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Event transcript
It's 4:30. 00:00:00
Let's get started with a Pledge of Allegiance. 00:00:01
I pledge allegiance to the flag. 00:00:05
Of the United States of America. 00:00:07
To the Republic which stands. 00:00:09
One nation under God, indivisible liberty, justice for all. 00:00:11
Looking for an approval for November Minutes. 00:00:22
Motion to approve. 00:00:25
And I'll second. 00:00:27
All in favor. 00:00:28
Aye. 00:00:30
Daily Maintenance reports Chris. 00:00:33
Unfortunately this month. 00:00:37
With it only being the second. 00:00:39
We do not have a copy of the. 00:00:41
Daily maintenance. 00:00:43
Reports because. 00:00:45
They've been dealing with snow. 00:00:47
The last day and a half and everything else, but I will get those. 00:00:48
Later this week and then I will post it online. I'm not going to have them. 00:00:54
For you all to review at the next. 00:00:57
Meeting and everything else so. 00:00:59
Apologize for that, but we do have a. 00:01:01
A thing for claims. 00:01:04
This month we have 3 from Heritage and one from. 00:01:06
Oh hmm, those are just normal activities that. 00:01:09
Both those companies do for us. 00:01:13
So we're just looking for approval of the claims for. 00:01:16
None of these are above and beyond what we have contracted with them for services, correct? All right. 00:01:19
Motion to approve. 00:01:25
And I'll second. 00:01:26
All in favor. 00:01:27
Aye, aye. 00:01:28
And heritage. 00:01:36
Good evening Casey Deyoung with Heritage. 00:01:42
Engineering still on. 00:01:44
Track we've got. 00:01:47
Only two sites this week or this month with off site segmentation. 00:01:48
That would be bridlewood #2 on your list. 00:01:53
And, umm. 00:01:55
Henriette meadows #15 on your list? 00:01:57
There are four with a probability of lost weight segmentation. 00:02:00
So it's 17 are in compliance, 10 are. 00:02:03
33 total sites reviewed. 00:02:06
Out of the two that show evidence of off site sedentation, Henriette Meadows. 00:02:10
Was a repeat offender. It's an unprotected catch basin. It's right in front of a. 00:02:14
Person's house, we think it's that person lifting it up, you know, because it's ponding up and kind of doing this job and so. 00:02:20
Chris has provided some Flyers to the inspectors to hand to the owner homeowners and they've done that so hopefully. 00:02:26
And we see that improve next time. 00:02:32
But every time we talk to the contractor. 00:02:34
He's always. 00:02:36
Trying to make it right, but I think it's just kind of outside of this control with that homeowner getting involved. 00:02:37
Do you need to visit them? 00:02:44
Well, like I said, we've provided them Flyers showing you know what they're for and why why they're there. So hopefully we see 00:02:47
some improvement. Otherwise we can try. If it continues to be an issue, we can. 00:02:52
Take further steps. 00:02:57
Is it causing ponding or anything into the neighbor's property or no it just pawns on the road? 00:02:58
You know, and it's pretty common. I was on the job site down in Radcliffe and the contractor, I was driving through and the 00:03:03
contractors lifting the thing up and letting the water go down because getting rid of the water in the road, it's like, you know 00:03:08
why that's there, right? To keep that cement from going down there. And he's like, yeah. 00:03:12
I know, you know, and so I think it's pretty common for people try and do that. Just get rid of the water on the roadway. 00:03:17
Understand. Yeah. OK. 00:03:20
Thank you. 00:03:23
OK. Thank you. 00:03:24
Chris. 00:03:29
Yeah, I got a long term maintenance agreement that's in your packet. It's for. 00:03:34
Cottonwood Commons, which is by. 00:03:41
Off of a Cordon Ridge Rd. right by Gary Cabin Park. 00:03:44
We are asking them to do a long term maintenance agreement before construction starts. So the. 00:03:49
They can maintain. 00:03:54
The detention pond during the construction because they're asking for smaller orifice size. 00:03:57
So, you know, we're going to make sure that they're. 00:04:03
Making sure that they're maintaining it and cleaning it out, making sure that it's not getting clogged and everything else. 00:04:06
This is. 00:04:11
The standard form that we have them signed out. 00:04:12
Sign, but it does require a signature by the stormwater board president. 00:04:16
On Appendix A. So that is what I'm looking for today. 00:04:21
So they've agreed to that. 00:04:26
And So what will happen is once. 00:04:29
Once we have a signed copy. 00:04:31
We'll give it back to them, they'll record it, and that's a recorded document that stays with the property. 00:04:33
Until they decide to sell it or give it to it HOA and then they then are responsible for it. 00:04:37
OK. 00:04:44
Christy. 00:04:46
Probably taking a look at it. Probably. 00:04:48
Yeah, our office originally prepared it for you, yes. 00:04:50
That's a Is that Jake Elders? 00:04:54
Development, yeah. 00:04:58
OK, so looking for a motion to let Frank sign. 00:04:59
I'll make a motion to approve. 00:05:05
2nd. 00:05:08
All in favor. 00:05:10
Aye. 00:05:11
OK. And I'll pick up a sign one after the meeting here. 00:05:13
OK, umm. 00:05:16
I got the next one on the agenda. Let me just go on. 00:05:19
Yeah. So we just wanted to make sure we're all on the same page. We may have done this earlier in the year, but I couldn't find it 00:05:21
in the minutes anywhere. So I'll just go ahead and bring it up to you. 00:05:26
The Floyd County commissioners have. 00:05:32
Set their meeting dates. 00:05:35
For 2026. 00:05:37
I just wanted to verify that. 00:05:38
Stormwater wants to be. 00:05:41
On the same time, which would be the first Tuesday of each month at 4:30 and. 00:05:43
In your packet you would see the meeting dates. 00:05:48
That would be for 2026, just looking for. 00:05:51
An approval for. 00:05:55
Having our stormwater board meetings of the first Tuesday. 00:05:56
Every month. 00:05:59
That or the 1st. 00:06:00
Commissioners meeting, how about that before the 1st Commissioners? Yeah. So to your knowledge, none of these are out of sync with 00:06:02
that, correct? 00:06:05
No motion to approve this calendar as submitted. 00:06:08
All in favor, aye? 00:06:12
Thank you. 00:06:14
Thank you. 00:06:18
Good evening. Kristen Hughes with Stantec in your board packets is the scope of work for 2026 and it's our standard scope of work. 00:06:24
That includes updating the billing file as well as digitizing. 00:06:34
Some of the impervious area there was a 2020. 00:06:39
5 fly over so we would be using that data. 00:06:42
To digitize some of the impervious area, we do have a new task for this year. It's. 00:06:45
$5000 worth of effort. 00:06:51
Last December we discussed the process for doing the billing file. 00:06:54
And we have. 00:06:58
Documentation with Stantec that the lady who updates the billing file every year she maintains. So what we would like to do is. 00:07:00
Have another individual in our office try to replicate that so that. 00:07:08
If you all are ever in the place where you do want to bring things in house. 00:07:13
We would have that billing. 00:07:18
The that billing process to share with you. 00:07:19
So that's the one new task for this year, if you approve it. 00:07:23
Questions for you or Chris or whomever. 00:07:28
The changes that we made to the ordinance where it's a uniform flat fee. 00:07:31
Is that? 00:07:35
Going to facilitate bringing. 00:07:36
Going back into house at some point in time. 00:07:39
No, that's not. 00:07:41
OK. 00:07:44
We've we've always had billing and separate it's just have a third party review it and look at it. 00:07:45
And everything else is set up in just. 00:07:51
By having. 00:07:57
Wow. 00:07:58
Their software provider, Everything else. 00:08:00
Right, so there's. 00:08:07
But the auditor can't bring that into the Lao umbrella. They don't have capacity to do that or. 00:08:09
I don't think so. I mean it's that the center system, we've never talked a lot about doing it. 00:08:17
Why don't we have that conversation? I mean, even if we can save $50,000 or. 00:08:23
Somewhere along the line, no, no offense to anybody, but you know. 00:08:27
A third party is a third party, and if we can. 00:08:30
Cut some cost on that. I think it's it's worth. 00:08:33
The conversation. 00:08:36
Is free. 00:08:37
You know to have that. 00:08:38
That discussion so. 00:08:39
Should we wanna table this? 00:08:52
I would when when do we have? What's the deadline for executing this? 00:08:56
We're out of contract with. 00:09:01
December 31st. 00:09:03
Yeah, we probably won't be able to turn that around. 00:09:11
In that short of. 00:09:13
Period of time, but I yeah, I. 00:09:15
I'd like to have a formal report back on that. 00:09:17
On that conversation with with Diana. 00:09:20
Or just maybe a joint e-mail back to us or something like that. And you know. 00:09:23
So the total change. 00:09:28
Between 2025 and 2026 is. 00:09:30
What amount? It's 20,000 for the billing. 00:09:34
5000. 00:09:38
If we do that extra effort of. 00:09:39
Reviewing the billing process and just having. 00:09:43
Someone else tried to replicate it because we know our notes, but someone else reading our notes. 00:09:45
So that would be 5000 and then we. 00:09:52
Every year we include an as needed. 00:09:54
Task. So that's 10,000. So the total is 35,000. 00:09:58
So on that 5000. 00:10:03
Could we add that as a writer or something that we could add on the 2026 if we decide to pursue? 00:10:09
Yeah, based on based on what she's describing, my hesitation would be if. 00:10:16
You know, we have no intent to bring that in house. 00:10:20
Why would we select for the extra 5000 now if we have known? That's my question, and that's fair. It's just that conversation. 00:10:23
We had that conversation last December, so I wanted to be mindful of presenting that as an option. I'd like to take that off the 00:10:30
table on this contract, put it on hold. 00:10:35
And then depending on. 00:10:39
As Christie said, unless we're gonna. 00:10:43
Be pursuing that. 00:10:45
There's no reason to have that. I mean, at this moment. 00:10:47
We could do it again. 00:10:50
Midterm or. 00:10:52
Or late 2026, right. So we could always do an addendum to add that in if that's something we're. 00:10:53
Or I would just. 00:10:59
If it's easy or not to change the contract, we would not do that task unless we. 00:11:01
Receive. 00:11:05
Approval for. 00:11:06
To do it from you all. 00:11:07
Yeah, with that locks in that the 5000 but we wouldn't expend that unless we executed that part of it, Yes. So that's. 00:11:09
Yeah, that makes the paperwork side of it easier for you all. If you give me a notice there, give Stantec a notice to proceed to 00:11:17
move forward with that task, we will if you if Chris or the board does not then. 00:11:22
So at anytime through 2026 we could do that for the 5000 stated otherwise we wouldn't be billed for that. 00:11:28
Correct. 00:11:34
I would just approve it contingent on that being removed from the documentation. 00:11:34
OK. And then you guys can you can. 00:11:39
Asked, you know, approve it contingent on that being removed and allow Frank to sign outside of a meeting. 00:11:42
With that approval. 00:11:48
That way she can remove that from the contract. Whatever works for you all Spying with me so. 00:11:49
I don't really have any issue with any of the other elements of that so. 00:11:54
I mean the other item is that the as needed services are not needed. We could use that to do that task as well. 00:11:58
So the same thing with the as needed. We don't use those services unless you all have a need for us to support in another way. So. 00:12:05
For example, this past year. 00:12:12
The as needed services included the additional support for. 00:12:15
The fee. 00:12:18
OK. So should it be stricken or just put into the as needed? I would ask that the five. 00:12:20
Come out because that's how it's built in. I get the 10 is as needed and if they don't need it, then we may be able to use five of 00:12:26
that if you decide to sign up for this service. But let's go ahead and take out the five. 00:12:31
Just leave it at 10 as needed. 00:12:36
OK. And again with approval contingent on that being removed and then Frank can sign outside of a meeting? 00:12:38
I think it's easiest path and then it can still get done before. 00:12:44
January. 00:12:48
OK. 00:12:48
Provided there's no other discussion on the other elements of that, then I'm going to make a motion. We approve this contingent 00:12:51
upon the 5000 being removed from the document. 00:12:55
And then allowing Frank to sign. 00:12:59
Outside of this meeting. 00:13:02
I'll second that. 00:13:03
OK, we have a motion all in favor. 00:13:08
Aye. 00:13:10
Thank you. 00:13:12
Thanks. 00:13:13
No public comment. 00:13:21
2nd. 00:13:26
All right. 00:13:30
You didn't even take your coat off. You can hang up for a whole. 00:13:32
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Transcript

Event transcript
It's 4:30. 00:00:00
Let's get started with a Pledge of Allegiance. 00:00:01
I pledge allegiance to the flag. 00:00:05
Of the United States of America. 00:00:07
To the Republic which stands. 00:00:09
One nation under God, indivisible liberty, justice for all. 00:00:11
Looking for an approval for November Minutes. 00:00:22
Motion to approve. 00:00:25
And I'll second. 00:00:27
All in favor. 00:00:28
Aye. 00:00:30
Daily Maintenance reports Chris. 00:00:33
Unfortunately this month. 00:00:37
With it only being the second. 00:00:39
We do not have a copy of the. 00:00:41
Daily maintenance. 00:00:43
Reports because. 00:00:45
They've been dealing with snow. 00:00:47
The last day and a half and everything else, but I will get those. 00:00:48
Later this week and then I will post it online. I'm not going to have them. 00:00:54
For you all to review at the next. 00:00:57
Meeting and everything else so. 00:00:59
Apologize for that, but we do have a. 00:01:01
A thing for claims. 00:01:04
This month we have 3 from Heritage and one from. 00:01:06
Oh hmm, those are just normal activities that. 00:01:09
Both those companies do for us. 00:01:13
So we're just looking for approval of the claims for. 00:01:16
None of these are above and beyond what we have contracted with them for services, correct? All right. 00:01:19
Motion to approve. 00:01:25
And I'll second. 00:01:26
All in favor. 00:01:27
Aye, aye. 00:01:28
And heritage. 00:01:36
Good evening Casey Deyoung with Heritage. 00:01:42
Engineering still on. 00:01:44
Track we've got. 00:01:47
Only two sites this week or this month with off site segmentation. 00:01:48
That would be bridlewood #2 on your list. 00:01:53
And, umm. 00:01:55
Henriette meadows #15 on your list? 00:01:57
There are four with a probability of lost weight segmentation. 00:02:00
So it's 17 are in compliance, 10 are. 00:02:03
33 total sites reviewed. 00:02:06
Out of the two that show evidence of off site sedentation, Henriette Meadows. 00:02:10
Was a repeat offender. It's an unprotected catch basin. It's right in front of a. 00:02:14
Person's house, we think it's that person lifting it up, you know, because it's ponding up and kind of doing this job and so. 00:02:20
Chris has provided some Flyers to the inspectors to hand to the owner homeowners and they've done that so hopefully. 00:02:26
And we see that improve next time. 00:02:32
But every time we talk to the contractor. 00:02:34
He's always. 00:02:36
Trying to make it right, but I think it's just kind of outside of this control with that homeowner getting involved. 00:02:37
Do you need to visit them? 00:02:44
Well, like I said, we've provided them Flyers showing you know what they're for and why why they're there. So hopefully we see 00:02:47
some improvement. Otherwise we can try. If it continues to be an issue, we can. 00:02:52
Take further steps. 00:02:57
Is it causing ponding or anything into the neighbor's property or no it just pawns on the road? 00:02:58
You know, and it's pretty common. I was on the job site down in Radcliffe and the contractor, I was driving through and the 00:03:03
contractors lifting the thing up and letting the water go down because getting rid of the water in the road, it's like, you know 00:03:08
why that's there, right? To keep that cement from going down there. And he's like, yeah. 00:03:12
I know, you know, and so I think it's pretty common for people try and do that. Just get rid of the water on the roadway. 00:03:17
Understand. Yeah. OK. 00:03:20
Thank you. 00:03:23
OK. Thank you. 00:03:24
Chris. 00:03:29
Yeah, I got a long term maintenance agreement that's in your packet. It's for. 00:03:34
Cottonwood Commons, which is by. 00:03:41
Off of a Cordon Ridge Rd. right by Gary Cabin Park. 00:03:44
We are asking them to do a long term maintenance agreement before construction starts. So the. 00:03:49
They can maintain. 00:03:54
The detention pond during the construction because they're asking for smaller orifice size. 00:03:57
So, you know, we're going to make sure that they're. 00:04:03
Making sure that they're maintaining it and cleaning it out, making sure that it's not getting clogged and everything else. 00:04:06
This is. 00:04:11
The standard form that we have them signed out. 00:04:12
Sign, but it does require a signature by the stormwater board president. 00:04:16
On Appendix A. So that is what I'm looking for today. 00:04:21
So they've agreed to that. 00:04:26
And So what will happen is once. 00:04:29
Once we have a signed copy. 00:04:31
We'll give it back to them, they'll record it, and that's a recorded document that stays with the property. 00:04:33
Until they decide to sell it or give it to it HOA and then they then are responsible for it. 00:04:37
OK. 00:04:44
Christy. 00:04:46
Probably taking a look at it. Probably. 00:04:48
Yeah, our office originally prepared it for you, yes. 00:04:50
That's a Is that Jake Elders? 00:04:54
Development, yeah. 00:04:58
OK, so looking for a motion to let Frank sign. 00:04:59
I'll make a motion to approve. 00:05:05
2nd. 00:05:08
All in favor. 00:05:10
Aye. 00:05:11
OK. And I'll pick up a sign one after the meeting here. 00:05:13
OK, umm. 00:05:16
I got the next one on the agenda. Let me just go on. 00:05:19
Yeah. So we just wanted to make sure we're all on the same page. We may have done this earlier in the year, but I couldn't find it 00:05:21
in the minutes anywhere. So I'll just go ahead and bring it up to you. 00:05:26
The Floyd County commissioners have. 00:05:32
Set their meeting dates. 00:05:35
For 2026. 00:05:37
I just wanted to verify that. 00:05:38
Stormwater wants to be. 00:05:41
On the same time, which would be the first Tuesday of each month at 4:30 and. 00:05:43
In your packet you would see the meeting dates. 00:05:48
That would be for 2026, just looking for. 00:05:51
An approval for. 00:05:55
Having our stormwater board meetings of the first Tuesday. 00:05:56
Every month. 00:05:59
That or the 1st. 00:06:00
Commissioners meeting, how about that before the 1st Commissioners? Yeah. So to your knowledge, none of these are out of sync with 00:06:02
that, correct? 00:06:05
No motion to approve this calendar as submitted. 00:06:08
All in favor, aye? 00:06:12
Thank you. 00:06:14
Thank you. 00:06:18
Good evening. Kristen Hughes with Stantec in your board packets is the scope of work for 2026 and it's our standard scope of work. 00:06:24
That includes updating the billing file as well as digitizing. 00:06:34
Some of the impervious area there was a 2020. 00:06:39
5 fly over so we would be using that data. 00:06:42
To digitize some of the impervious area, we do have a new task for this year. It's. 00:06:45
$5000 worth of effort. 00:06:51
Last December we discussed the process for doing the billing file. 00:06:54
And we have. 00:06:58
Documentation with Stantec that the lady who updates the billing file every year she maintains. So what we would like to do is. 00:07:00
Have another individual in our office try to replicate that so that. 00:07:08
If you all are ever in the place where you do want to bring things in house. 00:07:13
We would have that billing. 00:07:18
The that billing process to share with you. 00:07:19
So that's the one new task for this year, if you approve it. 00:07:23
Questions for you or Chris or whomever. 00:07:28
The changes that we made to the ordinance where it's a uniform flat fee. 00:07:31
Is that? 00:07:35
Going to facilitate bringing. 00:07:36
Going back into house at some point in time. 00:07:39
No, that's not. 00:07:41
OK. 00:07:44
We've we've always had billing and separate it's just have a third party review it and look at it. 00:07:45
And everything else is set up in just. 00:07:51
By having. 00:07:57
Wow. 00:07:58
Their software provider, Everything else. 00:08:00
Right, so there's. 00:08:07
But the auditor can't bring that into the Lao umbrella. They don't have capacity to do that or. 00:08:09
I don't think so. I mean it's that the center system, we've never talked a lot about doing it. 00:08:17
Why don't we have that conversation? I mean, even if we can save $50,000 or. 00:08:23
Somewhere along the line, no, no offense to anybody, but you know. 00:08:27
A third party is a third party, and if we can. 00:08:30
Cut some cost on that. I think it's it's worth. 00:08:33
The conversation. 00:08:36
Is free. 00:08:37
You know to have that. 00:08:38
That discussion so. 00:08:39
Should we wanna table this? 00:08:52
I would when when do we have? What's the deadline for executing this? 00:08:56
We're out of contract with. 00:09:01
December 31st. 00:09:03
Yeah, we probably won't be able to turn that around. 00:09:11
In that short of. 00:09:13
Period of time, but I yeah, I. 00:09:15
I'd like to have a formal report back on that. 00:09:17
On that conversation with with Diana. 00:09:20
Or just maybe a joint e-mail back to us or something like that. And you know. 00:09:23
So the total change. 00:09:28
Between 2025 and 2026 is. 00:09:30
What amount? It's 20,000 for the billing. 00:09:34
5000. 00:09:38
If we do that extra effort of. 00:09:39
Reviewing the billing process and just having. 00:09:43
Someone else tried to replicate it because we know our notes, but someone else reading our notes. 00:09:45
So that would be 5000 and then we. 00:09:52
Every year we include an as needed. 00:09:54
Task. So that's 10,000. So the total is 35,000. 00:09:58
So on that 5000. 00:10:03
Could we add that as a writer or something that we could add on the 2026 if we decide to pursue? 00:10:09
Yeah, based on based on what she's describing, my hesitation would be if. 00:10:16
You know, we have no intent to bring that in house. 00:10:20
Why would we select for the extra 5000 now if we have known? That's my question, and that's fair. It's just that conversation. 00:10:23
We had that conversation last December, so I wanted to be mindful of presenting that as an option. I'd like to take that off the 00:10:30
table on this contract, put it on hold. 00:10:35
And then depending on. 00:10:39
As Christie said, unless we're gonna. 00:10:43
Be pursuing that. 00:10:45
There's no reason to have that. I mean, at this moment. 00:10:47
We could do it again. 00:10:50
Midterm or. 00:10:52
Or late 2026, right. So we could always do an addendum to add that in if that's something we're. 00:10:53
Or I would just. 00:10:59
If it's easy or not to change the contract, we would not do that task unless we. 00:11:01
Receive. 00:11:05
Approval for. 00:11:06
To do it from you all. 00:11:07
Yeah, with that locks in that the 5000 but we wouldn't expend that unless we executed that part of it, Yes. So that's. 00:11:09
Yeah, that makes the paperwork side of it easier for you all. If you give me a notice there, give Stantec a notice to proceed to 00:11:17
move forward with that task, we will if you if Chris or the board does not then. 00:11:22
So at anytime through 2026 we could do that for the 5000 stated otherwise we wouldn't be billed for that. 00:11:28
Correct. 00:11:34
I would just approve it contingent on that being removed from the documentation. 00:11:34
OK. And then you guys can you can. 00:11:39
Asked, you know, approve it contingent on that being removed and allow Frank to sign outside of a meeting. 00:11:42
With that approval. 00:11:48
That way she can remove that from the contract. Whatever works for you all Spying with me so. 00:11:49
I don't really have any issue with any of the other elements of that so. 00:11:54
I mean the other item is that the as needed services are not needed. We could use that to do that task as well. 00:11:58
So the same thing with the as needed. We don't use those services unless you all have a need for us to support in another way. So. 00:12:05
For example, this past year. 00:12:12
The as needed services included the additional support for. 00:12:15
The fee. 00:12:18
OK. So should it be stricken or just put into the as needed? I would ask that the five. 00:12:20
Come out because that's how it's built in. I get the 10 is as needed and if they don't need it, then we may be able to use five of 00:12:26
that if you decide to sign up for this service. But let's go ahead and take out the five. 00:12:31
Just leave it at 10 as needed. 00:12:36
OK. And again with approval contingent on that being removed and then Frank can sign outside of a meeting? 00:12:38
I think it's easiest path and then it can still get done before. 00:12:44
January. 00:12:48
OK. 00:12:48
Provided there's no other discussion on the other elements of that, then I'm going to make a motion. We approve this contingent 00:12:51
upon the 5000 being removed from the document. 00:12:55
And then allowing Frank to sign. 00:12:59
Outside of this meeting. 00:13:02
I'll second that. 00:13:03
OK, we have a motion all in favor. 00:13:08
Aye. 00:13:10
Thank you. 00:13:12
Thanks. 00:13:13
No public comment. 00:13:21
2nd. 00:13:26
All right. 00:13:30
You didn't even take your coat off. You can hang up for a whole. 00:13:32