DEERFIELD REGIONAL STORM WATER
SPECIAL DISTRICT BOARD MEETING
Held at the Offices of Camp, Dresser & McKee, Inc.
8805 Governor’s Hill Drive, Suite 260
Cincinnati, OH 45249
August 23, 2007
President Walt Daniels called the meeting to order at 7:34 P.M.
ATTENDANCE:
Those present at the meeting were:
Board Members: Walt Daniels, Tim Greive, Susan Berger
Attorney: Eric Luckage, Esq., Albers & Albers (via telephone)
Engineering Consultant: Jeff Macomber
Administrative Assistant: Cathy Herrick
This Special Board Meeting was held to discuss two (2) major topics which the Board felt needed immediate discussion, (1) Plainview Court drainage issue and (2) Certification of Delinquent Storm Water accounts.
Prior to beginning discussion of the above-mentioned topics, Walt Daniels asked if there were any other items the Board wished to discuss. Susan Berger updated the information regarding the upcoming stream cleanup as presented by Marsha Rolph and Amy Pond of the Warren County Soil and Water Conservation District at the August 14, 2007, District Board meeting by saying the event had been moved out to November 11, 2007, from 1:00 p.m. to 3:00 p.m. with a cookout to be held immediately after the cleanup for the volunteers. Ms. Berger said they hoped to secure the Heritage Clubhouse for the cookout portion in the event of inclement weather. Jeff Macomber inquired as to whether two (2) hours would be adequate time to accomplish the stream cleanup. Ms. Berger said they hoped to get a good portion of the designated area cleaned but, this effort could result in the first attempt and additional cleanups may need to be planned. Ms. Berger added, she had volunteered use of the District’s website for updating information about the event and planned to have an area on the site for volunteers to sign up for participation in the event. She said she would add updated information as she receives it and as the date of the event became closer.
Plainview Court: At this time, Walt Daniels asked Jeff Macomber to present the information and plan of action with regard to the Plainview Place subdivision drainage problem. Deerfield Township has submitted a Request for Assistance in the sum of $5,000.00, to the District in completing this project, to which the District has ranked this project utilizing the ranking methodology developed for prioritizing projects submitted to the District for assistance and placing this problem at the top of the list. Jeff began presentation of his findings by giving each attendee a copy of his recent email indicating he had studied the hydrology and hydraulics for sizing the proposed storm sewer in Plainview Court and the various options available for remedying the drainage problem. Mr. Macomber reviewed each option, highlighting their pros and cons with his recommendation to use a 24” storm sewer pipe to handle the flow. He also noted that the existing 18” pipe in Charleston Park that would receive the Plainview Court runoff is undersized per Warren County regulations of conveying the 25-year rainfall event. Providing a new 24” storm sewer would alleviate flooding on Plainview Court, but would move the drainage problem to the downstream area where larger storm events would cause inlet surcharging and overland flow due to inadequate pipe capacity in the 18” pipe. He said Deerfield Township prefers to consider a smaller new storm sewer utilizing a new 12” to 15” pipe along with detention, and not replacing the downstream storm sewers. The Board discussed Mr. Macomber’s findings and recommendations but agreed the project ultimately belonged to Deerfield Township and Eric Reiners would be responsible for the dynamics of the repair and the outcome thereafter including soliciting plan approval from Warren County and maintenance of said project, and would be working with Chuck Petty, Warren County Engineer with those aspects.
After review and discussion of the information presented, the Board presented a motion as follows:
Ø Action Taken/Required: Susan Berger made a Motion, seconded by Walt Daniels, to authorize the expenditure of up to Five Thousand Dollars ($5,000.00) payable to Deerfield Township, contingent upon a review, acceptance and approval of the plan developed by Camp, Dresser, and McKee, Inc. for the Plainview Court project. Vote: All Yes.
Certification of Delinquent Accounts: The Board had a brief discussion regarding the certification of delinquent storm water accounts as this topic had been previously discussed but, the deadline for certifying and placing the past due amounts owed onto property owners tax bills, per Warren County, was the second Monday in September and it was decided that adequate time was not available to properly notify account holders of the impending certification and then submit the information back to Warren County offices in a timely manner. So, the Board entertained the following motion:
Ø Action Taken/Required: Susan Berger made a Motion, seconded by Walt Daniels, Declaring that, before January 1, 2008, the District shall send a letter to all delinquent account holders advising them that if all delinquent sums are not paid in full by a certain date, the full outstanding amount due will be certified to the County Auditor, thereby placing a lien on said property. Vote: All Yes.
Stormwater Project Ranking: Jeff Macomber presented all in attendance with a draft spreadsheet of all received storm water complaints to date. Each potential project was ranked in accordance with the adopted cost-benefit analysis method. Estimated costs were utilized where detailed cost estimates or funding requests have not been received. Only two (2) formal requests for assistance have only been received to date: from Mr. Sprinkle and Deerfield Township. The group discussed the need to send letters to all other complainants to request this form such that the board may act upon those requests.
Other Business:
None.
Deerfield Day: Susan Berger reminded everyone of the upcoming Deerfield Day event which is scheduled for September 15, 2007 during the hours of 12:00 p.m. to 8:00 p.m. There was a brief discussion of which times members of the Board and CDM representatives would be available to staff the District’s booth. Susan also mentioned several members of the Warren County Soil and Water Conservation District have volunteered to assist as well. It was also agreed, CDM would provide and display interactive models of storm water related visual aids as utilized in previous events.
In closing, Walt Daniels mentioned he had spoken briefly with Deerfield Township Trustee, Dan Corey, who commented he had recently viewed the District’s website, saying it was a nice tool and quite informative.
Adjournment:
Susan Berger made a Motion, seconded by Tim Greive, to adjourn the meeting at
9:06 P.M. Vote: All Yes.
Next Regular Meeting: September 11, 2007
The Deerfield Regional Storm Water District Board of Trustees meets the second Tuesday of every month, at 6:30 P.M., unless otherwise notified.
Attest:
_________________________________
Susan Berger, Secretary/Treasurer