DEERFIELD REGIONAL STORM WATER DISTRICT
REGULAR DISTRICT BOARD MEETING
4900 Parkway Drive, Suite 180
Mason, OH 45040
June 10, 2008
President Walter Daniels called the meeting to order at 6:32 P.M.
PLEDGE OF ALLEGIANCE TO THE FLAG
ATTENDANCE
Those present at the meeting were:
Board Members: Walt Daniels, Tim Greive, and Susan Berger
Attorney: Eric Luckage, Esq., Albers & Albers
Administrative Assistant: Cathy Herrick
Engineering Consultants: Chris Calpin, Samantha Doering, CDM
Warren County Engineer: Chuck Petty, Asst. Warren County Engineer
Public Members: John Cataline, Jim Kuhnhein, Jared Saperstein, Jeff Klima, Sean Harper, Amy Crissman, Gina Krakowski, Paul Abbivante, Lorraine and Duane Charbonneau, Matt Antal, and Pam Valentine.
APPROVAL OF MINUTES
Ø Action Taken/Required: Tim Greive motioned, seconded by Susan Berger to accept and approve the minutes from the Regular Board Meeting of May 13, 2008. Vote: All Yes.
Treasurer’s Report: Ms. Berger presented the Treasurer’s Report noting the accounting was in balance with the bank. A summary of the current open task orders being utilized for projects by CDM was presented showing the amount which has been used and the remaining balances. The two task orders, T.O. #3, and T.O. #8, which were allocated for General Support Services in 2005, (Public Education) and the SWAC (Storm Water Advisory Committee) in 2007, respectively; still showed open balances. It was determined these purchase orders would be closed and the funds carried forward to the current year’s funding totals.
Review of Monthly Invoices and Time sheets/Expenses:
· CDM, Inv. #4, T.O. #12, $37,935.61;
· CDM, Inv. #3, T.O. #13, $2,593.50;
· CDM, T.O. #14, $10,703.39;
· Albers & Albers, Inv. #10762, $6,861.65;
· Cathy Herrick, Wages for May 2008, $647.50;
· Cathy Herrick, Expense reimbursements (postage $15.78,mileage $34.00 and office supplies $28.79), Total reimbursement $78.57;
· The Enquirer/Community Press, Inv.#004141370, $44.56;
· Cox Ohio Publishing, Acct.# SL001810, $39.10;
· Cincinnati Bell, monthly voicemail/telephone, $34.83;
· Minuteman Press, Inv. #78517, $21.12.
Ø Action Taken/Required: Walt Daniels motioned, seconded by Tim Greive to accept and pay the invoices for May, 2008, as presented. Vote: All Yes.
SPECIAL ORDERS Landen Farm CSA has retained counsel to represent their pending interests and have requested to be added to the District’s agenda for the upcoming July 8, 2008 meeting to address the Board.
PUBLIC FORUM Amy Crissman, Deerfield Village, advised the Board of a flooding problem occurring on her property resulting from debris collecting on a grate impeding the flow from Simpson’s Creek. Ms. Crissman presented pictures and a Request for Assistance form to the Board for consideration. The information was entrusted to Chris Calpin for further investigation and ranking.
John Cataline and his wife attended the April meeting and presented their situation to the Board. The Board had directed CDM to investigate and a field investigation report was completed with a copy being forwarded to the Catalines. Mr. Cataline inquired what the next step would entail and was informed his request had been placed on the District’s ranking chart but the most severe problems must be given first priority. Mr. Calpin added, the ranking chart has grown and there could be some possible changes as it is re-calculated with these additions. The Board is also planning to re-evaluate the ranking methodology to ensure that it is performing its intended function and will consider modifications, if necessary. There was a discussion regarding costs and how the repairs could be done. The Board suggested Mr. Cataline investigate the possibility of his neighbors, which are affected by this situation, contributing to the costs of the repair and report his findings back to the Board for further consideration.
Jim and Jan Kuhnhein, 9831 Whippoorwill Lane and Alan and Janeen Moody, 9811 Whippoorwill Lane, as well as, Jeff Klima, 6576 Fields Ertel Road, inquired about field investigation reports on their private property Requests’ for Assistance. Presentations, findings and recommendations were to be presented following the Greenfield Place update.
UNFINISHED BUSINESS AND GENERAL ORDERS
CDM Update: Mr. Calpin presented the Board with a monthly summary of the various task orders CDM is currently working on. Due to time constraints, the Board advised they would review the information and further discuss as needed.
Task Order No. 14 – Greenfield Place Flooding Issue Update – CDM presented the results of the Greenfield Place storm sewer televised investigation and interim repair costs estimate. A discussion of the information followed. Copies of the complete reports are available. This information will also be posted on the District’s web site.
Certification of Delinquent Accounts Update: Susan Berger and Chris Calpin recently met with Warren County Water and Sewer Department staff and discussed the various reports which they are working to compile all data in an Excel format. It was also mentioned, the delinquent account letter to be sent prior to certification of accounts, would be updated and reviewed prior to being sent out.
Inactive Accounts: These types of accounts were also discussed with the WCWS Department. The District will handle tracking and billing of these inactive accounts until they become active again.
Regional Storm Water Collaborative: The Collaborative is looking at the Stormcasters program in Toledo, Ohio. Stormcasters is a news segment devoted to environmental news. The Collaborative would like to do something similar here by obtaining funding/sponsorship from local governments and businesses with the hope of bringing public education in environmental issues down to the daily news level.
DFT/SWD Communications: Deerfield Township Trustee, Dan Corey, has informed the District they are making office space available to be utilized by the District. Also, with regard to the status of the Memorandum of Understanding which was previously submitted to the Township for consideration and review, it was noted there had been no response to date but upon Mr. Evers return from medical leave the Board hoped to meet with the Township and discuss various issues and share information.
NEW BUSINESS
Review of Project Ranking System – By agreement of the Board, this agenda item was tabled until the next regular Board meeting.
Review of Storm Water Only Accounts – By agreement of the Board, this agenda item was tabled until the next regular Board meeting.
Billing of Storm Water Only Accounts – The postcards currently being utilized by the Warren County Water and Sewer Department appear to be causing some confusion when being sent to the storm water only account holders as they contain standard billing information used for regular monthly account holders. It was suggested, the District may want to begin using a postcard designed specifically for these accounts.
COMMENT FROM BOARD MEMBERS
Chris Calpin of CDM, presented the following amendments to current task orders for consideration of the Board:
Amendment No. 1, Task Order No. 13 – Adding additional funds ($10,000.00) to “as needed services”.
Amendment No. 1, Task Order No. 14 – Adding additional funds (27,000.00) for private property investigations and Televac services.
Ø Action Taken/Required: Tim Greive motioned, seconded by Walt Daniels to approve Amendment No. 1, Task Order No. 13 and Amendment No. 1, Task Order No. 14 as presented. Vote: All Yes.
RESOLUTIONS Eric Luckage presented the following previously adopted resolutions: Resolution No. 2008-27, Authorizing CDM to purchase the GIS Data for Butler County to be Utilized in T.O. #12, Storm Water Modeling and System Evaluation; Resolution No. 2008-28, Approving payment of the May invoices as presented; Resolution No. 2008-29, Approving the District’s Public Records Policy.
Note: The Invoice to pay for the Butler County GIS data was revoked and CDM asked to follow up with WC Engineer’s Office (Chuck Petty) as they may have the data on hand.
EXECUTIVE SESSION
Ø Action Taken/Required: Walt Daniels motioned, seconded by Tim Grieve, requesting the Board of Trustees, Eric Luckage and Chris Calpin adjourn into Executive session beginning at 10:29 p.m., to discuss imminent litigation with the District's attorney, Mr. Luckage. Roll Call Vote: Daniels: Yes; Greive; Yes, Berger: Yes.
Ø Action Taken/Required: Tim Grieve motioned, seconded by Walt Daniels to adjourn the Executive Session and return to regular session at 11:00 p.m. Vote: Daniels: Yes; Greive: Yes; Berger: Yes.
MOTION FOR ADJOURNMENT
Ø Action Taken/Required: Tim Grieve motioned, seconded by Walt Daniels, to Adjourn at 11:04 p.m. Vote: All Yes.
Next Regular Meeting: July 08, 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