DEERFIELD REGIONAL STORM WATER DISTRICT
REGULAR DISTRICT BOARD MEETING
4900 Parkway Drive, Suite 180
Mason, OH 45040
April 8, 2008
President Walter Daniels called the meeting to order at 6:30 P.M.
PLEDGE OF ALLEGIANCE TO THE FLAG
ATTENDANCE
Those present at the meeting were:
Board Members: Walt Daniels, Tim Grieve, Susan Berger
Attorney: Eric Luckage, Esq., Albers & Albers
Engineering Consultants: Chris Calpin, Samantha Doering, CDM
Public Members: Frank Krailler, Stephen Lang, Jan & John Cataline, Jon Winer, Warren Timmer, Marsha Rolph
APPROVAL OF MINUTES
The Board tabled the March 11, 2008, minutes until May.
Treasurer’s Report: Ms. Berger presented the treasurer’s report showing the District has $430,652.90 currently in the bank.
Review of Monthly Invoices and Time sheets/Expenses:
Ms. Berger presented the expenses for April as follows:
Payment of the Expenses:
· CDM, Inv. #2, T.O. #12, $26,860.30;
· CDM, Inv. #2, T.O. #13, $5,903.17;
· CDM, Inv. #2, T.O. #14, $5,250.00;
· Cathy Herrick, wages for March, $612.50;
· Cathy Herrick, reimbursement postage and mileage, $56.22;
· Albers & Albers, Inv. #10703, $5,148.28;
· Minuteman Press, copy service, $ $24.58;
· Cincinnati Bell, monthly voicemail/telephone, $36.58.
Ø Action Taken/Required: Tim Grieve made a Motion, seconded by Walt Daniels to accept and pay the invoices for April, 2008, as presented. Vote: All Yes.
COMMENTS FROM GENERAL PUBLIC
1) Jan and John Cataline of 9242 Cedar Gate Drive in Heritage Green subdivision – the Catalines indicate their lot gets all the water from their neighbors; that there are drains on both sides of their home, but they do not carry the water away. The original drain from the developer is uphill from their house.
2) Frank Krailler of Underwater World Scuba at 8837 Columbia Road – he submitted a Request for Assistance. Mr. Krailler has been in front of the Board previously. CDM provided copies of their original report. Mr. Krailler indicates that his property takes water from his neighbors on its way to Columbia Road. He has water sometimes coming within a foot of his building. He feels that CarStar next door needs to fix their retention pond and the water needs to be slowed down.
3) Jon Winer of 3884 Spring Mill Way and Warren Timmer of 3894 Spring Mill Way – Mr. Winer indicates their property backs up to Landen CSA property along Simpson Creek. The creek bank is eroding away and causing landslides which, in turn, are causing damage to their property. They cannot act directly since the land along the creek belongs to the CSA. Chris Calpin suggested there might be some bio-engineering options meeting water quality standards to fix this problem and mentioned grants are available for such projects.
4) Stephen Lang of 6335 Hummingbird Drive – Mr. Lang indicates storm water pipes board each side of his property running from the back of the lot to the road. A cavern has appeared on one side of his driveway along with a hairline crack in the driveway itself. Chris Calpin suggested borrowing Warren County Water and Sewer’s camera equipment to send through the pipe to examine what’s happening.
Ø Action Taken/Required: CDM shall arrange a time to meet with all the above residents to examine their problems and shall report back to the Board with their findings.
UNFINISHED BUSINESS AND GENERAL ORDERS
CDM Update:
Task Order No. 11 – Illicit Discharge Investigation and Detection
CDM reported no activity has occurred due to the wet weather.
Task Order No. 12 – Storm Water Modeling and System Evaluation – Phase I
Data collection is underway. Normally CDM would only use land-use data but, since the District has impervious data for the commercial areas of the Township for billing purposes, CDM will be able to incorporate that into the study. They also acquired maps of the Township detention basins but need data on many of them. They will also need to collect data on farm ponds in the Township.
Task Order No. 13. – General District Support Services (Meetings/NPDES Compliance) Samantha Doering presented the final copy of the annual report.
Ø Action Taken/Required: Susan Berger made a Motion, seconded by Tim Greive, to accept the report and submit it to the Ohio EPA. Vote: All Yes
Ms. Doering also reported that CDM met with Dr. Dan Shull and explained how his storm water fee was determined.
Task Order No. 14. – 2008 Private Drainage Problem Investigation Support
Greenfield Place Flooding Issue Update: Chris Calpin spoke with Chris Brausch and Warren County Water and Sewer about getting their help to finish filming the drainage system at Greenfield Place. Their staff is very busy, so Mr. Calpin got the prices for overtime work and also for the use of their vector truck for cleaning the debris out of the pipes. He is currently in discussion with Mike Carter of WCWSD to coordinate.
Ø Action Taken/Required: Tim Greive made a Motion, seconded by Walt Daniels, to authorize CDM to coordinate televised investigation of the remaining affected areas of Greenfield Place subdivision with Warren County Water and Sewer including the use of the vector truck and crew if necessary not to exceed $4000. Vote: All Yes
Mr. Calpin also prepared planning level probable engineering and construction cost estimates based on several scenarios. This cost estimate is more comprehensive than the previous one prepared by the pipe manufacturer last year because the problem is more extensive at this point.
Riverwood Trails/Kings High School – CDM met with Steve Waldmann, Manager of School Business Affairs for Kings Local Schools. In their upcoming construction, Kings wants to detain all the water flowing from their property. Mr. Calpin encouraged Mr. Waldmann to attend a District meeting and fill out a Credit form because they will be detaining more water than required by code. This should help the problems in Riverwood Trails. CDM also acquired the plans for Riverwood Trails to see how runoff was supposed to be handled.
Other Private Drainage Problem Investigations
CDM met with Dr. Shull about drainage concerns on his property. The drainage channel on his property is not big enough to handle the flow from the Charleston Park subdivision detention basin. CDM looked at the Charleston Park basin and erosion is occurring behind the outlet structure near the roadway. Dr. Shull is also concerned about the debris in his stream. The outlet structure in Charleston Park is not designed to prevent this.
CDM updated the private property ranking table to reflect the recent complaints. The Board discussed whether the ranking table was working correctly because small cost, small projects are rising to the top of the table. Mr. Calpin pointed out when the storm water model is completed, the pool of complaints can identify problem areas in the Township rather than individual issues.
CDM met with Bryan Edens who is concerned about a proposed church next to his property which could increase the amount of water on his land. Mr. Calpin suggested meeting with the church property owner about doing extra detention for credit on the storm water fees.
CDM received information from Mike Sanderson of Union Township who had an issue similar to that in Greenfield Place with pipe from the same manufacturer.
Simpson Creek Clean-up: Marsha Rolph of Warren County Soil and Water Conservation District updated the Board. The clean-up is being sponsored by the District, WCSWCD, and Deerfield Township and will be from 1:00 p.m. – 3:00 p.m. on April 27, 2008, beginning at Kingswood Golf Course. A cookout will follow.
Regional Storm Water Collaborative: Ms. Berger reported the 30 second ad and the 15 second “Did you know…” spots are airing on WCPO. There is also a new web site at www.saveohiowater.org. The next collaborative meeting is on April 10.
DFT/SWD Communications: Walt Daniels reported he had not had any further communications with the Township Trustees to date. Ms. Berger suggested asking about when the District office needed to be out of the old Landen Station building.
NEW BUSINESS
Financial Report: Cathy Herrick prepared a notice to be published in the local papers announcing the District’s financial report was available for public viewing.
Ø Action Taken/Required: Tim Greive made a Motion, seconded by Walt Daniels, to publish the notice in the local newspaper. Vote: All Yes
Mr. Daniels asked if the 2007 financial report could be posted electronically on the web site. Ms. Berger said she could try to get copies of all past reports and post them all.
Soil and Erosion Field Day: The District received information on the Fourth Annual Soil and Erosion Field Day.
Ø Action Taken/Required: Tim Greive made a Motion, seconded by Walt Daniels, to become a sponsor of the Soil and Erosion Field Day at the $500 level. Vote: All Yes
Deerfield Day: Ms. Berger mentioned that Deerfield Township was taking applications for booths for Deerfield Day in September.
Ø Action Taken/Required: Walt Daniels made a Motion, seconded by Tim Greive, to get a booth at Deerfield Day. Vote: All Yes
Mr. Daniels suggested getting some give-away items with the District’s name on them such as temporary tattoos and Frisbees.
Copies of Reports to Larry Weis: Ms. Berger reported that Larry Weis, Public Works Director of Deerfield Township, requested copies of the reports CDM compiled on individual complaints be sent to him. Mr. Greive suggested that instead of copying all reports, a list of issues which CDM has investigated on the Board’s behalf, should be sent to him and he can then inquire for further information on specific ones if necessary.
Survey from Accountant: The District’s accounting firm, Balestra, Harr & Scherer Consultants, LLC, sent a client feedback survey. Ms. Berger agreed to fill it out on behalf of the Board and return it to the firm.
COMMENT FROM BOARD MEMBERS None noted.
RESOLUTIONS Before presenting the resolutions, Eric Luckage informed the Board it will be necessary to adopt a Public Records Policy at some future date.
Mr. Luckage presented the following resolutions: Resolution No. 2008-17, Payment of the monthly invoices; Resolution No. 2008-18, Elections of District Board officers; Resolution No. 2008-19, Approving refund of overpayment by Sterling Lakes Apartments in the sum of $6,818.73; Resolution No. 2008-20, Approving donation of $500.00 to the Green Acres Foundation.
EXECUTIVE SESSION
Ø Action Taken/Required: Walt Daniels made a Motion, seconded by Tim Grieve, requesting the Board of Trustees, Eric Luckage and Chris Calpin continue the meeting in an Executive session beginning at 9:00 p.m., to discuss an imminent litigation situation. Roll Call Vote: Daniels, Yes; Greive, Yes; Berger, Yes.
Ø Action Taken/Required: Tim Grieve made a Motion, seconded by Walt Daniels to end the Executive Session at 10:50 p.m. Roll Call Vote: Daniels, Yes; Greive, Yes; Berger, Yes.
MOTION FOR ADJOURNMENT
Ø Action Taken/Required: Walt Daniels made a Motion, seconded by Tim Greive, to Adjourn at 9:50 p.m. Vote: All Yes.
Next Regular Meeting: May 13, 2008.
The Deerfield Regional Storm Water District Board meets the second Tuesday of every month at 6:30 p.m., unless otherwise notified.
Attest:
_________________________________
Susan Berger, Secretary/Treasurer