DEERFIELD REGIONAL STORM WATER DISTRICT
REGULAR DISTRICT BOARD MEETING
4900 Parkway Drive, Suite 180
Mason, OH 45040
Meeting called 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, Josh Reinicke, CDM
Deerfield Township: Larry Weis, Public Works Director
Public Members: Roger Niehaus, Jeffrey Klima, Kristin Hall Fitz, Kelly Simmons, Amy chen, Jim Derrick, Linda Handly, Lorraine Charbonneau, Brandy Holt, Jackie Fraley, Jennifer Burton, Peter J. Stoffolaw.
APPROVAL OF MINUTES The previous meeting minutes of September 9, 2008, meeting was not presented at this meeting.
Treasurer’s Report: No official Treasurer’s report was presented at this meeting.
Ø Voiding of payment to CDM (District Check No. 1360) In July of 2008 A draft invoice was received from CDM for Task Order No. 14, in the sum $6,543.50 and was presented for payment and approved at the August 12, 2008 Regular District Board meeting. It was discovered this draft was in error and a refund was issued to the District by CDM along with a corrected invoice in the sum of $5,857.90.
Ø Action Taken/Required: Susan Berger motioned, seconded by Walt Daniels to accept the refund from CDM in the sum of $6,543.50 for Task Order No. 14 and to issue payment in the corrected amount of $5,857.90. Vote: All Yes.
Ø Fee Refunds – 4 Properties located on Socialville-Foster Road The District received telephone calls from two (2) property owners of Socialville-Foster Road who informed the District they were being billed by two separate entities, being the City of Mason and the Deerfield Regional Storm Water District. Upon investigation by CDM at the Board’s request, it was discovered that Warren County had mistakenly added these two properties to the billing registry for twelve (12) billing cycles resulting in four (4) overpayments and one (1) late charge paid by Robert Hendricks, formerly of 4575 Socialville-Foster Road for $15.74 and Jim Stetter, currently of 4575 Socialville-Foster Road, one (1) late charge for $11.90.
There were two (2) other accounts: Procter & Gamble, 4575 Socialville-Foster mistakenly charged two (2) late charges of $16.12 and Patrick Connors, 4555 Socialville-Foster Road, with an overpayment of $50.16.
Also, the District received a Request for Refund from residents, Jeffrey and Gloria Edison, 6716 Pin Oak Court, for an overpayment of $69.18, as advised by Warren County Water & Sewer Department’s letter of July 10, 2008.
Ø Action Taken/Required: Susan Berger made a motion, seconded by Walt Daniels to issue refunds to the above-named account holders/property owners as presented. Vote: All Yes.
Review of Monthly Invoices and Time sheets/Expenses:
· CDM, T.O. #11, Proj. #63210, $9,284.78;
· CDM, T.O. #12, Proj. #63353, $14,321.08;
· CDM, T.O. #13, Proj.#63108, $2,537.87;
· CDM, T.O. #14, Proj. #63251, $3,502.48
· Albers & Albers, Inv. #10906, $16,572.70;
· Cathy Herrick, Wages for Sept./Oct. 2008, $603.75;
· Treasurer State of Ohio, Customer #37A56, $3,454.34;
· Warren County Soil & Water Dept., Inv. #08-154, $2,002.00;
· WCPO, Inv. #110317-1, $697.00
· WCPO, Inv. #120192-1, $250.00;
· Signco/Stylecraft, Inv. #050367, $112.50;
· Signco/Stylecraft, Inv. #053068, $150.00;
· Cincinnati Bell Telephone, Acct.#513 229-8363 881, $34.51;
· Minuteman Press, Inv. #79864, $12.40;
· Cathy Herrick, Expense reimbursements (postage $7.04, mileage $39.60. Total reimbursement $46.64;
· Susan Berger, Expense reimbursement, Deerfield Day supplies, $87.97.
Ø Action Taken/Required: Tim Greive motioned, seconded by Walt Daniels to accept and pay the invoices for July 2008, as presented. Vote: All Yes.
SPECIAL ORDERS None Noted.
PUBLIC FORUM
Jeffrey Klima, 6576 Fields-Ertel Road – Asking Board for an update on flooding issue on his property. Mr. Klima advised Board he had recently added 306 yards of soil to his property at a cost of approximately $5,200.00 with labor and an additional cost for landscaping resulting in a total of $8.000.00. He felt waiting until 2009 would result in additional damage to his property. The Board advised Mr. Klima of the District’s expense, approximately $2000.00 to $3000.00, which had already been allowed to conduct a field investigation by CDM of the area. Mr. Klima agreed he received a copy of the report. Including suggested fixes for his flooding issues. It was also noted if he chose to utilize the suggested fixes, he would need prior approval from Warren County as to how the water could be redirected. It was also mentioned that Warren County is in the process of re-designing and improving the Fields-Ertel corridor, which could prove to help alleviate some of the drainage issues in the area.
Mr. Klima indicated there are many other homeowners in his neighborhood which are experiencing similar flooding problems which seemed to have occurred after the neighborhood above their properties was built. The Board suggested he consult with these neighbors and re-submit a Request for Aid form to the District naming all the residents as a group. The Request could then be analyzed through the ranking system and possibly move the project up on the ranking list.
Ø Action Taken/Required: Chris Calpin suggested he would return to the neighborhood surrounding Mr. Klima’s property and take a look at the number of homes which may be impacted by this flooding issue and report back his findings.
Kristie Hall Fitz, 6894 Spring Arbor, (Chestnut Oaks) – Received a letter from her homeowners association stating that her property may be assessed with a $500.00 assessment fee with regard to the Greenfield Place Subdivision project. Ms. Fritz was unaware of the situation at Greenfield Place and asked to be enlightened. The Board advised of the upcoming update later in the meeting.
UNFINISHED BUSINESS AND GENERAL ORDERS
Simpson Creek Watershed Study (This item was moved upon the agenda from the New Business Section and addressed at this time) Chris Calpin gave a presentation on the potential downstream flooding, erosion and water quality benefits offered by the proposed Schappacher Park detention basins.
CDM Update: Chris Calpin presented CDM’s monthly update to the Board. The summary was reviewed highlighting the presentation of Task Order No. 15, Private Greenfield Place Storm Sewer Repair being presented to the Board for consideration and approval.
Ø Action Taken/Required: Tim Greive motioned, seconded by Walt Daniels to accept and approve CDM Task Order No. 15, 2008 Private Greenfield Place Storm Sewer Repair in the sum of $36,140.00. Vote: All Yes.
Ø Action Taken/Required: Add to agenda for November 11, 2008 Regular Board Meeting, Simpson Creek Bank Stabilization for review and further discussion.
Greenfield Place Subdivision Business: Mr. Luckage gave a brief background history of the Greenfield Place Subdivision situation, particularly to help enlighten the residents of the Chestnut Oaks Subdivision in attendance, including steps which have already been taken to date, and the urgency of remedying the situation. Mr. Luckage also briefly explained the assessment process stating there were approximately 651 parcels which would benefit from this project.
A special meeting is planned for all property owners who will benefit from the project. Date and time to be announced and letters are to be sent to all affected property owners.
Roger Niehaus, 6593 Squire Arbor, President of Chestnut Oaks Subdivision addressed the Board stating he had sent the yellow letters to all his fellow residents advising them of the potential assessment being imposed upon their properties due to the action being taken in the Greenfield Place Subdivision. Several residents of the Chestnut Oaks Subdivision were in attendance and had questions regarding the assessment and how it affected their properties. The Board advised of the special meeting, at which it is planned that the appraiser will provide additional information on why their properties were deemed to benefit from this project. Mr. Luckage provided a hard copy of the appraiser’s report for each SED Board member. It was also noted, this information would be made available for public review via the District’s website.
Regional Storm Water Collaborative Update: Ms Berger again reported on the efforts of the RSWC in securing the necessary funding to run StormCenter educational programming called Envirocast, on the local television news broadcasts. It was previously reported the Collaborative would need $250,000.00 for initial start-up costs and although many entities have committed, they are still in need of additional sponsorships. A meeting is planned for November 17, 2008, and the Collaborative is gathering a list of persons or entities, including Deerfield Township, to invite to the meeting which might be interested in being a sponsor and could also benefit from the production of these broadcasts.
Storm Water Conference 2009: The 2009 Storm Water Conference will be held on May 14th and 15th from 8:30 a.m. to 4:30 p.m. at the Manor House in Mason, Ohio. There will be various speakers, round table discussions, an exhibit hall, and field trips. The Board discussed possible ideas for abstracts which could be created and included at the conference. The conference is designed to offer comprehensive information on stor water management to all that attend. Because of this strong public purpose, the District will be among a number of organizations partnering to present the conference and deliver an opportunity to communities and others to gain the knowledge necessary to develop a comprehensive storm water program. The primary objective of the District’s participation is to promote the public welfare by education the Board and the community in all aspects of storm water management. With the regional conference being held in such close proximity, the Board agreed that this would be an excellent learning opportunity for the Board themselves and the public. It will also be the perfect forum for distribution of information to the public as part of the District’s comprehensive storm water management plan.
Ø Action Taken/Required: Susan Berger motioned, seconded by Walt Daniels to be a sponsor of the 2009 Storm Water Conference at the Gold Level, at the cost of $2,000.00. Vote: All Yes.
DFT/SWD Communications: Walt Daniels talked with Pete Patterson and Dan Evers during the past month regarding the business of the District. Mr. Evers informed Walt that Larry Weis would attend the District’s meeting the 14th and report back to the Trustees.
NEW BUSINESS
2006-2007 State Audit: Susan Berger met with the State Audit team for a status meeting. Their final report should be ready in the near future.
COMMENT FROM BOARD MEMBERS None noted.
RESOLUTIONS No Resolutions were presented at this meeting.
MOTION FOR ADJOURNMENT
Ø Action Taken/Required: Susan Berger motioned, seconded by Walt Daniels, to Adjourn at 8:58 p.m. Vote: All Yes.
Next Regular Meeting: November 11, 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