DEERFIELD REGIONAL STORM WATER DISTRICT
REGULAR DISTRICT BOARD MEETING
Landen Station, 3292 Montgomery Road
Loveland, OH 45140
January 10, 2006
President Susan Berger called the meeting to order at 6:43 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
WCSWCD: Marsha Rolph, Urban Stream Specialist
APPROVAL OF MINUTES
The Regular Board Meeting minutes dated December 13, 2005 and the Special Meeting minutes of December 21, 2005 and December 30, 2005 were presented and reviewed.
Jeff Thomas stated that the minutes from the regular board meeting of December 13, 2005, omitted the bills which were paid as follows:
The Board agreed to approve these minutes with the above amendments added.
Ø Action Taken/Required: Jeff Thomas made a Motion, seconded by Walt Daniels to accept the meeting minutes of December 13, 2005, with amendments and the Special Meeting minutes of December 21, 2005 and December 30, 2005, as written. Vote: All Yes.
Jeff Thomas then reported on the end of the year totals regarding the 2005 budget indicating that there was a deficit in the amount budgeted for legal fees and insurance premiums. Eric Luckage informed the Board that when a shortage appears as this, it is acceptable to transfer monies from one line item to another to meet the needs of balancing the budget. Eric said this could be accomplished by simply generating a resolution setting out this action and showing the transfer of funds.
Ø Action Taken/Required: Jeff Thomas proposed a Motion, seconded by Susan Berger, to transfer $7,000.00 from the General Fund category to the Legal Fees category and $300.00, also from the General Fund category to the Insurance Premium category to satisfy the budget for 2005. Vote: All Yes.
Mr. Thomas further reported that he had again spoken with the accountant, Paul Rennick who advised him that the information for the DRSWD accounting system was in place and he would be generating reports of the District’s 2005 financial activities and scheduling a date with the state auditor soon to review these fiscal reports. Also, Mr. Rennick indicated that he would be attending the next regular board meeting on February 14, 2006, and would like to conduct training, prior to the meeting, on the new computer accounting program for the District.
Eric Luckage added that he had also spoken to Mr. Rennick regarding some budget issues. It was decided that the District would begin the new budget year 2006 by appropriating funds to the necessary category but, the funds would not be encumbered at this time. Mr. Luckage referred to a document called, “Then and Now”. He continued by saying that this type of document verifies that the funds are actually there prior to being spent and will provide for current expenses. Mr. Luckage added that Mr. Rennick would be introducing the Board to this document and would explain its content and purpose at the next regular board meeting as well as other aspects of the 2006 accounting plans.
Ø Action Taken/Required: Jeff Thomas made a Motion, seconded by Walt Daniels to adopt the appropriations for the fiscal year 2006. Vote: All yes.
Payment of the Bills:
· Jeff Thomas, reimbursement for purchase of computer software, Quick Books purchased on behalf of the District in the amount of $155.11.
· Cathy Herrick, wages in the amount of $330.00, also expenses for postage in the sum of $7.54.
· Albers and Albers, Attorneys at Law invoice number 11846 in the amount of $4,588.00 for legal services rendered.
· Minute Man Press invoice number 67138 for costs associated with copying expenses in the sum of $22.25.
· Mariemont Insurance annual policy renewal fee being invoice number 20678 in the sum of $2,330.00.
Ø Action Taken/Required: Motion by Susan Berger and seconded by Walt Daniels to accept and pay the invoices as listed above. Vote: All Yes.
SPECIAL ORDERS
None.
UNFINISHED BUSINESS AND GENERAL ORDERS
Marsha Rolph, of WCSWCD, was welcomed at this time. Ms. Rolph was invited to appear and share Warren County’s view in the discussion of the BMP’s. Review of the Remaining BMP’s was conducted at this time but was listed on the agenda at a later time in the meeting.
Review of the Remaining BMP’s: Jamie Coleman provided a handout he had prepared indicating a summary of the various BMP’s (Best Management Practice) from the SWMP (Storm Water Management Plan) and the status of each task and their progress in satisfying the goals for compliance with the NPDES Phase II mandate. Dr. Coleman briefly reviewed the contents of each category indicating the action taken up to this point and what measures are further needed to complete each compliance activity.
At this time, the Board welcomed Ms. Marsha Rolph, Urban Stream Specialist of the Warren County Soil and Water Conservation District. Ms. Rolph expressed the sincere interest of the WCSWCD to collaborate efforts between the County and the District in reaching compliance in the goals of the NPDES Phase II mandate.
Ms. Rolph showed particular interest in the outreach and public awareness needs of the County. She indicated that Warren County was willing to share information and costs for advertising, school/ community action projects and various other efforts to cause public awareness and involvement. She further indicated that some of the items which were to be completed per the NPDES Phase II, were presently in place and being practiced by WCSWCD. Ms. Rolph indicated that these items, which were mainly in the public education and outreach categories, could be joined with DRSWD’s efforts.
A line by line discussion ensued regarding the contents of the summary of BMP’s and where each item was at with regard to compliance and if not completed, how that goal could be achieved. After a lengthy discussion, the following items became of immediate interest: Public Participation and Involvement with the possible creation of an “adopt a stream” type program, Illicit Discharge & Elimination addressed by creating a map of home sewage treatment systems and identifying illicit connections through dry weather screening and targeted video inspections, and developing a Storm Drain System Map, which is reportedly done in approximately 30% of the Deerfield Township area at this time.
A further discussion resulted regarding the mapping issue. President Berger inquired as to whether or not funding was included for this purpose in the SWAC recommendations. Dr. Coleman said that they were presently working from supplemental funding and really needed a central database to work from. As there are time restraints on some of the BMP’s, Dr. Coleman felt it might be in the best interest of the District to contact the EPA and see if there was any flexibility on completing the mapping portion by the end of the 2007 calendar year. Eric Luckage added that it might not be a bad idea to contact the EPA and inquiry as to the feasibility of modifying the Plan. In the event the District is informed by the EPA that changes cannot be made, move forward from there. Dr. Coleman suggested calling Anthony Robinson or Chris Cotton at the EPA to find out what latitude the District might have in making changes to the timelines within the Plan and compliance thereof. Eric Luckage added that the District must have procedures in place regardless, to accomplish the goals, and especially when additional funding may be needed to complete the BMP’s, such as the mapping project. Dr. Coleman said they do have a procedure in place to a degree but, still may need additional funding for this project because of the magnitude of its completion.
Marsha Rolph interjected that she thought Mason may have already committed to the mapping project and that information may be helpful in completing a portion of the District’s project. Dr. Coleman said that when completed, the mapping of the Township areas will not be utilized as a one time use but, will become a tool that will be referred to often and well into the District’s and Township’s future. Walt Daniels inquired as to whether or not the mapping costs were allowed for in the original budget. Dr. Coleman said that it was. The Board agreed that since the costs associated with the mapping were allowed for in the original budget, the District should move forward and complete as much as funding would allow and later deal with the remaining portion, if necessary, at the project’s completion in 2007.
CDM Update: The Board discussed the proposed draft letter which Dr. Coleman composed to Mr. Gulley of Warren County SWCD requesting the assistance of Warren County in the billing portion of the user fee for the residents of Deerfield Township. The Board agreed to the composition of the letter with the noted changes and upon a final review and by agreement of the Board, mailing said letter to Mr. Gulley.
Ø Action Taken/Required: Jamie Coleman will make the suggested changes as requested by the Board and forward an edited copy to Susan Berger for review and upon completion and by agreement of the Board, Dr. Coleman shall mail the proposed letter to Mr. Gulley.
Policy for Residential Fixes/Assistance: Walt Daniels felt this was a very important issue that the District needed to address due to a recent appearance of a community member asking for the assistance of the District in solving a drainage problem on his residential property which could not be remedied through any other means which he had already explored. Mr. Daniels said that the District needed to be careful as to how these concerns of community members were handled and felt the District would benefit greatly from creating a policy setting out exactly how these types of problems or concerns could be dealt with effectively. Eric Luckage stated when creating a policy of this type, it is a concept in itself. Mr. Luckage added that until the mapping project is completed and the District has a working knowledge of the problem areas, it would be difficult to create this policy. He further said by knowing the number of problem areas and exactly where they exist will help drive the policy and funding necessary to address these issues. Mr. Luckage continued to say that until this information is obtained, the District will have to deal with each situation on a case by case basis. Dr. Coleman added that a possible solution for now would be to evaluate each situation and then assign a priority to the matter. By doing so, this may help later on in creating the policy. Mr. Luckage agreed a ranking system would be helpful in developing the criteria for a policy. President Berger inquired if there was anything which could be done to assist residents at the present time. Eric Luckage said the District could be of assistance especially if there were violation of the building codes and regulations. A community member, Diana Halligan, addressed the Board at this time wishing to add she knew of the particular problem area which was presented to the Board and felt the builders and developers in the area do not have regard for where storm water goes provided it does not end up on their building site.
President Berger than asked if Jeff Thomas had spoken to Lois McKnight about the community member who came to the Board and the erosion problem in the Kings Mills area. Mr. Thomas reported he had met with Ms. McKnight and discussed the issue. Marsha Rolph then stated there are plans in place for this area, however, due to staff shortages, this area cannot be followed as closely as preferred and thus enforcement of regulations are not being as closely monitored as needed at these construction sites. Ms. Rolph added, although it is important to put a policy for assistance to the public in place, the District, as well as the County, needed to encourage enforcement of the current policies and regulations which are already in place. Eric Luckage added the government is scrambling to enforce state, county and township polices. President Berger suggested the possibility of establishing a grant type funding program which community members with these types of problems might be able to apply for through the District. Walt Daniels felt the District was years away from that kind of fix but, he also agreed a grant program was a very good idea to keep in mind for the future.
Report on Meeting of 12/30/05 with Deerfield Township: Susan Berger informed the Board she had received an email from Fran Klatte resulting from the discussion at the 12/30/05 meeting whereas the Township felt it would be beneficial to utilize the Deerfield Digest for the purpose of public outreach and awareness. Ms. Klatte also advised Ms. Berger regarding the costs associated with preparing a mailer to be sent to the Township residents regarding the user fees and a public meeting, saying that for 10,000 printed mailers, the costs would be around $380.00. Walt Daniels suggested that he would like to see at least two mailings to ensure public awareness.
Marsha Rolph added that whatever vehicle was used in 2003 to inform the public when the DRSWD Board was formed was worth looking into and utilizing again, as she recalled the meeting, saying there was standing room only and the community was well informed.
Review of Remaining BMP’s: This information was discussed earlier in the meeting as noted with the introduction of Marsha Rolph.
DRSWD Office Space and Computer: Susan Berger announced the District had the permission of the Township to begin use of the office space located within the Township Meeting Hall. The Board then decided they would like to have a new lockset placed on the door to the office space to secure the computer and other equipment and documents to be maintained there. There was further discussion regarding the type of office furniture and computer equipment the District would require, resulting in motions to purchase same.
Ø Action Taken/Required: Susan Berger made a Motion, seconded by Walt Daniels, to give Cathy Herrick the authority to hire a locksmith and have the office door re-keyed. Vote: All Yes.
Ø Action Taken/Required: Susan Berger made a Motion, seconded by Walt Daniels, giving Cathy Herrick the authority to purchase a desk, filing cabinet and office chair with costs not to exceed $500.00 for the purpose of outfitting DRSWD office. Vote: All yes.
Ø Action Taken/Required: Walt Daniels made a Motion, seconded by Jeff Thomas giving the authority to Susan Berger to purchase a computer, printer and necessary accessories to be utilized with the DRSWD office, with costs not to exceed $1,500.00. Vote: All yes.
NEW BUSINESS
COMMENTS FROM BOARD MEMBERS Dr. Coleman informed the Board, CDM was in the process of drafting the credit policy for the user fees and was hopeful that he would have a copy ready for viewing at the next regular board meeting.
COMMENTS FROM GENERAL PUBLIC Diana Halligan, again addressed the Board, presenting a copy of the Ohio Stream Quality Monitoring Project annual report for 2004. The Board asked if she would mind if the report was borrowed and copied for reviewing. Ms. Halligan agreed and asked that after copying, the report be mailed back to her.
RESOLUTIONS
Eric Luckage presented the following previously adopted resolutions for signature of the Board: Resolution 2005-40, Approving payment of monthly bills, Resolution 2005-41, Acceptance and Signature of Task Order No. 3, Resolution 2005-42, Authorizing Jeff Thomas to purchase QuickBooks accounting software, Resolution 2005-43 Declining insurance coverage for terrorism, and Resolution 2005-44, Accepting continued coverage of District’s Insurance through Mariemont Insurance for the period December 15, 2005 through December 15, 2006.
MOTION FOR ADJOURNMENT
Jeff Thomas made a Motion, seconded by Susan Berger, to adjourn at 9:45 P.M. Vote: All Yes.
Next Regular Meeting: February 14, 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