DEERFIELD REGIONAL STORM WATER DISTRICT
REGULAR DISTRICT BOARD MEETING
4900 Parkway Drive, Suite 180
Mason, OH 45040
February 10, 2009
President Walter Daniels called the meeting to order at 6:34 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 Consultant: Chris Calpin, CDM
Admin. Assistant: Cathy Herrick
Public Members: None in attendance.
APPROVAL OF MINUTES
Ø Action Taken/Required: Tim Greive motioned, seconded by Susan Berger to accept and approve the Regular Board meeting minutes of January 13, 2009 and Special Meeting Minutes of December 9, 2008, as presented. Vote: All Yes.
Treasurer’s Report: Ms. Berger presented the treasurer’s report which included the 2009 Income/Expense versus Budget report. She spoke to the District’s contact at the Fifth Third Bank regarding the recent service fees being added to the District’s monthly account statements. She was informed that a new policy had been implemented and possibly the fees could be recovered but it was being investigated and further information would be made available as received.
Review of Monthly Invoices and Time sheets/Expenses:
Ms. Berger presented the expenses for January as follows:
Payment of the Expenses:
· CDM, Proj. #63210, T.O. #11, $605.00;
· CDM, Proj. #63353, T.O. #12, $24,971.86;
· CDM, Proj. #63108, T. O. #13, $929.14;
· CDM, Proj. #63251, T.O. #14, $2,059.32;
· CDM, Proj. #67989, T. O. #15, $12,666.90;
· CDM, Proj. #68333, T.O. #16, $11,602.98;
· CDM, Proj. #68927, T.O. #19, (Phase II) $16,331.02;
· Albers & Albers, Inv. #10993, $9,555.25;
· Cathy Herrick, wages Dec/Feb, $1089.38;
· Cathy Herrick, reimbursement computer software, postage and mileage,$89.31;
· Cincinnati Bell, telephone expense, $34.02;
· Warren County Water & Sewer, Inv. #09-016, $2,002.00;
· Treasurer, State of Ohio, Ohio EPA 1GQ00036, $200.00.
Ø Action Taken/Required: Tim Grieve motioned, seconded by Walt Daniels to accept and pay the invoices for January, 2009, as presented. Vote: All Yes.
SPECIAL ORDERS None noted.
PUBLIC FORUM None noted.
UNFINISHED BUSINESS AND GENERAL ORDERS
CDM Monthly Update: Chris Calpin gave an overview of CDM’s Monthly Update memorandum which specifies activities with regard to the open Task Orders and their progress. A copy of the Monthly Update is available for review. Highlights of the Task Orders were as follows:
Task Order No. 12. – Storm Water Modeling and System Evaluation – Phase 1: Data continues to be collected to complete this task order. Mr. Calpin proposed utilizing a method whereas rain gauges are used in coordination with chalking of various culverts within streams to assist in calibrating the models. Mr. Calpin added, this action will suffice as a MS4 requirement as well. A proposed amendment to Task Order No. 12 was discussed whereas additional funding may be needed to support the costs associated with completing this portion of the study.
Ø Action Taken/Required: Walt Daniels motioned, seconded by Tim Greive, to increase the budget amount of Task Order No. 12, Storm Water Modeling and System Evaluation, by $10,000.00, to conduct the model calibration by the chalking method. Vote: All Yes.
Task Order No. 15 – 2008 Greenfield Place Storm Sewer Replacement. - It was reported, the project was 90% completed with regard to design, contract document preparation and technical specifications, as well as, the engineer’s total estimated construction costs. Soil samples have been taken and appear to be appropriate for construction purposes. CDM has been communicating with ADS regarding the warranty language to ensure there is a specific lifetime warranty on their products.
The next step was discussed, being the matter of construction easements needed from the property owners. It appears there will be 15 to 17 properties where easements will need to be granted. It was decided, a letter would prove more effective than a meeting in doing so. A letter was being prepared by CDM and the District’s legal counsel which would include, a deed of easement with legal description, map of easement and a cover letter explaining the accompanying documents.
Mr. Calpin then opened a discussion with the Board regarding the two options available for repairing the storm sewer, one being the concrete pipe and the other choice the high density polyethylene pipe with flowable fill. He detailed the various methods and the cost effectiveness of each. A basic timeline was also discussed with March being the target date to make a decision on which method was going to be utilized and the resolution of necessity being prepared. It was also noted, they hoped for a projected start date of June and with the assessments in place by September. These dates were only speculative and were dependent upon all parties being in agreement.
Ø Action Taken/Required: Chris Calpin shall send a digital copy of the cost comparison to the Board for their review and consideration in selecting the most efficient method of making the repair.
Task Order No. 16 – Greenfield Place Storm Sewer Repair Miscellaneous Support – CDM has met with various property owners who have questioned their participation in the storm sewer repair project after receiving notice of an assessment. After completing field investigations of each, there have been 23 properties removed from the list. It was noted, 17 of the properties were removed due to unity of use, whereas the properties were shared and would only be assessed one time. A chart of these properties was presented to the Board for their review.
Mr. Calpin also raised the question as to whether the Board was interested in submitting the Greenfield Place Storm Sewer Repair Project for consideration of funding to be provided by the federal stimulus package through the Water Quality Projects for Economic Stimulus Assistance in 2009, which was represented in a copy of the letter from the Ohio EPA regarding same.
Ø Action Taken/Required: By agreement of the Board, CDM shall prepare and submit the necessary information for consideration of funding with regard to the Greenfield Place Storm Sewer Repair Project.
Task Order No. 17 – 2009 General District Support Services (Meetings/NPDES Compliance) The District received an Ohio EPA Public Notice regarding Final Action issuing effective January 30, 2009, the General Permit Authorization for Small Municipal Separate Storm Sewer Systems (MS4) to Discharge Storm Water under the National Pollutant Discharge Elimination Systems (NPDES).
The District received the Ohio EPA’s response to comments and questions on the NPDES General Permit for Small Municipal Separate Storm Sewer Systems (MS4) for the period ending February 21, 2008. A discussion regarding same ensued. CDM commented that they will have a report prepared by March.
Task Order No. 18 – 2009 Private Drainage Problem Investigation Support - CDM responded to a question raised by Tim Greive as to the possibility of utilizing a grant from the Ohio EPA, specifically Ohio EPA Section 319 Administrative Grants, in the Simpson’s Creek Bank Stabilization project. It was reported that an application would have to be submitted by May 7, 2009, to be considered and if approved, funds would not be available until 2010. The Board agreed to consideration this information and action.
Ø Action Taken/Required: Susan Berger motioned, seconded by Walt Daniels, to file a Notice of Intent Form for Phase II with the Ohio EPA for the new General Permit in the sum of $200.00. Vote: All Yes.
Ø Action Taken/Required: Walt Daniels motioned, seconded by Tim Greive to approve and accept, Amendment No. 1, to Task Order No. 16 between the District and CDM for additional services not to exceed $28,155.00. Vote: All Yes.
Greenfield Place Subdivision Business: This agenda item was addressed in the Task Order No. 15 and 16 discussions as referenced above.
Regional Storm Water Collaborative Update: Susan Berger spoke about the progress in the Storm Center group saying she had spoken with Amy Pond from the Warren County Soil and Water Conservation District and Holly Halcomb of Hamilton County and learned that the funding they were hoping for from the Cincinnati Zoo was not going to be available. It was noted, funds were available for the project but not until 2010.
DFT/SWD Communications: Walt Daniels spoke to Dan Corey, President of the Deerfield Township Trustees. During the Deerfield Township Trustees meeting on February 9, 2009, Travis Fliehman was appointed as a Board member for the District as a result of an opening on the Board and due to Susan Berger’s resignation. Mr. Daniels inquired as to the availability of the other Board members to attend the Deerfield Township Trustees’ meeting of Tuesday, February 17, 2009, at which meeting the Deerfield Township Trustees plan to honor and recognize Ms. Berger’s service to the community. The Board members agreed to make plans to attend as a Special Meeting of the Board.
Eric Luckage suggested a meeting be arranged sometime in early March and prior to the next regular meeting, with Travis Fliehman, to share information with him regarding the operations of the District.
NEW BUSINESS
Walt Daniels proposed utilizing Susan Berger’s services to continue assisting the District with certain activities, i.e., maintaining the District’s website, accounting duties, and communications with the Regional Storm Water Collaborative, for a period of three (3) to six (6) months and to be conducted as a contracted position. The Board was in agreement to this type arrangement and Mr. Luckage agreed to compose a contract for consideration of the Board and Ms. Berger.
COMMENT FROM BOARD MEMBERS
Walt Daniels, Tim Greive, Eric Luckage and Chris Calpin each expressed their appreciation for the dedicated service which Susan Berger had displayed during the past five (5) years as a charter board member of the District’s Board of Trustees saying her contributions to the District’s growth were commendable.
RESOLUTIONS
Eric Luckage presented the following resolutions: Resolution No. 2009-01, Accepting and Approving the revised 2008 Budget.; Resolution No. 2009-02, Accepting and Approving the 2009 Budget; Resolution No. 2009-03, Accepting and Approving payment of the December 2008 invoice as presented; Resolution No. 2009-04, Approving a contribution in the sum of $5,000.00, to the Storm Center Project; Resolution No. 2009-05, Approving an amendment to Task Order No. 15 in the sum of $9,930.00, Approving Task Order No. 17, in the sum of $39,480.00 and Approving Task Order No. 18, in the sum of $49,960.00.
MOTION FOR ADJOURNMENT
Ø Action Taken/Required: Susan Berger motioned, seconded by Walt Daniels, to Adjourn at 8:25 p.m. Vote: All Yes.
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