DEERFIELD REGIONAL STORM WATER DISTRICT
Special District Board Meeting
As part of the
Deerfield Township Trustees Work Session
4900 Mason-Montgomery Road, Suite 180
Mason, OH 45040
The Deerfield Regional Storm Water District Board of Trustees appeared before the Deerfield Township Trustees for the purpose of updating them on current storm water concerns and status of the Greenfield Place Storm Sewer Replacement Project.
President Walt Daniels called the meeting of the Deerfield Regional Storm Water District to order at 5:47 p.m.
Ř Action Taken/Required: Travis Fliehman motioned, seconded by Tim Greive to approve the Basic Financial Statement prepared by Balestra, Harr, & Scherer, LLC for the years ending December 2008 and 2007 and to further execute the Engagement Application form prepared by Balestra, Harr, & Scherer, LLC contracting their services. Vote: All Yes.
The DRSWD Board then discussed and approved moving forward with Susan Berger’s proposal in updating the website and creating a more user friendly site.
CALL TO ORDER: President Dan Corey called the work session to order at 6:35 p.m.
OFFERING OF PRAYER: Pastor Heather Webster, Deerfield United Methodist Church
PLEDGE OF ALLEGIANCE TO THE FLAG
ATTENDANCE:
Those present at the meeting were:
DFTWSP Members: Dan Corey, Dan Evers, Chris Romano
DFTWSP Attorney Tom Swope, Esq., Frost, Brown & Todd
DFTWSP Fiscal Officer: John R. Wahle
DFTWSP Staff Members Eric Reiners, Public Works Project Manager
Joel Smiddy, Parks Director
Fran Klatte, Public Relations Director
Lois McKnight, Community Development Director
Lt. Brian Tinch, Fire Chief, Chris Eisele,
DFTWSP Asst. to Admin. Peggy Monjar
DRSWD Members: Walt Daniels, Tim Greive, and Travis Fliehman
DRSWD Attorney Eric Luckage, Esq., Albers & Albers
Technical Consultant: Chris Calpin, Camp, Dresser & McKee, Inc.
Andrew Bohlen, Camp, Dresser & McKee, Inc.
Administrative Assistant: Cathy Herrick
Public Members: Connie Yingling, Lynn Sliger
The Deerfield Township Board of Trustees attended to their regular business at this time in order with their agenda.
Agenda Item 2. – Public Works – Greenfield Place Eric Reiners, Public Works Project Manager, began the discussion stating at the direction of the Deerfield Township Trustees, he and his staff were asked to review the Greenfield Place storm sewer project with a goal to determine what immediate steps could be taken to restore the flow.
Mr. Reiners reported his findings as follows: The entire run of the 48” storm sewer located on the eastern portion of the subject area has failed and needs to be replaced and a spot repair needs to be performed on the 42” storm sewer just of east of the above-mentioned area. He added these repairs would be considered two separate projects.
Cost estimates for the two projects were received from the original site developer, Charles H. Hamilton Company, who has agreed to perform the work with no equipment charges and at no profit but only costs and labor. Project I (48” storm sewer) was bid at $19,267.50; Project II (42” storm sewer) was bid at $13,552.20.
It was also reported that the pipe manufacturer, ADS has agreed to provide the required pipes at no cost and that they will perform the installation and inspection for the replacement and repairs on both projects. ADS has also agreed to participate in a pre-construction meeting to conduct a complete review of the projects and if their products are utilized, have given a fifty (50) year guarantee on same.
Mr. Reiners concluded by adding, in the event the District decides to proceed in this manner, a formal contract was recommended between the contractor and the District of which, he and his staff are willing to be the acting construction manager of the projects and would facilitate any coordination required between the contractor and the District. A copy of the memorandum, proposals from Charles H. Hamilton and the site map are attached for reference.
The Deerfield Township Trustees stated they and members of the various organizations of the community were attempting to offer a fiscally responsible solution to the problem but the ultimate decision was the Deerfield Regional Storm Water District. The two entities discussed various aspects of the proposal. The Deerfield Township Trustees advised the Deerfield Regional Storm Water District Board to discuss and consider this option and to report back to them upon reaching their decision as to how they wish to proceed.
At 7:30 p.m., the Deerfield Regional Storm Water District Board concluded their portion of their meeting with the Deerfield Township Trustees and continued their meeting in another location. A discussion regarding the proposal was conducted.
Ř Action Taken/Required: Walt Daniels motioned, seconded by Travis Fliehman to proceed with following up on the opportunity of inkind services with Charles H. Hamilton Company and ADS, and to explore the legal aspects of contracts and engineering details associated with same. Vote: All Yes.
Ř Action Taken/Required: Tim Greive motioned, seconded by Walt Daniels to adjourn this special meeting of the Deerfield Regional Storm Water District at 8:14 p.m. Vote: All Yes.
Next Regular Meeting: May 12, 2009
The Deerfield Regional Storm Water District Board meets the second Tuesday of every month at 6:30 p.m., unless otherwise notified.
Attest:
_________________________________
Travis Fliehman, Secretary/Treasurer