DEERFIELD REGIONAL STORM WATER DISTRICT
REGULAR DISTRICT BOARD MEETING
4900 Parkway Drive, Suite 180
Mason, OH 45040
July 22, 2008
President Walter Daniels called the meeting to order at 6:35 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, CDM
Deerfield Township: Dan Evers, Administrator
Public Members: Mike Valentine, Alan Batz, Paul Abbrumts, Howard Pinsky, Jared Saperstein, Jay Steidle, Yunsong Zhan, Wade Waldon, Kim Benz, Kara Johnson, Gina Krakovsky, Jody Zaen, Jennifer Purvis, Duane and Lorraine Charbonneau, Jim Berling, Stephano Rousseau, Pam Valentine, Chris Skindzier, Julie Cryden
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 June 10, 2008. Vote: All Yes.
Treasurer’s Report: Ms. Berger presented the Treasurer’s Report.
Review of Monthly Invoices and Time sheets/Expenses:
· CDM, Inv. #2, T.O. #11, $3,248.70;
· CDM, Inv. #5, T.O. #12, $12,806.36;
· CDM, Inv. #4, T.O. #13, $3,135.50;
· CDM, Project No. 63251, $13,983.56;
· Albers & Albers, Inv. #10809, $3,335.55;
· Warren County Water & Sewer, Inv. #08-088, $2,015.00;
· Warren County Water & Sewer, Inv. #08-101, $259.25
· U.S. Postal Service, P. O. Box 244, Kings Mills, OH, Annual Rental, $54.00;
· Minuteman Press, Inv. #78831, $9.75;
· Minuteman Press, Inv. #78876, $150.63;
· Cincinnati Bell, monthly voicemail/telephone, $35.02;
· Cathy Herrick, Wages for June 2008, $831.25;
· Cathy Herrick, Expense reimbursements (postage $7.38,mileage $52.50 and office supplies $7.38, postage for certificate of mailing delinquent account letters, $88.97), Total reimbursement $$157.70;
· Susan Berger, Reimbursement for renewal of website, $92.66.
Ø Action Taken/Required: Tim Greive motioned, seconded by Walt Daniels to accept and pay the invoices for June 2008, as presented. Vote: All Yes.
SPECIAL ORDERS
2009 Preliminary Budget: The 2009 Preliminary Budget was presented to the Board for their review. Using the 2008 Budget for comparison, the 2009 Budget indicated total income at $503,500.00, with a carryover from 2008 of unused funds in the sum of $55,530.24 and projected expenses of $559,000.00, leaving a projected carryover of $30.24 for 2009.
Ø Action Taken/Required: Tim Greive motioned, seconded by Walt Daniels to accept and approve the 2009 budget as presented. Vote: All Yes.
PUBLIC FORUM No comments noted.
UNFINISHED BUSINESS AND GENERAL ORDERS
Cataline Request for Assistance Update: This agenda item was tabled.
CDM Update: Mr. Calpin presented the Board with CDM’s monthly summary updating information on the various task orders and their progress.
Greenfield Place Subdivision sinkhole repair alternatives and associated costs: CDM presented the Greenfield Place Storm Sewer Repair Cost Estimate report in detail indicating the various alternatives and the costs involved which are available to complete the project and for consideration of the Board. A discussion of the information followed. Mr. Daniels requested that CDM do an in depth analysis of the information based on their knowledge and expertise and then make a recommendation to the Board for their consideration. A copy of the complete report is available. This information will also be posted on the District’s web site.
Dan Evers, Deerfield Township Administrator, relayed to the guests in attendance, the relationship between the District and the Township saying the two government entities were parallel public bodies but, the Township would be working with the District to help resolve this problem to the extent which they could participate, as the purpose of the formation of the District was to address storm water issues throughout Deerfield Township. Mr. Evers also assured the residents of Greenfield Place, the Township would be out to the Greenfield Place subdivision the following day to again temporarily secure the sinkholes i.e., stabilize the barriers and fencing to the best of their ability.
Regional Storm Water Collaborative: None noted.
DFT/SWD Communications: Dan Evers and Walt Daniels discussed the possibility of the District Board meeting with the Deerfield Township Trustees at their upcoming Work Session scheduled for Thursday, July 24, 2008, however, members of the Board had scheduling conflicts. Mr. Evers agreed he would inform the Deerfield Township Trustees and report back on their availability for a future joint meeting.
NEW BUSINESS
Butler County GIS Data Sharing: Chris Calpin, on behalf of the Board, publicly expressed the appreciation of the District for the cooperation of Butler County in sharing their GIS data at no cost to the District. It was also noted, the Warren County Engineer’s office was instrumental in assisting CDM with securing this data from Butler County which afforded a savings of approximately $1,500.00 to the District.
Review of Project Ranking System: CDM presented two methods for ranking private property drainage issues. (1) Cost-as-a-benefit Ranking Analysis and (2) Cost-as-a-factor Ranking Analysis. The Board discussed the two methods noting their various advantages and disadvantages.
Ø Action Taken/Required: Tim Greive motioned, seconded by Walt Daniels to Amend the DRSWD Code of Regulations to reflect the Cost-As-A-Factor Method be utilized by the District for ranking purposes of private property drainage issues. Vote: All Yes.
Special Meeting to Discuss Greenfield Place: The Board discussed having a special meeting to discuss repair and cost alternatives for Greenfield Place. August 6, 2008 was tentatively scheduled based on how quickly an appraisal for assessment purposes could be accomplished
Ø Action Taken/Required: Walt Daniels motioned, seconded by Susan Berger to Authorize Albers and Albers, Attorneys at Law, to arrange for the appraisal services of Anthony F. Mollica & Associates, Inc. with regard to the Greenfield Place project. Vote: All Yes.
Review of Storm Water Utility Fee: By agreement of the Board, this item was tabled until the next regular Board meeting of August 12, 2008.
COMMENT FROM BOARD MEMBERS Ms. Berger announced letters were mailed, via certificate of mailing, to the community members with delinquent account balances of their storm water fees and indicating a deadline of August 5, 2008, for payment to be received prior to certification to the Warren County Auditor of these unpaid accounts. It was also noted, she and Eric Luckage were currently working on creating a collection type letter to be utilized in capturing unpaid funds from inactive account holders.
RESOLUTIONS Eric Luckage presented the following previously adopted resolutions: Resolution No. 2008-30,Approving payment of the June invoices as presented; Resolution No. 2008-31, Approving Amendment No. 1 to CDM, Task Order No. 13 and Amendment No. 1 to CDM, Task Order No. 14.
It was noted, a Special Meeting of the District Board was planned for August 6, 2008, at 7:00 p.m., to further discuss the Board’s decision as to the District’s role in assisting in the Greenfield Place Subdivision project, dependant upon the completion of the appraisal process prior to that time.
EXECUTIVE SESSION No activity at this meeting.
MOTION FOR ADJOURNMENT
Ø Action Taken/Required: Tim Grieve motioned, seconded by Walt Daniels, to Adjourn at 8:40. Vote: All Yes.
Next Regular Meeting: August 12, 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