DEERFIELD REGIONAL STORM WATER DISTRICT
REGULAR DISTRICT BOARD MEETING
Landen Station, 3292 Montgomery Road
Loveland, OH 45140
March 14, 2006
CALL TO ORDER:
President Susan Berger called the meeting to order at 6:47 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
Accountant: Paul Rennick, CPA
Public: Larry Rude
APPROVAL OF MINUTES
The Regular Board Meeting minutes dated February 14, 2006 were presented and reviewed.
Eric Luckage pointed out that he had requested further clarification to be added to the notes just prior to the meeting as to the description of Task Orders No. 4 and 5, with language added to the minutes reflecting same. The language was added to the final copy and the Board members were given the changes.
Ø Action Taken/Required: Susan Berger made a Motion, seconded by Jeff Thomas to accept the meeting minutes of February 14, 2006, with the amendments and as written. Vote: All Yes.
REPORTS OF BOARD, AND COMMITTEES
Treasurer’s Report:
Jeff Thomas presented the monthly invoices for approval and payment by the Board as follows:
Payment of the Bills:
· Cathy Herrick, wages in the amount of $405.00, also expenses for postage in the sum of $7.95;
· Albers and Albers, Attorneys at Law invoice 10004 in the amount of $4,329.00 for legal services rendered;
· Minute Man Press invoice 67965 for costs associated with copying expenses in the sum of $23.84;
· Susan Berger reimbursement for contracting web accounts through Big Daddy.com in the sum of $32.45;
· BPM, in the sum of $1414.23 for bulk mailing for public meetings.
Ø Action Taken/Required: Motion by Jeff Thomas and seconded by Walt Daniels to accept and pay the invoices as listed above. Vote: All Yes.
SPECIAL ORDERS
Election of Officers:
Ø Action Taken/Required: Jeff Thomas made a Motion, seconded by Walt Daniels, nominating Walt Daniels as President of the Board, Jeff Thomas as Vice-President of the Board, and Susan Berger as Secretary/Treasurer of the Board. Vote: All yes.
Walt Daniels proceeded with the meeting at this time in the position as President.
UNFINISHED BUSINESS AND GENERAL ORDER
CDM Update: Dr. Coleman reported that he and Chris Brausch had a meeting with Warren County and were now awaiting a query to be compiled by Warren County’s staff of all the records for Deerfield Township’s residents. He further reported that the Warren County Auditor’s office was under going a change in their system that would link all utility records to the auditor’s billing records and stream line the information available for billing purposes of the user fees. Dr. Coleman also advised the Board that he had learned that Warren County would require a contract or agreement for the billing coordination between the Township and the County.
Dr. Coleman then touched briefly on the subject of the Simpson’s Creek project stating that he had communicated directly with Bodwell and Henderson to be sure that the maps in his possession were not construction drawings and saying that when all the necessary information is received, he will prepare a formal report and present it to the Board for review and presentation to the Township.
Community Member, Matt Unger and pond leakage concerns: Dr. Coleman reported that he had scheduled a meeting with Mr. Unger at his residence on March 20th, 2006, to review his concerns and report his findings at a later date. The Board briefly discussed the potential problem and will await the findings of CDM.
Public Open Houses: Susan Berger informed the Board of the mailing of the postcards to the Deerfield Township residents advising them of the upcoming public Open House meetings to be held. The Board discussed the format to be utilized at the two public open houses scheduled for March 23rd, to be held at the Snyder House at Cottell Park and on March 28th, to be held at Landen Station. It was decided to set up information stations where the public could gather information and become informed at their own pace by visiting the various stations with each station being manned by either a Board member or a representation of CDM. It was further agreed there would be a special meeting on Wednesday, March 22, 2006, to review the information to be utilized and prepare for the open houses. Eric Luckage noted that a sign should be posted to advise the public of the special meeting, as well as, the open houses.
Paul Rennick, CPA addressed the Board at this time, but shall be reflected in the minutes as setout in the agenda under New Business.
Policy for Residential Fixes/Assistance: Walt Daniels again stressed the importance of such a policy and stated this endeavor would continue to grow as things progress but wished to continue to keep this area within view so that it could be addressed as issues arise and be built upon by utilizing the information received from community members in compiling such a policy. At this time, there was a discussion concerning several emails that were received from public community members regarding various questions or concerns.
Ø Action Taken/Required: Walt Daniels directed Cathy Herrick to send a reply to community member Tonya Hines regarding her inquiry about the status of the retention ponds plan for Schappacher Park and informing her of the forwarding of her correspondence to Larry Weis at the Township for further information.
Web Site Update: Susan Berger announced that the website www.stormwater.com had been purchased by the District along with the .org and .net extensions of the site. Also included in the package was a free email address being admin@stormwater.com which will be utilized for direct public communication with the District and Susan advised that she would be adding this email address to the Deerfield Township home page for the convenience of public access.
Watershed Grant Workshop Update: Jeff Thomas reported that he had attended the workshop for the 319 Watershed Grant Workshop. Mr. Thomas advised the Board that he did not feel that this type of grant was a worthy goal for the District at this time as it pertains to the clean up of non-source point pollution. He further added that by applying for this grant, it is necessary to bring water or a stream that is out of attainment, back into attainment, meaning the water is not meeting the necessary criteria to be in compliance such as the habitat is not in balance or water quality is poor due to chemicals or other pollutants. Dr. Coleman added that there were various other grants that might be of interest and that he would email the OPEA and investigate what might be available.
2006 Budget Requests: Walt Daniels informed the Board that he would follow-up on this information after the Deerfield Township Trustees’ meeting on March 21, 2006, as he would be attending to back up any additional information or inquiries that the Trustees might have regarding the requests.
Landen CSA: Walt Daniels, Jamie Coleman and Chris Brausch attended the board meeting for the Landen CSA and offered the assistance of DRSWD in utilizing CDM to assess the quality of Landen Lake and the problems they are encountering with algae, etc. The CSA showed interest in CDM’s assistance. It was advised that there was a committee specifically for the lake and they would be in contact with CDM requesting their assistance. Mr. Daniels further reported that the Landen CSA was advised that DRSWD was not in a position at this time, to assist with the dredging of the lake as it was not considered a capital improvement project for the township.
S. W. Ohio Storm Water Collaborative Update: Susan Berger reported that the collaborative was scheduled to begin airing radio advertisements on April 1, 2006, utilizing four different local radio stations. Ms. Berger also advised that the collaborative had formed a website at www.saveohio.com where public education and information would be posted with regard to storm water issues. It was decided by the Board to participate in this endeavor along with the surrounding counties.
Ø Action Taken/Required: Susan Berger made a motion, seconded by Jeff Thomas, to pay one-eighth of the costs to participate in the funding of the website provided by the S.W. Ohio Storm Water Collaborative not to exceed $20.00 in costs. Vote: All yes.
NEW BUSINESS
Fiscal Report for 2005 – Paul Rennick, CPA: Paul Rennick, CPA with Balestra, Harr, and Scherer, CPAs, introduced himself to the Board. The Board had previously contracted Mr. Rennick to initiate the accounting system, act as the accountant for the District and prepare the financial reports. Mr. Rennick distributed copies of the 2004 and 2005 Financial Reports saying that this information would be sent to the auditor of state and the District will then be advised by them of a date at which time there will be an audit scheduled. Mr. Rennick added that this report would replace the previously sent draft which was submitted in an effort to meet the filing deadline. It was also noted, the reports should be made available to the public by placing a legal advertisement in the local newspapers. After a brief discussion by the Board, it was agreed the legal ad should be placed in two local newspapers, the Community Press and the Pulse Journal. Susan Berger also suggested the information should be added to the website as well.
Ø Action Taken/Required: Susan Berger made a motion, seconded by Walt Daniels, approving and accepting the final 2004 and 2005 Financial Statements as presented by Paul Rennick; authorizing them to be sent to the Auditor of State; and authorizing the publication, in the appropriate local newspaper(s) published in the Township, of a legal notice informing the public of the availability of the Financial Statements. Vote: All yes.
Ø Action Taken/Required: President Daniels requested that Cathy Herrick contact the local newspapers and place a legal notice advising of the Financial Statements being available for public review.
Mr. Rennick also informed the Board, prior to the meeting, he had trained Cathy Herrick on the basics of the QuickBooks software and that all the information had been updated and was current at this time and that she would now input the expenditures and any other debits or credits as incurred on a monthly basis.
Regulations: Eric Luckage presented a draft copy of Regulations being compiled for the District at this time. As this was not an agenda item, Mr. Luckage informed the Board they could review the draft and it could be further discussed at a later date. He added, it will take time to compile these regulations and as stated previously, they will be built over time, they will grow as the District grows, and this will be an ongoing project. The Board discussed various issues to be considered, including various issues related to billing. A contract with Warren County would be needed and several policy issues need to be resolved before meaningful progress on the contract can occur. All agreed that Susan Berger would work with Mr. Luckage and Dr. Coleman in streamlining the various issues, making some assumptions, and compiling a summary with recommendations for review by the Board.
Ø Action Taken/Required: By agreement of the Board, Susan Berger will represent the Board in working with Eric Luckage and Jamie Coleman in summarizing the billing issues for recommendation to the DRSWD.
ICRC Show: Susan Berger reported that she had been working with Fran Klatte to arrive at a date when they could record a spot to be viewed on the ICRC show for Deerfield Township. Ms. Berger stated that it had been decided that DRSWD was slated to appear in May and inquired as to the availability of the other Board members to appear. After discussion of same, it was the decision of the Board, that Susan Berger would be the representative for the program and would proceed with a time that was convenient for her.
Ø Action Taken/Required: By agreement of the Board, Susan Berger shall appear on the ICRC show representing the DRSWD.
2005 Annual Report: Draft copies of the Annual Report were presented to the Board by Susan Berger. The Board reviewed the draft and various suggestions were made to improve the report for its final copy.
Ø Action Taken/Required: Jeff Thomas made a motion, seconded by Walt Daniels, to authorize Susan Berger to make the changes as discussed, and submit the Annual Report to the OPEA. Vote: All yes.
OKI Regional Conservation Council Annual Meeting: It was reported that this regional meeting would be held on March 28, 2006, in Loveland, Ohio and that Jeff Thomas and Jamie Coleman would be in attendance as part of their respective employment but would be representing the DRSWD as well and would share with the Board the outcome of the meeting at the next regular board meeting.
COMMENTS FROM BOARD MEMBERS
COMMENTS FROM GENERAL PUBLIC
Mr. Larry Rude, 3973 Crestview Drive, Loveland, Ohio, addressed the Board concerning excessive storm water which is backing up in his yard from the drainage ditches located at the front of his property. Jamie Coleman had previously investigated the area at the request of the Board and presented photos of the area for review. Susan Berger commented that it appears to be a problem involving more than one property and thought that this might be something that could end up on the capital improvements list. Dr. Coleman stated that further investigation would be necessary and that possibly; an additional task order would need to be compiled to encompass this problem. Walt Daniels suggested CDM looking into this further and reporting back on their findings.
RESOLUTIONS
Eric Luckage presented the following previously adopted resolutions for signature of the Board: Resolution 2005-01, Approving the transfer of seven thousand dollars ($7,000.00) from the General Fund category to the Legal Fees category and further approving the transfer of three hundred dollars ($300.00) from the General Fund to the Insurance Premium category of the 2005 Budget appropriations; Resolution 2006-02, Approving the Annual Appropriations for Fiscal Year 2006; Resolution No. 2006-03, approving payment of monthly bills, Resolution 2006-04, Authorizing Cathy Herrick to hire a locksmith to have District office door re-keyed; Resolution 2006-05, Authorizing Cathy Herrick to purchase a desk, filing cabinet and chair for the purpose of outfitting the DRSWD office with costs not to exceed five hundred dollars ($500.00); Resolution 2006-06, Authorizing Susan Berger to purchase a computer, printer, and necessary accessories to be utilized in the DRSWD office with costs not to exceed one thousand, five hundred dollars ($1,500.00); Resolution 2006-07, Approving payment of the bills as presented; Resolution 2006-08, Authorizing Susan Berger to coordinate two public meetings, for the purpose of educating residents on the proposed user fees, to be held during the third and fourth weeks of March, 2006, with one meeting to be held at Landen Station and the other to be held at Snyder House; Resolution 2006-09, Approving CDM Task Order No. 4 for Simpson’s Creek detention basin design review and authorizing Susan Berger to sign said Task Order; Resolution 2006-10, Approving CDM Task Order No. 5 for District meeting support and authorizing Susan Berger to sign said Task Order; Resolution 2006-11, Approving the purchase of the domain name www.deerfieldstormwater.com, and possibly .org and .net; Resolution 2006-12, Authorizing Jeff Thomas to provide information pertaining to the current activities of the Board to Paul Rennick, the District’s accountant, in order to add that information to the financial reports; Resolution 2006-13, Approving the payment of seven hundred, fifty dollars ($750.00) as the District’s share of the purchase of radio advertisements in connection with the S.W. Ohio Storm Water Collaborative; Resolution 2006-14, Approving the Storm Water Pollution/Spill Prevention Plan as presented; Resolution 2006-15, Approving the payment of fifty-five dollars ($55.00) to secure a booth at Deerfield Day 2006; and Resolution 2006-16, Approving a “silver” level sponsorship by the District for the S.W. Ohio Sediment & Erosion Control Field Day and authorizing the expenditure of two hundred, fifty dollars ($250.00) for said sponsorship.
MOTION FOR ADJOURNMENT
Susan Berger made a Motion, seconded by Jeff Thomas, to adjourn at 9:36 P.M. Vote: All Yes.
Next Regular Meeting: April 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:
Susan Berger, Secretary/Treasurer