DEERFIELD REGIONAL STORM WATER DISTRICT
REGULAR DISTRICT BOARD MEETING
Landen Station, 3292 Montgomery Road
Loveland, OH 45140
February 14, 2006
President Susan Berger called the meeting to order at 6:39 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
APPROVAL OF MINUTES
The Regular Board Meeting minutes dated January 10, 2006 were presented and reviewed.
Eric Luckage pointed out that Resolution No. 2005-44, Accepting continued coverage for the District as provided by Mariemont Insurance had been omitted from the final draft but, via email and prior to this meeting, he had asked Cathy Herrick to make the correction to the final copy for the Board’s approval and signature.
The Board agreed to approve these minutes with the above amendment added.
Ø Action Taken/Required: Susan Berger made a Motion, seconded by Jeff Thomas to accept the meeting minutes of January 10, 2006, with the amendment and as written. Vote: All Yes.
REPORTS OF BOARD, AND COMMITTEES
Jeff Thomas presented the annual budget request for DRSWD and for WCSWCD to be presented to the Deerfield Township Trustees for funding appropriations for the calendar year 2006. These funds will be used to further the efforts of the District in meeting the compliance of the NPDES Phase 2 requirements within the township.
Mr. Thomas proceeded with presenting the monthly invoices for approval and payment by the Board as follows:
Payment of the Bills:
· Fred Osborn’s Mobile Locksmith for installing a lockset and making duplicate keys to the DRSWD office, being invoice 24055 in the amount of $64.00.
· Cathy Herrick, wages in the amount of $447.75, also expenses for the purchase of office furniture, supplies, and postage in the sum of $268.10.
· Albers and Albers, Attorneys at Law invoice 10004 in the amount of $2,220.00 for legal services rendered.
· Minute Man Press invoice 67574 for costs associated with copying expenses in the sum of $22.60.
· Susan Berger reimbursement for the purchase of computer equipment for the DRSWD office being invoice 70073 in the sum of $986.97.
· CDM Engineering, invoice 80218699-4, for Task Order No. 2, in the sum of $2,885.00, invoice 80218698-3, for Task Order No. 1, in the sum of $1,495.00, invoice 80220687-4, for Task Order No. 1, in the sum of $3,702.50 and invoice 80220700-5, for Storm Water Study and implementation in the sum of $1,350.00.
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
CDM Update: Dr. Coleman updated the Board as to the status of the letter sent to Dave Gulley at the WCSWCD requesting the assistance of Warren County with the billing portion of the proposed storm water user fee to be implemented within Deerfield Township. Dr. Coleman advised he had learned that his letter had been forwarded to Dick Renneker, Administrator for Warren County Soil and Water but that no other information was available at this time other than that the County may wish to enter into some sort of contract or agreement for this arrangement. Dr. Coleman added that he would be contacting Mr. Gulley again during the upcoming week and attempt to set up a meeting to further investigate exactly what is required to secure the services of Warren County in the billing portion of the user service fees.
Dr. Coleman also commented that CDM was hopeful the billing of user fees could be initiated in early May but, advised that it could be June before all components were in place. Walt Daniels stated he felt all public meetings to educate the community of the user fees, should be completed prior to the actual introduction of the fees. Dr. Coleman said CDM Task Order No. 3 allows for their assistance and support in outreach efforts and public education. He suggested informal station type meetings versus forum type. After a lengthy discussion, it was decided by agreement of the Board, there would be two meetings established for public outreach and education regarding storm water issues and the impending user fees. It was also agreed, that these public meetings would take in a casual atmosphere with various stations set up, in a one-on-one setting, so that the public could investigate all areas of the District’s efforts and goals, as well as, learn the reasoning behind these fees and how they will be utilized.
The Board further agreed, they would publicize these informative public meetings by use of mailings to all Deerfield Township residents notifying and inviting them to participate. As the probability of some interested parties not being available to participate by attending these meetings, it was suggested a portion of the mailers could include a comments section for feedback from the community as to their thoughts and concerns regarding the user fees and related. Walt Daniels suggested the mailers be sent out immediately and the meetings should be scheduled in the upcoming month. Susan Berger had previously investigated costs associated with bulk mailings and said she would take responsibility for the coordination of dates and places to have these meetings and then have the mailers printed and sent out.
Ø Action Taken/Required: Motion was made by Walt Daniels and seconded by Jeff Thomas, giving Susan Berger the authority to coordinate two public meetings, in an open house type setting and to be held during the 3rd and 4th weeks of March, 2006, with one meeting to be held at the Landen Station location and another at the Snyder House location; also to notify each resident via use of mailer type correspondence sent to each resident’s address in Deerfield Township, as well as, advertisement in the local newspapers. Vote: All yes.
Ø Action Taken/Required: Jamie Coleman will contact Mr. John Harris, President of the local Chamber of Commerce and attempt to coordinate efforts with the chamber and investigate their interest in assisting with outreach to community and with participation in the upcoming meetings and advertising of same.
Credit/Adjustment Policy: Dr. Coleman presented to the Board, a draft copy of the Credit/Adjustment Policy, prepared by CDM, with regard to the storm water user fees. He went on to explain that an adjustment would typically be in order when someone has been unfairly charged and could be considered for reduction of costs when presenting the appropriate information and by submitting certain forms supporting the facts that the charges are not appropriate for the circumstances of the entity or private resident. He also explained the concept of what constitutes a credit saying if a billing recipient can justify they are going above and beyond critical storm water requirements, a credit could be considered. The Board discussed the possible instances when a credit may be in order. Dr. Coleman added each case would be different and would have to be considered by the circumstances involved.
The Board continued this discussion stating they felt it might be beneficial to involve the SWAC members in the creation of this policy and the more public involvement in establishing these guidelines the better the outcome. They agreed they would like to forward a copy of the draft to the SWAC members for their review and input. Walt Daniels added he felt this issue might be a good topic to include in the upcoming public meetings to further explore the ideas and thoughts of all community members.
Eric Luckage revisited the concern of the Board in creating regulations saying that this type of policy would be one of the items incorporated into the body of regulations and could be revised or added to as the regulations are developed over time. Susan Berger mentioned the Board had not yet adopted the actual user fee at this time. Mr. Luckage suggested that the Board should wait to actually adopt any regulations, policies or user fees until after the public meetings take place. Jamie Coleman said he would investigate with Warren County, when billing cycles occur so the Board could establish a timeline as to when they should have regulations in place as this step should be completed prior to the actual user fees being charged.
Simpson’s Creek Pond Review: Correspondence was received from the Township Trustee’s inquiring as to whether or not the Board was planning to review the maintenance of Simpson’s creek. With the assistance of Henderson & Bodwell, CDM planned to do a review of the area and upon completion, would create a technical memo to submit to the Deerfield Township Trustees, as well as, the DRSWD Board of Trustees. Dr. Coleman said this review or study would be implemented under Task Order No. 4, as presented to the Board for approval and acceptance. Dr. Coleman also presented Task Order No. 5, at this time, for the approval and acceptance of the Board.
Ø Action Taken/Required: Motion by Walt Daniels and seconded by Susan Berger to approve CDM Task Order No. 4. for review of Simpson’s Creek detention basin design and authorize its signature by Susan Berger. Vote: All Yes.
Ø Action Taken/Required: Motion by Jeff Thomas and seconded by Walt Daniels to approve CDM Task Order No. 5. for district meeting support and authorize its signature by Susan Berger. Vote: All Yes
Policy for Residential Fixes/Assistance: The Board again, addressed the issue of establishing a policy for assisting community members with individual issues relating to storm water problems. Walt Daniels stated he felt this was a very important issue and a policy needed to be developed as soon as practicable. Eric Luckage suggested that the Board explore another community’s policy and possibly extract some sort of example as to the content and application of a policy for Deerfield Township. Dr. Coleman agreed he would secure a copy of the current policy for the city of Mason and present it to the Board for review and further discussion.
Ø Action Taken/Required: Jamie Coleman will investigate obtaining a copy of the current policy for the city of Mason with regard to residential assistance in resolving individual problems related to storm water issues.
Township’s Concerns About Phone Calls: Susan Berger reported that she had spoken to Trustee Dan Corey and he felt that if the Township administrative staff would be fielding calls for the District, with respect to the upcoming user fees and inquiries resulting thereof, they should be compensated for their time. The Board agreed that if this was the route taken, compensation would be in order for their services. The Board thought if Warren County assisted in the billing portion of the fees, the County would most likely receive the initial telephone inquiries and not the Township. It was agreed, this issue would definitely need to be addressed but, until an agreement between Warren County and the District was actually established, a definite plan of action could not be arrived at this time. Jamie Coleman added he would prepare a “first line of defense” type script for whoever would be fielding these calls at the appropriate time of need.
DRSWD Web Site: Susan Berger reported that she had investigated the cost of securing a website for the District. The Board discussed the options and came to the agreement as set out in the following motion:
Ø Action Taken/Required: President Berger made a Motion, seconded by Jeff Thomas, to purchase the domain name of www.deerfieldstormwater.com and possibly .org and .net and upon doing so, will redirect the site through the Deerfield Township website, at costs of no more than $50.00 per year. Vote: All yes.
NEW BUSINESS
Fiscal Report for 2005 Jeff Thomas reported that he had spoken to Paul Rennick, Accountant, earlier in the day, and Mr. Rennick was unavailable to appear at the meeting as scheduled but, had sent copies of the audits which he had prepared along with draft copies of two letters, one being to the County Auditor and the other being the Auditor of State in Columbus, requesting a waiver on any late fees associated with submitting the financial reports. Mr. Thomas said Mr. Rennick asked that the Board provide the information as to what the Board is currently doing and their projected goals so that the information can be added to the financial reports as required. The Board discussed this matter and resulted agreed as reflected in the following Motion:
Ø Action Taken/Required: President Berger entertained a Motion, seconded by Walt Daniels to authorize Jeff Thomas to provide the information pertaining to the current activities of the Board, to the accountant to be added to the financial reports; Authorizing Jeff Thomas to submit the financial statements for 2004 and 2005 to the appropriate authorities; and Authorizing Jeff Thomas to sign the cover letters, prepared by the accountant, with regard to the financial statements and requesting the waiver of any late fees. Vote: All yes.
South West Ohio Storm Water Collaborative: There was another meeting of the SW Ohio Storm Water Collaborative which was attended by Susan Berger representing the District and various representatives from neighboring counties and entities. President Berger relayed the various types of advertising discussed between the participants and possible options that the District might want to take advantage of.
Ø Action Taken/Required: Susan Berger made a Motion, seconded by Walt Daniels, to spend $750.00 for radio advertisements in connection with the S.W. Ohio Storm Water Collaborative. Vote: All yes.
Pollution Prevention/Spill Prevention Plan: Copies of the Pollution Prevention/Spill Prevention Plan was reviewed by the Board. President Berger created the plan and reported that she had had it reviewed and approved by the Township. She added this plan is a required mandate to be submitted with the annual report. The Board agreed to accept it as written.
Ø Action Taken/Required: Walt Daniels proposed a Motion, seconded by Susan Berger, accepting the Storm Water Pollution Prevention/Spill Prevention Plan. Vote: All yes.
Ø Action Taken/Required: Susan Berger shall compile a 2005 Annual Report and present same at the next regular Board meeting for review.
Watershed Grant Workshop: There was a brief discussion regarding the attendance of a board member at the upcoming Watershed Grant Workshop to be held on February 22, 2006. Jeff Thomas said that he would available to attend on behalf of the District. Jeff said he was familiar with this grant stating the 3l9 Section of the Code pertained to non-source point pollution programs and improving water quality was the main goal of the grant.
Deerfield Day 2006: The Board discussed the Deerfield Day festival to take place in the fall of 2006. Reservations and planning is currently underway and the participation of the District was considered.
Ø Action Taken/Required: Motion by Walt Daniels, seconded by Jeff Thomas to spend $55.00 to secure a booth at Deerfield Day 2006. Vote: All yes.
S.W. Ohio Sediment & Erosion Control Field Day: The Board received an invitation to participate in the S.W. Ohio Sediment & Erosion Control Field Day held by Warren County and participated by builders, developers and engineers. They reviewed the various options of sponsorship and decided this was an important venture and they would like to express their support.
Ø Action Taken/Required: Susan Berger made a Motion, seconded by Walt Daniels to donate $250.00 to the S.W. Ohio Sediment & Erosion Control Field Day in support of their cause and efforts. Vote: All yes.
COMMENTS FROM BOARD MEMBERS
The Board had a discussion regarding Landen Lake and whether or not the District can make recommendations as to how to remedy the condition of the lake. Walt Daniels suggested that the Board make an appearance at the CSA meeting and offer their assistance in investigating solutions to this problem area. Dr. Coleman agreed that he would attend the CSA meeting along with Walt Daniels and offer some suggestions as to assisting of the association with this major community concern.
Jeff Thomas shared the 2004 Ohio Stream Quality Monitoring Report and spoke about the monitoring project in Simpson’s Creek. He added that Anne Lyons did the overseeing of this project and may be looking for assistance in the continuation of this study soon, if anyone would be interested in helping.
COMMENTS FROM GENERAL PUBLIC
Mr. Larry Weis forwarded a community member’s correspondence expressing his dissatisfaction with the possible leakage of a pond located nearby his residence. Warren County originally received the report and investigated the area as did Deerfield Township. There finds were inconclusive so, the Board decided that they should further investigate the area and talk with the community member and gather additional information. Dr. Coleman said that he would be happy to assist by telephoning the gentlemen and report his findings back to the Board at the next regular meeting.
Ø Action Taken/Required: Jamie Coleman shall call Matt Unger and discuss the particulars of his concerns with respect to the pond located near his residence and the possible leakage of said pond then later report his findings back to the Board.
RESOLUTIONS
As Mr. Luckage had just returned from being out of town for several weeks, there were no resolutions presented at this meeting but, will be presented at a later time for signature.
MOTION FOR ADJOURNMENT
Susan Berger made a Motion, seconded by Jeff Thomas, to adjourn at 9:40 P.M. Vote: All Yes.
Next Regular Meeting: March 11, 2006.
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