DEERFIELD REGIONAL STORM WATER DISTRICT
REGULAR DISTRICT BOARD MEETING
Landen Station, 3292 Montgomery Road
Loveland, OH 45140
December 13th, 2005
President Susan Berger called the meeting to order at 6:37 P.M.
ATTENDANCE:
Those present at the meeting were:
Board Members: Susan Berger, Walt Daniels, and Jeff Thomas
Attorney: Eric Luckage, Esq., Albers & Albers
Engineering: Jamie Coleman, Ph.D., CDM Inc.
DRSWD Admin. Asst. Cathy Herrick
Public: Tom Young
APPROVAL OF MINUTES
The meeting minutes dated November 8, 2005 and the Special Meeting minutes of November 29, 2005 were presented and reviewed.
Ø Action Taken/Required: Jeff Thomas made a Motion, Seconded by Walt Daniels to accept the meeting minutes of November 8, 2005, as written. Vote: All Yes.
Ø Action Taken/Required: Susan Berger made a Motion, Seconded by Walt Daniels to accept the meeting minutes of November 29, 2005, as written. Vote: Susan Berger, Yes; Walt Daniels, Yes; Jeff Thomas, Abstained due to his unavailability for this meeting.
REPORTS OF BOARD, AND COMMITTEES
Payment of the Bills:
· Jamie Coleman, reimbursement for purchase of watershed signage and hardware purchased on behalf of the District from A & A Safety, Invoice No. 33257 in the amount of $2,705.95.
· Cathy Herrick’s wages in the amount of $321.75, also expenses for postage in the sum of $4.84.
· Albers and Albers, Attorneys at Law invoice number 11808 in the amount of $2,436.45 for legal services rendered.
· Minute Man Press invoice number 98540 for costs associated with copying expenses in the sum of $11.25.
· Ohio EPA for annual discharge fee – 2006 in the sum of $2,000.00.
· CDM invoice number 46107 in the sum of $35,862.50 for Storm Water Service Fee Study and Implementation for services through October 29, 2005.
· CDM invoice number 46007 in the sum of $1,650.00 for General District Support for services through October 29, 2005.
Ø Action Taken/Required: Motion by Walt Daniels and Seconded by Susan Berger to accept and pay the invoices as listed above. Vote: All Yes
A member of the public, Mr. Tom Young, was permitted to address the Board at this time in an effort to better accommodate his personal time restraint. Details of his presentation will be discussed under New Business as designated by the agenda.
SPECIAL ORDERS
None.
UNFINISHED BUSINESS AND GENERAL ORDERS
CDM Update: Jamie Coleman spoke about the decision of the Warren County Board of Commissioners and offered the suggestion of composing a letter from the Board to Mr. Dave Gulley, Warren County Administrator setting out the intentions of the DRSWD and requesting the assistance of Warren County in billing Deerfield Township residents’ user fees. It was reported that the BOCC also mentioned they would like to see the District coordinate their efforts and goals more closely with the Deerfield Township Trustees. Susan Berger added that establishing a closer working relationship with the Township Trustees, was certainly a goal and that while meeting with them on December 30, 2005, the Board hoped to bridge that understanding.
Dr. Coleman agreed to compose a draft letter to Mr. Gulley and email it to the Board for their input and approval. The Board agreed to the composition of a letter to Mr. Gulley but, they also expressed opinions about waiting to send the letter until after their meeting on December 30, 2005, with the Deerfield Township Trustees.
Fee Schedule/Credit Adjustment Task Order No. 3: Dr. Coleman presented the finalized version of Task Order No. 3 created by CDM, by motion of the Board. The Board reviewed the content and a lengthy discussion followed with Dr. Coleman’s explanation of how the fee schedule would be arrived at and also how the basis for allowing credit adjustments for meeting certain criteria would be formulated. Dr. Coleman continued saying there are many different cases which may need to be considered and they will have to be dealt with on an individual basis as the user fees are put into place.
Ø Action Taken/Required: Susan Berger made a Motion, Seconded by Walt Daniels, to accept Task Order No. 3. Vote: All Yes.
Accountant Update: Jeff Thomas reported Paul Rennick of Balestra, Harr, and Scherer, Consultants, LLC, CPA’s was in the process of preparing a letter to the Auditor of State requesting a meeting on behalf of the District at which meeting the Board will submit reports of their financial activities as required. A discussion ensued about the budget for the upcoming year and it was agreed the Board should adopt a budget with appropriations setout and then encumber the monies for its intended purpose at the January 2006 meeting.
Watershed Signage Update: Susan Berger reported she had spoken with Larry Weis and all signs were presently in place with the exception of two. The Township is checking with Hamilton County on one of the two areas, as it crosses jurisdictions, while the other was simply overlooked. The Township hoped to have them in place very soon thus completing the watershed signage project.
Walt Daniels spoke on behalf of the Board extending their gratitude to Dr. Jamie Coleman, for his relentless efforts in expediting the watershed signage being purchased, delivered and ensuring their proper placement.
Walt Daniels also suggested a letter should be sent to the Deerfield Township Trustees expressing gratitude for their cooperation in the District’s efforts and especially with the installation of the watershed signage in such a prompt manner. Eric Luckage inquired as to the level of communication which currently exists between the Trustees and the Board. President Berger said she actually had a conversation with Dan Evers, Deerfield Township Administrator, regarding the working relationship between to two entities. Mr. Evers felt the Trustee’s work session on December 30, 2005, would be an excellent vehicle in opening the line of communication between the two entities and in both their efforts to better serve the community. Walt Daniels added he had already spoken with the two newly elected Trustees and felt they were very receptive and cooperative in their conversations.
Ø Action Taken/Required: Susan Berger shall compose a letter of appreciation to the Trustees for their cooperation and assistance in placement of the watershed signage.
DRSWD Office Space and Computer: Susan Berger reiterated the Township was in agreement with the usage of space in the Township Meeting Hall as office space for the District but they still needed to secure equipment, i.e., computer and printer for the office. The Board members agreed there were the funds to purchase a computer as needed. Ms. Berger stated that she had some usable equipment she would donate, if needed.
Ø Action Taken/Required: Walt Daniels made a Motion, Seconded by Jeff Thomas, to proceed with the purchase of the accounting software, Quick Books, to be utilized in record keeping for the DRSWD, with the provision that the purchase expense of the program was not to exceed the sum of $499.00. Vote: All Yes.
NEW BUSINESS
Community Member, Tom Young: A community member, Tom Young of 5216 Riverwalk Drive, Kings Mills, Ohio, had previously contacted the Board via email in search of assistance for a severe drainage problem which exists on his property and the surrounding area in his neighborhood which is located in Deerfield Township. He presented a visual presentation of the area. The Board had also asked Dr. Coleman of CDM to investigate prior to the meeting and he had photographs.
After learning of Mr. Young’s concerns and discussing and offering some possible solutions which Mr. Young might try himself, the Board advised Mr. Young they currently had no policy in place to act upon the needs of individual community members at this time but, were hopeful an actual policy would be in place in the near future to better assist those with storm water or drainage issues on an individual basis.
Walt Daniels said this raised an important issue and felt the Board should strongly consider putting a policy in place to more effectively deal with issues from individuals such as Mr. Young. Eric Luckage indicated that it is within the power of the District to address individual storm water problems on private property. The decision on whether to establish a policy hinges on the ability to pay for each problem which may arise. Not knowing how many problems exist and potential costs, it is difficult to establish a precedent at this time. A discussion regarding this issue was conducted. It was agreed there would have to be some sort of reasoning behind the priority of assistance provided beginning with finding out of how the problem got to the stage of concern and why. The next step would be to make a decision as to whether the District can be of assistance or if the responsibility lies elsewhere and make that suggestion.
Eric Luckage advised the Board, while contemplating this type of policy, to consider that it will be grouped into various regulations and the body of information will grow with time. Dr. Coleman added that consideration should be given to types of priority of issues such as, is it a health issue or does it affect public safety.
Ø Action Taken/Required: President Berger asked Jeff Thomas to contact Lois McKnight at Warren County and possibly meet with her and present the pictures which Dr. Coleman had taken of Tom Young’s property drainage concerns and inquire as to what can be done to assist him in correcting this problem area. Ms. Berger also requested all the Board members think about policy issues concerning the assistance of individual community members and suggested the Board would revisit the issue later, possibly at the March board meeting.
Meeting with Fran Klatte, Deerfield Township Public Relations: Susan Berger reported on her recent meeting with Fran Klatte. She and Ms. Klatte discussed various possibilities to be included on the Deerfield Township web site to make the DRSWD more visible and educational for visitors of the site. President Berger said that Ms. Klatte was very cooperative and receptive to any ideas that the Board would like to add to the web site, as well as, other ideas for creating outreach to the community with regard to storm water issues.
Eric Luckage asked if the District planned to continue to remain on the Deerfield Township web site or if the Board was considering creating their own domain. Ms. Berger stated she and Ms. Klatte discussed the idea of creating a link to a storm water site which would still be hosted by Deerfield Township and to other points of interest and information regarding storm water questions, concerns and contact resources.
Ø Action Taken/Required: Susan Berger will look into the possibility of the District purchasing the web domain: www.DeerfieldStormwater.com.
President Berger then continued with her discussion of the items Fran Klatte and she talked about in their meeting. Various ideas were discussed with regard to outreach and public awareness such as an appearance by Board members on the ICRC show, bulk mailings and including an article in the quarterly Deerfield Digest. Ms. Berger said she would be willing to prepare an article for the publication on behalf of the Board.
Eric Luckage commented on the efforts of the Board in their quest to do public outreach, saying he felt it was commendable and that he felt it would also be very beneficial in educating the township as to the proposed upcoming user fees and their purpose.
Telephone Calls: The Board discussed the anticipated action that might be taken when the service fees are in place and how telephone calls might be handled concerning questions or concerns of the community. It was agreed that at this time, due to the lack of an actual office, calls would probably be routed as deemed necessary through Deerfield Township offices until further discussion of the Board and as the need arises. Walt Daniels suggested this matter might be a topic to be discussed at the meeting with Deerfield Township Trustees at the December 30th meeting as to find out their thoughts and preferences in dealing with this issue.
Meeting with Warren County SWCD: Susan Berger attended an informational meeting hosted by Warren County SWCD and attended by members of other storm water districts from various other counties. An advertising agency was presenting a program where the various counties could make a joint effort in sharing expenses for outreach and advertisement with respect to storm water educational materials. The Board felt the outreach they were previously discussing with the Township would better serve their needs and be more effective at this time but, agreed to keep open minds and to continue meeting with the other districts.
Review of Remaining BMPs: It was agreed by the Board this agenda item would be carried over to the next regular board meeting in January.
12/30/Work Session – Deerfield Township Trustees: The Board agreed they would have a pre-meeting before their actual presentation at Deerfield Township Trustee’s work session on December 30, 2005. A pre-meeting was tentatively scheduled for either Wednesday, December 21 or Friday, December 23 at 4 p.m. at the offices of CDM. They planned to prepare the materials which would be utilized in their presentation with regard to initiating the user fees and establishing a line of communication between the District and the Township.
Ø Action Taken/Required: Appropriate notices for Special Meetings of the Board will be posted.
COMMENTS FROM BOARD MEMBERS
Jeff Thomas stated he had received an email forwarded by Larry Weis just prior to the meeting. The email was from Jeff Markovic of Mariemont Insurance asking whether the Board wished to secure terrorism insurance coverage and for renewal of the current coverage for Officer’s and Director’s insurance.
Ø Action Taken/Required: President Berger made a Motion, Seconded by Walt Daniels, to decline insurance coverage for terrorism. Vote: All Yes.
Ø Action Taken/Required: President Berger made a Motion, Seconded by Walt Daniels, to accept continued coverage for Officer’s and Director’s insurance provided by Mariemont Insurance for the period commencing on December 15, 2005 and continuing through December 15, 2006, at the annual premium of $2,330.00. Vote: All Yes.
COMMENTS FROM GENERAL PUBLIC
None.
RESOLUTIONS
Eric Luckage presented the following previously adopted resolutions for signature of the Board: Resolution 2005-36, Approving payment of monthly bills, Resolution 2005-37, Accepting Recommendations of SWAC, Resolution 2005-38, Requesting that CDM prepare Task Order No. 3, and Resolution 2005-39, Approving the 2006 DRSWD Budget.
MOTION FOR ADJOURNMENT
Jeff Thomas made a Motion, Seconded by Susan Berger, to adjourn at 9:20 P.M. Vote: All Yes.
Next Regular Meeting: January 10, 2006.
The Deerfield Regional Storm Water District Board meets the second Tuesday of every month at 6:30 p.m., unless otherwise notified.
Attest:
_________________________________
Jeff Thomas, Secretary/Treasurer