DEERFIELD REGIONAL STORM WATER DISTRICT
REGULAR DISTRICT BOARD MEETING
Landen Station, 3292 Montgomery Road
Loveland, OH 45140
October 11, 2005
CALL TO ORDER:
President Susan Berger called the meeting to order at 6:37 P.M.
ATTENDANCE:
Those present at the meeting were:
Board Members: Susan Berger, Walt Daniels, and Jeff Thomas
Attorney: Eric Luckage, Esq., Albers & Albers
Engineering: Jamie Coleman, Ph.D., CDM Inc.
DRSWD Admin. Asst. Cathy Herrick
Public: Diana Halligan, Tim Hershner
APPROVAL OF MINUTES
The meeting minutes dated September 6, 2005 were presented and reviewed.
Ø Action Taken/Required: Jeff Thomas made a motion, seconded by Walt Daniels to accept the meeting minutes. Vote: All Yes
REPORTS OF BOARD, AND COMMITTEES
PAYMENT OF THE BILLS:
· Susan Berger expenses incurred for the purchase of a sign and materials utilized at the Deerfield Day booth totaling $175.48.
· Cathy Herrick time for September and wages in the amount of $235.00, also expenses for postage in the sum of $5.30.
· Albers and Albers, Attorneys at Law invoice number 11738 in the amount of $2,532.65 for legal services rendered.
· Minute Man Press for costs associated with copying expenses in the sum of $9.45.
· Invoices from CDM Engineering, being Task Order I, Invoice No. 80210299/1 in the amount of $2,097.50 and Task Order II, Invoice No. 80210300/2 in the amount of $37,422.17.
Ø Action Taken/Required: Motion by Walt Daniels and seconded by Jeff Thomas to accept and pay the invoices as listed above. Vote: All Yes
SPECIAL ORDERS
None.
UNFINISHED BUSINESS AND GENERAL ORDERS
Accountant Update:
Jeff Thomas reported that the initial agreement/engagement letter with Balestra, Harr, and Scherer, Consultants, LLC, CPA’s had somehow been misdirected in the mail which had caused a delay but had now been recovered and that he would be meeting with the accountant prior to the November board meeting to establish a timeline on initiating the accounting program. Susan Berger inquired as to the feasibility of the Quick Books program being utilized. Mr. Thomas stated that he had made the accountant aware that Quick Books was their preference and that this program would put into place.
CDM Update: Jamie Coleman presented a draft copy of a letter which he had prepared to be sent from the DRSWD Board to Mr. Richard Renneker, P.E., Warren County Sanitary Engineer, referencing: Request for Inclusion of Deerfield Regional Storm Water District Service Fee on Warren County Water and Sewer Bill. The objective of this letter was to investigate the feasibility of utilizing Warren County’s Water and Sewer Billing Department to collect the service/user fee for Deerfield Township’s storm water management program. The Board also hoped to learn exactly how service/user fees are calculated. It was also decided that this letter was more of an inquiry as to future decision making goals thus the Board requested that Dr. Coleman send the letter directly from his hand.
SWAC Update: The third meeting of the SWAC was held on September 22, 2005. Jamie Coleman distributed a copy of the handout presented to the SWAC members at the meeting indicating Financing and Level of Service Selection. Dr. Coleman said that the SWAC members showed interest in two types of financing and would make recommendations to the Board sometime after their fourth and final meeting on October 27, 2005. Walt Daniels suggested that the SWAC members be given adequate time to prepare for and make their final presentation to the Board and that if they were not prepared to do so at the November Board meeting, it would be quite acceptable to receive their presentation/recommendations at the December or January meeting.
Deerfield Day Follow-Up: Susan Berger reported that the DRSWD booth at the recent Deerfield Day activities was a successful venture with lots of public interest and inquiries. She felt that the goal to raise public awareness as to the issues and goals of the DRSWD were well received
Watershed Signage Update: Susan Berger stated that there has not been any updated information as to the status of an intergovernmental contract with Deerfield Township at this time. Walt Daniels suggested that the Board move ahead with the purchase of the necessary signage and hardware required in erecting the signs as to be prepared when the contract is in place. Ms. Berger was concerned with storage of the materials until it was feasible to place them. Mr. Daniels volunteered that, if necessary, he would be willing to store these materials at his home.
Ø Action Taken/Required: At 7:35 p.m., Walt Daniels entertained a motion for a five minute recess. Susan Berger seconded the motion. Vote: All yes.
The Board meeting was reconvened at 7:40 P.M.
The Board proceeded with a discussion as to the previously reported number, size and costs of the signs required and the costs of labor associated with the erection of the signs to complete the watershed signage project. It was decided by the Board, to move forward with the purchase of the signs and hardware at this time. It was also agreed, that Jamie Coleman would proceed with ordering and purchasing said signage on the Board’s behalf.
Ø Action Taken/Required: Walt Daniels made a Motion to authorize Jamie Coleman to proceed with the purchase of the necessary signage from A & A Signs, and purchase the mounting lumber and hardware, not to exceed the total budgeted costs of $4,000.00. Susan Berger seconded the motion. Vote: All yes.
NEW BUSINESS
DRSWD Office Space: Susan Berger stated that she had spoken to Larry Weiss with regard to use of an area within the Township Meeting Hall as DRSWD office space. Mr. Weiss informed Ms. Berger that this request was mentioned at the Trustee’s Meeting but no final decision had been made at this time.
DRSWD Central Computer: President Berger reported that she had done some comparative shopping as to the costs of purchasing a computer to be utilized by the Board for accounting purposes. Eric Luckage suggested that the Board look into the particulars associated with purchasing equipment and supplies through the state purchasing program administered through the Department of Administrative Services and that he would recommend checking with Deerfield Township to see if they are presently participating in this program which may helpful in streamlining the process for their own interests.
Kinko’s Corporate Account: Susan Berger reported that she had initiated the set-up of a corporate account on behalf of the Board with Kinko’s. It was decided that each member of the Board would receive a card which would give them access to use of the account for necessities or supplies relating to the Board’s needs. Walt Daniels asked if there was a need to advertise for various bids as to this type of account. Eric Luckage said that it was not necessary to do so unless the costs involved would exceed $25,000.00.
2006 Funding from Deerfield Township: The Board discussed the District’s budget for 2006. Larry Weis asked the Board if they planned to request $150,000.00 for their 2006 budget, as for the previous year. Walt Daniels and Jeff Thomas stated that the DRSWD would likely need the entire amount. Susan Berger felt that the Board should do a budget proposal and decide on the amount needed from the results of same. Eric Luckage stated that at the Board’s November meeting, they should adopt a budget for 2006. Such a budget can be amended as necessary, but should be adopted prior to July 15. Having missed that date, it should be adopted as soon as possible. Susan Berger said that she would contact Larry Weis to find out what was required to move forward with the funding request.
COMMENTS FROM BOARD MEMBERS
None.
COMMENTS FROM GENERAL PUBLIC
Diana Halligan, Brookside Court – Ms. Halligan informed the Board that she would like to see more public information available as to the activities of the DRSWD and goals thereof. She commented that she really enjoys the educational aspect of the District’s efforts and would welcome the prospect of a web site sharing the progress with the public. Susan Berger agreed that a web site was a definite need with more people turning to the internet for information.
Ms. Halligan continued with a request for volunteers to assist her in a quality pollution control study that she participates in for the OEPA, whereas the volunteers visit various watersheds in the area and count and list the existing invertebrates that are co-existing there as to complete this qualitative study. Susan Berger and Walt Daniels indicated that they may be available to assist in this type of study and would discuss the particulars with Ms. Halligan at the conclusion of the meeting.
Tim Hershner, 1826 Church Street – Mr. Hershner remarked regarding the discussion about the District’s need to purchase a central computer informing the Board that Deerfield Township has various computers and related equipment that were no longer being utilized and that it might be worth looking into these used machines as they were regularly auctioned off or for sale at very reasonable costs.
Eric Luckage presented the following previously adopted resolutions for signature of the Board: Resolution 2005-31, Approving payment of monthly bills, Resolution 2005-32, Approval of Engagement Letter with accountant, Resolution 2005-33, Purchase of DRSWD sign from Kinko’s.
MOTION FOR ADJOURNMENT
Walt Daniels made a Motion, seconded by Susan Berger, to adjourn at 8:40 P.M. Vote: All Yes.
Next Regular Meeting: November 8, 2005.
The Deerfield Regional Storm Water District Board meets the second Tuesday of every month at 6:30 p.m., unless otherwise notified.
Attest:
_________________________________
Jeff Thomas, Secretary/Treasurer