DEERFIELD TOWNSHIP REGIONAL STORM WATER
DISTRICT BOARD MEETING
February 8th, 2005
President Susan Berger called the meeting to order at 5:02P.M.
Those present at the meeting were:
Board Members: Susan Berger, Walt Daniels, and Jeff Thomas
Attorney: Eric Luckage, Albers & Albers (arrived at 6:30pm)
Administrative: Patricia Rexford (arrived at 6:30pm)
DFT Liaison: Larry Weis
Public: Marsha Rolph and David McElroy - Warren County Soil & Water Conservation District.
Woolpert Presenters: Thomas Brankamp, Frank Rothfuss, David Brown from Woolpert Engineering (5:10pm - 5:55pm).
CDM Presenters: Christopher Brausch, Jamie Coleman, and Christopher Calpin from CDM engineering (6:00pm 6:45pm).
ENGINEERING FIRM INTERVIEWS: The engineering firms of Woolpert and CDM gave their presentations with respect to the District’s consulting engineer contract. The Board asked various questions of both firms about their qualifications with respect to EPA, Phase II storm water requirements, fee structures, rules and regulations, storm water control projects and multiple other issues covered in the request for Statements of Qualification. After each engineering firm completed their presentations, they left the meeting. The Board agreed that it would discuss the evaluation of the firms later in the meeting.
APPROVAL OF MINUTES:
Meeting minutes dated January 11th, 2005 were read. Motion by Walt Daniels to accept the minutes, seconded by Jeff Thomas. Vote: all yes
Motion by Jeff Thomas and second by Walt Daniels to add Secretary’s Attest signature line to all future meeting minutes. Vote: all yes.
PAYMENT OF THE BILLS: Walt Daniels presented the following invoices for consideration by the Board: Mariemont Insurance, invoice # 19250 for $300.00 ($200 for bond for Walt Daniels, $100 for bond for Patricia Rexford), Albers & Albers invoice # 11516 for $3226.40.
Ø Action Taken: Motion by Susan Berger and second by Walt Daniels to pay the bills as presented: Vote: all yes.
BOND FOR TREASURER AND ADMINISTRATIVE ASSISTANT: General discussion between Jeff Thomas, Susan Berger, and Walt Daniels concerning Walt Daniel’s bond and the transfer of that bond into another’s name. Officer elections will occur within the time of the bond and the Treasurer position could possible change from Walt.
Ø Action Taken/Required: Patricia Rexford will contact Donald Davis at Mariemont Insurance to find out how easily bonds can be transferred into another name, or to add an additional name. Walt Daniels will wait to sign off on his bond until this is resolved.
TIME SHEETS FOR ADMINISTRATIVE ASSISTANT: Susan Berger inquired about Patricia Rexford’s time and timesheets. It was suggested that in order for her time and expenses be reviewed and approved, she will turn in her time sheets and expenses with each board member’s monthly meeting information.
Ø Action Taken/Required: It was agreed by all that she will be paid monthly.
Susan Berger inquired if anyone has sent letters to the unselected Administrative Assistant candidates that were interviewed. No Board members had done so. In addition to the Administrative Assistants, it was suggested by all members that the engineering firms who were not chosen to negotiate a contract also be sent a letter informing them of the District’s selection and thanking them for their interest.
Ø Action Taken/Required: Patricia Rexford will confirm with Larry Weis if the above letter to the Administrative Assistant applicants have been sent, and if not, she will ask Larry Weis to please do so. Susan Berger will prepare the letters to the engineering firms.
NEW BUSINESS:
MEETING AGENDA FORMAT: There was general discussion regarding the meeting’s agenda and format. It was agreed by all that at the end of each Board meeting they would briefly discuss agenda items for the next month’s meeting. Patricia Rexford will create the agenda, e-mail to all members, and Eric Luckage. Any changes to be made by members and/or Eric Luckage will be sent to Patricia Rexford electronically, in a timely manner, in order that she can make the appropriate corrections.
ADMINISTRATIVE ASSISTANT CONTRACT: Eric Luckage and Patricia Rexford presented Patricia’s contract for employment to all members. All members reviewed the contract in attendance.
Ø Action Taken/Required: Motion by Susan Berger and second by Jeff Thomas for a Resolution to accept Contract of Bookkeeping and Clerical Services for Patricia Rexford and to authorize its signature by the Board. Vote: all yes.
Ø Action Taken/Required: Patricia Rexford wanted to meet again with Larry Weis in order to better understand Administrative tasks.
STORM WATER MANAGEMENT PLAN AMENDMENTS: There was general discussion among Susan Berger, Walt Daniels, Jeff Thomas, Marsha Rolph, and David McElroy regarding the Storm Water Management Plan (SWMP) revisions for the EPA. OEPA had requested a few changes to the original SWMP submitted by the Township. Marsha Rolph and David McElroy offered input into proposed amendments to the plan. Susan Berger provided new wording and provisions to the SWMP.
Ø Action Taken/Required: Motion by Walt Daniels and second by Jeff Thomas to accept the provisions, present them to the Township Trustees, and ultimately the EPA. Vote: all yes.
Walt Daniels inquired about a website that the public would have access to and would keep track of all “hits” the website receives. Marsha Rolph informed the Board members that there is the possibility of a grant from the State of Ohio, which would provide some funding for this website. Should the funding become available, Marsha suggested that the Board allow the Warren County Soil and Water Conservation District maintain this website. Marsha also informed the board that there is a fact sheet for the public to review regarding storm water maintenance, etc. All board members wanted a copy of this fact sheet.
Ø Action Taken/Required: Marsha Rolph will e-mail all contact information regarding the above referenced grant to Patricia Rexford. Patricia will then forward the information to all board members. Marsha Rolph will e-mail Patricia Rexford a copy of the above referenced fact sheet and will forward it to Susan Berger.
David McElroy had comments regarding a revised memo between his agency and the Township. He also wanted to present an invoice for payment for SWMP services provided by the WCSWCD and discussed a three-way Cooperative Agreement with his agency (Warren County Soil and Water Conservation), the Deerfield Regional Storm Water District, and the Township regarding the WCSWD’s performance of certain functions on behalf of the Township Storm Water Management Plan. David McElroy then provided 3 copies of the Cooperative Agreement for review.
Ø Action Taken/Required: The Board and David McElroy are to meet with the Township Trustees regarding the above referenced agreement on February 25th, 2005.
Motion by Susan Berger, second by Walt Daniels to recess the meeting at 8:30 P.M. for 15 minutes. Vote: all yes.
Motion by Walt Daniels, second by Susan Berger to call meeting to order at 8:45 P.M.
Vote: all yes.
ENGINEERING FIRM SELECTION: Discussion by all board members regarding Woolpert’s and CDM’s presentations. All members tallied their evaluation/ranking forms, and the results were as follows:
CDM – 721 points
Woolpert – 664 points
Ø Action Taken/Required: Walt Daniels made a motion, second by Jeff Thomas that declares CDM to have scored the highest under the Ohio Qualifications Based Selection process and that the District select CDM Engineering and enter contract negotiations with CDM. Vote: all yes.
Eric Luckage mentioned that his firm prefers their engineering contract to typical contracts prepared by engineering firms. After discussion, Walt Daniels suggested that CDM provide a contract for their services, have Eric Luckage review said contract, and make recommendations in the best interest of the District.
Susan Berger asked Eric Luckage about the filing of information regarding the hiring of an engineering firm. Per Eric Luckage, ALL files, presentation binders (one copy per engineering firm), notices to public, and evaluation forms, etc. should be maintained indefinitely.
Ø Action Taken/Required: Patricia Rexford is to confirm with Larry Weis the location of said files and she is to properly maintain them. Susan Berger and Jeff Thomas provided Patricia Rexford with the paper results of their surveys; Walt Daniels is to provide his at a later date.
COMMENTS FROM BOARD MEMBERS:
Susan Berger wanted the Regional Storm Water District to appear in each Deerfield Township newsletter and/or newspaper. This is to better inform the public of the District’s role in storm water maintenance, etc.
Ø Action Taken/Required: Patricia Rexford will contact Fran Klatte about putting small, informative, articles into future issues, including how much space is allowed and deadlines for the articles. Patricia will forward this information to Susan Berger.
Jeff Thomas asked for more information about a resolution, previously mentioned by Eric Luckage, regarding procedural guidelines for public meetings and notification to the public. Eric provided explanation that it is required under Ohio law and simply establishes notification of meeting procedure for the public.
Ø Action Taken/Required: Patricia Rexford has a hard copy of this resolution; she will distribute it with board members’ next meeting packet.
General discussion between all members in attendance and Eric Luckage regarding the necessity of an accountant. Eric Luckage explained his concerns and the reasoning behind the need of an accountant. Eric Luckage informed the board members that the hiring of an accountant may be handled as a service contract.
Officer elections shall occur during the March Board meeting
ADJOURNMENT:
With no further business, Susan Berger made a motion to adjourn the meeting. Seconded by Jeff Thomas. Vote: all yes. Meeting adjourned at 9:27 P.M.
Next Regular Meeting: March 8, 2005.
The second Tuesday of every month at 6:30 p.m., unless otherwise notified.
Attest:
_______________________________
Walter Daniels, Secretary/Treasurer