DEERFIELD REGIONAL STORM WATER DISTRICT
REGULAR DISTRICT BOARD MEETING
Landen Station, 3292 Montgomery Road
Loveland, OH 45140
November 8, 2005
President Susan Berger called the meeting to order at 6:34 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.
Chris Brausch, P.E. CDM Inc.
DRSWD Admin. Asst. Cathy Herrick
SWAC Members Scott Brown, Ralph Elliott, Jeanne Doan,
James Farmer
APPROVAL OF MINUTES
The meeting minutes dated October11, 2005 and the Pre-SWAC meeting minutes of October 26, 2005 were presented and reviewed.
Ø Action Taken/Required: Jeff Thomas made a Motion, Seconded by Walt Daniels to accept the meeting minutes as written. Vote: All Yes
REPORTS OF BOARD, AND COMMITTEES
PAYMENT OF THE BILLS:
· Mariemont Insurance, CNA Insurance for surety bond for Jeff Thomas, Invoice No. 66389 in the amount of $200.00.
· Cathy Herrick’s time for October and wages in the amount of $243.75, also expenses for postage in the sum of $13.62.
· Albers and Albers, Attorneys at Law invoice number 11796 in the amount of $3,481.00 for legal services rendered.
· Minute Man Press invoice number 66389 for costs associated with copying expenses in the sum of $16.88.
Ø Action Taken/Required: Motion by Walt Daniels and Seconded by Susan Berger to accept and pay the invoices as listed above. Vote: All Yes
SPECIAL ORDERS
None.
UNFINISHED BUSINESS AND GENERAL ORDERS
CDM Update: Jamie Coleman reported on the letter which he had sent to Mr. Richard Renneker, P.E., Warren County Sanitary Engineer, regarding the feasibility of including a Deerfield Regional Storm Water District service/user fee on the current Warren County water and sewer bill. Dr. Coleman advised that he received a favorable response to his inquiry and was advised that the first step would be to contact the Board of Warren County Commissioners and be placed on the agenda of one of the BOCC’s work sessions for their approval to proceed. Dr. Coleman also suggested that when meeting with the BOCC, the DRSWD Board should plan to bring evidence of Deerfield Township’s support in the efforts of the District.
Dr. Coleman added that the process of digitalization photography of the Township’s areas of interest and concern with regard to the District were nearly completed and should be in place soon.
SWAC Update: The fourth and final meeting of the SWAC (Storm Water Advisory Committee) was held on October 27th 2005. Dr. Coleman distributed a copy of the meeting minutes of this final meeting and a printed copy of the Power Point presentation to be seen indicating the conclusions and recommendations by the SWAC members to the District. Dr. Coleman then introduced Mr. Ralph Elliott, spokesman for the SWAC members. Mr. Elliott proceeded by thanking the DRSWD Board for the opportunity to serve as a member of the committee on behalf of himself and other members.
The SWAC made their presentation and recommended that the District implement the CIP’s (Capital Improvement Projects) a list of storm water problem areas. Mr. Elliott stated that the SWAC felt these projects were a major concern, with importance placed on storm water problems that have already occurred. The SWAC felt these projects should be the most urgent on the list of goals of the District. Also, the SWAC recommended implementing a fee schedule based on the projected costs of completing the CIP’s and the maintenance thereafter. It was also suggested that there should be a credit adjustment program for any entity or individual(s) that are doing above and beyond their usual requirements in the ongoing efforts in protecting the watersheds in Deerfield Township.
Mr. Scott Brown, another SWAC member stated that serving on the committee was a great opportunity and he was hopeful that the community would overcome the mental aspect of the proposed $5.00 service fee issue and realize the importance of the fees’ use. Mr. Brown felt it was important to educate the community as to the necessity of these improvements and maintenance of same in the township and with this knowledge the community might better understand the purpose of the SWD and be more accepting of the fees involved.
Walt Daniels, along with the other Board members, extended their gratitude to the SWAC members for their participation and valuable input in this important venture. Walt added that he hoped that the SWAC members would be interested in continuing their service to the community in this capacity as needed, possibly at a later date.
After a lengthy discussion as to the recommendations and implementation of the SWAC members’ presentation, Susan Berger asked if the Board was ready to vote on the acceptance of these recommendations. Walt Daniels said he felt comfortable with the recommendations and was ready to implement same. Eric Luckage raised the question to the Board, as to whether or not the numbers presented in the proposed service fee schedule should be adopted as is. Eric went on to say, that it would be difficult at this stage, to make concrete decisions based on these recommendations as things could change as the CIP’s are priority but other unforeseen situations could arise and change the course of action taken. Eric suggested that the Board be careful to clarify that by “accepting” recommendations of the SWAC, they are not committing the District to implementing the recommendations, as presented, without the opportunity for continual review. Every project will be evaluated individually and specifics such as costs and financing are unpredictable. The fee will be based on costs and obviously, costs will only be ascertained over time meaning that the fee will be constantly evaluated and adjusted as needed. He said they might want to adopt the suggestions of the SWAC in stages rather than as a whole and revisit the schedules and budget periodically as the projects are completed. Walt Daniels stated that the SWAC members were only making recommendations and specifying how they would like to see things work. Eric continued by saying that it would be difficult to project the costs of the CIP’s and other unforeseen costs that may arise out of these projects making it was unrealistic to lock in at one rate as this could change at any time. Eric suggested that Dr. Coleman compile a set of regulations or zoning codes and that the Board could adopt them in a timely order.
Ø Action Taken/Required: Walt Daniels made a Motion to accept the recommendations of the SWAC with the understanding that the Board will try to implement these recommendations to the best of their ability and revisit them as needed on an annual basis. Jeff Thomas Seconded. Vote: All yes.
The discussion continued with regard to credit adjustment on service fees and how that will be implemented. Walt Daniels proposed a motion to adopt a credit fee policy. After several minutes of discussing the best way to handle this area, it was the decision of the Board that CDM would prepare task orders regarding the credit fee policy, as well as, task orders for the purposes of assisting in the costs associated with public outreach and the explanation of the purpose and use of the fees.
Ø Action Taken/Required: Jeff Thomas made a Motion to have CDM prepare task orders for a credit adjustment policy and additionally for public outreach with a mailing of explanation to be sent to residents of Deerfield Township. Walt Daniels Seconded. Vote: All yes.
Accountant Update: Jeff Thomas reported that he had provided Paul Harr of Balestra, Harr, and Scherer, Consultants, LLC, CPA’s with the documents necessary to initiate the accounting program for the DRSWD. Jeff added that as soon as the basics were in place, Mr. Harr will be contacting him to setup dates and times to meet with him and Cathy Herrick to give instructions on the accounting program. Jeff again stated that it was again agreed that the Quick Books program will be utilized.
Watershed Signage Update: Jamie Coleman reported that he had completed the task of ordering the necessary signs and hardware needed to erect the signs with approximately a two week turn around time in delivery of said signs. Susan Berger added that she had spoke to Dan Evers who informed her that Deerfield Township’s Road Maintenance Department would be willing to install the signs with the stipulation that a formal contract or maintenance agreement may be needed. Ms. Berger added that the signs could therefore, be delivered to the Township for storage until they are erected. Susan Berger instructed Dr. Coleman that he would need to send a copy of the Map of Placement to Larry Weis at the Township to assist the Township in placing the signs at their proper designated areas.
Ø Action Taken/Required: Jamie Coleman will instruct that signs and hardware be delivered to the Deerfield Township Maintenance Department and provide a copy of the Map of Placement to Larry Weis.
DRSWD Website: Susan Berger stated that she would be talking with Fran Klatte about the feasibility of either adding a separate website for DRSWD or adding to the current information contained on Deerfield Township’s website in an effort to further educate the community in the storm water division and make details of the DRSWD more readily accessible and visible to the public.
DRSWD Office Space: Susan Berger reported that the Deerfield Township Trustees have agreed to allow the DRSWD to utilize a space within the township meeting hall as office space. She added that the Trustees preferred that upon doing so, locks be placed on the door to the office and also upon and any file cabinet(s) located within the office so that the area will be kept secure. Susan also reported that the Township is investigating the possibility of any unused computer equipment that may be utilized by the District in this new office space.
NEW BUSINESS
2006 Budget: Jeff Thomas presented a draft of the 2006 Budget which he prepared for the DRSWD. The Board discussed the draft of the District’s budget for 2006 and all were in agreement with the proposed amounts presented and their use. Susan Berger suggested that Jeff Thomas forward a copy of the budget, after recommended document updates, to Larry Weis for presentation to the Trustees with the District’s funding request.
Ø Action Taken/Required: Susan Berger made a Motion to approve and accept the 2006 Budget. Walt Daniels Seconded the Motion. Vote: All Yes.
Ø Action Taken/Required: Jeff Thomas will finalize the draft of the 2006 Budget for the DRSWD and forward a copy to Larry Weis for presentation to and approval of the Deerfield Township Board of Trustees.
COMMENTS FROM BOARD MEMBERS
None.
COMMENTS FROM GENERAL PUBLIC
None.
RESOLUTIONS
Eric Luckage presented the following previously adopted resolutions for signature of the Board: Resolution 2005-34, Approving payment of monthly bills, Resolution 2005-35, Approval of Purchase of Watershed Signage and hardware.
MOTION FOR ADJOURNMENT
Susan Berger made a Motion, Seconded by Walt Daniels, to adjourn at 8:29 P.M. Vote: All Yes.
Next Regular Meeting: December 13, 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