DEERFIELD REGIONAL STORM WATER DISTRICT
REGULAR DISTRICT BOARD MEETING
Landen Station, 3292 Montgomery Road
Loveland, OH 45140
May 09, 2006
President Walter Daniels called the meeting to order at 6:40 P.M.
ATTENDANCE:
Those present at the meeting were:
Board Members: Walt Daniels, Jeff Thomas and Susan Berger
Attorney: Eric Luckage, Esq., Albers & Albers
Engineering: Jamie Coleman, Ph.D., CDM Inc.
Deerfield Township Dan Corey, Deerfield Township Trustee
DRSWD Admin. Asst.: Cathy Herrick
WCSWD: Dave McElroy, District Administrator
Public: Illene Wright
APPROVAL OF MINUTES
The Regular Board Meeting minutes dated April 12, 2006, were presented and reviewed.
Ø Action Taken/Required: Susan Berger made a Motion, seconded by Walt Daniels to accept the meeting minutes of April 12, 2006, as written. Vote: Walt Daniels, Yes; Susan Berger, Yes; Jeff Thomas abstained.
REPORTS OF BOARD, AND COMMITTEES
Susan Berger provided attendees with a copy of the balance sheet from the month’s account activity. She reported that she had been in contact with Fifth Third Bank and had some previously inappropriate service charges reversed and credited back to the account, as well as interest earnings bringing the account up-to-date and placing the account in a straight, interest bearing status as requested upon opening of the account. Eric Luckage inquired as to the interest of the Board in entering into a depository agreement with a financial institution. He informed the Board that there was a process by which to do so and when the Board felt they were in the position to do so, he would instruct them as to the proper procedure.
Susan Berger presented the monthly invoices for approval and payment by the Board as follows:
Payment of the Bills:
· Cathy Herrick, wages in the amount of $337.50, also expenses for postage in the sum of $6.75;
· Minute Man Press invoice 68828 for costs associated with copying expenses in the sum of $14.90;
· Albers and Albers, invoice 10032, (which reflected two billings) in the sum of $18,722.00;
· CDM, invoice 80225820/1, Task Order No. 3, Adjustment and Credit Policy and Public Outreach in the sum of$7,892.50.
Ø Action Taken/Required: Walt Daniels made a Motion seconded by Susan Berger to accept and pay the invoices as listed above with the exception of Albers & Albers, invoice 10032 and CDM invoice 80225820/1, which are to be submitted to the Deerfield Township Board of Trustees for payment per the prior agreement made between Trustee Dan Corey and Walt Daniels. Vote: All Yes.
Public Relations: Susan Berger reported that she had spoken to Fran Klatte, Public Relations Director for Deerfield Township regarding an appearance by the DRSWD on the ICRC Show and that they had taped a segment with respect to the District which was scheduled to air beginning on May 19, 2006 and would continue to run throughout the month of May.
Ms. Berger further reported that she had learned from Mr. John Harris, President of the area chamber of commerce, he had been unavailable for some time due to a personal injury but had been in contact with Deerfield Township and was eager to become involved with the outreach efforts of the District. She added, Mr. Harris stated that he would be contacting her within a week or so to further discuss coordination of information for outreach purposes.
Regarding the South West Ohio Storm Water Collaborative, Ms. Berger said the radio advertisements, web site and bill boards were bringing some positive results in the efforts of public outreach. She then shared some statistics on the number of recorded hits on the website and various links associated with the collaborative, saying that quite a bit of public interest has been reflected in these types of outreach.
A presentation was given to 50 first grade school children by Ms. Berger furthering the efforts of public outreach and meeting the requirements of the OEPA mandates. She reported that the children were very responsive to the information and that she had also sent additional information home with them for their parents to review and inviting them to encourage their children to write a story about what they had learned regarding storm water and send it to the District for posting on the web site.
SPECIAL ORDERS
None.
UNFINISHED BUSINESS AND GENERAL ORDERS
CDM Update: Jamie Coleman reported that he and CDM were currently in the process of creating a Storm Water Service Fee Contract to be utilized in coordination with Warren County in collecting the proposed user fees. Dr. Coleman said there were several areas they were attempting to clarify questions about and then the information would be relayed to Eric Luckage for drafting of the actual document for submission to the Warren County Commissioners for their approval.
Dr. Coleman presented to the Board, a copy of the proposed Task Order No. 6, entitled, 2006 Illicit Discharge Detection Services (the “Project”) and part of the Master Services Agreement. The Board reviewed and discussed the task order suggesting some changes in language and tried to decide if some of the items to be completed could be built upon information which already exists in the possession of Warren County, such as the mapping of the streams. Dan Corey, Deerfield Township Trustee, suggested that after the changes are made to Task Order No. 6, the District should present this information to the Deerfield Township Trustee’s during their upcoming work session on May 11, 2006, with either a cover letter of explanation or a personal appearance by a member of the DRSWD Board, so that the township trustees could consider the goals and deadlines associated with this task and continue the efforts of communication and funding.
Ø Action Taken/Required: Susan Berger made a Motion, seconded by Jeff Thomas, to accept Task Order No. 6, as presented, with the word “optional” struck from Tasks 6.2,6.3, and 6.4 and with the language added allowing the DRSWD to remove any task. This action being subject to the Deerfield Township Trustees’ agreement to provide funding for said tasks. Vote: All yes.
Private Property Projects Policy: This area was discussed with the input of Dan Corey, Deerfield Township Trustee. Mr. Corey felt this was still a gray area and needed to be further discussed between the two entities. Mr. Corey further suggested that in an effort to aid the District and the Township in this area, possibly an ad hoc committee could be formed. Mr. Corey said previously there was an infrastructure committee that was of great assistance in the past. He added that maybe this committee could help in lightening the load of the many issues the DRSWD is attempting to manage. Walt Daniels voiced that the Board felt committees were very beneficial and would be a great help in many areas and would help in making the residents more active in the efforts of the Board. Jamie Coleman said his only concern with ad hoc committees would be the amount of education that would need to be provided. Mr. Daniels felt this would not be an obstacle as CDM provided education previously to the SWAC committee with very positive results. Dave McElroy, Administrator for WCSWCD, added that he would be interested in serving on an ad hoc committee of this nature and would be willing to involve his staff as well.
Walt Daniels suggested that the Board members meet in the form of a work session, prior to the next regular board meeting and put together their ideas on an ad hoc committee pertaining to the areas of policies and restructuring of the fee agreement. Mr. Daniels then asked the Board if there would be anyone who would be willing to head up this type of committee and become the liaison between said committee and the Board. Jeff Thomas agreed that he would be interested in serving in this capacity.
Ø Action Taken/Required: Jeff Thomas shall initiate a special meeting of the Board members to establish an ad hoc committee regarding private property policies and restructuring of the fee agreement and shall serve as the liaison between said committee and the DRSWD Board.
Utility Billing Agreement with Warren County: Eric Luckage addressed this issue stating that there was a bill regarding this area of interest currently before the General Assembly. He added that there were several outstanding issues in compiling this agreement and that the Board needed to make decisions as far as whether they wanted to mirror their agreement with Warren County’s current policy, which could be more cost effective, or diverse forming their own individual agreement and then submit it to Warren County for their approval. It was agreed, that there were still several issues in question that needed further discussion with Warren County, such as the residents currently being billed by Butler County for their water/sewer utilities which would need storm water only accounts and require special billing, winter shut-offs, landlord/tenant properties, and commercial units. The Board had a lengthy discussion regarding these issues and other areas that might be exceptions to any agreement as set out to this point. It was agreed that further inquiries and thought needed to be completed to successfully compile this agreement but, this task should be completed prior to the next regular board meeting. Walt Daniels added that when this agreement is completed, it will aid in the formation of the Board’s regulations, which are also very important as to their completion before imposing the actual fees. Eric Luckage suggested that the final agreement should include language to the effect of, “agreed, with adjustments as necessary”, with the anticipation that the agreement will be suitable for all circumstances but with the assumption there may be a situation which may arise which has not been considered or is unforeseen.
DFT/SWD Communications Meeting Outcome/Next Steps: Mr. Dan Corey, Deerfield Township Trustee, was in attendance and addressed the Board. He expressed the appreciation of the township trustees toward the district trustees for their serving on this board and their willingness to coordinate efforts in achieving the desired goals and mandates of the Phase II process. Mr. Corey advised the Board, due to the new members of the Deerfield Township Trustees board, there had been some rethinking or restructuring of the activities of the township and some of the tasks previously thought to be strictly the responsibility of the DRSWD were, in fact, items that the Township Trustees needed to oversee and handle directly. He strongly encouraged the Board to continue their efforts while lines of communication were being established and coordination between the two government entities was being built. Mr. Corey said that he would serve as a liaison between them and expressed the desire of the Township Trustees’ to work more closely with the District. He also stated that he felt it would be beneficial for a representative of the District to appear at the regular work sessions of the Township which are held the 4th Friday of each month.
NEW BUSINESS
Girl Scout Patch Program – EPA: In furthering the efforts of public outreach, Susan Berger reported on a program that is sponsored by the EPA whereas young ladies in the Girl Scouts can earn a badge for contributing to the efforts in the storm water area by assisting in various tasks including storm water drain tagging. She added the information can be obtained at the website, www.epa.gov/adopt/patch/html.gov. Ms. Berger also informed the Board about a watershed festival to be held at Caesar’s Creek State Park in October. She said that she was working on contacting all the local Girl Scout leaders via email and would attempt to set up some sort of program with the groups where the scouts could do some storm water drain tagging and then possible end with the watershed festival at the state park. Ms. Berger said this would serve as yet another item to be added to the education portion of compliance with the EPA mandates in that area. Dave McElroy added that he and his staff would be willing to assist in this project.
COMMENTS FROM BOARD MEMBERS
Eric Luckage shared an invitation with the Board, inviting them to become members of the CORD or Coalition of Ohio Regional Districts, an association which has been formed by Albers and Albers, Attorneys at Law in an effort to create a representation of local districts in this area. He further stated that some of the goals of the group would be to: encourage legislations for districts, provide information and networking between districts, and the utilization of the districts with and between other state agencies.
Ø Action Taken/Required: Susan Berger made a Motion, seconded by Jeff Thomas to join CORD (Coalition of Ohio Regional Districts) with membership fees being $150.00. Vote: All yes.
COMMENTS FROM GENERAL PUBLIC Public member, Eileen Wright, 2227 Rose Road, Loveland, Ohio, addressed the Board with a storm water drainage problem on her property. Ms. Wright informed the Board of an ongoing problem she has encountered for many years due to the construction of an additional 15 new homes being built in the area. She reported that due to the addition of these homes, drainage from their properties have caused an overflow of water on the roadway onto her property, over her driveway and sometimes through her garage. She stated that she felt it was too much drainage for the area to handle and was not properly accounted for during the building of these newer homes. She added that this is now causing problems for many other homeowners as well.
Ms. Wright stated that she had approached the Township with this dilemma and that she had hired engineers to analyze the situation to no avail. She inquired as to whether the Board could be of any assistance with this ongoing problem. The Board informed Ms. Wright that this area had been looked at previously and was a concern that they were aware of; however, there is currently no private property policy in place or funding available to provide assistance in fixing this problem. The Board further informed Ms. Wright that when funding was available, as they hoped to be self-sufficient by the end of the year, this and many other areas could be addressed and hopefully corrected. Walt Daniels asked that Dr. Coleman get information from Ms. Wright, i.e., pictures and diagrams and shall then make an inspection of the area and report back to the Board the severity of the problem for consideration in adding this to the capital improvements list.
Ø Action Taken/Required: After receiving copies of the information from Ms. Eileen Wright, Dr. Coleman shall do a private property inspection of the problem area located at 2227 Rose Road, Loveland, Ohio and shall then report back to the Board of his findings.
RESOLUTIONS
Eric Luckage presented the following previously adopted resolutions for signature of the Board: Resolution 2006-22, Approving payment of the bills as presented.
MOTION FOR ADJOURNMENT
Walt Daniels made a Motion, seconded by Jeff Thomas, to adjourn at 9:40 P.M. Vote: All Yes.
Next Regular Meeting: June 13, 2006
The Deerfield Regional Storm Water District Board meets the second Tuesday of every month at 6:30 p.m., unless otherwise notified.