The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, May 17, 2018

6:30 pm

Lake Delhi Trustees Administration Building

Delhi, IA

The regular meeting of the Combined Lake Delhi Recreational Facility and Water Quality District was called to order at 6:30 pm by Vice-President Dan Staebell.

Trustees present: Staebell, Kramer; Burger, Havertape, Herman and Gifford. Leonard by phone

Trustees absent: None

Visitors: Ben Pasker, Ed Schmidt, Jason Wenger, Dan Reyner, Gary Grant & Larry Murphy

Motion to approve the meeting agenda as read was made by Herman, seconded by Havertape. Motion carried.

Motion to approve the minutes of previous meetings was made by Burger, seconded by Herman. Motion carried.

Kramer presented claims for payment. Claims for payment in the amount of $14,259.44 from the General Fund for electricity, dam operation services and generator inspection, printer maintenance, lobbyist expense, audit services, repair work at the dam, phone/internet service, license for dam trailer and annual dam inspection were presented. Requests for payment in the amount of $251,340.40 from the Debt Service Fund for bond principal and interest were presented. Burger motioned to approve the claims for payment as read, Herman seconded. Motion carried.

Kramer presented the April financial reports. The General Fund had revenues of $18,723.47 from Delaware County and expenditures of $14,036.27, ending April at $1,876,309.71. The Debt Service Fund had revenues of $30,560.43 from Delaware County and no expenditures, ending April at $278,470.34. The Dam Improvement Fund had no activity and ended April with a $10,000.00 balance. Burger motioned to receive and file the financial reports as read, Burger seconded, Motion carried.

The Board considered the annual financial compilation report by Hunt and Associates for fiscal year 2017. The report confirmed that the Board did not need to amend its budget for last year and did not exceed planned expenditures. Motion to accept and file the compilation report made by Burger, seconded by Herman. Gifford asked if we could receive the document to file electronically on our website. Kramer said she would check with the Auditor’s Office. Motion approved.

Kramer presented Resolution 5.17.18 to authorize Delaware County to conduct the July, 2017 trustee election. Herman made a motion to approve the resolution, second by Burger. Motion carried.

The Board considered possible action on a donation request from the LDRA for assistance with the LDRA dredge debt. The LDRA requested $72,575.50 for the June 1^st payment for the dredge debt.  Dan Reyner, the LDRA treasurer also suggested the Trustees review the payment schedule for the remaining dredge debt noting the payments continue to increase each year until dredge debt is fulfilled. Burger indicated he would check on the call provision on the debt. Motion was made by Herman, second by Burger to pay the current payment that is due. Motion carried.

A public hearing was opened on the proposed contract documents and estimated cost of the SCADA area drainage improvements project.   Jason Wenger gave a brief description of the project and opened it up for public comment. He noted that the engineer’s estimate for the base bid of the project was $124,325.00 with a bid alternate for upsizing the storm sewer of $6,290.00.   Public comment was received. Schmidt asked if the culvert improvements going into the driveway was the responsibility of the county. Wenger said the driveway was private and the responsibility of the owner. Reyner asked that if the county road is a conduit to the water coming down and causing the erosion is the county contributing anything to the project. Wenger stated that the trustees made changes to the property so it makes it difficult to ask for county participation. There has been no formal request from the county to contribute. Staebell asked if we need to ask for input from the county before we award the contract. Wenger stated we have 60 days to award the contract and that once the contract is awarded the contractor has 45 days to complete the project with an end date of no later than November 1, 2018.     Burger asked Wenger his opinion on upsizing of the storm sewer from 24” to 36”.   He said theoretically and 24” storm sewer would cover a 10 year event and a 36” storm sewer would cover a 50 year event.

A motion to close the public hearing was made by Burger, second by Herman to close the public hearing. Motion carried.

Wenger informed the board that the bid opening was held at the county house on Tuesday, May 15^th.   There were eleven contractors that took out bid documents and eight that returned the bids with a bid bond associated with them. The low bid was from F.L. Krapfl, Inc. out of Dyersville. The bid was for $93,838.75. The high bid was $149,341.00. Krapfl had an alternate bid of $7,063.00 for a total bid of $100,901.75. Burger asked Wenger if the motion to award it tabled would he have conversations with the county engineer regarding their participation in the project. Wenger said he would follow whatever direction he was given by the board of trustees. Burger made a motion to table the award until next month to give Wenger time to meet with the county engineer, Herman seconded the motion. Gifford asked what options the board has regarding awarding the contract. Wenger said the bids are good for 60 days and the trustees can accept or reject all bids.   Wenger suggested that he and another trustee meeting with the county engineer and then schedule a separate meeting with the county supervisors to review the project.   With no other comments, the motion carried.

A resolution to transfer $10,000 into the Dam Improvement Fund was introduced by Kramer. She noted that per our 28E agreement with the Delaware County Supervisors we are required to transfer no less the $10,000 annually into this fund. The trustees can always transfer more into the fund if desired.   It was noted this is merely a transfer and the overall budget balance remains the same. The purpose of the transfer is to make sure we have allocated funds available if monies were needed for unanticipated dam expenses. Motion was made by Herman, second by Havertape.   Motion carried.

The board of trustees considered the resignation submitted by Kramer effective May 18, 2018. Kramer stated that she and her husband had put their cabin up for sale and when it sells she would no longer be eligible to be a trustee. She also noted that she learned she had to resign 60 days prior to the July 17^th election and that was way the resignation was effective so soon. A motion was made by Burger, second by Herman to accept her resignation. Motion carried.

Gary Grant and Larry Murphy, lobbyists for the Lake District, were present to give the board a legislative update. Grant stated that the goal this legislative session was to make Lake Delhi eligible for the lake restoration fund. The DNR made some restrictions regarding eligibility requirements that make lakes that have a watershed ratio greater than 200:1 ineligible for funding. Lake Delhi’s ratio is greater than that limit. Grant & Murphy lobbied the House with the help of our local representatives but were unable to get language approved to change that requirement. Grant stated that being eligible for the lake restoration funding is crucial to Lake Delhi because it will likely be the sole source of funding the District will receive from the State. Grant stated that the argument with some legislators has been that Lake Delhi is not a private lake and should be allowed the same resources as any other public lake in the state of Iowa. He also stated that because of the investment made by the state to help with the rebuilding of Lake Delhi he has been lobbying that it would a mistake to not help maintain it as a public resource. Kramer asked if there has been a major change in the legislature from when the District was first awarded the $5 million from the state that caused a shift in support for Lake Delhi. Murphy stated there has been some change and some of our major supporters are no longer there.  He also stated that the watershed ratios affect not just Lake Delhi but most of Eastern Iowa.   It was noted that with the upcoming election for governor there’s a large support on the Democratic side to raise sales tax by 1¢ to support water legacy which would support a lot more money for watershed management authorities. This may be an area where the trustees direct their interest. Grant suggested that with the upcoming legislative elections it would be wise to bring candidates to visit Lake Delhi to give them an overview of what’s happened at Lake Delhi and the needs going forward along with the impact that the rebuilding of Lake Delhi has had economically within our community. Gifford asked if we should be thinking about taking the pressure off the legislature or should we keep moving forward. Grant indicated the felt keeping the momentum going is easier than trying to generate momentum. That would need to be a decision by the board.   Grant said there are two big issues going forward that will contribute to the success of the district. Being able to participate in the Lake Restoration Funding is the best source for ongoing funding. Particpation in the Watershed Management Authority is necessary because these authorities are well positioned to help mitigate downstream erosion.

Committee Updates:

Beach Maintenance – Burger stated that the beach committee had talked with Rich Hughes about parking on the beach for the bar patrons and also the run-off from his parking area. Rich is going to sod on the hill on his property. Rich suggested we sod about three foot on our property. He has prices and would lay the sod and maintain it. Rich though our share would run between $600-$700 dollars. There was some discussion about how soon Rich was expected to start the project. The resolution we have in place allows for the President and Treasurer to authorize expenditures up to $5,000. The consensus was to have Rich move forward with the project assuming we get something in writing to confirm he is willing to maintain the sod and the board would formally approve the expenditures at the June meeting.

Burger also mentioned he has been working on signage for the beach. He got an estimate from Manchester Signs on a 4’ x 8’ sign with steel poles. The cost would be around $600 that includes installation. Once the trustees come up with verbiage they would start the design for the sign or signs. Burger also stated we may want some more smaller signs for parking at around $60.

No other committee updates.

Public Comment: A question of asked of who’s up for re-election. Larry Burger and Doug Herman are up for re-election and there will be an election for a two-year term that was vacated by Kramer.

Burger motioned to adjourn, Gifford seconded. The meeting was adjourned at 7:54 pm.

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, April 19, 2018

6:30 pm

Lake Delhi Trustees Administration Building

Delhi, IA

The regular meeting of the Combined Lake Delhi Recreational Facility and Water Quality District was called to order at 6:30 pm by Vice-President Dan Staebell.

Trustees present: Staebell and Kramer; Burger, Havertape, Herman and Leonard by phone

Trustees absent: Gifford

Visitors: Larry Aschbrenner, Ed Schmidt, Jason Wenger, Dennis Smith, Ron Klinger, Tony Harmon, Alex Vorwald and Aaron McMurrin

Motion to approve the meeting agenda as read was made by Burger, seconded by Havertape. Motion carried.

Motion to approve the minutes of previous meetings was made by Burger, seconded by Havertape. Motion carried.

Kramer presented claims for payment. Claims for payment in the amount of $14,036.77 from the General Fund for electricity, dam operation services, printer maintenance, lobbyist expense, repair work at the dam, phone/internet service and charges for dredge location assessment were presented. Burger motioned to approve the claims for payment as read, Havertape seconded. Motion carried.

Kramer presented the March financial reports. The General Fund had revenues of $71,725.27 from Delaware County and expenditures of $12,845.10, ending Marchat $1,871,622.51. . The Debt Service Fund had revenues of $123,643.90 from Delaware County and no expenditures, ending March at $247,909.91. The Dam Improvement Fund had no activity and ended March with a $10,000.00 balance. Havertape motioned to receive and file the financial reports as read, Burger seconded, Motion carried.

Members of the Delhi Fire Department presented the Board with information regarding a diver training certification program that they will be implementing to aid with rescue and recovery efforts when needed on the lake. The training per individual is expected to take about six months. A question was raised regarding funding for the cost of the training. The Fire Department currently has some funds earmarked from the family of Alex Salow for the training. The rest would be absorbed by the department. The Fire Department is requesting a donation from District for whatever they deem is fair. The board members spoke favorably about the program but would like the Fire Department come back to the District’s next regular meeting with a more exact idea of the costs so that they can make a decision at that time. Motion by Burger, seconded by Leonard to table the request until the May meeting. Motion carried.

Jason Wenger from Burrington Group was present to discuss the scope of improvements for the drainage project on the south side of the dam as well as other alternate projects at that location.   He is proposing a base bid to do what’s necessary to address the drainage and erosion control issues that we have at that location. That would include curb and gutter, the intakes, storm sewer work, putting in a retaining wall by the Scada office, re-grading the current gravel parking lot, installing sedimentation basins and sizing the storm sewer structure of a theoretical ten year rain event.   He stated there had also been discussions about doing an alternate to include an upsizing of the storm sewer to be able to handle a 25-50 year event which basically takes the storm sewer pass through from 24-30” to 30-36”. That alternate would be evaluate prior to the awarding of the contract. All other enhancements to the surface of the area that aren’t related to the drainage issue would be dealt with at a future date. That would allow the trustees to move forward with the drainage work this spring. Leonard asked if the option of paving the parking lot by the office and option of getting proposals for the pathway to the downstream area were going to be included in the bid proposal. Staebell stated that there may be advantages to keeping those projects separate from this bid as they would likely be done by a sub-contractor. Herman and Burger both stated they were unsure of the direction they feel the paving and walkway projects should go and would like more time to discuss and look at different options. A motion was made by Herman, second by Kramer to go forward with obtaining bids for the drainage project to include options for the different sizes of storm sewer pass through. Motion carried. Wenger stated he will get the notices out to contractors and would like to have the trustees set their regular meeting on May 17 to have a public hearing and act on the bids at that time. This will require publication of the project prior to the public hearing because of the scope of the project. Wenger also stated he would like to set the bid opening for May 15 so he has time to evaluate them before the meeting on May 17. He also stated we will need coordinate with the Auditor’s Office to accept the bids prior to the opening of the documents.

Committee Updates:

Dredge Committee – Staebell stated the committee met April 7^th for a preliminary meeting for direction on possible dredging.

Beach Maintenance – Burger stated he has talked with a person who is interested in doing the garbage and beach maintenance. The cost for garbage removal would be $25.00 per trip. The cost to drag the beach would be $35.00 per trip.   The anticipation is that garbage will be picked up on Sunday and Monday and also following holidays. Dragging the beach would be done after rain events or more frequently if needed. Kramer stated that she would contact D & S Portables to set up a time to deliver port-a-potties to both Lost Beach and North Beach.

Public Comments: Ed Schmidt asked if a future county bridge project would have any impact on the proposed drainage work.   Wenger stated from the information he has any bridge development will be well to the east of the dam.

Kramer motioned to adjourn, Havertape seconded. The meeting was adjourned at 7:01 pm.

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, March 15, 2018

6:30 pm

Lake Delhi Trustees Administration Building

Delhi, IA

The regular meeting of the Combined Lake Delhi Recreational Facility and Water Quality District was called to order at 6:30 pm by President Steve Leonard.

Trustees present: Leonard, Kramer, Burger, Staebell, Herman (phone)

Trustees absent: Havertape, Gifford

Visitors: Larry Aschbrenner, Ed Schmidt, Jason Wenger

Motion to approve the meeting agenda as read was made by Staebell, seconded by Burger. Motion carried.

Motion to approve the February 15, 2018 and March 1, 2018 meeting minutes was made by Burger, seconded by Staebell. Motion carried.

Kramer presented claims for payment. Claims for payment in the amount of $12,845.10 from the General Fund for electricity, dam operation services, printer maintenance, lobbyist expense, LP gas and phone/internet service were presented. Staebell motioned to approve the claims for payment as read, Burger seconded. Motion carried.

Kramer presented the financial reports. The General Fund had revenues of $8,210.92 from Delaware County and expenditures of $7,988.32, ending February at $1,812,742.34. . The Debt Service Fund had revenues of $10,601.56 from Delaware County and no expenditures, ending February at $124266.01. The Dam Improvement Fund had no activity and ended February with a $10,000.00 balance. Staebell motioned to receive and file the financial reports as read, Burger seconded, Motion carried.

Jason Wenger from Burrington Group presented documents for review regarding drainage work on the south side of the dam.   The scope of work included curb and gutter, a block retaining wall, storm sewers, curb intakes, erosion stone and seeding and topsoil. After much discussion, a motion was make by Burger, second by Staebell to table any action until a trustee work session could be held on site to discuss exact needs for the project. Motion carried.

Committee Updates:

Beach Maintenance – Kramer reminded the committee members in charge of beach maintenance that they need to find a person or persons willing to pick up the garbage and cans at Lost Beach every week. She stated that last year arrangements were made with the Delhi Fire Department to use their dumpster in exchange for giving them the cans for redemption. Whoever does the cleanup work will need to sort the cans from the glass as well. Burger stated that he had been approached by a person interested in the job and planned to follow up with him.

Dam Operations – Wenger stated that the bubblers have been removed and the gates will probably be put on automatic in the next couple of weeks.

Water Quality – Leonard stated that the Maquoketa Watershed Group had filed for a grant in which the Trustees made a pledge and are still waiting to hear if that has been approved.

Herman updated the Board on additional efforts, associated with a previously prepared Archaeological Survey, that need to be undertaken with regard to the dredge spoils site as part of the 2008 FEMA close out process. He is expecting a proposal from Wapsi Valley Archaeology that would include an inspection of the site and the preparation of a follow up report related to the location and potential disturbance of previously identified potentially notable archaeological sites. The District will be solely responsible for this expense with no cost share from FEMA. However, without these efforts the District could be ordered to reimburse FEMA in an amount equal to their investment in the dredge spoils site.

Leonard mentioned that we have one archeological area that we have yet to mitigate but the work could not be done until the lake was back. Herman explained that Wapsi Valley Archaeology performed the original study at the dredge site and for that reason would be used at this time to identify those areas they previously identified as having potential archeological significance.

The floor was opened for public comment. Larry Aschbrenner wanted to remind those in attendance that this coming Sunday, March 18^th, he and Dennis Jasper will be bartending at the St. Patty’s Day Event at The Pizza Place starting at noon. All tips will be donated to this year’s fireworks.

Burger motioned to adjourn, Kramer seconded. The meeting was adjourned at 7:35 pm.