DEERFIELD TOWNSHIP REGIONAL STORM WATER
DISTRICT BOARD MEETING
March 8, 2005
President Susan Berger called the meeting to order at 6:40 P.M.
ATTENDANCE:
Those present at the meeting were:
Board Members: Susan Berger, Walt Daniels, and Jeff Thomas
Attorney: Eric Luckage, Albers & Albers
Administrative: Patricia Rexford
Public: Christopher Brausch – CDM Engineering
APPROVAL OF MINUTES:
The meeting minutes dated February 8th, February 23rd, 2005, and
February 25th, 2005 were read. After a few corrections, Walt Daniels made a motion, and second by Jeff Thomas to accept the minutes.
Vote: All Yes
PAYMENT OF THE BILLS: Patricia Rexford presented her time for the month of February, a total of $146.25.
Ø Action Taken/Required: Motion by Walt Daniels and second by Jeff Thomas to accept and pay for her time. Vote: All Yes.
Patricia Rexford presented her expenses for the month of February, a total of $81.59.
Ø Action Taken/Required: Motion by Walt Daniels and second by Jeff Thomas to accept and pay for her expenses. Vote: All Yes.
There was brief discussion regarding terrorism insurance, and if it is necessary for the District to pay for this insurance. It was decided by all that the insurance is not needed at this time, but the issue would be reviewed annually.
Ø Action Taken/Required: Motion by Walt Daniels, and second by Susan Berger to reject the terrorism insurance. Vote: All Yes
SPECIAL ORDERS:
ELECTION OF OFFICERS:
Walt Daniels presented the idea of having each member rotate his or her position annually. In order to keep better track of bill payments, books, etc., Eric Luckage suggested that the Treasurer should not rotate annually. He later suggested that at some point, there should be some of cross-training for the positions.
After brief discussion regarding the rotation of officers, Walt Daniels presented the following nominations:
Susan Berger – President
Walt Daniels – Vice President
Jeff Thomas – Treasurer
Ø Action Taken/Required: Motion by Jeff Thomas, and second by Susan Berger to accept the nominations. Vote: All Yes.
Patricia Rexford is to contact Mariemont Insurance regarding a replacement bond for Jeff Thomas and Fifth Third Bank regarding the signature line on the District’s bank account.
UNFINISHED BUSINESS:
There was discussion regarding the Memo of Understanding between the District, the Township, and Warren County Soil & Water Conservation. After reviewing the Memo, Jeff Thomas suggested that the memo read that the “Township”, not the “District” is responsible for obtaining permits for the EPA. It was agreed by all, that ultimately, the Township is responsible for this action. The District is contracted with the Township, and the Township initiated the contract. The lawyer for the Township will contact Eric Luckage in the near future regarding this issue.
Jeff Thomas also suggested changing the word “direction of the Storm Water District” in Section 3, on page 2, to read “request of the Storm Water District”.
Ø Action Taken/Required: Motion by Walt Daniels, second by Jeff Thomas to accept the Memo of Understanding, with the corrections mentioned above. Vote: All Yes.
Patricia Rexford is to contact David McElroy, with Warren County Soil & Water Conservation with these changes, and bring the revised memo to the next meeting for final approval.
Susan Berger presented the annual report, Eric Luckage and Walt Daniels brought up a few changes. There was some concern about the timeline of when the storm drain tagging & stenciling occurred – specifically the accomplishments & completed tasks of 2004 vs. 2003. Walt Daniels and Eric Luckage suggested that the dates be more specific to reflect that the District has made some progress in the last year. There was brief discussion regarding the revisions and wording.
Ø Action Taken/Required: Motion by Walt Daniels and second by Jeff Thomas to accept the Annual Report with the revisions mentioned above. Vote: All yes.
Patricia Rexford will find out who the contact is at the EPA and send the Annual Report along with the brochures that the District has made.
Christopher Braush with CDM Engineering presented the contract between the District and CDM. Each member had questions regarding the contract, specifically about Master Services Agreement, and Task Orders. Eric Luckage tried to explain the different aspects of the contract. Christopher Brausch also explained that the District does have the opportunity to seek advice from other engineering firms. Walt Daniels asked Eric Luckage to review the contract and to make possible revisions and/or suggestions. The board would like to vote on the contract at the next meeting in April.
Susan Berger informed the board that the Township is looking into TIF funds for the additional $50,000 that the District has requested from the Township. The Township’s lawyer will contact Larry Weis about the additional funding, and will hopefully have an answer at April’s meeting.
Each board member briefly reviewed the resolution for the monthly meeting information. Each member wanted to know where the resolution and notice should be posted – on the door, website, etc. Eric Luckage suggested that the notice and the resolution should be posted on the door. There was also concern that the announcement with the meeting information is not being posted in the local newspapers.
Ø Action Taken/Required: Patricia Rexford is to contact Larry Weis and find out if the notice and resolution can be posted on the website and on the door at the meeting location. She will also contact the local papers about the announcement of the meeting, to confirm that the papers are getting the notice, and that it will be posted.
Susan Berger reviewed the information from Marsha Rolph regarding public funding for a website for the District. After looking at the information, all in attendance agreed that the District would like to have independent control of the website, including the maintenance of the site. Eric Luckage suggested a link on the Township’s site, the Health Department’s site, etc. There is a strong belief that the public needs to be made more aware and informed of the District and it’s goals for the Township. Susan Berger volunteered to look into finding a company or individual to take on the task of generating and maintaining a website for the District. There may also be the possibility of a company or individual donating these services.
Susan Berger also asked about the fact sheet that Marsha Rolph, with Warren County Soil & Water mentioned at the February meeting. Patricia Rexford informed all in attendance that Marsha is making some improvements to the fact sheet, and it isn’t ready for distribution yet.
Ø Action Taken/Required: Patricia Rexford will contact Marsha Rolph again about the status of the fact sheet.
NEW BUSINESS:
There was discussion about Hazmat and Health Department protocol. Susan Berger suggested that someone from Hazmat and the Health Department come in for presentation & explanation.
Ø Action Taken/Required: Patricia Rexford will contact each department and have someone come in for a presentation – one presentation for April’s meeting, and one for May’s meeting.
Susan Berger brought up the meeting in for Polk Run in Symmes Township. She is planning to attend, and since the meeting is not public, only one member would be able to attend. The meeting is scheduled for April 8th, 2005 at 1:00 PM. The board would like to stay informed of and connected to Polk Run.
There was discussion about a meeting for the Little Miami watershed. All members were interested in this meeting, and Jeff Thomas stated that he will be attending this meeting (the date and time were not available), and will forward the information he receives to the board members.
Walt Daniels suggested that Patricia Rexford order a nameplate for herself, and that it should like the other nameplates.
Eric Luckage presented resolutions to be signed by the board members.
Patricia Rexford is to review all Action Items, and add them to Unfinished Business on the agenda for April’s meeting.
ADJORNMENT:
With no further business, Jeff Thomas made the motion to adjourn the meeting. Seconded by Walt Daniels. The meeting was adjourned at 8:40 PM. Vote: All Yes.
Next Regular Meeting: April 12, 2005.
The second Tuesday of every month at 6:30 p.m., unless otherwise notified.
Attest:
Jeff Thomas, Secretary/Treasurer