ms. Brockmann
further explained the disbursement of funds, Engineer
Lockett and Commissioners discussed how contractors could be paid in a timely
manner. Chair Cairns stated that he
thought bids should go out in May, with notice to proceed in June. Ms. Brockmann
also assured that all information regarding the terms may
now be publicly advertised.
Commissioners discussed setting up a workshop meeting with all entities
concerned with the upcoming Rainier to
Oak Bay project for informational purposes, Commissioner Wilcox commented
that he would attend the next Ludlow Maintenance Commission (LMC) Greenbelt
Committee (GBC) meeting to confer with them about a date.
2. (45:00) Chair Cairns commented that
he noticed the PLDD facilities were underinsured through Enduris
Insurance for replacement and that Revalue
of Drainage Facilities for Replacement Insurance coverage for all PLDD
facilities was needed.
Commissioners discussed various scenarios and possible costs associated
with system failures. Commissioner
Wilcox noted that he will contact Enduris. Engineer Lockett distributed a handout
she prepared for the Commissioners examination; she will email Commissioner
Wilcox with an update.
3. (49:00)
Chair Cairns briefly mentioned again the Return
of Retainage to Seton from the North Bay II Condo project,
and that the PLDD had received a release from the Department of Labor and
Industries.
4. (49:18)
Chair Cairns noted he had done a little mark-up work to the Maintenance Manual draft, and that
further discussion should be carried over as an agenda item for the February,
2012 PLDD meeting. Engineer Lockett
noted that she added a schedule for TV inspection for drainage pipes per Commissioner
ReganÕs request.
New Business:
1. (49:42) Engineer Nelson reported filling
out an application for Jefferson County, showing erosion control measures for
the Tree clearing on the Greenbelt
between Ames and the RV Storage Area Drainage Design. This is to aid LMC General
Manager Brian Belmont. Commissioner
Cairns noted that the grade runs down the center of that area and runoff will
run into the PLDDÕs new project, down the Ames (east) side. Engineer Nelson noted that the
difference in the runoff is below any threshold that Jefferson County requirements,
no detention ponds would be necessary, but securing the soil would be
necessary, she provided LMC with a simple erosion control plan.
2. (54:15) Commissioner Cairns noted that
a special meeting would be needed to show plans for the upcoming Rainier to Oak Bay project. Resident Katie Smith noted that this
would need to be a public PLDD meeting.
GBC Chair Jerry Purdy conferred with Commissioners and Engineer Lockett
about conducting an informational forum, a special meeting was scheduled for
March 8, 2012 directly after the regularly scheduled PLDD Commissioner meeting,
advertising will be done in the Port Townsend Leader, to notify about the
meeting, as well as letters sent (by Engineer Lockett) to property owners near
the upcoming project site. Engineer
Lockett will attend the February 14, 2012 GBC meeting to discuss the project
with them.
3. (1:07:23) Commissioner Cairns and
Engineers Lockett and Nelson will be conducting a site visit to 601 Montgomery
directly after this meeting to look at a drainage problem.
Commissioner
Regan made a motion to adjourn the meeting; motion was seconded by Commissioner
Cairns and carried by Commissioner Wilcox.
Motion approved 3-0.
The
January 12, 2012 regular meeting of the Port Ludlow Drainage District adjourned
at
11:10
a.m.
The
next regularly scheduled meeting of the Port Ludlow Drainage District will be
held on Thursday February 9, 2012 at 10:00 a.m., at the Beach Club in the Bay View
Room.
Respectfully
Submitted:
Susan
Bartkus, Administrative Assistant
Approved: Approved: Approved:
Walter
Cairns
Richard Regan Dwayne
Wilcox
Drainage District Drainage District Drainage
District
Chair
Commissioner Treasurer Commissioner Secretary
Commissioner
Minutes of the
161st Port Ludlow Drainage District
Regularly Scheduled Meeting
Thursday February 9, 2012 10:00 a.m.
~ APPROVED ~
Call to order: The 161st regularly scheduled meeting of
the Port Ludlow Drainage District (PLDD) was called to order by Chair
Commissioner Walter Cairns at 10:00 a.m.
Attendance: Present were Chair
Commissioner Walter Cairns, Secretary Commissioner Dwayne Wilcox, Treasurer
Commissioner Richard Regan, Engineer Nancy Lockett, Engineer Leigh Nelson, and
Administrative Assistant Susan Bartkus. Mel & Katie Smith were the
guests in attendance.
Minutes: Commissioner Regan made a motion to
approve the minutes of the regular January 12, 2012 Meeting; motion was
seconded by Commissioner Wilcox and carried by Commissioner Cairns. Motion approved 3-0.
Expenses: Commissioner Regan made a motion to approve Drainage
District expenses that accrued from January 11, 2012 to February 8, 2012 for a
total of $2,380.08 motion was seconded by
Commissioner Wilcox and carried by Commissioner Cairns. Motion approved 3-0.
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FINANCIAL STANDING
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PLDD Cash Acct |
$ 124,906.32 |
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PLDD Reserve Acct |
$ 40,000.00 |
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PLDD Interest Income
Reserve Fund |
$ 6,169.07
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Expenses - Current
month (above) |
$ (2,380.08) |
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Net TOTAL All Accts |
$ 168,695.31 |
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$167,600.00 |
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Paid to Date |
$
294.45 |
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Public Forum:
North
Bay Condominium owners sent a thank you for the recent work done by the PLDD on
their behalf, specifically complementing the PLDD for their choice in
consultants (Engineers Lockett and Nelson) and work crew (Seton).
Old Business:
1. (3:00)
Chair Cairns reported that Judi Morris called him to inquire about the State Wide Vendor number
which is a requirement for the Public
Works Trust Fund Loan (PWTFL).
Commissioner Wilcox reported that the number was applied for back in
November of 2011, and the dispute about the needed number needs to be resolved
between Jefferson County and Judi Morris, a call was received from Cathy
Brockman from the State of Washington PWTF loan office to confirm that
everything was ready. $666,000.00
will be borrowed from the PWTFL at a possible interest rate varying from .25%
to 1.5%, depending on factors such as final cost, finishing times, and various
other terms. Commissioner Regan
inquired whether all of the funds needed to be used for the Rainier to Oak Bay
project specifically, Commissioner Cairns and Engineer
Lockett responded that they didnÕt.
2. (12:22)
Commissioners and Engineer Lockett discussed the Rainier to Oak Bay project, with Chair Cairns noting that the bids
should be opened around the 30th of April, with the job being
awarded during the May 2012 meeting, thereby allowing the project to begin in
early June. Chair Cairns also
estimated that the project should take approximately three (3) months to
complete. Commissioners and
Engineer Lockett discussed project specifics that should be covered during the
Ludlow Maintenance Commission (LMC) Greenbelt Committee (GBC) meeting, as well as
data needed to be covered during the public informational portion of the March
PLDD meeting so residents will be prepared and informed about the work being
done.
3. (20:34) Engineer Lockett updated
the Maintenance Manual (M&O)
draft, noting that she put together a schedule with one (1), two (2), five (5)
and ten (10) year checks, depending on the area, facilities, and
vegetation. Engineer Lockett also
reported that the current PLDD Small Works Contractor, Joe Thompson, is
planning to move out of the area, and a new contractor would be needed. Commissioner Cairns noted that a Request
for Proposal (RFP) would have to be publicized if a firm was needed. Chair Cairns commented how useful the
Storm Water (SW) M & O would be to a new firm and that the M&O would
need to describe exactly what the inspections would entail. Discussion occurred about possible
candidates for the job.
4. (28:00)
Commissioner Wilcox reported speaking with Enduris
Insurance agent Cheryl Brandt for Revalue
of Drainage Facilities for Replacement Insurance coverage for all PLDD facilities. Ms. Brandt recommended that PLDD
shouldnÕt bother insuring underground facilities, only above ground and outfall
facilities because FEMA funding would cover any other catastrophic events. Engineer Lockett noted that a tidal wave
wouldnÕt be covered by FEMA funds, Commissioner Wilcox
agreed that that was true. Resident
Katie Smith asked about who covered the cost when there was damage to the
diffuser portions of the outfalls in the early 2000Õs, Commissioner Regan recalled
that PLDD covered that damage, he didnÕt recall PLDD carrying insurance at that
time. Commissioner Cairns noted
that the footbridges (part of the Rainier to Oak Bay project installations),
and fencing would need to be covered.
Engineer Lockett, Katie Smith and the Commissioners further discussed
what may be included in the insurance policy and that
premiums may not be much more to cover more facilities. Commissioner Wilcox will contact Enduris for a policy cost, based on recommendations
suggested by Engineer Lockett, and then compare their estimate with other
carriers.
New Business: There was no
new business discussed.
Commissioner Comments: Commissioners
noted their upcoming absentee schedules.
Commissioner Regan noted that due to scheduled surgery he would not be
present for the next two (2) regular PLDD business meetings. Commissioner Wilcox will be absent from
the June meeting. Commissioner
Cairns may possibly be absent from the August meeting.
Commissioner
Wilcox made a motion to adjourn the meeting; motion was seconded by
Commissioner Regan and carried by Commissioner Cairns. Motion approved 3-0.
The
February 9, 2012 regular meeting of the Port Ludlow Drainage District adjourned
at
10:42
a.m.
The
next regularly scheduled meeting of the Port Ludlow Drainage District will be
held on Thursday March 8, 2012 at 10:00 a.m., at the Beach Club in the Bay View
Room.
Respectfully
Submitted:
Susan
Bartkus, Administrative Assistant
Approved: Approved: Approved:
Walter
Cairns
Richard Regan Dwayne
Wilcox
Drainage District Drainage District Drainage
District
Chair
Commissioner Treasurer Commissioner Secretary
Commissioner
_____________________________________________________________________________
Minutes of the
162nd Port Ludlow Drainage District
Regularly Scheduled Meeting
Thursday March 8, 2012 10:00 a.m.
~ Approved ~
Call to order: The 162nd regularly scheduled meeting of
the Port Ludlow Drainage District (PLDD) was called to order by Chair
Commissioner Walter Cairns at 10:00 a.m.
Attendance: Present were Chair
Commissioner Walter Cairns, Secretary Commissioner Dwayne Wilcox, Engineer
Nancy Lockett, Engineer Leigh Nelson, and Administrative Assistant Susan Bartkus
Treasurer Commissioner Richard Regan was absent from this meeting. There were 56 guests in
attendance.
Minutes: Commissioner Wilcox made a motion to
approve the minutes of the regular February 9, 2012 Meeting; motion was
seconded and carried by Commissioner Cairns. Motion approved 2-0.
Expenses: Commissioner Wilcox made a motion to approve
Drainage District expenses that accrued from February 8, 2012 to March 7, 2012
for a total of $5,771.15, motion was seconded and
carried by Commissioner Cairns.
Motion approved 2-0.
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Old Business:
5. (3:00)
Commissioner Wilcox reported that the State
Wide Vendor number which is a requirement for the Public Works Trust Fund Loan (PWTFL) was applied for back in
November of 2011, and the dispute about the needed number was resolved between
Jefferson County and the State offices.
6.
(3:57) Commissioner Cairns
asked Engineer Nelson if the Sewage
Force Main 1 ½Ó Diameter pipeline relocation
for the Rainier to Oak Bay project
had been added to the plan set, which Commissioner Cairns explained is a
pressure main that carries septic effluent from Gamble to Goliath, directly
through the Greenbelt, while construction occurs it may be discovered that this
pipe will have to be replaced. This
would need to be recognized by the contractor. Engineer Nelson responded that the plans
had been received from Olympic Water & Sewer (OWS) and they have been added
to the PLDD project plan set.
Resident Sonny Sanzaro asked if this was a
separate issue from the Rainier to Oak Bay project, Chair Cairns responded that
it was part of the project.
New
Business:
1.
(6:30) Chair Cairns noted
that he would like to address a Billing
Procedure Change regarding how the PLDD pays for the services of the LMC (room
rental, administrative support, file storage, and coffee). Instead of paying monthly, Chair Cairns
consulted with LMC General Manager Brian Belmont about a different pay
schedule, thereby reducing the monthly billing necessity. Mr. Belmont suggested paying twice
a year, January 1st and July 1st. Commissioner Wilcox made a motion that
the PLDD adopt that payment schedule, motion was
seconded and carried by Commissioner Cairns. Motion approved 2-0.
2.
(8:29) Chair Cairns noted that the
Maintenance Manual is complete, but unfortunately small works contractor, Joe
Thompson, who has been doing a
great job completing the PLDD maintenance, has moved from the area. Commissioner Cairns informed all that a Request for Proposal of Annual Maintenance
will need to be done. Commissioner
Wilcox noted that it should be advertised in the Port Ludlow Voice, and in the
Port Townsend Leader.
(12:04) Chair Cairns
introduced Nancy Lockett explaining that Ms.
Lockett would be presenting the scope, cost and timing of the Rainier to Oak Bay project. Ms. Lockett is a Washington State
Licensed Civil Engineer who has worked for the firm of Gray & Osborn for twenty two (22) years.
Ms. Lockett, in addition to her PhD in Fishers holds multiple Bachelor
and MasterÕs Degrees in the fields of Environmental Engineering and Science. Chair Cairns also introduced Leigh
Nelson. Ms. Nelson is a Washington
State Licensed Civil Engineer who has worked for Gray & Osborn seven years. Ms. Nelson holds a Bachelor of Science
Degree in Environmental Engineering and a Masters Degree in Civil Engineering.
Ms. Lockett explained to the audience that the PLDD has been working on
the Rainier to Oak Bay Project for nearly ten (10) years, since the formation
of the District.
Ms. Lockett showed on a basin map where the area in question is located,
off of Rainier between Walker Way and Swansonville
Road, explaining that water runoff collects in this greenbelt area but doesnÕt
flood the greenbelt. In the upper
reaches of the greenbelt it slopes and drains into areas outside the greenbelt (between Cascade and Olympic Lanes) creating sheet
flows out to Walker Way. Some of
the flooding was alleviated by a french drain
installed by the PLDD in 2003, but the major purpose of this work will be to
keep the greenbelt drainage within the greenbelt and carry it down to Oak Bay Road
where it will be discharged into the Waste Water Treatment Plant ditch.
Ms. Lockett explained that the vendor number
previously spoken of (above in Old Business item # 1) allowed the PLDD to
obtain a Public Works Trust Fund Loan (PWTFL) at the rate of 0.5 %, or ½ of one
percent. When the PLDD originally
applied for the PWTFL, it was estimated to cost $650,000.00, but is now
estimated to be $510,000.000 for construction. The district is not obligated to use the
entire loan, whatever isnÕt used can be returned to the state, and the PLDD has
been given until July of next year to complete the project. If done by then, the interest rate will
be 0.25% or ¼ of one percent.
Resident Sonny Sanzaro
asked who pays for the loan; Ms. Lockett replied that the loan is paid for
through assessments from the district, so all people in the district pay for
the loan. Ms. Lockett
explained that all projects done by the PLDD are paid by assessments, through
Jefferson County taxes. Mr. Sanzaro introduced himself, stating as a former Trustee of
the LMC, he has tons and tons of questions; this project was in the works when
he was a Trustee and this was supposed to be the last project that the PLDD was
to do, he went online and there are two more projects. Mr. Sanzaro
said the assessment will come out and we have to pay for it, he asked if it was
known why the PLDD was formed.
Commissioner Wilcox responded that the PLDD was voted into service by an
election of the people of North Bay, to help control surface water runoff that
was not being taken care of through any other means, and that thus far the PLDD
has done a lot of good for a lot of people, this project was one of the
original aims, and has been in the works since the beginning.
Resident Dick Jovag
asked if there were any federal grant monies available that could pay for the
project, Engineer Lockett stated that the only grant monies available now were
world development, and that was only for low income areas, which Port Ludlow
does not qualify for. Commissioner
Cairns asked Engineer Lockett to address what the cost impact would be for each
individual. Ms. Lockett
stated the assessment is based on different factors 1) how much land an owner
has (which is calculated at 35% per acre value) 2) structures or impervious
surface (calculated at 65%).
For an example, an average home on an average 0 .3 acre lot would
average $29.00 per year, using the assessment methodology approved by Jefferson
County.
An unidentified gentleman from the
audience asked about the total cost again, saying he received an email the day
before this meeting stating that the project would be in excess of $870,000.00,
which was changed to $650,000.00 and then to $510,000.00. Ms. Lockett reiterated the information
she had given above, this same gentleman asked about the sewage line
replacement cost. Ms Lockett explained how the line ran through the project,
and that if the line became exposed
during construction (if, because the
depth is not known by PLDD or by OWS), the contractor would need to be
responsible for replacing the line in co-operation with OWS, as the contractor
would be aware of the situation, per the plan specs as discussed in Old
Business item # 1.
(27:45) Mr. Sanzaro
asked if the PLDD had permission from the LMC to use our property, which is the
greenbelt, for this. Commissioner
Cairns noted yes. Mr. Sanzaro stated ÒDonÕt say yes, I want to see it in
writing.Ó Chair Cairns informed Mr.
Sanzaro that he can see it in writing if he were to
read the cover sheet of the Platte copy, on the cover sheet, he would see
easements to special purpose districts and the like, and that any utility could
use that corridor.
(28:00) An unidentified gentleman asked
if there were other ways of mitigating the water coming down the hill without
such an expensive project. Chair
Cairns responded that due to the lay of the land, and the way that runoff comes
down the southern side of the hill, water isnÕt being directed into the
greenbelt.
James Rabb, a
resident of Cascade Lane described the significant mud flows
that come across his road, and that this project would greatly improve the
situation on Cascade. Mr. Rabb was under the mistaken impression that the PLDD had
sent an email (the day prior to this meeting) that quoted the project as in
excess of $870, 000.00, he noted that the tone of the
email was quite hostile and that for process improvement some co-ordination was
needed. Commissioner Cairns and
Engineer Lockett made him aware that the PLDD was not an LMC Committee or part
of the Lot Owners Association; it is a special purpose district and subject to
Washington State RCWs for such activities and that the PLDD sent letters to lot
owners within 300 ft. of the project.
(33:00) Resident Larry Scott noted that
he is opposed to this project, because the cost quoted in the October 2011 PLDD
Minutes of $859,000.00 is exorbitant.
Mr. Scott noted that the two systems of drainage off of the Lanes hasnÕt
had clearing out of the detritus, or been maintained, and you canÕt tell if
they would work unless that has been.
(37:00) Chair Cairns responded to Mr. Scotts statement by giving a history of drainage issues
regarding the area; in 1991 a gentleman by the name of Ollie Gardner bought two
lots on Resolute, building a home on this property and then occupying the home
in 1992. By 1993 Mr. Gardner
complained to the LMC that he was being drowned by runoff coming off of
Camano. The Greenbelt Committee
(GBC) under the leadership of George Wiggenton hired
a contractor to dig with a backhoe, a trench past Mr. GardnerÕs home, no rock
lining, no trench lining and no preparation was done, just earth. Another similar ditch situation happened
between Oak Bay Road and Montgomery, water came down through there and incised
into the hardpan about 8 feet deep and 2 feet wide, because it wasnÕt lined, it
wasnÕt hydraulically suitable method for handling surface water. Time elapsed, when a trench was done to
solve one personÕs problem, the problems transferred to people down the
hill. Then Ralph Thomas bought a
lot at the end of Cascade, after a wet winter, in April the contractor hired to
build Mr. ThomasÕs house could not put the foundation in because it was so wet,
the contractor and Mr. Thomas complained to the LMC. The GBC then hired the same contractor,
to put in an interceptor ditch that wound up on Cascade, the culvert that went
in under Mr. ThomasÕs driveway was only 12 inches, it was simply nowhere near
the capacity it needed to be; there will always be a problem with silt. We are trying to prevent perpetuating
this, by putting in a rock lined ditch and convey that water in a manner that
will resist erosion, initially there will be some siltation, but after 2 or 3
years the siltation will go away.
Part of the maintenance will be to handle the silt that going to be
removed from the rocks.
An unidentified gentleman complained
that in the 8 years that heÕs lived on Resolute heÕs never seen the ditch
cleaned out. Engineer Lockett noted
that in Port Ludlow, Jefferson County is responsible for cleaning the ditches
in the right of way.
(41:47) A man
who didnÕt identify himself asked what will be done to maintain the area once
the project is done. Engineer
Lockett responded that the PLDD will maintain the area, as they have with all
completed project areas, once the PLDD installs facilities, the small works
contractor hired by the district is responsible to complete the maintenance
schedule.
(42:00) A gentleman who lives on
Olympic Lane asked whether the PLDD project would address any of the water that
runs under his crawl space.
Engineer Lockett responded that no, the district only handles surface
water, but due to the increased improvement, nearby soils would not be as
saturated, which could improve situations such as his.
(44:00) Mr. Sanzaro
inquired whether the two projects on the PLDD website, naming Talbot as one
would be as expensive as this project.
Chair Cairns responded that there are no projects on Talbot; there is an
upcoming one on Forrester and Trader Lane that deals with overflow from a
natural wetland.
(45:40) Another
unidentified man asked what the $29.00 a year would transfer to in
benefits. Chair Cairns responded
that unfortunately there is no assessment methodology to
address such a cost, itÕs not distinctive. The gentleman said if he canÕt see the
cost benefit to his neighbors, he doesnÕt want to pay $29.00. Engineer Lockett responded that improvements
have already occurred, and 4 lots would be improved by moving
a conveyance off these properties and moving it to the greenbelt. The same gentleman responded that if it
were only the 4 lots why not just buy them. Engineer Lockett said that had been
considered, but this project will address much more than just the 4 lots, work
would still need to be done to alleviate runoff, and then youÕve purchased 4
lots on top of it.
(50:31) An
unidentified gentleman asked about the $29.00 per year that was an increase in
his existing assessment, and how much more will it increase on top of that
$29.00. Engineer Lockett responded
that this is the last Capital Improvement project on the PLDD docket for the
Storm Water Comprehensive Plan. She
did make it clear that people do come to the PLDD seeking assistance as needed,
the district then determines if itÕs able to help, evaluating whether the
problem is surface runoff, or subsurface, an individual issue or affects a
number of owners, so there are always new things to address. Engineer Lockett added that the PLDD
public budget meetings held in November of each year have addressed costs in 5 year projections from where assessments are today. Having said this, Ms. Lockett
stated that for 2012 the budget stays the same at $167,000.00 and drops over 5
years (due to fewer capital projects), and that the $29.00 is part of the
assessment, it is not on top of it, so the assessment would stay pretty much
the same as it is now.
(52:00) Timber and environmental impact
questions were asked. Engineer
Lockett responded that some trees will be reused as
check dams. She noted that the LMC
mentioned that they wanted the timber that wasnÕt used, which the contractor
will cut and stack for LMC, trees that are removed
will be replaced with like trees.
Engineer Nelson commented that she has tagged the trees for removal,
bright green for trees just to be cut, orange for trees to be re-used; removal
is estimated to be approximately 100 trees, though she isnÕt done tagging them
as yet.
(54:00) An unidentified woman commented
that she was concerned that her sister who lives on Resolute would have to give
access for the project from her private property and three very large trees
would have to be removed. Engineer
Nelson noted that only trees that are within the easement will be cut down, and
for any access that might possibly be needed in addition to the easement area,
the contractor would have to obtain an easement from any property owner two
weeks prior to when they would like to go onto the property. There are 6 access areas on the plan,
the contractor may or may not need to use them all. Commissioner Cairns responded that if
any damage occurred to private property the reparations would be taken care of
the project contractor who must be a licensed through the State of Washington,
as well as being bonded and insured.
Engineer Lockett noted that as a Public District, any contractor chosen
is subject to Washington State RCWs and requirements, including licensing, and
would be fully vetted by the PLDD.
By law, the PLDD is required to choose the lowest bidder, as long as
theyÕre qualified and have good references and credentials.
(1:00) An unidentified woman residing
on Cascade Lane, asked about the project timeline and whether the area will be
covered or open.
Engineer Lockett responded that the project is scheduled to have a
contractor signed by June, taking 3 to 5 months to complete during dryer weather which is important.
(1:00:32) Engineer Nelson noted that
the area will not be fully rock lined, but it wonÕt be just earth, there will
be vegetation, it will look like a stream, but it wonÕt be a stream because
itÕs storm water. Engineer Lockett
noted that it wonÕt be deep; it will be a shallow
slope so it wonÕt migrate and incise.
(1:03:00) Commissioner Wilcox noted that a construction and maintenance
easement will be worked out with the LMC.
(1:06:11) A man who did not identify
himself asked what restrictions there would be on using the trail during
construction. Engineer Lockett
responded that there will be times that it will not be safe to use the trail,
but that will be clearly indicated by the contractor 48 hours prior to the
trail closure, after completion there will be two foot bridges installed
(similar to the trail near the Beach Club that leads to Montgomery). Engineer Nelson noted that the trail
would be re-routed for 200 feet.
(1:09) Mr. Sanzaro
asked that there be another two or three meetings with specific costs, not
estimates. Commissioner Wilcox
noted that the PLDD regular meetings are the second Thursday of every month, at
the Beach Club in the Bay View room at 10:00 a.m., where this project and any
other drainage issues are discussed, and the public is always welcome.
(1:10:05) Mr. Sanzaro
asked where the third Commissioner was.
Commissioner Cairns noted that he was on medical leave, scheduled to
have surgery.
(1:11:14) Engineer Lockett addressed
the question Mr. Sanzaro asked of cost, stating that
this is a publicly bid project, required by law to be advertised twice, in
Daily Journal of Commerce and in the local paper of record (The Port Townsend
Leader). There will be a bid
opening meeting, open to the public and then a review of the bids, to be done
during the next regular PLDD meeting when a contract will be awarded.
(1:12:11) A resident who didnÕt
identify himself, commented that he appreciates the information and that the
Engineers did a great job, but asked why the PLDD couldnÕt give more detail
over time through the mail or by phone.
Why canÕt we get more detail from your group telling us in detail about
whatÕs going on. What weÕre getting
is politically correct rhetoric. A
lot of people couldnÕt be here today.
We got an email telling us weÕre going to get you for $859,000.00,
thatÕs garbage. What we need is
good actual factual information.
Commissioner Cairns noted that the Port Townsend Leader is the poster of
all legal notices, and the PLDD utilizes it regularly, even when not required
as with this meeting, also the PLDD has a bulletin board here at the Beach Club
with posted minutes and meeting agendas, and he further restated that all PLDD
meetings are open to the public
(1:18:52) An unidentified gentleman
asked about the rock being used, which kind it would be. Engineer Lockett responded that it has
been specified to be rip rap which is heavier; it can
be specified to not be basalt which the contractor would have to comply with,
but concern is more about the heft to slow down velocity.
(1:20:30) Engineer Lockett did address
the prior comment about political rhetoric, stating that she and Engineer
Nelson were prepared with specifics; they were not just politically expedient,
things got caught up into the cost and the whole email issue.
(1:21:50) Engineer Nelson demonstrated
on a basin map where the area in question is located, off of Rainier between
Walker Way and Swansonville Road, explaining that
water runoff collects in this greenbelt area but doesnÕt flood the
greenbelt. In the upper reaches of
the greenbelt it slopes and drains into areas outside the greenbelt
(between Cascade and Olympic Lanes) creating sheet flows out to Walker
Way. Some of the flooding was
alleviated by a french drain installed by the PLDD in
the early 2000Õs, but the major purpose of this work will be to keep the
drainage in the greenbelt into the greenbelt and carry it down to Oak Bay Road
where it will be discharged into the Waste Water Treatment Plant ditch. A man from the audience asked a variety
of questions regarding who would oversee the bidding. Engineer Lockett explained the process
once again, in detail, explaining that Gray & Osborne Engineering Firm
specializes in these matters and adheres to Washington State Laws for these
things.
(1:29:30) At the request of many audience
members for maps diagramming the project area, Commissioner Cairns and Engineer
Lockett announced that plans would be posted for everyone to review, and that
after project is awarded , more details will be
provided at the front desk.
(1:33:00) Engineer Lockett answered a
variety of questions from the audience regarding maintenance and past PLDD
projects.
(1:40:00) A gentleman, unidentified
other than to state that he was from the Trails Committee, expressed that he
was concerned it would ruin the environment. Engineer Lockett commented that the goal
is to have a very nice looking facility.
Tree replacement was also discussed with it being made known that trees will be replaced type for type with 3 to 5 foot trees. Commissioner Cairns addressed the
concern that some expressed about damage and ruining the look of the trail,
stating that it would take two to three years to heal, but it will look nice
and over time you wonÕt even be able to tell how much activity went on there.
(2:00:00) A gentleman who didnÕt
identify himself reiterated that he would appreciate more information being
distributed on a regular basis. A
sentiment repeated by many audience members. Another man asked what the cost of
engineering design had amounted to thus far; Ms. Lockett reported that it had
been approximately $45,000.00.
Commissioner
Comments: Commissioner
Cairns thanked the audience for coming, duly noting everyoneÕs comments about
information being distributed better and promising to strive to do better.
Commissioner
Wilcox made a motion to adjourn the meeting; motion was seconded and carried by
Commissioner Cairns. Motion
approved 2-0.
The
March 8, 2012 regular meeting of the Port Ludlow Drainage District adjourned at
12:05
p.m.
The
next regularly scheduled meeting of the Port Ludlow Drainage District will be
held on Thursday April 12, 2012 at 10:00 a.m., at the Beach Club in the Bay
View Room.
Respectfully
Submitted:
Susan
Bartkus, Administrative Assistant
Approved: Approved: Approved:
Walter
Cairns
Richard Regan Dwayne
Wilcox
Drainage District Drainage District Drainage
District
Chair
Commissioner Treasurer Commissioner Secretary
Commissioner
_____________________________________________________________________________
Minutes of the
163rd Port Ludlow Drainage District
Regularly Scheduled Meeting
Thursday April 12, 2012 10:00 a.m.
~ Approved
~
Call to order: The 163rd regularly scheduled meeting of the
Port Ludlow Drainage District (PLDD) was called to order by Chair Commissioner
Walter Cairns at 10:00 a.m.
Attendance: Present were Chair Commissioner Walter Cairns,
Secretary Commissioner Dwayne Wilcox, Treasurer Commissioner Richard Regan,
Engineer Nancy Lockett, and Administrative Assistant Susan Bartkus. There were 13 guests in attendance.
Expenses: Commissioner Regan made a motion to approve Drainage
District expenses that accrued from March 7, 2012 to April 11, 2012 for a total
of $21,526.31, motion was seconded by Commissioner
Wilcox and carried by Commissioner Cairns.
Motion approved 3-0.
VOUCHER SUMMARY
|
VOUCHER# |
VENDOR |
AMOUNT |
|
12-012 |
GRAY &
OSBORNE |
20,129.32 |
|
12-013 |
WALTER CAIRNS |
260.53 |
|
12-014 |
THE LEADER |
315.64 |
|
12-015 |
LMC (Ludlow
Maintenance Commission) |
514.75 |
|
12-016 |
VIRGINIA BROWN |
300.00 |
|
12-017 |
L&I |
6.07 |
FINANCIAL SUMMARY
PLDD
Cash Account $138,182.31
PLDD
Reserve Account $40,000.00
PLDD
Interest Income Reserve Fund ** $6,177.39
Expenses
– Current Month (above)
$(21,526.31)
Net
Total All Accounts
$162,833.39
Special
Assessment 2012
$167,600.00
Paid
to Date $21,721.67
Unpaid
(remaining)
$145,878.33
Old Business:
7. (4:00)
Engineer Nancy Lockett discussed with Commissioners Plan Revisions and additions for the Rainier to Oak Bay project,
including the installation of a type II catch basin at the upstream end of the
existing culvert. The catch basin will have a large 2 x 2 opening with a grate
over it, on the top a beehive grate, for added protection there will be holes
drilled into it just in case everything gets plugged up there would still have
be some possibility of getting water past. Another change included moving the
bridge a little farther west from where the sewer line comes across the bottom
of the trail, so that if Olympic Water & Sewer (OWS) needs to access the
pipe it wonÕt interfere with their easement access. Commissioner Cairns noted that the pipe will have to be replaced, Engineer Lockett responded that
the contractor will co-ordinate with OWS, to complete that. Ms. Lockett said that they are not quite
sure where it is, but the contractor will locate it, itÕs one of the first
orders of business on the plans.
Commissioner Regan asked if the pipe coming out on Oak Bay Road has been
inspected, commenting that it may be better to do so now, Engineer Lockett
indicated that it hasnÕt because the area is so incised that it was difficult
to assess. Commissioner Wilcox
asked what the rebar cost saving would be in comparison to a beehive grate,
Engineer Lockett commented that there would still be a beehive needed as an
emergency overflow.
8. (7:46) Permits
were discussed. Engineer Lockett
informed Commissioners that the Department of Ecology (DOE) Construction Storm
Water Permit is in the process, itÕs been advertised and the DOE has a 30 day comment period to respond. Commissioner Wilcox asked if the DOE
inspected, Engineer Lockett said no, they give it to you and then the
contractor will ultimately be responsible for the sediment and erosion control
on the project during construction.
Engineer Lockett noted that there is also a Storm Water Permit from
Jefferson County, a Tree/Vegetation Supplemental application, and then a Master
Permit Application. There will also
be a Road and Right of Way Permit, to be obtained when the contractor is
signed. Commissioner Cairns asked
about liability issues, noting that the LMC doesnÕt want to be held
responsible, and they shouldnÕt be obligated if there are any liability issues,
it should be the district and then the contractor when they are signed. Engineer Lockett noted that the
contractor will have to have insurance, and that there are very specific
requirements, it would be possible to acquire additional coverage for the PLDD
and LMC, weÕre on track for that.
Commissioner Cairns directed Engineer Lockett to add PLDD, LMC and Gray
& Osborne (G&O) Engineers to the coverage. Engineer Lockett and the Commissioners
further discussed liability issues with audience members. LMC Board President Teddy Clark asked
for a clarification review, Chair Cairns stated that the PLDD is a municipal
corporation of the state of Washington and that they are not subordinate to the
LMC, nor is the LMC subordinate to the PLDD. Resident Terry Obrien asked about
liability if there are errors due to the project that may not manifest themselves right away, but maybe three years down the
road. Chair Cairns clarified that
Mr. Obrien was referring to latent defects clause. Engineer Lockett replied that there is
Errors and Omissions Insurance through G&O, which has been in business
since 1935 and stands behind its design, and that the PLDD also held Errors and
Omissions Insurance. Teddy Clark
did want to clarify, in response to a comment from another audience member,
that the drainage problems in that particular area are due to the lay of the
terrain and not from construction of the trails, Engineer Lockett and the
Commissioners agreed. Engineer
Lockett did state that the ditch on the north side has been enhanced; there is
a reason why itÕs never been platted.
9. (22:25) Commissioners
and Engineer Lockett prepared responses
to LMC questions regarding the Rainier to Oak Bay project
Comment 1: Will a written requirement for reforestation of
removed greenbelt trees be include in the bid documents for construction of the
drainage system in the Lower Rainier Greenbelt.
Response: Plan Sheet 12 of 13 requires that the Contractor plant 3-foot tall
(minimum) trees to replace the trees removed. The replacement trees will
include Douglas Fir, Western Red Cedar, Sitka Spruce,
Black Cottonwood, Big Leaf Maple, Vine Maple and Western Hemlock. In addition,
Red Osier Dogwood and Willow will be incorporated into the turning vanes that
will be installed along the channel at points where the new channel will
deviate away from the existing channel.
Comment 2: Will there be a written requirement in the bid
documents for repair and remediation of damage to the existing recreational
trail within the Lower Rainier Greenbelt?
Response: The Specification and plans direct the Contract to restore any damage
to the existing trail due to the Contractor's operation and reconstruct a new
trail between Sta. 27+50 and 28+50. In addition, the plans include construction
of two footbridges over the new ditch. Any new or disturbed portions of the
trail will receive a 4-inch covering of mulch.
Comment 3: Will there be a monetary benefit to the LMC for
trees that will be taken for the construction of the drainage system in the
Lower Rainier Greenbelt?
Response: The Drainage District hired a tree assessor to determine the market
value of the trees that will be removed. The deciduous trees, the majority of
which are alder, were identified as not having market
resale value that would exceed the cost of cutting and hauling the trees. The
net value, market value after logging and hauling, of the evergreen trees was
estimated to be $6,757. The market value of the evergreen trees that will be
retained on-site for turning vanes and log weirs is estimated to be $2,841,
however, if the contractor were required to purchase the logs the cost of
materials would be approximately $4,400. The net value of the marketable trees
minus the savings achieved by not purchasing trees for the log weirs and
turning vanes is approximately$2,357 ($3,916 — ($4,400 - $2,841) =
$2,357).
The District is proposing that
the contractor saw all of the deciduous and the evergreen trees that will not
be used in the project into 24-inch rounds and stockpile the rounds at the
right-of-way nearest the temporary access roads for LMC to pick up. The
availability of fire wood either for District
residents or for LMC to sell would appear to be a bigger benefit to LMC than
assessing the Drainage District rate payers, all of whom also pay dues to the
LMC, to pay LMC for the value of the surplus timber. If the LMC will be logging
the RV parking area at approximately the same time the District could have the
Contractor stockpile longer logs for LMC to incorporate into the logs that will
be sold from the RV parking area.
Comment 4: Will removal of fallen trees be included in the
contractor's scope of work or will it be necessary for the LMC to contract this
work separately. If so, will PLDD reimburse LMC for the expense of removing the
fallen trees?
Response: All
trees felled for the project will be either reused in the project, or cut into
24-inch long rounds and stockpiled at the right-of-way at the nearest temporary
access road for LMC. It will not be necessary for LMC to remove fallen trees. Logs, trees and woody debris that are already on the ground in the
project area will be removed by the Contractor. Branches and small trees
will be chipped and spread on the disturbed areas and disturbed portions of the
trail. All stumps will be ground and waste hauled or chipped for use within the
project. There are several trees within the Greenbelt that had been
previously marked with red or yellow tape. Unless the trees marked with red or
yellow are within the project area they will not be removed.
(39:23) At this point, LMC Chair Teddy Clark commented that at the heart
of it is the best result and the end result is what we will have when itÕs all
done.
(40:19) LMC Trustee Elizabeth Van Zonneveld
added that the Greenbelt Committees concern was that it stay as close to as it
is now, three foot trees are not equal with one
hundred foot trees.
Comment 5: Will
there be a constructability review of the bid submittals to provide for the
evaluation of construction methods and equipment by the proposers and to
possibly discuss methods and equipment that would be less damaging to the
greenbelt?
Response: The
Port Ludlow Drainage District is a municipal corporation. As such, the District
must follow the State of Washington public bidding laws and award the bid to
the lowest, responsible bidder. The decision to award the project can not be based on negotiation with the Contractor on the
means or methods of performing the work. Only licensed and bonded Contractors
are eligible to bid on the project and the District will review Contractor
references for the apparent low bidder. The specifications and plans have been
prepared to clearly indicate to the Contractor the area available for work and
the scope of the project including the requirements for construction and restoration.
The Contractor is required to submit a construction schedule and plan of action
for approval.
(43:00) Resident Terry Obrien asked if bid documents will limit the
methodology of work
Engineer Lockett that the bid documents do not limit the methodology,
what they do is tell the contractor what has to be done, the clearing limits
are twenty feet wide. Teddy Clark
commented that the contractor must work within twenty foot
boundaries, and the staging areas; the rest of the greenbelt cannot be touched. Contractor obligations were further
discussed, with Engineer Lockett explaining that the contractor will not have
carte blanche, they do have to be responsible, if they do not have good
references, or have not accomplished this scope of work, the bid can be
denied. Resident Katie Smith asked
if the RMP would have the right to refuse a bid, Engineer Lockett commented
that yes, our documents always do.
Comment 6: Is
there a written long-term maintenance program for this drainage system to
prevent overgrowth and siltation from eroding the effectives of the system?
Response: The
District's Operation and Maintenance Manual calls for vegetation management
(removal of weeds or tall grass within drainage ditches that impedes flow) and
removal of sediment in excess of 2 inches. At the minimum, channel maintenance
will occur every two years. The channel will be inspected in late fall before
the rainy season, and monthly during the winter to determine if additional
maintenance work, such as the removal of fallen branches or trees is required.
Comment 7:
Have you been assured by the Jefferson County Public Works Department that the
confluence of this additional runoff and that already in place at the bottom of
the Rainier Greenbelt near Walker Way would not exceed the capacity of the
existing culverts in the Jefferson County right of way?
Response: Drainage
from the greenbelt discharges to the ditch along the west side of Oak Bay Road
near Swansonville Road. The flow turns east through
the culvert under Oak Bay Road and then through the Wastewater Treatment Plant
Ditch to Puget Sound. The Wastewater Treatment Plant Ditch was designed to
carry the flow from the greenbelt The capacity
of the ditch on the west side of Oak Bay Road is the limiting factor carrying
the projected flow. The District is working with Jefferson County to improve
capacity of the ditch, on the west side of Oak Bay Road.
(52:04)
Elizabeth Van Zonneveld reported that the GBC had
received questions about the decking on the bridges being slippery,
Commissioner Cairns noted that it would be a PLDD installations so the PLDD
would have to install and maintain the bridge, Commissioner Regan added that
the PLDD would be happy to include their suggestions as to what material should
be installed.
4. (57:45)
Commissioner Cairns did note that labels for removal on many of the trees
tagged for removal have been taken off the trees, this only costs more for all
of us as the trees will have to be retagged.
5. (58:31)
Engineer Lockett noted that the Bid Advertisement
Date would be done on Wednesday April 18, 2012, in the Port Townsend Leader
and in the Daily Journal of Commerce for two consecutive weeks as required by
law. We will have a walk through on
April 25, 2012, which will be made mandatory for the contractors. Commissioner Cairns announced that the
bid opening will be open to the public.
6.
(1:05)
Commissioner Wilcox noted that he had submitted all documents to Enduris; they let him know that they were not concerned and
would include the LMC in the umbrella policy for the project.
New
Business:
3.
(1:07:15) Chair Cairns noted
for guests that if there is money left from the Rainier Oak Bay project, it
could be spent on work needed on Trader
Lane. Engineer Lockett explained
to guests the problems in that area are due to the cul
de sac having a lack of drainage for people on the southwest side, corrections
would include putting culverts under three driveways. The Cost Estimate would be $16,500.00, the
plan is done but not the specs as of yet.
4.
(1:12:00) Chair Cairns
explained that there had been flooding
at the Sewage Treatment Plant occurring on March 15, it was undetermined
exactly what caused the problem, but it took out gravel. Responsibility lies with the PLDD and we
will pay the bill when they submit it, one solution is to put in a manhole with
a bee-hive trash rack. Teddy Clark asked if that area wonÕt be affected by this new project. Engineer Lockett explained that the
capacity is more than sufficient, but it was clogged by something very
substantial. Chair Cairns will be
notified by OWS manager Greg what created the problem.
5.
(1:17:00) Commissioner Cairns
reported that flooding also occurred
on Cascade Lane on the west side, on
March 15th. ÒI went
there and saw that there was water at the intersection of Cascade and Walker
Way, water was overrunning the culvert onto Walker Way.Ó Commissioner Regan commented that this
problem would go away when the Rainier to Oak Bay project is done.
6.
(1:17:43) Commissioner Cairns
noted that there are three (3) County Drainage Problem areas in North Bay that
he and Engineer Lockett will be discussing with Jefferson County Engineer Monte Reinders: 1) Swansonville
westerly of the first intersection of Resolute, Commissioner Regan
noted that under Goliah runoff goes onto peoples
property because thereÕs no ditch.
Commissioner Cairns reported that he went out and looked at the area,
the house at the end has a French drain and another ditch that runs right along
the fence line, the problems is on the east (downhill) side of Goliah. 2)
Chair Cairns noted that people on Jackson Lane, there is some pooling there due
to the way the drain is located, and weÕll see if it can be CVed. .
3) Shallowness of drainage ditch by the sign on Swansonville
and Oak Bay Roads.
7.
(1:24:08) Chair Cairns noted
getting a response to PLDD advertising for the small works roster, for the
maintenance schedule work, having someone contact him to inquire as to the PLDD Selection Procedure. Commissioners and Engineer Lockett
discussed needed qualities.
8.
(21:23) Commissioner Cairns
noted that the PLDD communication in a
changing service effort needs to be considered, as to whether it was
necessary to pay for and maintain a website since the PLDD will be primarily a
maintenance service after the Rainier to Oak Bay project is done. People gave many suggestions, including
quarterly mailings, The Voice, an updated website and emails.
Commissioner
Comments: Commissioner
Wilcox reported that the water off of Montgomery Lane flows down my driveway and into
his garage. Jefferson County has
been there and scratching around.
He asked if someone could come and take a look, Commissioner Cairns responded
that they could probably do that today
Commissioner Cairns invited everyone
to attend the Rainier to Oak Bay Project
Walk Through with LMC to take place directly after this meeting.
Commissioner
Wilcox made a motion to adjourn the meeting; motion was seconded by
Commissioner Regan and carried by Commissioner Cairns. Motion approved 3-0.
The
April 12, 2012 regular meeting of the Port Ludlow Drainage District adjourned
at
11:41
a.m.
The
next regularly scheduled meeting of the Port Ludlow Drainage District will be
held on Thursday May 10, 2012 at 10:00 a.m., at the Beach Club in the Bay View
Room.
Respectfully
Submitted:
Susan
Bartkus, Administrative Assistant
Approved: Approved: Approved:
Walter
Cairns
Richard Regan Dwayne
Wilcox
Drainage District Drainage District Drainage
District
Chair
Commissioner Treasurer Commissioner Secretary
Commissioner
_____________________________________________________________________________
May
Minutes of the
164th Port Ludlow Drainage District
Regularly Scheduled Meeting
Thursday May 10, 2012 10:00 a.m.
~ Approved
~
Call to order: The 164th regularly scheduled meeting of
the Port Ludlow Drainage District (PLDD) was called to order by Chair
Commissioner Walter Cairns at 10:00 a.m.
Attendance: Present were Chair Commissioner Walter Cairns,
Secretary Commissioner Dwayne Wilcox, Treasurer Commissioner Richard Regan,
Engineer Nancy Lockett, and Administrative Assistant Susan Bartkus. There were approximately 115 guests in
attendance.
Minutes: Commissioner Regan made a motion to
approve the minutes of the regular March 12, 2012 and April 12, 2012 Meetings; motion was
seconded by Commissioner Wilcox and carried by Commissioner Cairns. Motion approved 3-0.
Expenses: Commissioner Wilcox made a motion to approve Drainage
District expenses that accrued from April 11, 2012 to May 9, 2012 for a total
of $1,682.66, motion was seconded by
Commissioner Regan and carried by Commissioner Cairns. Motion approved 3-0.
VOUCHER SUMMARY
|
VOUCHER# |
VENDOR |
AMOUNT |
|
12-018 |
Susan Bartkus |
734.43 |
|
12-019 |
Dwayne Wilcox |
558.23 |
|
12-020 |
Walter Cairns |
90.00 |
|
12-021 |
Virginia Brown |
300.00 |
FINANCIAL SUMMARY
|
PLDD Cash Acct. |
$167,178.45 |
|
PLDD Reserve Account |
$
40,000.00 |
|
PLDD Interest Income Reserve Fund** |
$ 6,181.80 |
|
Expenses – Current Month (above) |
$ (1,682.66) |
|
Net Total All Accounts |
$288,677.59 |
|
Special Assessment 2012 |
$167,600.00 |
|
Paid to Date |
$
72,244.12 |
|
Unpaid (remaining) |
$
95,355.88 |
Public Forum: (1:53) Bud Kerns addressed the audience stating ÒMy name is Bud Kerns, My wife Joanne and I
became LMC (Ludlow Maintenance Commission) members in 1990. We moved to this lovely place and very soon
found that thereÕs one shortcoming of having a village built on a hill, when it
rains really hard that rain runs downhill, and unless itÕs
controlled it causes problems for people all over the place. This was very paramount for us in
December of 1993 and especially in December of 1996, when our part of Port
Ludlow flooded. Montgomery Lane
became a river and a lake formed at the low part. I personally walked in water almost up
to my knee in hip boots, for about 50 yards. There was obviously a problem. During those early 1990 years, it was
hard for me to understand or visualize that in a new community like ours, no
one would take responsibility for controlling that water that was coming down
from up the hill. There were other
people interested in this same problem, we approached the county, we approached
the developer of this area and we didnÕt get much satisfaction. The county acknowledged their
responsibility for the roads under their control and the 10
foot easement on each side of that road. The developer was reluctant, more
reluctant to commit to anything. We
had meetings with lawyers, endless, endless meetings in the late 1990Õs, to
resolve this problem to a point where nothing was moving
except the deterioration of the original drainage system in this part of Port
Ludlow, and it was rapidly disintegrating.
Apparently, most of the culverts were of galvanized metal of over 30
years old, and they were falling apart fast. The culverts werenÕt holding the water,
the water wasnÕt getting into Admiralty Inlet, and it just flowed out
elsewhere. It became a very
difficult situation, so LMC formed a Drainage Committee to try to answer some
of these questions of what do we do, where do we go from here. The committee came up with six options
for the Trustee Board of LMC.
From doing nothing, to litigation. The LMC Board was provided with all
kinds of background information for all six options. The Board finally choose an option in
the middle, of forming their own Drainage District, this involved going to the
public, the residents in general within the drainage area, to vote a county
operated vote of whether to form a 1) Drainage Commission, or 2) to accept an
assessment to fund that Drainage Commission. That vote was overwhelming in favor; I
think it was about 65% of the people voting on that issue, voted to proceed
with the development of the Drainage District and the funding of that Drainage
District. It wasnÕt until about
2001 when the Drainage District became functional really,
it took time to get organized and that sort of thing. Since that time thereÕs been a
tremendous effort by a lot of people to make the Drainage District successful
and go and solve the long term problems of our area of
Port Ludlow. I think the efforts
have been very successful. There
have been several big projects, but not all inclusive of our area, there is
still one major project to go. But,
we have in place at this point in time paid for a working drainage system that
has been doing its job, and will last several decades. There are a number of people that have
contributed substantially to this program.
I think the Commissioners of the last 10 or 12 years have done a great
job, their staff has done a great job.
WeÕve had very successful input from our consultants, our civil &
hydraulic engineering professionals; theyÕve done a good job. I think itÕs worthwhile if you havenÕt
done it to walk around the neighborhood and look at some of the projects that
have been done, theyÕre there to stay and theyÕre doing their job. I think the PLDD and what theyÕve done
has positively enhanced the value of our homes and interests here in Port
Ludlow, if we hadnÕt of had this, I donÕt think any of us in this room would be
happy with where we are or whatÕs happening to our property. ThatÕs a little bit of the history of
whatÕs gone on up until today. We
all owe gratitude to those who have contributed to this program and we hope
that it continues, thank youÓ.
New Business:
10.(9:39)
Chair Commissioner Cairns reported that every four years the PLDD is required
to notify the Jefferson County Commissioners of their Assessment Methodology of any changes or additions to the
Assessment Methodology.
Commissioners Regan and Wilcox concurred with Commissioner Cairns that
the methodology was effective, appropriate and that there was no need at this
time for a change. Commissioner
Regan made a motion to retain the current Assessment Methodology, Commissioner
Wilcox seconded the motion, and Commissioner Cairns carried the motion. Motion approved 3-0. Chair Cairns asked Engineer Lockett
to draft a letter to Jim Pearson of Jefferson County to apprise him of this.
11.(12:05)
Safety Surfacing for the existing
bridge was discussed. Commissioner
Cairns reported that some people have difficulty crossing when the surface
becomes wet and slick. Jack Riggen, LMC Greenbelt Committee (GBC) Chair, suggested a
surface that the Trails Committee puts down, a metal grid work that is
manufactured by a muffler shop in Port Townsend. Mr. Riggen
noted that the grid work doesnÕt corrode and is effective in preventing
slippage, and if the PLDD would pay the $160.00 for it, the Trails Committee
would put one down across the drainage path. Commissioner Regan asked if the grid
clogs with dirt, Mr. Riggen stated that it
didnÕt. Chair Cairns clarified that
the motion as initiated by Commissioner Wilcox was: to allow the Trails
Committee to place a non-slip surface on the bridge over the drain way near the
sewage treatment plant site at the cost of $160.00 to be invoiced to the PLDD
by the Trails Committee (Mr. Riggen confirmed that
this was correct). Commissioner
Cairns seconded the motion; motion was carried by
Commissioner Regan. Motion
approved 3-0.
Old Business:
1. (16:11)
The Rainier to Oak Bay Storm Drain
Project was discussed at length.
Engineer Nancy Lockett of Gray & Osborne Inc., (G&O) engineering
company for the PLDD, reported the project was advertised in mid April and bids
were submitted on May 2, 2012; six bids came in and ranged from $278,850.56 and
$657,858.60. Ms. Lockett explained
that the PLDD is a municipal corporation and is therefore required to abide by
the State public bidding laws; this means the District is obligated to accept
the lowest responsible bid. Ms.
Lockett further reported that the local firm of Seton was the lowest bid
submitted, reporting that in the past Seton had done most of the work for the
District, that they are a very competent company, with all licensing and
bonding in place, and further, that the all requirements have been met on the
bid documents. It would
therefore be G&OÕs recommendation that the contract be awarded to Seton
when the project is ready to be awarded.
Engineer Lockett also noted that the bid documents require that the
contractor honor their bid for a period of 60 days, and that the bid does not
include survey, that would be done by G&O. Chair Cairns had asked Ms. Lockett to
report on the ramifications of the funding from Public Works Trust Fund Loan
(PWTFL), she noted that theyÕre fine with it as long as public bidding laws
have been followed, which they have.
Engineer Lockett further explained that the impact of this project would
be $17.92 per year for the average property lot (variations would be based on
property size; this figure would be the estimate for the average 1/3 lot). The PWTFL would be at ½ %
interest, provided the District provided 15% down, and if the project is
completed before December of 2012, the interest would be at 1/4%. Commissioner Cairns asked on the
roll out of cost what would be, Engineer Lockett reported that this would
decrease the assessment over the next five years, and this would be the
completion of the major projects, but there would be the possibility of other
drainage issues brought to the PLDDÕs attention by residents. Commissioner Cairns noted that the
important thing to take away from this meeting is that the assessment would not
be based on over $200,000.00 for this year; the payout would be over twenty
years. Ms. Lockett noted that the
$17.92 per average lot, would be a portion of the average regular assessment
per lot of approximately $120.00, less if the lot is undeveloped and less for
condominiums ($167,000.00 per year total for the whole district), and that this
assessment would reduce as time passed.
(27:32) Resident Brad Frisk asked if this would increase the assessment
or taxes. Ms. Lockett explained
again that all assessments are collected with Jefferson County taxes, all funds
are kept at the County and the County handles all the money, per Washington
State laws, and that the funding for this project is included within the yearly
assessment not in addition to the
assessment. Ms. Lockett further reviewed the annual operating budget of the
District for the audience. (31:28)
Many audience members were confused about the PLDD and LMC and their
relationship to each other, LMC Trustee Elizabeth Van Zonneveld
explained for the audience the LMC is the North Bay homeowners association with
facilities that include the Beach Club, the pools, tennis courts, Kehele Park and the maintenance of the greenbelt, and that
the PLDD and the LMC are two separate entities. An audience member asked about
assessments, Engineer Lockett again reviewed the 2012 Annual PLDD Budget for
audience members to clarify that the LMC homeownerÕs assessment and the PLDD
assessments are two separate things.
(37:21) Chair Cairns noted that
at this time he wanted acknowledge the fact that the PLDD has been in
procedural error regarding the project, which was pointed out by attorney Ryan
P. Vancil, Esq., Mr. Vancil
contacted the PLDD attorney (who Chair Cairns noted is not at fault in this
issue), the PLDD attorney advised the District to follow the advice of Mr. Vancil. The net
result is that the project cannot proceed without a Declaration of Intent to
Proceed. (38:40) Commissioner Regan
made a motion that Chair Cairns read Resolution no. 2012-1, to establish a time
and date to undertake the Rainier Lane to Oak Bay Road Drainage Improvement
Project, Commissioner Wilcox seconded the motion, motion was
carried by Commissioner Cairns.
Motion approved 3-0. The
Resolution follows in entirety (with the exception of the Commissioners
signatures).
RESOLUTION No.
2012 – 1
A RESOLUTION OF THE BOARD OF COMMISSIONERS, PORT
LUDLOW DRAINAGE DISTRICT, declaring the intent of the District to undertake
certain drainage improvements and scheduling a public hearing to take testimony
and comments regarding said improvements.
WHERAS,
the Port Ludlow Drainage District (PLDD) operates a drainage system in
Jefferson County, Washington; and
WHEREAS,
the Board of Commissioners of the District, operating pursuant to RCW85.06.660,
has determined that it is in the public interest and the interest of the
properties served by the District to undertake certain drainage improvements
generally described as follows: A stormwater conveyance system together with check dams and
two bridges located in reserves between Port Ludlow (PL) 1 A4 and PL2 A2
– PL 1 A1 and PL2 A2
NOW, THEREFORE, BE IT HEREBY
RESOLVED by the Board of Commissioners, Port Ludlow Drainage District,
Jefferson County, Washington, as follows:
Section
1: The Board of Commissioners of
the District hereby declares its intention to undertake the improvements
generally described above. Plans
for said work are on file with the Secretary of the PLDD Board at 121 Marina
View Drive, Port Ludlow, Washington 98365, and are available for
inspection by any interested party.
Section
2: The PLDD Board shall meet on
June 14, 2012 at10:00 a.m. at the regular business address of the PLDD at 121 Marina View
Drive, Port Ludlow, Washington
98365, to determine whether such work shall be done. At such time a public hearing shall be
held and any property owner affected by the proposed improvements, or any
property owner within the District, may appear at said hearing and object to
the proposed improvements by filing a written protest against the proposed
action of the board.
Section
3: Notice of the adoption of this
Resolution of Intent shall be posted as required by RCW 85.06.660.
DONE
at a regular open public meeting this 10th day of May, 2012
A
meeting date and time was discussed, but not settled on until later during this
dayÕs meeting. Chair Cairns advised
the audience that if there was opposition to the project, it would take 40% of
the area property holders to stop the project from proceeding,
attorney Vancil and engineer Lockett also answered
questions and comments from the audience. It was decided that there would be
another Informational Meeting, to be held on Tuesday, June 5, 2012. PLDD Commissioners signed the Resolution
document. (49:30) Chair
Cairns reported that copies of all PLDD Public Notices would be posted at the
Beach Club, the Post Office and the Village Store, The Port Townsend Leader as
the paper of record, The Voice, and the Daily Journal of Commerce
for the May 22, 2012 7 p.m. Informational meeting and the hearing. In addition, all LMC
members will be notified by U.S. Mail.
(58:19)
Audience members began to blurt out many comments; Chair Cairns noted that during
the hearing, everyone would be able to air their comments. Engineer Lockett explained the process
of how acreage was divided and that the LMC could object to the project as well
as individual owners.
(1:02)
Engineer Lockett explained past PLDD projects and owners who benefitted by
these projects for audience members with questions about why they should
support this project. One audience
member who did not identify herself asked how the existing trees would be
impacted by the removal of other trees within the project area. Chair Cairns gave a background of why
the Drainage District started, relaying that late in 1990, half way up Cressey Lane there was a culvert went across the center of
the street that inundated Helm Lane with water, the County was asked what could
be done and they replied it wasnÕt their responsibility. Glenn Huntingford,
as a former Jefferson County Commissioner, helped put in a system that took the
water out to Walker Way. Later,
there was this area on Cascade, Helm and Cressey that
was really wet as a result, and then Ralph Thomas complained to the LMC that he
couldnÕt build on his lot because it was too wet. The LMC asked the GBC to take care of
it, they hired Ed Thompson to cut a ditch way to intercept the flow and put it
into Cascade, so one problem was fixed but it created another one. The PLDD isnÕt interested in continuing
that trend; it would like to solve the problem, and thatÕs the intent. Jack Riggen
commented that the value of the PLDD is recognized but diverting the water to
Walker Way instead would be the solution, as well as maintenance that needs to
be done to the area on a regular basis, specifically plugging at Cascade. Commissioners and Engineer Lockett noted
that the area Mr. Riggen referred to is within the
Jefferson County right of way, and they are adverse to anything being done on
their areas. (Recording #2, 3:31)
Commissioner Wilcox noted that 1) individuals have the opportunity to make
their opinions known either for or against the project 2) they should meet with
the Engineer to review the information 3) at the hearing come in and vote. (#2, 5:25) Engineer Lockett and
Commissioners addressed questions from the audience about the project plans and
specs at length. (#2, 19:95) After
much displeasure expressed by members regarding LMC opposing/not opposing the
project, LMC General Manager Brian Belmont addressed the audience that any
discussion of the LMC petitioning to opposing the project would have to be
addressed by the LMC Board of Trustees during a special meeting. (# 2, 23:55) Attorney Ryan P. Vancil noted that protests to the projects would have to be
filed before the hearing. He
recognized that the PLDD is trying to have another informational meeting and
set a hearing and that 1) only property owners can oppose the project and that
written protests need to be made prior to the hearing, legal description with
tax parcel #Õs on the document need to be on each written opposition the way
the statues are written 2) an informational meeting prior to the hearing would
be beneficial, and that 40% of the 650 acres would be 250 acres. Mr. Vancil
noted that decisions about the hearing results can be
postponed. More
comments were made by audience members who did not identify themselves, and
spoke over each other.
Commissioners set the hearing and informational dates and times as
stated above, Chair Cairns called order at (#2, 44:21) It was requested by an
audience member that notifications be sent to all North Bay residents. Chair Cairns asked that any alternative
ideas to be presented at the hearing be put into writing prior to the hearing
so they could be addressed at that time.
Commissioners again addressed alternative ideas presented by audience
members to be written down and discussed with the PLDD Engineer at the time of
the hearing.
(#2,
52:15) Resident Terry Obrien addressed the Commissioners, thanking them for
being receptive and communicative with this group, he referred to a memo that
was drafted, with signatures by 200 people of the community, opposing the
project as it stands. He expressed
hopes that the community could get together with the PLDD and come up with a
solution that would be agreeable to most.
(#2, 53:24) An audience member asked if there had been official studies
about environmental impact.
Engineer Lockett noted that there was SEPA checklist, the only comment
made was that the Department of Ecology (DOE) commented that there was a buried
oil tank which constituted a hazardous waste site one half mile south of the
project on Walker Way. A State
issued storm water general permit was issued for the project which involves
erosion control procedures, and that County permits were still at the County,
thereÕs no requirement for Fish and Wildlife to be involved as itÕs not a fish
bearing stream, there was no indication from the State Historians office that
artifacts are present, but if found the project would be stopped until
investigated. Tree tagging was
addressed, some were placed on the trees by project engineers,
and others are tagged with colors that someone else has tagged, Mr. Obrien
noted that some were placed on trees by him. Engineer Lockett noted that she will
prepare for the informational meeting with permitting, and that another
Comprehensive Plan will be provided at the front desk for check out for
interested parties, as well as an assessment list so residents can register
their lot and acreage on any opposing documents they wish to submit.
Commissioner
Comments: Chair Commissioner Cairns thanked everyone
for attending and expressing their opinions, reminding everyone to please come
to the Tuesday, June 5, 2012, 7:00 p.m. Informational Meeting, and the hearing
on June 14, 2012 at 10:00 a.m.
Commissioner
Regan made a motion to adjourn the meeting; motion was seconded by Commissioner
Wilcox and carried by Commissioner Cairns.
Motion approved 3-0.
The
May 10, 2012 regular meeting of the Port Ludlow Drainage District adjourned at
12:08a.m.
The
next regularly scheduled meeting of the Port Ludlow Drainage District will be
held on Thursday June 14, 2012 at 10:00 a.m., at the Beach Club in the Bay View
Room.
Respectfully
Submitted:
Susan
Bartkus, Administrative Assistant
Approved: Approved: Approved:
Walter
Cairns
Richard Regan Dwayne
Wilcox
Drainage District Drainage District Drainage
District
Chair
Commissioner Treasurer Commissioner Secretary
Commissioner
_____________________________________________________________________________
Special
Information Meeting of June 5th
Regular
Meeting of June 14th
Special
Meeting of June 15th
Port Ludlow
Drainage District
Minutes of the
June 5, 2012 7:00 PM
Informational
Special Meeting
Regarding the
Rainier to Oak Bay Road Project
~ Approved ~
Call to order: The special informational meeting of the Port Ludlow
Drainage District (PLDD) was called to order by Chair Commissioner Walt Cairns at 7:00 p.m.
Attendance: Present were Chair
Commissioner Walter Cairns, Secretary Commissioner Dwayne Wilcox, Treasurer
Commissioner Richard Regan, Engineer Nancy Lockett and Administrative Assistant
Susan Bartkus. There
were approximately 118 guests in attendance.
Chair
Commissioner Walter Cairns announced that on June 4, 2012 the Commissioners met
with The Department of Ecology (DOE), The Department of Natural Resources
(DNR), and The Department of Fish & Wildlife (DFW), and in their verbal
opinion the Rainier to Oak Bay Project
is dead. The hearing meeting will proceed after the regularly scheduled June
14, 2012 meeting, at which time an official determination will be made.
The
District Engineer, Nancy Lockett, from the firm of Gray & Osborne,
presented a brief power point presentation about the PLDD. Ms. Lockett relayed that DOE, DNR, and
DFW determined that the lower portion of the surface drainage in the greenbelt
is a stream. This effectively stops
the project as planned. This also
means that the stream continues on down Oak Bay Road, the county ditch and the
water treatment plant, which has ramifications for other issues. (3:03) Ms.
Locket's power point presentation included a brief history of the PLDD and itÕs
completed projects since forming, copies of her illustrations follow:
Port Ludlow
Drainage District History
Petition 1999
Vote and
formation 2000
Assessment
Methodology 2001
First
Assessment 2002
Comprehensive
Plane 2003
Projects
Started in 2003
16 Drainage
Projects
Completed
Project (Costs $1,000,000)
___________________________________________________________________________________________________________
Minutes of the
165th Port Ludlow Drainage District
Regularly Scheduled Meeting
Thursday June 14, 2012 10:00 a.m.
~ Approved
~
Call to order: The 165th regularly scheduled meeting of
the Port Ludlow Drainage District (PLDD) was called to order by Chair
Commissioner Walter Cairns at 10:00 a.m.
Chair Commissioner Cairns: LetÕs start first with the hearing
that was scheduled to be consent to approve the Rainier to Oak Bay
project. What IÕd like to do
is offer the following to be entered into the record:
Exhibit 1. Port Ludlow Associates Protest Letter, 1
page
Exhibit 2. Ludlow Maintenance Commission Protest
Letter, 2 pages
Exhibit 3. Kevin and Hanna Coate
Protest Letter, 12 pages
Exhibit 4. Alphabetized spreadsheet that includes
all the protesters names: Protest
Groups total 62% of the land holders in the district,
itÕs sufficient to stop the project.
Commissioner Wilcox: I move that the PLDD accept the 62% of
the landowners protest of the Rainier to Oak Bay Project in accordance with RCW
85.06.660 and declare the project void, and to cease any and all efforts to
present therewith. Commissioner
Regan seconded the motion. Commissioners were interrupted by Tom Conley, resident of Camano
Lane.
Mr.
Conley: ÒIÕm a late comer to this project, way back when I went to college I
graduated as a civil engineer. I
havenÕt done that for a number of years, IÕm not licensed in this state, I was licensed in four states when I was practicing. What I would suggest, youÕve got three families that
are on Cascade that are complaining of flooding, being that IÕm late in this
endeavor, I donÕt know what the seriousness of the flooding was. IÕm assuming that this was infrequent;
it comes on when there is a lot of rain.
When I was going through school, we would figure out the quantity and
the frequency.Ó
Chair Cairns interrupted Mr. Conley to
interject: ÒWith all due respect, those issues have
been gone over in detail, and weÕre really in the middle of a motion here, not
to discuss what should have been done, but whether the protest group has
sufficient capacity as indicated by the motion made by Commissioner
Wilcox. With that, if you have
suggestions in the future, weÕd appreciate you coming down to share themÓ.
Mr.
Conley: ÒWell, what IÕm saying is that youÕre scrubbing the projectÓ.
Chair Cairns: Exactly
Mr.
Conley: ÒOkay, what IÕm suggesting is that maybe they need some reliefÓ.
Commissioner Wilcox: I think youÕll find as we move into
this, thatÕs probably the next project.
Mr.
Conley: ÒI see. Well, then can I suggest what they might
doÓ?
Chair
Cairns: At that time.
Commissioner Wilcox: We have already received a notification
and program from our engineers dated in 03 as to how to go from there. ThatÕs the main thing weÕre going to be
looking at. At thatÕs the main core
of engineers.
Mr.
Conley: ÒSo in other words, this is going to continue on for yearsÓ.
Commissioner Wilcox: Not this. A possible new project which the board has (in hand) could be limited and looked
at.
Mr.
Conley: ÒOkay, fineÓ.
Commissioner Regan: WeÕre not abandoning the people on
Cascade.
Mr.
Conley: ÒThis particular project
youÕre abandoningÓ.
Commissioner Wilcox: ThatÕs right.
Mr.
Conley: ÒThen my time down here is
well spent to see you abandon this project, thank youÓ.
(12:11) Resident Jack Riggen began to speak, with Commissioner Wilcox saying,
Jack letÕs move forward on this motion, thank you.
Chair Cairns: LetÕs move on this motion, any
discussion from the Commissioners?
No, letÕs call for a vote.
Commissioner Wilcox: Aye
Commissioner Regan: Aye
Chair Cairns: Aye. The motion is carried
(3:0), the project is stopped. No further representation of this
project or a modified form of this project may be returned to the community for
a period of one year, which will be June 13, 2013, project is closed.
(13:05) Resident Terry OÕBrien: Can I ask just one quick question? The project as itÕs currently designed,
is that correct?
Commissioner Wilcox: Yes, yes.
Terry
OÕBrien: In other words, that doesnÕt preclude what (undecipherable)
Chair Cairns: It says ÒmodifiedÓ
in the law, and modification is a broad term. So, letÕs wait for a definition on
that. Okay? ThatÕs it; weÕll start
with the regular June 14, 2012 District meeting.
Commissioner Wilcox: LetÕs go one step further on that. I think itÕs the Boards requirement
since they are the one that sought the grant from the state, itÕs the Boards
requirement that we now report to the Washington State Public Works Board and I
propose that since I was the Secretary that established a working connection
between Jefferson County and the Washington State Public Works Board, I hereby
move that this Board authorize me to relay such information to Cathy Brockman, the current
status of the Rainier to Oak Bay project and determine their recommendation for
consequences.
Commissioner Regan: Second
Chair Cairns: The motionÕs been made and
seconded. ItÕs also covered under
Old Business. Any discussion? LetÕs take a vote.
Commissioner Regan: Aye
Commissioner Wilcox: Aye
Chair Cairns: Aye. Motion approved (3:0). LetÕs continue with the regular business
meeting.
Attendance: Present were Chair Commissioner Walter Cairns,
Secretary Commissioner Dwayne Wilcox, Treasurer Commissioner Richard Regan,
Engineer Nancy Lockett, and Administrative Assistant Susan Bartkus. There were approximately 73 guests in
attendance.
Minutes: Commissioner Regan made a motion to
approve the minutes of the regular May 10, 2012 meeting; motion was seconded by Commissioner Wilcox and
carried by Commissioner Cairns. Motion approved 3-0.
Expenses: Commissioner Regan made a motion to approve the
vouchers that accrued from May 9, 2012 to June 13, 2012. Commissioner Wilcox agreed to approve
wholeheartedly of all vouchers except the one submitted by Gray &
Osborne. He stated that weÕve
enjoyed Gray & Osborne for years, theyÕve done a good job, but he felt it
was time to start evening out the books on this thing; he therefore seconded
the motion to approve all the vouchers except # 12-023 to Gray & Osborne. Commissioner Cairns asked Engineer
Lockett if the PLDD could get a work order description of the sum total. Engineer Lockett responded she could and
informed the Commissioners that the invoice was for two months of work, as well
as over $2,500.00 in fees for the permits for the now canceled Rainier to Oak
Bay project. Also, that a letter is
sent with every invoice from Gray & Osborne. Chair Cairns asked Ms. Lockett if
Gray & Osborne could wait another month for payment, she assented. An unidentified gentleman from the
audience asked if he could comment, Chair Cairns assented. The gentleman then said that in his
experience, the vendor should not only be listed but also the services
provided. Chair Cairns then
described every charge on the voucher summary and exactly what they were for
(these descriptions will be in parenthesis after each vendor on this dayÕs
summary). The gentleman commented that he wasnÕt questioning the actual charges
just the form in which they were presented, normally there would be another
column communicating what services are provided by the vendor, but Walt has
just done that. Chair Cairns then
called for a vote to approve Drainage District expenses that accrued from
May 9, 2012 to June 12, 2012 for a total of $31,798.26 less the fee of $25,
208.97 for Gray & Osborne for an amended total of $6,589.29, motion was seconded by
Commissioner Wilcox and carried by Commissioner Cairns. Motion approved 3-0.
VOUCHER SUMMARY
|
12-022 |
LMC (2 months room rental, coffee, staff support, file storage) |
436.00 |
|
12-023 |
GRAY & OSBORNE (fee will be delayed until July 2012) |
25,208.97 |
|
12-024 |
JACK MANNING (safety surface grating for bridge over path near the WWT Plant
as per GBC request) |
233.92 |
|
12-025 |
THE LEADER (advertising of meetings, notices, project notices) |
312.50 |
|
12-026 |
DAILY JOURNAL OF COMMERCE
(project notices) |
429.20 |
|
12-027 |
PORT LUDLOW ASSOC. (damage fees) |
1,225.38 |
|
12-028 |
WALTER CAIRNS (2 meetings) |
180.00 |
|
12-029 |
SUSAN BARTKUS (21 hrs of staff time) |
405.70 |
|
12-030 |
VIRGINIA BROWN (monthly contract fee, plus additional for extra
time with auditor) |
378.44 |
|
12-031 |
PUBLIC WORKS BOARD (loan payment installment) |
2171.49 |
|
12-032 |
RICHARD REGAN (9 meetings plus mileage) |
816.66 |
|
|
TOTAL
VOUCHERS |
$ 31,798.26 |
|
|
AMENDED
VOUCHERS |
$ 6,589.29 |
FINANCIAL SUMMARY
PLDD cash
account
$184,426.75
PLDD reserve account $ 40,000.00
PLDD reserve interest $ 6,186.22
Expenses: current month $ 31,798.26
Net total all accounts $199,787.62
Special Assessment 2012 $167,600.00
Paid to date $ 97,175.08
Unpaid $ 76,424.92
Old Business:
1.
(24:04) Engineer Lockett
explained that every four years the PLDD is required to notify the Jefferson
County Commissioners if there is any need for a change to the Assessment Methodology for the PLDD, which
will then be reviewed by the County and there will be a hearing August 6, 2012,
to let residents know how the assessments for the district are developed. Jim Pearson of Jefferson County will be
in charge of this, he asked that the District would send out a letter to notify
the property owners the week of July 16, 2012 of the August 6, 2012
Jefferson County Commissioners meeting.
An audience member asked who would send the letter out. Commissioner Wilcox made a motion to
have Sue Bartkus (administrative assistant for the
District) send out the letter, motion was seconded by Commissioner Regan and
carried by Commissioner Cairns.
Motion approved 3:0.
2.
(29:42) Chair Cairns
explained that now that the PLDD has canceled the Rainier to Oak Bay project, they
will be obligated to notify the
Jefferson County Auditor of the project status and switch to secondary budget,
to be directed to other projects. Chair Cairns asked that as
Treasurer, Commissioner Regan do this task. Also, Chair Cairns recommended that in
order to make sure the PLDD stays in compliance, that the current Legal portion of the budget be
increased from $3,000.00 per year to $20,000.00 per year, if there is any money
left over, it would go into the reserve fund. An audience member asked if this was to
cover basic legal fees or if this was to initiate action against the state for
the stream designation.
Commissioner Wilcox asked what the PLDD had been spending, and thought
it shouldnÕt be increased until there was shown to be a need for it. Commissioner Regan commented that there
probably wasnÕt a need for an attorney to be present at every meeting, but that
there should be an attorney present at least at some of the PLDD meetings, and
though the amount of $20,000.00 may not be needed it should be increased to at
least $10,000.00. Commissioner
Wilcox suggested that a local attorney be hired, thereby saving the residents
money; Commissioner Cairns noted that would be fine, if a Public Works attorney
could be obtained.
3.
(35:05) Chair Cairns noted that
a project that has been sidestepped for approximately 3 years is that of the Trader/Forester Lane drainage issue,
explaining that it was delayed first due to weather and then due to the Rainier
to Oak Bay project. Chair Cairns
did express concern that since the area of the proposed project would involve
trying to control water emanating from a wetland in a greenbelt alongside Swansonville Road at the end of the Forester Cul-de-Sac, it
would be important to remember lessons learned and not proceed until a
determination was made by the environmental agencies, either The Department of
Ecology (DOE) and/or The Department of Natural Resources. Engineer Lockett recommended two
environmental firms that could be hired to determine what was to be done. Chair Cairns asked for a motion to go
forward in hiring a firm to evaluate the area, Commissioner Wilcox seconded the
motion. Bob Mackey, a resident of
Trader Lane introduced himself and asked how long an environmental study would
take, Chair Cairns noted that any findings could preclude any actions, and a
declaration of intent would need to be sent, as well as a letter to everyone in
the PLDD. An audience member asked
if there were any preliminary studies done on the situation, he was informed
that surveys of the area had been done but were not on site, Chair Cairns asked
Engineer Lockett to obtain the gentlemanÕs address and send a copy to him.
4.
(42:00)The
Baldwin and Oak Bay Road Culvert
connection was discussed. Chair
Cairns explained that a culvert comes down from Fleet, terminates at the edge
of the greenbelt, it runs across the greenbelt, and then begins with an
improvement we made years ago to the area from Oak Bay Road down to Montgomery
Lane. We left that particular
portion of the stream open and it has proved to be detrimental and a high
maintenance issue and we think we should enclose it with like size pipe. We donÕt have a final design as yet,
what is the Commissioners pleasure.
Commissioner Wilcox noted that this isnÕt a new project, and the PLDD
shouldnÕt have to go through all the hoops. Chair Cairns disagreed, saying that he
thinks a declaration of intent would need to be made prior to proceeding. Engineer Lockett noted that DNR should
be called because even though there was a dotted line indicating an easement,
they should give a determination.
Chair Cairns asked Ms. Lockett to do this and report at the next
meeting.
5.
(45:49) Insurance coverage for reimbursement of payment made to PLA by the
PLDD (for damage that occurred during heavy
rains to property belonging to PLA, at the Sewage Treatment Plant on March 15, 2012) was discussed. Chair Cairns explained that the culvert
entrance just above the Sewage Treatment Plant became blocked by debris
clogging the bar screen, this caused an overflow at a point about 75 feet from
the entrance into the plant, which scoured gravel between the two aeration
basins and exposed piping. Chair
Cairns authorized Larry Smith to send PLDD the bill since it was clearly PLDDÕs
responsibility. The bill is
approximately $1,200.00, Chair Cairns asked Commissioner Wilcox to contact the
insurance company (Enduris) to see if this would be
covered.
6.
(48:00) Chair Cairns instructed
Engineer Lockett to return the bid bond
to Seton now that the Rainier to Oak Bay project is canceled. (49:16) A woman from the audience who did not identify herself,
asked if Chair Cairns could call about the Baldwin Lane issue (Old Business
item # 4) rather than having Engineer Lockett do so. Ms. Lockett explained that someone would
need to contact Ross Goodman of the DNR, give him the location and ask him to
take a look at it and get back to the District, it would be about a one minute
email to request this, either by herself, or the LMC, or the PLDD
Commissioners. Terry OÕBrien noted that he thought the point the other person
was trying to make, very clearly, is that where possible is that some of the
items could be taken care of internally rather than hiring someone to do
so. Commissioner Cairns stated that
he agreed with him to a point, but that heÕs done a lot of that work, which
adds up to about 20 hours per week of being a PLDD Commissioner, and itÕs
getting old.
New Business:
5. (53:20)
Chair Cairns reported receiving a Storm
Water construction Permit Fee in the amount of $941.00, asking Commissioner
Secretary Wilcox to send a letter to the
State stating that the project has been stopped by another state agency and
the District should now be free of this fee.
6. (54:50)
Commissioner Regan asked whether the Public Works Trust Fund Loan would still be available or if it would be
terminated. Engineer Lockett
reported speaking with Cathy Brockman the day prior to this meeting (didnÕt
write it as a charge so this was a gratis service to the District), Ms.
Brockman said that the scope of the project that the Public Works Board based
their funding finalization on Òwas improving the water quality of Ludlow Bay
and helping solve some flooding problemsÓ.
Ms. Lockett asked if modified plans, or any help to whatever the project
ends up being to help Cascade Lane.
Ms. Brockman said itÕs still available, if you use the loan it would
have to be used within 5 years of December of 2011, to email her some revised
plans and she would go to the Board with that. Commissioner Cairns noted that Engineer
Lockett called Ms. Brockman at his request.
7. (57:35)
Chair Cairns asked Sue why the State
Auditor requested that Meeting Minutes be posted online. Sue reported that Ginger emailed her to
inform her of this request by the Auditor during the last audit performed
recently, the minutes were forwarded to the gentleman who has been doing the
posting and they are now up to date.
Chair Cairns asked if the reason is to let everyone know what the
minutes are, or if he wanted to know specifically as auditor, he also asked Sue
to contact Ginger to get his name and email address so he could be directly
asked.
8. (58:30)A response
letter to LMC Allegations of Improper Procedure was discussed. Chair Cairns said the PLDD would be
drafting a letter addressing a number of allegations put forth by the LMC and
directed to the PLDD Commissioners and Engineer Lockett. Chair Cairns said it will be sent, and
weÕll see where it sits.
9. (59:09)Chair Cairns noted that had the District been advised
properly at the beginning of its formation, especially regarding any
Declarations of Intent when conducting projects, the Commissioners would not
have committed the omissions that have occurred. He noted that that is what he had in
mind when he put Addition of an Attorney
at Regular District Meetings on this dayÕs agenda, so the Commissioners
could enter into a discussion regarding the matter, he did noted that none of
the Commissioners that have served, past or present ever would be callous
enough to try and drift over an item of law. Commissioner Regan noted that the County
Commissioners have an attorney present at every meeting. Though this may not be necessary for
every PLDD meeting, they could be requested to attend when issues arrive that
may require the PLDD seeking their opinion.
10.(1:03:13)Commissioner Wilcox brought up the issue of changing
the PLDD meeting day to the 3rd Thursday of the month, so the
minutes could be published just prior to the next meeting and closer to ÒThe
VoiceÓ publication at the first of the month. LMC General Manager Brian Belmont noted
that minutes would still be six weeks past the last meeting date, he
recommended just working on the website and getting them on there. Mr. Belmont
also asked for further clarification of the DistrictÕs intentions regarding
legal consultations as discussed in the previous agenda item. Commissioner
Wilcox said at this point it would be by touch and feel that right now he
really couldnÕt say. Resident Terry
OÕBrien commented on the previous attorney discussion as well, suggesting that
consul be sought only when needed.
Chair
Cairns asked if anyone had comments to add. Resident Terry OÕBrien did, commenting
that the PLDD did an admirable job and he applauds them for that. Bob Mackey noted that a homeowner had
put in a small structure creating the issues on Trader Lane for two of us
there, and if there was a way close that outfall, or if he (Mr. Mackey) could
put in his own structure at his own cost.
Chair Cairns noted that he would like to take care of it once and for
all, getting the water into the County right of way ditch system so that it
goes away and doesnÕt continue to infiltrate other properties on that
hill. Resident Doug Hubert
commented that he thought for technical work the PLDD is completely correct in using
Gray & Osborne.
Commissioner
Regan made a motion to adjourn the meeting; motion was seconded by Commissioner
Wilcox and carried by Commissioner Cairns.
Motion approved 3-0.
The
June 14, 2012 regular meeting of the Port Ludlow Drainage District adjourned at
12: 16 p.m.
The
next regularly scheduled meeting of the Port Ludlow Drainage District will be
held on Thursday July 12, 2012 at 10:00 a.m., at the Beach Club in the Bay View
Room.
Respectfully
Submitted:
Susan
Bartkus, Administrative Assistant
Approved: Approved: Approved:
Walter
Cairns
Richard Regan Dwayne
Wilcox
Drainage District Drainage District Drainage
District
Chair
Commissioner Treasurer Commissioner Secretary
Commissioner
_______________________________________________________________________________________________
Minutes of the
Port Ludlow Drainage District
Special
Meeting
June 15, 2012
10:00 a.m. in the Gallery
Room of the Beach Club
~ Approved ~
Call to order: The special meeting of the Port Ludlow Drainage
District (PLDD) was called to order at 10:15 a.m. by Chairman, Commissioner
Walter Cairns.
Attendance: In attendance were Chairman Commissioner
Walter Cairns, Treasurer Commissioner Richard Regan, Secretary Commissioner
Dwayne Wilcox, Engineer Nancy Lockett, Attorney Christopher J. Knapp, and
Administrative Assistant Susan Bartkus. Though this was a public posted meeting,
no guests attended this meeting.
Chair
Commissioner Walter Cairns announced that The Department of Ecology (DOE), The
Department of Natural Resources (DNR), and The Department of Fish &
Wildlife (DFW) had not sent any written statement as yet to the PLDD regarding
the determination given verbally on June 4, 2012, that being that the lower
portion of the surface drainage in the greenbelt (for the cancelled Rainier to
Oak Bay Project) is a stream, which effectively stopped the project as planned. This also means that the stream continues
on down Oak Bay Road, the county ditch and the water treatment plant, which has
ramifications for other issues.
Engineer Lockett reported walking with representatives from the above
listed agencies, and that the County and DNR maps do not show the area as a
stream. Attorney Knapp noted that
the legal structure of the Drainage laws are multi-tiered and can be confusing
as they include many laws that have been on the books for years without being
removed when new laws are added.
Natural
drainwayÕs and streams were discussed, as well as the
affect that the stream designation will have regarding the four parcels (PL
2-2-056, 2-2-057, 2-2-058, 2-2-059) of land that may possibly now be
condemned. As noted by Commissioner
Regan after he researched the County Codes, nothing can be done on those
properties for 50 feet on either side of the stream channel designation. Attorney Knapp and the Commissioners
discussed who will be responsible for notifying those owners and the
ramifications of those judgments, namely Washington State as State agencies
were the entities to declare the area a stream.
Easements
were discussed, as well as the Ludlow Maintenance CommissionÕs (LMC) decision
to revoke their permission to let PLDD use the greenbelt for the Rainier to Oak
Bay Project. Attorney Knapp stated
that they acknowledge that there is an easement by revoking it. Mr. Knapp added that the easement
conveyance for the area looks like a deed, Washington case law says that you
can record an easement on a plat, which is different than a dedication and that
for a modern plat, language would be much more specific, but that case law says
you look at the original intent of the plats as well as the drawing. Mr. Knapp answered questions for the
Commissioners and Engineer Lockett regarding the plat as well as other
Washington State laws for drainage districts. Mr. Knapp also stated that every
subdivision is required to support public health safety and welfare, and that
in his opinion it is a valid and enforceable easement, but that this would have
to be decided by a Superior Court judge.
Attorney Knapp did think it would be a good idea to sit down with the
LMC and make an attempt to come to an agreement prior to any other action being
taken.
Engineer
Lockett mentioned that it had been stated by a resident that the PLDD would
have to go to Superior Court for any project to be discussed; Attorney Knapp
stated that this drainage district, the PLDD, was formed under RCW 85.38 and is
not subject to statuettes that require that action.
Commissioners
and Mr. Knapp discussed that attorney representation at future PLDD meetings
could be done by telephone by his partner Michael Kuistad
(as he has a prior commitment on each Thursday), when a need arose for
representation, thereby limiting attorney fees to one or two hours rather than
the PLDD paying for the travel time and expense that would be incurred by
having an attorney physically present.
The
regular meeting adjourned at 10:52 a.m.
Commissioners, Attorney Knapp and Engineer Lockett conducted an
Executive Session lasting 23 minutes.
The
public portion of the meeting reconvened at 11:15 a.m.
Commissioner
Regan motioned that the meeting adjourn at 11:16 a.m., motion
was seconded by Commissioner Wilcox, motion carried by Commissioner
Cairns. Motion approved 3-0.
The
next regularly scheduled meeting of the Port Ludlow Drainage District will be
held on Thursday July 12, at 10:00 a.m., at the Beach Club in the Bay View
Room.
The
June 15, 2012 PLDD special meeting adjourned at 11:15 a.m.
Respectfully
Submitted:
Susan
Bartkus, Administrative Assistant
Approved: Approved: Approved:
Dwayne
Wilcox Walter
Cairns
Richard Regan
Drainage District Drainage
District
Drainage
District
Secretary Chairman
Treasurer
________________________________________________________________________________
_____________________________________________________________________________
Minutes of the
166th Port Ludlow Drainage District
Regularly Scheduled Meeting
Thursday July 12, 2012 10:00 a.m.
~ Approved
~
Call to order: The 166th regularly scheduled meeting of
the Port Ludlow Drainage District (PLDD) was called to order by Chair
Commissioner Walter Cairns at 10:00 a.m.
Attendance: Present were Chair Commissioner Walter Cairns,
Secretary Commissioner Dwayne Wilcox, Treasurer Commissioner Richard Regan,
Engineer Nancy Lockett, and Administrative Assistant Susan Bartkus. There were approximately 30 people in
attendance.
Minutes: Commissioner Regan made a motion to
approve the minutes of the Informational Special meeting of June 5, 2012, the regular June
14, 2012 meeting, and the Special Called meeting of June 15, 2012; motion was seconded by
Commissioner Wilcox and carried by Commissioner Cairns. Motion approved
3-0.
Expenses: Commissioner Regan made a motion to approve the
vouchers that accrued from June 14, 2012 through July 11, 2012 for a total of $30,170.24, motion was
seconded by Commissioner Wilcox, motion carried by Commissioner Cairns. Motion approved 3-0.
VOUCHER SUMMARY
|
VOUCHER# |
VENDOR |
AMOUNT |
|
12-033 |
SUSAN BARTKUS |
839.72 |
|
12-034 |
LMC |
1,526.00 |
|
12-035 |
GRAY & OSBORNE |
25,208.97 |
|
12-036 |
ANDERSON HUNTER LAW FIRM |
1,847.00 |
|
12-037 |
VIRGINIA BROWN |
300.00 |
|
12-038 |
L&I |
9.79 |
|
12-039 |
THE LEADER |
168.76 |
|
12-040 |
WALTER CAIRNS |
270.00 |
FINANCIAL SUMMARY
|
PLDD Cash Acct |
$ 178,490.21 |
|
|
PLDD Reserve Acct |
$ 40,000.00 |
|
|
PLDD Interest Income Reserve Fund** |
$ 6,190.87
|
|
|
Expenses - Current month (above) |
$ (30,170.24) |
|
|
Net TOTAL All Accts |
$ 194,510.84 |
|
|
Special Assessment 2012 |
$ 167,600.00 |
|
|
Paid to Date |
$ 91,609.83 |
|
|
Unpaid (remaining) |
$ 75,990.17 |
|
Old Business:
7.
(1:00) Commissioners
conducted a review of the Upstream
Options for Oak Bay Road and Baldwin Lane Drainage. Chair Cairns noted that there were
two options for the pipe placement, either to lay it practically on top of the
ground or to bury it. Commissioner
Regan commented that the reason to extend the pipe to the Pioneer/Fleet
intersection is that people have plugged the intake with leaves, grass, etcÉ,
keeping it virtually impossible to keep the intake clean, and that the PLDD
feels that extending this pipe will solve this problem. Engineer Lockett commented that during
the last meeting the Commissioners felt it would be prudent to get approval from
Jefferson County and Department of Natural Resources (DNR). Ms. Lockett found out that the County
would charge $370.00 for this, and that Ross Goodman of the DNR required a map
for analysis (which Engineer Lockett provided to him via email), he said he would
then make a determination, there has been no response from him as yet.
8.
(6:00) The Washington Department
of Fish and Wildlife (WDFW) representative said he would be happy to come out,
view the aforementioned area and address the Environmental Concerns Stream Designation Process but he wants it
coordinated through Jefferson County and the DNR. Ms. Lockett will try to contact these
representatives again for their determinations. Commissioner Regan noted that as yet
there has been no formal Stream Designation submitted to the PLDD, and when
that process is complete, that designation of a stream on the greenbelt poses
problems for quite a few people.
Four lots will be rendered worthless; another lot with a good portion
will become a buffer zone. Commissioner
Regan reported that he had previously asked Engineer Lockett to look into this
matter. Engineer Lockett reported
that she found the stream designation process is by DNR maps, or County maps,
the other way that new locations would be designated would be if you enforce
practices and applications, through the property owner, and that there is a
natural watercourse directly connected to above ground channels. It looks like the area was graded, water
flowed into that area of the greenbelt and it became a natural water course,
but not connected to the sound, itÕs a type NS stream, non perennial and non
fish bearing. Commissioner Regan
asked who would notify the property owners, Engineer Lockett replied that the
next process would be putting it onto the DNR and Jefferson County updated
maps, Ross Goodwin of the DNR made the definition of what it is, but an
ecologist and an attorney should be consulted, in her opinion it would depend
on if it would be a typed channel.
Further discussion was held regarding the devaluing of the
property.
9.
(10:44) Chair Cairns noted that
the Maintenance topic he put onto
the agenda had to do with the 30 inch culvert that comes down from Fleet and
the place that keeps getting filled up with brush (clippings). Commissioner Cairns noted that bar
screens need to be put onto the openings due to the danger that could be posed
to children, and someone needed to be hired to perform this work as well as
maintenance to other areas, Commissioner Regan agreed that someone should be hired. Engineer Lockett reported that whoever
was hired needed to be under contract, with insurance and paying the State
prevailing wage. Resident Jack Riggen noted that he thought this was a good idea, to have
one person responsible for the maintenance issues, cleaning out the entrance
ways to the culverts with a weed whacker and moving debris when necessary. Commissioner Regan noted that the PLDD
does have a Maintenance Manual with a maintenance schedule. Commissioner Regan made a motion to have
Gray & Osborne (G&O) contact Yard Dogs (the only company that submitted
a small works application) and see if they could reach a contractual agreement
with them to perform this work, motion was seconded by Commissioner Cairns and
carried by Commissioner Wilcox. Motion approved 3-0. Resident Sally Pendergast
commented that she didnÕt understand the Commissioners roles and why the
engineering firm had to do this, why couldnÕt someone else do this, such as the
Commissioners, why have a third party do it. Commissioners Wilcox and Cairns noted
that if that were the case the PLDD would have to hire a manager. Commissioner Reagan noted that this was
similar to the County Commissioners; you donÕt see them out doing roadwork. Commissioner Wilcox noted that the
attorney could be asked, but that would cost more. Adele Govert
commented that she thought the Commissioners should do it, keep it local and
save money. Commissioners indicated
that having a professional arrange this (G&O) would be more cost effective,
they would put it out for bid and they can go over the maintenance schedule
with the firm.
10.(20:03)
Discussion was held concerning the Wetland
Delineation for the Forester/Trader Lane Drainage Project. Engineer Lockett reported that she
contacted two environmental firms to conduct wetland delineation in the
greenbelt on Swansonville, behind Trader Lane, this
to assess the area prior to any attempts to correct the problem with flooding
of property in that area. One
company, Watershed, bid $2,170.00; another company, ESA, bid the work at
$3,150.00. Resident Terry OÕBrien
asked if these were Seattle companies and why hadnÕt Peninsula companies been
consulted instead. Commissioner
Regan asked if he knew the names of any local companies, stating that he had no
problem using a local firm as long as they were qualified. Chair Cairns tabled discussion on the
matter until the August PLDD meeting after other proposals could be
obtained.
New Business:
11.
(25:28) Commissioner Regan noted that he felt the PLDD should get
started on working on alternative solutions to the problems on the Cascade Lane Flood Abatement Project. Commissioner Wilcox asked Engineer
Lockett to look at the 2003 G&O proposal, to see what it was, was is
involved, look at the flowage rate and see how it would work. Also, to see how Jefferson County would
be involved and see if we can coordinate with them. Resident Jack Riggen
noted that in a previous meeting, the PLDD was provided with a proposed
resolution for the Cascade problem.
In that,
one item was incorporated that was never finished by the firm of
G&O, the number 13 item, and that was a culvert that crossed the end of the
cul-de-sac at Cascade to reduce the angle that the water was coming from a
catch ditch behind the property at the end of Cascade. There was a ditch that was excavated to
catch the water coming out of the greenbelt. Mr. Riggen
further described the ponding that occurs there and how the water could be
diverted to an 18 inch culvert in the County Right of
Way. Commissioner Wilcox noted that
that is why he wanted to coordinate with Jefferson County. Commissioner Regan noted that there are
a number of alternatives, but specific numbers need to be acquired to reach a
plan of solution. Mr. Riggen was under the impression that the PLDD had
constructed the problem ditch.
Commissioners and Engineer Lockett informed Mr. Riggen
that that ditch was put in sometime prior to 1997, way before the PLDD was
formed. Resident Tim Bangle asked
who authorized the County to allow the ditch to discharge into the greenbelt;
Commissioner Cairns replied that it was the plat engineer working for Pope and
Talbot. Resident Grant Smith noted
that heÕd like to see something done this summer to alleviate the problem. Chair Cairns informed the audience that
due to the cancellation of the Rainier to Oak Bay project the Washington State
laws dictate that this issue cannot be acted on for one year, meanwhile flow
rates and other pertinent data would need to be acquired prior to anything
being done. Engineer Lockett noted
that survey of the ditches had not been done in the 2003 study; she walked the
area with Monte Reinders to analyze the area, noting
what needed repair. Resident Adele Govert requested that the PLDD would meet with Monte and
John Austin to get answers and find out whose responsibility this would be, she
asked the Commissioners for a verbal commitment that they would do this. Chair Cairns noted that this is what
Commissioner Wilcox was talking about very early in this days meeting. Commissioner Regan made a motion to
direct G&O to come up with alternative plans and costs for solutions to the
Cascade Lane Flood Abatement Project, Commissioner Wilcox seconded the motion,
Commissioner Cairns carried the motion asking Engineer Lockett how long it
would take G&O to come up with 3 alternatives, Engineer Lockett stated that
this could be done by the next meeting.
Motion approved 3-0.
Resident David Pendergast asked if it would be
better to find out whose responsibility it is first, to sit down with the
County prior to examining alternatives.
Commissioner Regan noted that until you know some of the alternatives
you donÕt know who the responsible party will be.
Public Forum: Mr. Riggen
added, specifically addressing Engineer Lockett, that one other alternative for
the water coming down Rainier is to send it straight across Walker Way on down
Rainier, itÕs a very extensive and established ditch for that water to go.
Commissioner
Regan reported that the increased legal budget has been utilized,
as of this date $1,800.00 has been spent of the $10,000.00 budget.
Commissioner
Wilcox made a motion to adjourn the meeting; motion was seconded by
Commissioner Regan and carried by Commissioner Cairns. Motion approved 3-0.
The
July 12, 2012 regular meeting of the Port Ludlow Drainage District adjourned at
10:54 a.m.
The
next regularly scheduled meeting of the Port Ludlow Drainage District will be
held on Thursday, August 9, 2012 at 10:00 a.m., at the Beach Club in the Bay
View Room.
Respectfully
Submitted:
Susan
Bartkus, Administrative Assistant
Approved: Approved: Approved:
Walter
Cairns
Richard Regan Dwayne
Wilcox
Drainage District Drainage District Drainage
District
Chair
Commissioner Treasurer Commissioner Secretary
Commissioner
_____________________________________________________________________________
Minutes of the 167th
Port Ludlow Drainage District
Regularly Scheduled Meeting
Thursday
August 9th, 2012 10:00 a.m.
~ Approved ~
Call to order: The 167th
regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was
called to order by Treasury Commissioner Richard Regan at 10:00 a.m.
Attendance: Present were Secretary Commissioner Dwayne Wilcox, Treasurer
Commissioner Richard Regan, Engineer Nancy Lockett, and Administrative
Assistant Sue Bartkus. There were 12 guests in attendance
including Jefferson County Engineer Monte Reinders,
Mel & Katie Smith, John & Cindy Krumrei,
Bruce & Jan Eddy, Shelly Obrien, Stephanie Tompson
Brian Belmont, Adel Govert and Teddy Clark.
Resignation Acceptance: Commissioner Regan made a motion to accept Chair Commissioner Walter
Cairns July 14, 2012 letter of resignation.
Motion was seconded and carried by Commission Wilcox. Motion approved 2-0.
Commissioner Appointment: Commissioner Wilcox noted that the Revised Code of Washington State
(RCW) allows commissioners to appoint a replacement commissioner to fulfill the
term vacated by former Commissioner Cairns; he thereby made a motion to appoint
Elizabeth Van Zonneveld to complete this term. Motion was seconded by
Commissioner Regan. Motion
approved 2-0.
Minutes: Commissioner Regan made a
motion to approve the minutes of the regular July 12, 2012 meeting; motion was seconded and carried by Commissioner Wilcox. Motion approved 2-0.
Expenses: Commissioner Wilcox made a motion to approve the vouchers that accrued
from July 12, 2012 through August 8, 2012 for a total of $6,832.74,
motion was seconded and carried by Commissioner Regan. Motion approved 2-0.
VOUCHER SUMMARY
|
VOUCHER# |
VENDOR |
AMOUNT |
|
12-041 |
WALTER CAIRNS |
90.00 |
|
12-042 |
GRAY & OSBORNE |
1,469.90 |
|
12-043 |
SUSAN BARTKUS includes mail out
reimburse |
1,670.93 |
|
12-044 |
ENDURIS WASHINGTON |
2,708.00 |
|
12-045 |
ANDERSON HUNTER LAW FIRM |
82.00 |
|
12-046 |
DWAYNE WILCOX |
499.40 |
|
12-047 |
THE LEADER |
12.51 |
|
12-048 |
VIRGINIA BROWN |
300.00 |
FINANCIAL SUMMARY
|
PLDD Cash Acct |
$ 148,454.74 |
|
PLDD Reserve Acct |
$ 40,000.00 |
|
PLDD Interest Income Reserve Fund** |
$ 6,196.32
|
|
Expenses - Current month (above) |
$ (6,832.74) |
|
Net TOTAL All Accts |
$ 187,818.32 |
|
Special Assessment 2012 |
$ 167,600.00 |
|
Paid to Date |
$ 75,855.40 |
|
Unpaid (remaining) |
$ 91,744.60 |
Old Business:
11.
(4:00) Engineer Lockett reported
that despite her repeated attempts, a local firm has not yet contacted her
regarding the Wetland Delineation for
the Forester/Trader Lane Drainage Project.
Commissioner Regan directed her to proceed if she receives a bid on
the project. Ms. Lockett let the
Commissioners know that if she receives a bid she would let them know by
email.
- (6:00) Engineer Lockett submitted a five page analysis of the Cascade Lane Flood Abatement Project. Explaining the model to the
Commissioners and the audience and answering questions directed to her
about the model. Questions
from the audience included a lengthy discussion regarding CFÕs (flow
rates) with guest Bruce Eddy, to which County Engineer Monte Reinders added to, thereby clarifying these
specifications for Mr. Eddy.
Commissioner Regan asked if the water summation from Oak Bay Road
was included (it was at 32 CFs) and if the concrete channel was big enough
to accept that flow rate, Engineer Lockett assured him that it was. (13:29) Commissioner Wilcox
inquired whether the funding would still be available, Engineer Lockett
reported that according to Cathy Brockman of the Public Works Trust Fund
Loan Board (PWTFL) as long as the intent is the same (to prevent erosion),
the loan is still available for the PLDD. Commissioner Regan commented that
this would include a lot of work into the Jefferson County Right of
Way. Mr. Reinders
explained the position the County would play, that it would be happy to
partner with the PLDD on the project; reviewing the plans, granting a
permit for the PLDD to do the work but that the County would maintain the
area after the project is complete.
Mr. Reinders explained to Ms. Krumrei that the county would not pay for the project as it does not have the funding. As directed by the commissioners,
Engineer Lockett will prepare two alternative plans with estimates, with
one that will pick up farther down.
13.
(34:57) At Commissioner ReganÕs
request, Engineer Lockett gave a brief report about the August 6, 2012 Jefferson
County Commissioners meeting, at which time Jefferson County Public Works
representative Jim Pearson presented the PLDD
Assessment Methodology.
Jefferson County Commissioners voted to keep the current methodology in
practice. This methodology is based
on 35% on land, 65% on structures, with each property assuming one house on
approximately 1/3 acre (single family dwelling), resulting in each PLDD
property having an average assessment of $66.00 per year. Prior to this meeting, Commissioner
Regan asked Engineer Lockett to estimate what it would take to physically
re-assess each property yearly, Ms. Lockett noted that this would include a
physical visit taking about 4 man hours to measure each house, and would cost a
minimum of $28,000.00 to $30,000.00 tax dollars to conduct per year, rather
than just basing the assessment on impervious surfaces (as previously
explained) every four years.
Commissioner Regan noted that big properties (such as the Beach Club or
other commercial properties) are assessed on their previously measured
impervious surface.
New Business:
12. (43:04) Commissioner Wilcox reported that he
had contacted the PLDD Insurance Company Enduris, and
that Insurance coverage for reimbursement of the $1,200.00 payment
made to PLA by the PLDD (for damage that occurred during heavy rains to
property belonging to PLA, at the Sewage Treatment Plant on March 15, 2012)
would not be forthcoming as a proper investigation of the incident by the
insurance company had not been conducted, only 4 cell phone photos, which the
insurance company would not accept.
Commissioners noted that this damage occurred as the previously used
small works contractor who performed regular maintenance for the PLDD recently retired,
so the area had not been monitored since then.
13. Due to the prior issue, and
the need for regular PLDD maintenance of its facilities. Engineer Lockett passed out a draft of
the PLDD Maintenance Contract,
explaining that according to RCWÕs it does need to go out on the small works
roster, but it does not have to be advertised, the contractor would be required
to pay the Washington State prevailing wage to itÕs employees, and carry
liability insurance. Commissioner
Regan made a motion that Gray & Osborne Inc. oversees the
hiring and sending out of the Maintenance Work to a contractor, Commissioner Wilcox seconded the motion. Motion approved 2-0.
14. (49:25) Engineer Lockett
reported on her inquiry to Ross Goodwin of the Department of Natural Resources
(DNR) regarding the Baldwin Way Culvert project
and whether it would be considered a natural stream or wetland. Mr. Goodwin responded via email that he
visited the site and ÒAlthough this may have been the natural drainage
historically, it had been heavily altered over time by development above and
below. The segment in question also
has been lined with rock over time and would not be considered a natural
streamÓ. Ms. Lockett also reported
speaking with Colleen at the Jefferson County Public Works office about
permits. Colleen responded that permits
wouldnÕt be required as the project fell below the disturbance limits for
clearing and grading, the only permit needed would be by the contractor for his
road permit. Construction estimate
would be $25,000.00. Commissioner Regan made a motion that
Gray & Osborne call for a bid for the project, Commissioner Wilcox seconded the motion. Motion approved 2-0. Engineer Lockett did note that the
project did fall within the limits of the small works roster, so that a
proposal could be sent directly to those on the roster.
15.
(53:00)
The Ludlow Maintenance Commission (LMC) Beach Club Water
Problem was
discussed. LMC General Manager
Brian Belmont described for the Commissioners the issues: 1) that groundwater penetrates then gets
into the lower lobby area and runs across the concrete 2) collection lines for
downspouts need to be cleared when ground water saturates. Mr. Belmont noted that NTI Engineering
of Port Angeles was hired by the LMC to analyze the issue and to design French
drains for the uphill side of the building as well as design collection lines
and downspouts. The LMC wrote the
PLDD to see if it could receive any assistance for the project as the Beach
Club is common property and the PLDD has co-operated previously with LMC
regarding some work done in 2006 near the Kehele Park
Tennis Courts. Commission Wilcox
asked Mr. Belmont to provide Ms. Lockett a copy of the estimate & design
done by NTI Engineering. Katie
Smith asked what the cost estimate was given to the LMC from the engineers and
if the LMC was just seeking the groundwater portion, Mr. Belmont replied that
the estimate was $40,000.00, for all of it and at this time he didnÕt know what
the cost would be separated out to.
Commissioner Regan made a motion that Gray & Osborne meet with NTI
Engineering to see what type of plans they had, and to prepare a document for
contracting, Commissioner Wilcox seconded the motion. Motion approved 2-0.
16. (1:01) County Engineer Monte Reinders addressed some concerns expressed during the
Jefferson County Commissioners meeting regarding co-operation of the County and
the PLDD as previously spoken about with the Cascade Lane project. He explained that the County doesnÕt do
those projects but they do maintain them he also noted that Jefferson County
has hired Engineer Lockett to do the design on projects for them. Mr. Reinders
thinks that the County does co-ordinate well with the PLDD, and he appreciates
calls from citizens when maintenance does need to be done. Bruce Eddy did ask Mr. Reinders, keeping the defunct Rainier to Oak Bay project in
mind, whether the County has the authority to take water from the right of way
to private property. Mr. Reinders said no, some roads pre-exist and some were
developed when areas were platted by developers along with ditches, but that
everywhere water will always run toward the oceans. Cindy Krumrei
stated that the ditch goes all the way down Rainier and into the Greenbelt;
they just put a berm in there. Commissioner Regan noted that on the original
plat it was designated a flowage easement, and that the developers had that in
mind. Mr. Reinders
noted that this area was done back in the 1960Õs with very little engineering done, in todayÕs world itÕs a much different story.
17. (1:07) Commissioner Regan resigned his
position effective at the end of this days meeting due to health problems.
Teddy Clark and others in the audience thanked Commissioner Regan for all of
his years of service to the community.
Commissioner Wilcox
made a motion to adjourn the meeting; motion was seconded by
Commissioner Regan. Motion approved 3-0.
The August 9, 2012
regular meeting of the Port Ludlow Drainage District adjourned at 11:14 a.m.
The next regularly
scheduled meeting of the Port Ludlow Drainage District will be held on
Thursday, September 13, 2012 at 10:00 a.m., at the Beach Club in the Bay View
Room.
Respectfully
Submitted:
Susan Bartkus, Administrative Assistant
Approved: Approved: Approved:
Richard Regan Dwayne
Wilcox
Drainage District Drainage District Drainage
District
Chair Commissioner Treasurer Commissioner Secretary
Commissioner
_____________________________________________________________________________
Minutes of the 168th
Port Ludlow Drainage District
Regularly Scheduled Meeting
Thursday
September 13th, 2012 10:00 a.m.
~Approved ~
Call to order: The 168th regularly scheduled meeting of
the Port Ludlow Drainage District (PLDD) was called to order by Secretary Commissioner
Dwayne Wilcox at 10:06 a.m.
Attendance: Present were Commissioner Dwayne Wilcox, newly
appointed Commissioner Elizabeth Van Zonneveld,
Engineer Nancy Lockett, and Administrative Assistant Sue Bartkus. There were 16 guests in attendance.
Minutes: Commissioner Wilcox made a motion to
approve the minutes of the regular August 9, 2012 meeting; motion could not be seconded
as Commissioner Zonneveld was not present at that
meeting and not yet serving as a Commissioner. Motion approved 1-0.
Expenses: Commissioner Wilcox went over each voucher charge,
explaining them for the audience, and made a motion to approve the vouchers
that accrued from August 8, 2012 though September 11, 2012 for a total of $8,671.69. Motion was seconded by
Commissioner Van Zonneveld, approved 2-0.
VOUCHER SUMMARY
|
VOUCHER# |
VENDOR |
AMOUNT |
|
12-049 |
GRAY & OSBORNE |
6,430.69 |
|
12-050 |
DEPT. OF ECOLOGY |
48.92 |
|
12-051 |
J.C. DEPT. OF PUBLIC WORKS |
1,595.10 |
|
12-052 |
SUSAN BARTKUS |
264.18 |
|
12-053 |
ANDERSON HUNTER LAW FIRM |
32.80 |
|
12-054 |
VIRGINIA BROWN |
300.00 |
FINANCIAL SUMMARY
|
PLDD Cash Acct |
$ 143,421.39 |
|
|
PLDD Reserve Acct |
$ 40,000.00 |
|
|
PLDD Interest Income Reserve Fund** |
$ 6,217.94
|
|
|
Expenses - Current month (above) |
$ (8,671.69) |
|
|
Net TOTAL All Accts |
$ 180,967.64 |
|
|
|
|
|
|
Special Assessment 2012 |
$ 167,600.00 |
|
|
Paid to Date |
$ 92,875.83 |
|
|
Unpaid (remaining) |
$ 74,724.17 |
|
Old Business:
14.(5:23)
Engineer Lockett reported that she contacted Dixie Llewellyn (a North Olympic
Peninsula resident) to give the PLDD a proposal to analyze the Wetland Delineation for the Forester/Trader
Lane Drainage Project. Ms. Llewellyn estimated that it would
take her approximately 10-20 hours to conduct the work, and her billing rate
would be $110.00 per hour, despite repeated requests, Ms. Lockett was unable to
receive a firm bid from Ms. Llewellyn.
The previous firms that Ms. Lockett had contacted gave estimates
(including travel) of $2,170.00 from Watershed Co., and $3,150.00 from ESA
& Olsen bid. Ms. Lockett
diagrammed the area and explained for all present (at Commissioner WilcoxÕs
request) that this project would be control the drainage in the reserve area on
the north side of Swansonville Road that now flows
into sheets over an undeveloped lot and onto Trader Lane, this project would
take the water out to Fleet and into a drainage pipe, thereby abating the water
problems on Trader, the existing pond located on private property would not be
touched. Ms. Lockett and
Commissioner Wilcox answered audience questions regarding the area. Commissioners directed Ms. Lockett to
contact the Watershed Company to conduct the analysis. (16:49)
Commissioner Wilcox noted for the audience that he, Commissioner Van Zonneveld and Engineer Lockett conducted a site visit on Cascade Lane for a better understanding
of the Flood Abatement Project. Ms. Lockett and the Commissioners spent
considerable time discussing the matter with the audience, concluding that
property owners will need to be contacted for their consent to having surveys
done of the area. It was noted by a
number of audience members that the flow in the area is disrupted, whether due
to homeowners landscaping over the drainage, or possibly because drainage was
never installed there as construction of the topography may have been installed
prior to when Jefferson County required a drainage plan.
15.
(37:33) Engineer Lockett reported that the Commissioners would need to
officially close out the Rainier to Oak
Bay project design loan, and that the paperwork would need to be sent to
Cathy Brockman of the Public Works Trust Fund Loan Board (PWTFL). Commissioner Wilcox made a motion to
declare the Rainier to Oak Bay project pre-construction loan as complete and
would now be closed; Commissioner Van Zonneveld
seconded the motion. Motion
approved 2-0. Engineer Lockett will
forward the signed document, as well as a copy of these minutes to Ms.
Brockman.
16.(39:50)
Ms. Lockett explained for the audience problems with the open ditch becoming
blocked on west Baldwin and east Oak Bay
Road. Ms. Lockett noted that
she contacted Jefferson County and they responded that they consider this a
maintenance issue, not a new project, so permits would not be needed. Ms. Lockett noted that a company has
given an estimate for the work.
17.
(43:47) Brief discussion was held regarding the Department of Natural
Resources (DNR) designation of a portion of the Greenbelt
Drainage as a non-fish bearing stream.
Commissioner Wilcox asked Ludlow Maintenance Commission (LMC)
general manager Brian Belmont if the LMC had any plans for the area. Mr. Belmont responded that there are no
plans at this time.
18.
(46:00) Commissioner Wilcox
reported that he recently observed the Land
Erosion beneath Montgomery Lane Outfall and he could see no significant
deterioration since his last view of the area in 2011.
19.
(46:32) Commissioner Van Zonneveld will contact Diane Allen to redesign and update
the PLDD Website; she will contact
Jack McKay regarding the recent billing by the web provider.
20.
(48:09) Engineer Lockett noted that a bid had been received by Yard
Dogs to conduct the Annual Maintenance Contract, for approximately $12,000.00 per year.
This would be to conduct routine maintenance as per the PLDD
Maintenance Schedule. Commissioner
Van Zonneveld noted that she would like to look over
the Schedule as well as the bid prior to making a decision on the matter.
21.(53:46)
Letters from Allen Uyeda, and Larry Scott were submitted to the Commissioners
regarding the vacant PLDD Commissioner position. Commissioner Wilcox noted that Mr. Uyeda (present at this meeting) was eligible, but Mr. Scott
was ineligible as a Commissioner because he does not live within the PLDD
boundaries, as required by RCW. 54.12.010 which states: (3) Only a registered voter who
resides in a commissioner district may be a candidate for, or hold office as, a
commissioner of the commissioner district. Only voters of a commissioner
district may vote at a primary to nominate candidates for a commissioner of the
commissioner district. Voters of the entire public utility district may vote at
a general election to elect a person as a commissioner of the commissioner
district. Commissioner
Wilcox also noted that Patrick Herbig, property owner
here in North Bay (also present at this meeting) sent a letter offering his services as an engineer for PLDD. Commissioner Wilcox thanked Mr. Herbig for his letter, but stated that Gray & Osborn
had been the firm of record for the PLDD since its inception, theyÕve done a
fine job and the Commissioners saw no need to make a change at this time.
New Business:
18.
(57:26) Commissioner Wilcox reported that he contacted the PLDD
attorney Chris Knapp, who informed Commissioner Wilcox that the PLDD may make a contribution to the Ludlow Maintenance Commission (LMC) toward the Beach Club Storm Water
Problem. Requirements would
include 1) the PLDD would need to see a copy of the entire contract (plan) from
the LMC contractor and 2) Only the surface runoff portion of their contract
(including an indemnification for PLDD on the work to be performed by their
contractor) would be eligible for a PLDD contribution. Once these documents are submitted to
the PLDD they will be forwarded to Mr. Knapp. After Mr. Knapp reviews the documents,
the PLDD will make a contribution for the surface runoff portion only.
19.
(1:02:18) Commissioner Wilcox commented that a Replacement Commissioner will be appointed during the October 11,
2012 PLDD meeting.
20.
(1:04:53) Commissioners scheduled a PLDD Workshop meeting for
Wednesday, September 26, 2012 at 10:00 a.m. in the Bayview
Room at the Beach Club. Sue will
look into advertising and the RCW requirements. This meeting will be open to the public,
but no actions will be taken.
Commissioner
Wilcox made a motion to adjourn the meeting; motion was
seconded by Commissioner Van Zonneveld, Motion
approved 2-0.
The
September 13, 2012 regular meeting of the Port Ludlow Drainage District
adjourned at 11:18 a.m.
The
Port Ludlow Drainage District will conduct a Workshop meeting Wednesday
September 26, at 10:00 a.m. in the Bay View Room of the Beach Club, 121 Marina
View Drive, Port Ludlow, Washington. The next regularly scheduled meeting of
the Port Ludlow Drainage District will be held on Thursday, October 11, 2012 at
10:00 a.m., at the Beach Club in the Bay View Room.
Respectfully
Submitted:
Susan
Bartkus, Administrative Assistant
Approved Approved:
Elizabeth
Van Zonneveld Dwayne
Wilcox
Drainage District Drainage
District
Secretary
Commissioner Chair
Commissioner
______________________________________________________________________________
Minutes of the Port Ludlow
Drainage District
Specially Scheduled Workshop Meeting
Wednesday
September 26th, 2012 10:00 a.m.
~ Approved ~
Call to order: The specially scheduled workshop meeting of the Port
Ludlow Drainage District (PLDD) was called to order by Chair Commissioner
Dwayne Wilcox at 10:14 a.m.
Attendance: Present were Commissioner Dwayne Wilcox, Secretary
Commissioner Elizabeth Van Zonneveld, Engineer Nancy
Lockett, and Administrative Assistant Sue Bartkus. Guests included Allen Uyeda, Katie Smith, and Mel Smith.
Outline: Commissioner
Wilcox announced that at this meeting was called to help familiarize the
Commissioners with the PLDD budget, since there had been such a change in the
Commissioners and the Commissioner roles. Commissioner Wilcox asked Engineer
Lockett to go over the past years budgets and explain what she thought would be
needed in the coming year.
Presentation: On the overhead display, Engineer
Lockett went line by line over the 2012 budget. Ms. Lockett explained that primary budget expenditures are
1) Capital improvements, including the now canceled Rainier to Oak Bay project
2) Operating costs such as, bookkeeping, administrative assistance, insurance,
public notice advertising, Beach Club services, and regular maintenance once a
contract is reached.
Ms.
Lockett also explained how she works on behalf of the PLDD in conjunction with
Jefferson County annually regarding the budget and the assessments. Costs that had not been budgeted for
sufficiently for the 2012 budget were discussed; these overages included more
in legal costs than expected, as well as charges from Jefferson County for the
Assessment Methodology review and Public Works meeting held for this topic which
only occurs every 4 years. Ms.
Lockett explained how the methodology works for the PLDD.
Reserve
funds and distribution of those funds were discussed, with Commissioner Van Zonneveld noting that a formal action was needed in the
future to put unspent funds back into the reserve fund.
Business Items:
1.
Enduris insurance coverage was discussed; there is
currently 10 million dollars of coverage for the PLDD facilities.
2.
Commissioner Wilcox mentioned that he would like to raise the hourly
wage of the administrative assistant by $1.50 per hour.
3.
Commissioner Wilcox noted that a change may
need to be made in the bookkeeping for the PLDD. Commissioners will investigate further
and bring it up at the next regular meeting.
4.
Commissioners and Engineer Lockett discussed the need to conduct a
public evening budget meeting prior to the Jefferson County November 30, 2012
budget deadline.
5.
Commissioner Van Zonneveld reported that she
spoke with Jack McKay and Diane Allen regarding the PLDD website. Ms. Allen quoted a fee of $40.00 for
website design to Commissioner Van Zonneveld, who
noted that the Commissioners would need to spend some time working on the
content. Commissioner Wilcox said
that the public assessment role needed to be removed from the website; it was
out of date and unnecessary.
6.
Ms. Lockett reported that in the past, PLDD did not seek permission
from the LMC when doing work within the reserve areas when the plat maps had
Òdrainage easementÓ or ÒdrainageÓ written on them. Ms. Lockett noted that PLDD attorney Chris
Knapp has said that in the 1960Õs this was how it was written. It was noted that in the future, the LMC
would be consulted when easements were not clearly delineated.
7.
The West Baldwin project, Trader Lane and the Cascade Lane costs were
discussed. Nancy Lockett noting that whether
residents filled in the drainage, or it was never installed, the PLDDÕs
position has always been one of Òhow can this be fixedÓ not one of policing or
blaming. It was agreed by all that
these would be the main project costs to be included in the proposed budget.
8.
It was agreed that an update to the PLDD Comprehensive Plan was
needed. Commissioner Van Zonneveld noted that Yard Dogs should be called to see if
they could get started on clearing the areas that are time sensitive regarding
the upcoming fall rains. It was
noted that they are on the small works roster, if they are willing to do work
prior to signing a contract.
9.
Katie Smith brought up that the current idea of fixing the upper part
of the drainage would only take care of 30% of the water
flow down the Greenbelt, not the whole issue like the Rainier to Oak Bay
project, there will still be 70% coming down the hill.
10.
Commissioner Wilcox wrote a letter to the LMC Architectural Control
Committee noting that the clearing on lot #Õs 2-3-193, 2-3-0202, 2-3-203 (three
adjoining lots owned by one person) exceeded the 7,000 square foot area and
they would need to get a permit from Jefferson County Department of Community
Development.
Commissioner
Wilcox made a motion to adjourn the meeting; motion was
seconded by Commissioner Van Zonneveld, Motion
approved 2-0.
The
September 26, 2012 special workshop meeting of the Port Ludlow Drainage
District adjourned at 12:05 p.m.
The
Port Ludlow Drainage District will conduct an Annual Budget (2013) Meeting on
Tuesday October 23, 2012 at 7:00 p.m. in the Bay View Room at the Beach Club.
The next regularly scheduled meeting of the Port Ludlow Drainage District will
be held on Thursday, October 11, 2012 at 10:00 a.m., at the Beach Club in the
Bay View Room.
Respectfully
Submitted:
Susan
Bartkus, Administrative Assistant
Approved Approved:
Elizabeth
Van Zonneveld Dwayne
Wilcox
Drainage District Drainage
District
Commissioner
Chair
Commissioner
Minutes of the 169th Port Ludlow Drainage District
Regularly Scheduled Meeting
Thursday
October 11, 2012 10:00 a.m.
~ Approved ~
Call to order: The 169th regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was called to order by Chair Commissioner Dwayne Wilcox at 10:07 a.m.
Attendance: Present were Chair Commissioner Dwayne Wilcox, Commissioner Elizabeth Van Zonneveld, Engineer Nancy Lockett, and Administrative Assistant Sue Bartkus. Guests in attendance were Jan Eddy, Monica Brown, Bud Kerns, Shelley OÕBrien, Russ Lowry, Shane Seaman, Katie & Mel Smith, and Allen Uyeda.
Minutes: Commissioner Van Zonneveld made a motion to approve the minutes of the regular September 13th, 2012 meeting; motion was seconded by Commissioner Wilcox. Motion approved 2-0.
Resignation Acceptance: Commissioner Wilcox made a motion to accept the August 9, 2012 resignation of Commissioner Richard Regan; motion was seconded by Commissioner Van Zonneveld. Motion approved 2-0.
Replacement Appointment: Commissioner Van Zonneveld made a motion to appoint Allen Uyeda to replace the vacancy left by Mr. Regan; motion was seconded by Commissioner Wilcox. Motion approved 2-0. Mr. Uyeda described some of his engineering experience, noting that he is not a licensed or degreed engineer, but he acquired 25 years of practical experience as a Construction Project Engineer and Party Field Chief while working for a railroad company, he feels that he has enough knowledge that he can contribute to helping with the District. Commissioner Uyeda will be sworn in at the Jefferson County Courthouse and become a voting PLDD Commissioner after doing so.
Expenses: Commissioner Wilcox went over each
voucher charge and explained them for the audience. Commissioner Van Zonneveld
made a motion to approve the vouchers that accrued from September 11, 2012 to
October 7, 2012 for a total of $3,259.13;
motion was seconded by Commissioner Wilcox. Motion approved 2-0.
VOUCHER SUMMARY
|
VOUCHER# |
VENDOR |
AMOUNT |
|
12-055 |
SYMPLIFIED TECHNOLOGIES |
139.95 |
|
12-56 |
GRAY & OSBORNE |
1,423.78 |
|
12-057 |
SUSAN BARTKUS |
377.40 |
|
12-058 |
THE LEADER |
18.75 |
|
12-059 |
RICHARD REGAN |
272.83 |
|
12-060 |
VIRGINIA BROWN |
300.00 |
|
12-061 |
L & I TAXES |
20.94 |
|
12-062 |
DWAYNE WILCOX |
705.48 |
FINANCIAL SUMMARY
|
Unpaid
(remaining) |
$ 74,724.17 |
|
PLDD
Cash Acct |
$ 143,498.18 |
|
PLDD
Reserve Acct |
$ 40,000.00 |
|
PLDD
Interest Income Reserve Fund** |
$ 6,223.91
|
|
Expenses
- Current month (above) |
$ (3,259.13) |
|
Net
TOTAL All Accts |
$ 186,462.96 |
New Business:
1.
(9:30) Guest Russ Lowry, owner of Yard Dogs Landscaping (a
company on the PLDD small works roster) introduced himself and noted that his
company has been in business for 20 years, they have 5 employees and they
specialize in landscaping. Yard
Dogs has done work in the past for the PLDD as well as for the Ludlow
Maintenance Commission (LMC), the Admiralty Condominiums, and many homeowners
in the area. He described the work
that was just performed for the PLDD on a special work order to clean up the
Detention Pond areas 3 & 4, his company removed 2 full truckloads of debris
and mulched quite a bit.
Commissioner Wilcox requested that in the future, Yard Dogs would
co-ordinate with Ron Gardner, chair of the LMC Greenbelt committee when work is
performed to ensure that a cooperative consensus on easements and removals is
reached. Mr. Lowry replied that he
would be happy to do so, he also asked that letters of authorization be given
to him so that homeowners can see that his company is working on behalf of the PLDD
when they enter the maintenance areas, he will call one homeowner who requested
this one week prior to performing work near his home. Mr. Lowry also described some of the
work that his company would be performing this day, on Baldwin Lane, as well as
inspecting the inlet pipe areas next week.
He plans to spend one day per week attending to PLDD maintenance issues
and he will provide the PLDD with a schedule. Engineer Lockett noted that the base bid
submitted by Mr. Lowry would include a monthly billing for the PLDD with some
leeway for contingencies.
Commissioner Wilcox made a motion that the PLDD accept the bid document
submitted by Yard Dogs to perform the regular PLDD maintenance work,
Commissioner Van Zonneveld seconded the motion
provided that Engineer Lockett amend the contract so that specific boundaries
will be more clearly defined within the work area easements, Ms. Lockett noted
that these are on the plat map.
Motion approved 2-0.
Old Business:
1.
(16:20) Engineer Lockett reported that Watershed Company is
coming on Monday October 15, 2012 to analyze the Wetland Delineation for the Forester/Trader Lane Drainage Project, and
that she would notify the homeowners in that immediate area of this to obtain
their consent for the Watershed Company to gain access. Ms. Lockett noted that Watershed will be setting out flags to delineate the wetland, they
will then write a letter report of their findings (if itÕs a wetland and what
classification of wetland it is), and then they will send copies of their
report to the PLDD and to Jefferson County. Ms. Lockett explained that this will be the first step in determining what can be done to
rectify the drainage problems for this area.
2.
(18:03) Engineer Lockett sent out an email description to
the Commissioners of what could be done to aid the Cascade Lane Flood Abatement Project, beginning with survey of the
area. Ms. Lockett further described
actions that could be taken to help the matter (next summer) and that the
Public Works Trust Fund Loan (PWTFL) could be used for this project. Ms. Lockett estimates that these
measures could cost up to $330,000.00.
Ms. Lockett did note that this would have to be considered in planning
for the 2013 Budget draft.
Commissioner Uyeda asked Ms. Lockett about a
pipe that was installed on Walker and if she knew why it was there, Engineer
Lockett noted that she didnÕt know but speculates that it may have been placed
there originally when the logging road was set up. To know they would have to see the
results of the survey. Resident
Katie Smith noted that this new project was more expensive that the $270,000.00
that Seton had bid to perform the now defunct Rainier to Oak Bay work that
would have taken care of all of the drainage, not just part of the problem as
the newer proposal will. Engineer
Lockett agreed, but noted that her original estimation of that (Rainier to Oak
Bay) project had been higher at $450,000.00 than the $270,000.00 that Seton
bid.
- (24:33)
Commissioner Van Zonneveld reported that she
obtained a proposal from Diane Allen to re-vamp the PLDD Website, at a cost of approximately $600.00. Commissioner Van Zonneveld noted that Ms. Allen had recently updated
the LMC website and encouraged the audience members to view that for the
improvement. There was
discussion with the audience members of what the site should consist of
and whether having links to other sites would be improper for a special
purpose district such as PLDD.
Commissioner Wilcox made a motion that the PLDD hire Diane Allen to
redesign the PLDD website and accept her proposal of $600.00 to start this
process; motion was seconded by Commissioner Van Zonneveld. Motion approved 2-0. It was noted by Engineer Lockett
that there was $1,470.00 allotted in the PLDD 2012 budget for the website
that had not yet been utilized.
- (36:37)
It was announced that the 2013 PLDD
Annual Budget meeting will be held in the Bay View Room of the Beach
Club, 121 Marina View Drive, Port Ludlow, Washington, at 7:00 p.m., on
Tuesday October 23, 2012.
Engineer Lockett summarized line by line the proposed draft budget
that she prepared and brought with her to this dayÕs meeting (a copy of
which will be posted with these minutes). Commissioners will study the proposed
draft and email to Ms. Lockett any changes they may want to make prior to
the 2013 Budget meeting.
Commissioners discussed meeting with bookkeeper Virginia Brown to
review the PLDD process of preparation of invoices, ledgers, tax
information and how these matters are prepared for Jefferson County. Commissioner Wilcox will try to
schedule this as a workshop meeting with Ms. Brown.
4.
(50:08) Ms. Lockett asked that that the Commissioners
consider working toward completing the West
Baldwin Oak Bay Road Improvement this year. The project had been
bid on by Seton in July of this year for $37,851.34. Some of the TrusteeÕs of the LMC, LMC
General Manager Brian Belmont and members of its Greenbelt committee viewed the
area, noting that they would like to see the disturbance minimized by using
smaller equipment and they would like to have two large Cedar tree preserved if
possible but they see the need for work to be done there. Ms. Lockett noted that since poor
weather is on the way, she would recommend that the Commissioners award the
contract to Seton. They would
confer with the LMC at the preconstruction meeting as to the specifics, but
that this plan been thoroughly examined by former Commissioners Regan and
Cairns and has in fact been in the works for over two years. Ms. Lockett described the work that
would be done for the Commissioners review and that Jefferson County did
signify that this would not be considered construction project but a
maintenance project; therefore it would not need any permits. Commissioner Van Zonneveld
made a motion that the West Baldwin Oak Bay Road improvement bid be awarded to Seton.
Commissioner Wilcox seconded the motion. Motion approved 2-0. Ms. Lockett will start the process.
5.
(58:56)
Commissioner Wilcox asked for any comments
from the audience, Katie Smith noted that from a historical perspective, it has
always been the goal of the PLDD to reduce the assessment; Commissioner Wilcox
agreed that it has been a goal and that continues to be the Commissioners
focus.
6.
(59:57) Commissioner Van Zonneveld
noted that Shane Seaman, a resident
of North Bay and an attorney was present at this dayÕs meeting. Commissioner Wilcox explained to all
present that the PLDD attorney of note, Chris Knapp, had resigned from his firm
in Everett Washington, and could no longer serve as the PLDD attorney. Therefore, PLDD Commissioners
anticipated hiring Mr. Seaman, who had been highly recommended by many from the
Jefferson County Courthouse. Mr.
Seaman noted that he has lived here since 2004; he was a prosecutor for several
years. Since going into private
practice he has public works experience with water districts, 2 fire districts,
land use cases, water rights cases, and public meetings act issues among many
other issues.
7.
(1:04) Commissioner Wilcox reviewed Correspondence received, including 1) a notification from the
Department of Ecology stating that they had received the notice of cancellation
regarding the Rainier to Oak Bay project but that PLDD will have to pay for 6
months of permitting for the now defunct project 2) a letter from Sandra
Flaherty, a resident of Montgomery Court who asks for help assessing a standing
water problem that she has, including whether she should contact Jefferson
County to come out and clean the ditch on Oak Bay Road, (Commissioners determined
that a site visit will be done) 3) a Jefferson County notification of
permitting for the Iron Mountain Quarry, giving a 21 day deadline for any
comments (after brief review, Commissioners and attorney Seaman determine that
there is no need for action by the PLDD)
Commissioner Wilcox made a motion to adjourn the meeting; motion was seconded by Commissioner Van Zonneveld, Motion approved 2-0.
The October 11, 2012 regular meeting of the Port Ludlow Drainage District adjourned at 11:13 a.m.
The Port Ludlow Drainage District will conduct the 2013 Annual Budget meeting in the Bay View Room of the Beach Club at 7:00 p.m. on Tuesday October 23, 2012.
The next regularly scheduled meeting of the Port Ludlow Drainage District will be held on Thursday, November 8, 2012 at 10:00 a.m., at the Beach Club in the Bay View Room.
Respectfully Submitted:
Susan Bartkus, Administrative Assistant
Approved Approved: Approved:
Elizabeth Van Zonneveld Dwayne Wilcox Allen Uyeda
Drainage District Drainage
District Drainage
District
Commissioner Chair Commissioner Commissioner
_____________________________________________________________________________
Minutes of the Port Ludlow Drainage District
Annual Evening Budget Meeting for 2013
7:00 p.m., October 23, 2012
~ Approved ~
Call to order:
The annual evening budget meeting with
the public of the Port Ludlow Drainage District (PLDD) was called to order at
7:01 p.m. by the Chairman, Commissioner Dwayne Wilcox.
In attendance were Port
Ludlow residents Mel & Katie Smith.
Also present were Chairman Commissioner Dwayne Wilcox, Commissioner
Elizabeth Van Zonneveld, Commissioner Allen Uyeda, Engineer Nancy Lockett, and Administrative Assistant
Susan Bartkus.
Engineer Lockett displayed
a visual graph of the proposed budget on the overhead screen and distributed
for all present a written 2013 PLDD Budget proposal. Ms. Lockett also prepared a power point
presentation of completed PLDD projects.
A copy of the budget proposal is attached to these minutes. The assessment for 2013 will be
$167,700.00, an increase of $100.00 over the 2012 budget. Engineer Lockett explained each budget
item and answered questions posed by the audience and the Commissioners. Resident Katie Smith inquired whether
there would be an increase in insurance premiums; Chair Commissioner Wilcox
assured her that the premiums would remain the same for 2013. Commissioner Van Zonneveld
motioned that the 2013 Budget be approved, motion was seconded by Commissioner
Wilcox, motion carried by Commissioner Uyeda. Motion approved 3-0.
The next regularly
scheduled meeting of the Port Ludlow Drainage District will be held on Thursday
November 8, 2011 at 10:00 a.m., at the Beach Club in the Bay View Room.
The October 23, 2013
Annual PLDD Budget meeting adjourned at 7:17 p.m.
Respectfully Submitted:
Susan Bartkus, Administrative Assistant
Approved: Approved: Approved:
Dwayne Wilcox Elizabeth
Van Zonneveld Allen
Uyeda
Drainage
District Drainage
District
Drainage
District
Chair Commissioner Commissioner
Commissioner
Minutes of the 170th Port Ludlow Drainage District
Regularly Scheduled Meeting
Thursday
November 8, 2012 10:00 a.m.
~ Approved ~
Call to order: The 170th
regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was
called to order by Chair Commissioner Dwayne Wilcox at 10:01 a.m.
Attendance:
Present were Chair
Commissioner Dwayne Wilcox, Commissioner Elizabeth Van Zonneveld,
Commissioner Allen Uyeda, Engineer Nancy Lockett, and
Administrative Assistant Sue Bartkus. Guests in attendance were Bud Kerns and
Katie & Mel Smith.
Minutes: Commissioner Van Zonneveld
made a motion to approve the minutes of the Regular October 11, 2012 Meeting and the minutes of the October
23, 2012 Annual Budget Meeting; motion
was seconded by Commissioner Uyeda and carried by
Commissioner Wilcox. Motion
approved 3-0.
Expenses:
Commissioner Van Zonneveld made a motion to approve
the vouchers that accrued from October 7, 2012 to November 7, 2012 for a total
of $8,436.51; motion was seconded by Commissioner Uyeda and carried by Commissioner Wilcox. Motion approved 3-0.
VOUCHER SUMMARY
|
VOUCHER# |
VENDOR |
AMOUNT |
|
12-063 |
YARD DOG
LANDSCAPING |
1,526.00 |
|
12-064 |
THE LEADER |
18.75 |
|
12-065 |
GRAY &
OSBORNE |
5,652.10 |
|
12-066 |
SUSAN
BARTKUS |
339.66 |
|
12-067 |
VIRGINIA
BROWN |
300.00 |
|
12-068 |
ARTEMIS
COMPUTING |
600.00 |
FINANCIAL SUMMARY
|
PLDD Interest Income Reserve
Fund** |
$ 6,229.55
|
|
Expenses - Current month (above) |
$ (8,436.51) |
|
Net TOTAL All Accts |
$ 234,842.51 |
|
|
|
|
Special Assessment 2012 |
$ 167,600.00 |
|
Paid to Date |
$ 158,434.73 |
|
Unpaid (remaining) |
$ 9,165.27
|
New Business:
1.
Commissioner Wilcox reported visiting Sandra FlahertyÕs 65 Montgomery Lane residence to observe surface water
runoff coming over the road onto her backyard. After brief discussion, Engineer
Lockett, Commissioner Uyeda, and Commissioner Van Zonneveld agreed to visit the site and assess the situation
with Commissioner Wilcox directly after this dayÕs meeting.
Old Business:
1. (5:20)
Commissioner Wilcox reported that Attorney Seaman advised him that it is within
the purview of the PLDD to contribute
$11,500.00 toward the Ludlow Maintenance Commission (LMC) cost of $27,000.00 to
repair the Beach Club drainage system, that would be the amount of the repair contract that would
involve surface water runoff.
Commissioner Uyeda made a motion that the PLDD
pay this amount to the LMC upon the acceptance of the repair contract by the
LMC to their chosen contractor, motion was seconded by Commissioner Van Zonneveld and carried by Commissioner Wilcox. Motion approved 3-0.
2. (7:47) Engineer Lockett reported that wetlands reviewer said the boundaries have to be set for the Forester/Trader Lane Drainage Project, and that the surveyors would be there to facilitate this on Monday November 12, 2012.
3.
(8:50) Engineer Lockett informed Commissioners that the
surveyors have made a base map of the Cascade
Lane Flood Abatement Project.
Ms. Lockett explained some paperwork that was forwarded by the Public
Works Board to the PLDD to de-obligate $16,000.00 of the PWTFL, this being for
the 20 % (that has already been paid) for the design of the project, which was
then rolled into the construction loan, for 1/2 % interest rate. Commissioner Van Zonneveld
made a motion that the PLDD accept that the design work for the former Rainier
Drainage project is complete and that the PLDD now approve the PWTFL amendment
and final voucher, motion was seconded by Commissioner Uyeda
and carried by Commissioner Wilcox.
Motion approved 3-0.
4.
(18:27) The West
Baldwin Oak Bay Road Improvement project was discussed. Seton Construction cleared and then
hydro seeded the area. Commissioner
Van Zonneveld expressed that she hopes itÕs enough to
prevent erosion, she also reported that new neighbors had removed a Maple tree
from the greenbelt, and Engineer Lockett noted that Seton had to take out one
of Cedar trees that the LMC was hoping to preserve. Ms. Lockett noted that the retainage for Seton was sent in.
5.
(23:41) Commissioner Wilcox made a motion that the PLDD sign
and approve the small works contract with Yard Dogs Landscaping and
Maintenance, Inc., to conduct the PLDD Annual Maintenance Contract, for approximately $18,000.00 per year (including
emergency Maint. Force account and Washington State
sales tax), motion was seconded by
Commissioner Van Zonneveld, motion carried by
Commissioner Uyeda. Motion approved 3-0. Chair Commissioner Wilcox signed the
agreement.
6.
(24:33) Commissioner Van Zonneveld
reported on Diane AllenÕs progress to revamp the PLDD Website. Ms. Allen
had suggested that each Commissioner have a site specific
web email. Approved minutes,
announcements and Engineer LockettÕs Power Point presentations of completed
projects will be posted on the site.
Guest Katie Smith noted that she had looked at other sites designed by
Ms. Allen and she thought she did a great job.
Public Forum:
Katie Smith inquired about the bookkeeping process,
including where the $40,000.00 Reserve Fund was held, and who would be taking
over Virginia Browns position.
Commissioners briefly discussed Ms. SmithÕs questions, noting that they
would be looking for someone who could be present at meetings.
Commissioner Uyeda made a motion to adjourn the meeting, motion was seconded
by Commissioner Van Zonneveld, motion carried by
Commissioner Wilcox. Motion
approved 3-0.
The November 8, 2012 regular
meeting of the Port Ludlow Drainage District adjourned at 10:52 a.m.
The next regularly scheduled
meeting of the Port Ludlow Drainage District will be held on Thursday, December
13, 2012 at 10:00 a.m., at the Beach Club in the Bay View Room.
Respectfully Submitted:
Susan Bartkus,
Administrative Assistant
Approved Approved: Approved:
Elizabeth Van Zonneveld Dwayne
Wilcox Allen
Uyeda
Drainage District Drainage
District Drainage
District
Commissioner Chair
Commissioner Commissioner
December
Minutes of the 171st Port Ludlow Drainage District
Regularly Scheduled Meeting
Thursday
December 13, 2012 10:00 a.m.
~ Approved t ~
Call to order: The 171st
regularly scheduled meeting of the Port Ludlow Drainage District (PLDD) was
called to order by Chair Commissioner Dwayne Wilcox at 10:01 a.m.
Attendance:
Present were Chair Commissioner
Dwayne Wilcox, Commissioner Elizabeth Van Zonneveld,
Commissioner Allen Uyeda, Engineer Nancy Lockett, and
Administrative Assistant Sue Bartkus. Guests in attendance were William
Becker, Jan Eddy, Bud Kerns, Ron Kletti, Cindy &
John Krumeri, Katie & Mel Smith and Kelvin
Thompson.
Minutes: Commissioner Van Zonneveld
made a motion to approve the minutes of the regular November 8, 2012 Meeting as written; motion was seconded by Commissioner Uyeda and carried by Commissioner Wilcox. Motion approved 3-0.
Expenses:
Commissioner Van Zonneveld made a motion to approve
the vouchers that accrued from November 7, 2012 to December 12, 2012 for a
total of $47,970.00
motion was seconded by Commissioner Uyeda and carried by Commissioner Wilcox. Motion approved 3-0.
VOUCHER SUMMARY
|
VOUCHER# |
VENDOR |
AMOUNT |
|
12-069 |
ELIZABETH VAN
ZONNEVELD |
949.44 |
|
12-070 |
ALLEN UYEDA |
270.00 |
|
12-071 |
DWAYNE WILCOX |
648.23 |
|
12-072 |
YARD DOG LANDSCAPING |
2,540.72 |
|
12-073 |
GRAY &
OSBORNE |
6,937.76 |
|
12-074 |
SETON
CONSTRUCTION |
35,396.40 |
|
12-075 |
SEAMAN LAW FIRM |
187.50 |
|
12-076 |
SUSAN BARTKUS |
245.31 |
|
12-077 |
VIRGINIA BROWN |
794.64 |
FINANCIAL STANDING
|
PLDD Cash Acct |
$ 198,497.35 |
|
|
PLDD Reserve Acct |
$ 40,000.00 |
|
|
PLDD Interest Income Reserve Fund** |
$ 6,235.29
|
|
|
Expenses - Current month (above) |
$ (47,970.00) |
|
|
Net TOTAL All Accts |
$ 196,762.64 |
|
|
|
||
|
Special Assessment 2012 |
$ 167,600.00 |
|
|
Paid to Date |
$ 168,319.12 |
|
|
Unpaid (remaining) |
$
(719.12) |
|
New Business:
1.
(4:21) Kelvin
Thompson, resident of 40 Tyee showed a photo of a
drainage problem occurring on his property. Mr. Thompson attributes the problem to
be due to his neighbor digging a ditch, thereby causing water to drain onto his
property. Commissioner Wilcox noted
that he had observed the area and that the problem is occurring within the
Jefferson County right of way, he also reported that he spoke with former PLDD
Commissioner Walt Cairns (who lives on Tyee). Walt informed him the matter had been
occurring for some time and that he had in fact contacted Jefferson County with
no result. Engineer Lockett will
call Jefferson County to see if they will investigate the matter.
2.
(6:59) William
Becker, resident of 621 Montgomery Lane reported that there are about five
(5) homes on his street with no stormwater provision
whatsoever and that
water accumulates at the end of the cul-de-sac and between homes
located on Montgomery and Condon Lanes.
The accumulation includes groundwater. Engineer Lockett noted that she will speak with Jefferson County about this matter as
well. A site visit will be
conducted immediately after this dayÕs meeting.
Old Business:
1.
(9:15) Commissioner Wilcox reported on
last monthÕs site visit to Sandra
FlahertyÕs 65 Montgomery Lane residence. Engineer Lockett, Commissioner Uyeda, and Commissioner Van Zonneveld
visited the site, noting that the problems on her property are due to
groundwater, not surface water, hence something that the PLDD could not help
her with, and that her curtain drains needed to be attended to.
2.
(10:10) Residents
John & Cindy Orchanian, residents of 121 Machias Loop, contacted
Commissioners regarding surface water running into their garage during heavy
rains recently. Commissioner Uyeda conducted a site visit prior to this meeting and
reported his observations. Engineer
Lockett noted that the PLDD previously did a $57,000.00 project to alleviate
drainage issues in that location; she will look at the area today but she did surmise that the grate probably needs
to be cleaned out. She did note
that the Orchanians have put a trampoline over the
pipe, which could be a factor contributing to the issue.
3.
(13:57) Engineer Lockett reported that a draft final study
has been done for the Forrester/Trader
Lane project. The Watershed
report states that the area is a jurisdictional wetland, and this requires a
50-75 foot buffer. PLDD can do
things to alleviate the matter as long as there is minimal disturbance. Engineer Lockett suggests that the PLDD
enhance a ditch through the reserve area between the two properties, capturing
the water into a pipe and get the drainage out to Fleet Drive. Ms. Lockett estimates that the cost
would be approximately $35, 000.00, and that the Army Corps would take part in
the project. Chair Commissioner
Wilcox asked engineer Lockett to speak with Jefferson County about this matter
prior to PLDD proceeding.
4. (19:20) Engineer
Lockett showed a recently completed survey map to PLDD Commissioners of the
Cascade/Walker/Rainier Lane area for the Cascade
Lane Flood Abatement project.
Commissioners and engineer Lockett discussed the matter at
length. Engineer Lockett gave the
Commissioners a Gray & Osborn contract amendment for the Cascade work, to
review and sign if it met with their approval (Chair Commissioner Wilcox
subsequently agreed and signed the contract at the end of this dayÕs meeting). Engineer Lockett reported that the
next step is to finish surveying to ascertain the best approach.
5.
(29:04) The West
Baldwin Lane project completion was discussed. Engineer Lockett reported that Seton
Construction was able to finish prior to the onset of heavy rains; she noted
that the Commissioners would need to sign off on the $1,701.75 Retainage fee to be released in February,
2013. Commissioner Van Zonneveld made a motion to accept the West Baldwin Lane
project as complete, motion was seconded by Commissioner Uyeda; motion was carried by Commissioner
Wilcox. Motion approved 3-0.
6.
(31:44) Commissioner Van Zonneveld
reported meeting with Diane Allen about the
PLDD Website Content and that the work will be near completion by the end
of next week. There will be a site specific web email so residents can reach Commissioners
consistently; archival photos and information of past projects will be posted,
as well as meeting minutes and motions.
Commissioner Van Zonneveld encouraged guests
present at this meeting to review the site and give her feedback.
7.
(35:00) Engineer Lockett noted that the yearly Assessment Roles needed to be submitted
to Jefferson County, and that $4,750.00 has been budgeted for this.
8.
(40:00) Chair Commissioner Wilcox noted that in January of
2013, the PLDD would be having a workshop meeting in addition to the regular
PLDD meeting and that there would be a streamlining of PLDD operations
including the bookkeeping, and keeping those records on site for public viewing
when requested.
9.
(41:20) Resident Ron Kletti
thanked the Commissioners for their work.
10. (42:00)
Commissioner Van Zonneveld noted that Jefferson
County is experiencing severe budget cuts, and that the PLDD would have to work
closely with them to keep Port LudlowÕs interest in mind.
11. (43:00)
Commissioner Uyeda noted that it could be frustrating
for residents to determine what areas the PLDD is able to help them in, but the
limitations are frustrating for Commissioners as well, as they are eager to
help but county and state regulations always have to be observed.
Commissioner
Van Zonneveld made a motion to adjourn the meeting,
motion was seconded by Commissioner Uyeda, motion
carried by Commissioner Wilcox.
Motion approved 3-0.
The December 13, 2012 regular
meeting of the Port Ludlow Drainage District adjourned at 10:44 a.m.
The next regularly scheduled
meeting of the Port Ludlow Drainage District will be held on Thursday, January
10, 2013 at 10:00 a.m., at the Beach Club in the Bay View Room.
Respectfully Submitted:
Susan Bartkus,
Administrative Assistant
Approved Approved: Approved:
Elizabeth Van Zonneveld Dwayne
Wilcox Allen
Uyeda
Drainage District Drainage
District Drainage
District
Commissioner Chair
Commissioner Commissioner
_____________________________________________________________________________