Unofficial Minutes – Tuesday, July 16, 2019

The Combined Lake Delhi Recreational Facility and Water Quality District

Tuesday, July 16, 2019

4:00 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 4:00 pm by President Staebell.

Trustees present: Staebell, Davidson, Gifford, Havertape, Burger and Herman  Leonard was present by phone

Absent: None

Visitors: Ed Schmidt, Joe Scherrman, Larry Aschbrenner and Pat Colgan

Staebell asked for a motion to approve the meeting agenda. A motion was made by Davidson, second by Havertape. Motion carried.

Motion to approve the minutes of previous meetings was made by Davidson, seconded by Gifford. Motion carried.

Claims were presented for payment in the amount of $66,126.16 from the General Fund for electricity, internet services, dam operation services, printer maintenance, lobbyist expense, clerical expense, beach clean-up and port-a-potties, dam maintenance, watershed donation, debris removal and dredge removal. Gifford motioned to approve the claims for payment as read. Havertape second the motion. Davidson questioned the additional invoice from Frentress for $8,000. According to the invoice there was additional work done between May 31 and June 3 due to additional items removed from the lake. Staebell noted that an email he received from Jeremy indicated that he was notified by the Delhi Fire Department of several lifts in the Freddie’s Beach area that he removed around May 25th. With no more discussion, Staebell asked for a vote on the motion. All ayes. Motion carried.

June financial reports were presented. The General Fund had revenues of $5,824.81 from Delaware County. Expenditures for June were $33,708.29 ending June at $1,918,029.68. The Debt Service Fund had revenues of $3,453.13 from Delaware County with no expenditures, ending June at $38,029.85. The Dam Improvement Fund had no revenues or expenditures ending June with a $30,000.00 balance. Burger motioned to receive and file the financial reports as read, Gifford seconded. It was noted that at the end of fiscal year 2019, the District overspent the amount received from the recreational tax of $4.00/$1000 by close to $147,000. This was due to several large projects, including the drainage work done on the south side of the dame. It was also noted that this past year monies were received from the Community Fund to Rebuild Lake Delhi to offset the additional expenses.   With no other discussion, the motion carried.

Burger presented information to the Board regarding the possibility of increasing the liability overage. We currently have $3,000,000 in liability coverage with ICAP. He also suggested the Board consider increasing their deduction which is currently $500. There was discussion regarding increasing the liability and Burger was asked to bring back costs for various levels of liability coverage. A motion to table until further information is available was made by Herman. Gifford seconded the motion. Motion to table carried.

Committee Updates:

Property, Assets & Dam – Davidson noted that he has talked with Burrington Group to go ahead and order the cable that is going to be replaced on the dam and also the crane needs to be lined up. They are thinking they only needs to be one contractor for the job at this point.

Burger also noted that Mitch Stender had been hired to take care of Lost Beach.

Gifford informed the Board that he has been in touch with Culver Nursery regarding the Wall of Recognition.   He stated he had forwarded their contract with the numbers and the drawings to both Davidson and Leonard for review. Because Gifford is not running for re-election he said whether he would continue to work on the project would be up to the Board.

Staebell thanked both Gifford and Havertape for the time they served on the Board.

Public Comment:

Aschbrenner asked if the Board had received a breakdown on the Frentress bill. Staebell noted that there is a breakdown and that he had talked with Jeremy Klima regarding the bill and noted that the Board approved the bill earlier in the meeting. Davidson also noted that in addition to taking out the debris in the lake bed, the District had Frentress cleanup a lot of the trees and debris that had settled on the dam area and spillway.

With no other comments, Havertape made a motion to adjourn, second by Burger.

Motion carried.

Meeting adjourned at 4:30 p.m.

WORK SESSION began at 4:33 p.m.

Staebell presented the Board with a handout of issues he wanted to address.

The first item up for discussion was the Wall of Recognition. Gifford said the contract is ready for review. The drawings will need to be reviewed by an engineering firm because the project has been scaled back from the initial proposal. Gifford noted that the previous drawings had been reviewed by Stanley and given to Jon Garten of the IDNR for his approval. Davidson noted that the engineer should be on site during the process of digging the footings. Because of the change in the drawings, Leonard stated he thought the DNR should review prior to any work being done. Gifford stated that the names of the donors will need to be verified. He suggested that he and Laurie Kramer work on getting the names verified. Gifford stated that the project could be started as early as late August or early September. Leonard stated he would like to take the project to Bill Holman from Stanley for review prior to taking it to Jon Garten. Colgan agreed that any time you have a change in a project you need to go through the review process with Holman and Garten. Leonard noted there will be a fee to have Holman review the project. Staebell asked how the names were going to be placed on the wall and Kramer asked how the names are going to be attached and Gifford stated the names will be inscribed. Sizing of names will be based on the size of the donation. Herman asked if the site included seating or is it just the wall. Gifford stated that the only thing being done was the wall at this point. Leonard stated that he has been contacted by someone who is interested in donating toward some aspect of the project. At some point they would like to come to the Board and talk about it.

The next item for discussion was the trustee budget. Staebell stated he wanted to talk about several things regarding the budget. The first would be the LDRA debt and secondly he would like to discuss the cost of dredging possibly using matching funds and how this would impact the budget. Leonard asked Burger if he could tell him what the payoff amount would be if the District were to pay down the entire debt. He also asked Kramer what our current cash position is. The current cash position is around $1.8 million. He also asked how much is anticipated to be raised from the $4.00/$1000 in the coming fiscal year. That amount is a little over $347,000. Burger stated the payoff would be $1,260,000. Leonard asked Burger if he had any idea on how we could come to an agreement to with the bank to on a cash settlement noting there’s no obligation on the District’s part to pay the LDRA debt. Burger stated there’s a possibility to readjust the interest rates. He stated there would not be an issue approaching the bank regarding a payoff. The question for the Board is to decide whether to pay off the LDRA debt with the monies available knowing that there may be a need for those dollars for dredging projects in the future. Herman noted that if the District paid off the LDRA and needed to borrow it would require a referendum from the residents. Staebell noted that the under the current LDRA debt schedule annual payments will go from $151,000 this past year to $268,476 by 2026. A question was raised about the interested earned on the General Fund monies. Kramer noted that our money is invested by the Delaware Co. Treasurer and it’s very conservative because it’s public funds. Gifford asked it we had any options on investing some of the money and Kramer stated she could ask the county treasurer for that information.

Dredge discussion was next. Staebell noted that Gary Grant presented the Board with information regarding potential funding sources for dredging in the future. It would require the Board to come up with a plan for dredging to present at the next legislative session. A 3-5 year plan could involve maintenance, mitigation, sediment control, etc. He noted that Bill Holman had done a study several years ago. He also stated that he reached out to the Iowa Flood Center at the University of Iowa. He asked if they could give communities guidance on sedimentation, flooding, etc. They get funding to do this type of work and several professors said they could come to the lake and see what the conditions exist at Lake Delhi. Colgan stated that the biggest factor in sedimentation is floods. He suggested coming up with a grand plan and decide what the Board wants to accomplish. After establishing a policy there needs to be action items to make it happen. By studying certain areas over a period of several years the Board could use that data determine what areas need assistance. More discussion was held on how to develop a policy. Burger expressed concern about having a policy that restricts the District and could potentially be a liability. He suggested a broad policy that says the District will promote recreational and safety on Lake Delhi. Gifford said he there’s no need for a policy if you have a strategy. Having a policy is taking ownership of something you don’t own. Leonard suggested getting current data for potential costs in certain areas that have already been identified. More discussion was held on doing studies and gather the information needed and how to go about it. Because more data is needed, Staebell suggested having the professors from the Iowa Flood Center come to the lake. He provided two dates. July 31 or August 6th. Staebell asked how many of the board members would be interested in meeting with the professors. Several expressed an interest on meeting July 31st and holding a possible work session at that time. Leonard asked Burger if he could find out what the District has for bonding capacity based on the latest valuations and what has been paid down. Burger said he would look into it. A question was raised about the dredge site. Colgan stated the site is not operable. At this point there’s no way to get the water back to the river. He noted there are many details that need to be worked out before it could become operational.  Maintenance of the site will also be an issue. Colgan said there are a lot of strategies and suggested a comprehensive study of the area.

The last discussion point was dam operations. Staebell, noted Burrington Group is currently contracted for dam operations but there’s still a need for volunteers to do some of the day-to-day maintenance. Davidson said it’s hard to find volunteers for the day-to-day observations. Several names were suggested as individuals might be interested in doing the daily observations and small maintenance. It was also noted that the District doesn’t have enough volunteers to do the daily operations. Staebell asked Colgan if he could get him the names of volunteers that are currently in the Operations Plan to do daily observations. Staebell asked if he could get a synopsis of what the requirements for daily operations. Gifford suggested creating a checklist for the Board so future trustees are aware of those requirements.

A motion to adjourn was made by Herman, second by Burger. Motion carried. Meeting adjourned at 5:58 p.m.

 

 

 

 

 

 

 

 

 

 

 

Trustee Meeting & Work Session – Tuesday, July 19, 2019

The Combined Lake Delhi Recreational Facility and Water Quality District

Tuesday, July 16, 2019

4:00 p.m.

Lake Delhi Trustees Administration Building

210 South St.

Delhi, IA

  1. Call to Order
  2. Approve Agenda
  3. Consideration and approval of minutes of Previous Meetings
  4. Consideration and approval of Payments
  5. Review Financial Report
  6. Consideration and possible action increasing liability cover with ICAP
  7. Committee Updates – Water Quality & Sediment Control; Community Quality of Life; Property, Assets & Dam; Finance & Budget
  8. Public Comment
  9. Adjourn

 

WORK SESSION

  1. Planning session for future goals of the Trustees (This is a work session only. No action will be taken.)

 

 

Minutes – June 20, 2019

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, June 20, 2019

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 Staebell.

Trustees present: Staebell, Davidson, Leonard and Gifford

Absent: Havertape, Herman and Burger

Visitors: Chip Huges, Linda Slobodnik, Ben Pasker, Gary Grant, Tyler Burlage, Larry Aschbrenner, Bob Manning and Larry Benn

Staebell asked for a motion to approve the meeting agenda. A motion was made by Leonard, second by Gifford. Motion carried.

Staebell open up the public hearing to approve transfer of lake frontage owned by the District to adjacent property owners pursuant to the District Lake-Frontage transfer policy.

Staebell summarized the policy that was approved in May. There was a question on who would pay the surveying fee. The response was that that cost was the homeowners. Leonard stated that the Trustees could make recommendations for businesses that could do the survey work and legal work but the homeowner would be responsible to decide who they wanted to use.   A question was asked why a survey was necessary and Staebell said the Delaware County Auditor required it. There was a lengthy discussion regarding the policy development. Slobodnik asked if the District had to maintain her frontage. The answer was no. Gifford reminded the visitors that dredging is not a topic of this public hearing. A question was raised how property would be handled if dredging required removal of docks and lifts. Staeball noted that the policy states that the District would be responsible for removal of permitted docks/lifts and would be responsible for the reinstallation of said property at a cost to the District. A question was asked about where the 50’ of property was start and it was noted it would begin at the water’s edge. With no other comment, a motion was made by Davidson, second by Gifford to close the public hearing. Motion carried.

The Board considered a resolution confirming final approval on the policy regarding Lake Frontage Sale/Transfer. Leonard made the motion to approve and Gifford seconded the motion. Leonard made a comment that it’s important to communicate with homeowners who don’t own their frontage so they have the opportunity to purchase if they wish because each year the cost to do so will go up. Staebell noted that he and Herman will be working on making initial contacts. Staebell asked for a role call vote.

Leonard – Yes

Gifford – Yes

Davidson – Yes

Staebeel – Yes

Motion to approve the minutes of previous meetings was made by Gifford, seconded by Davidson. Motion carried.

Claims were presented for payment in the amount of $8,539.90 from the General Fund for electricity, internet services, dam operation services, printer maintenance, lobbyist expense, clerical expense, beach repair at the North Beach access road, dam maintenance and audit services. Leonard motioned to approve the claims for payment as read. Gifford seconded. Leonard asked why there was no invoice to be approved for Frentress Marina. Staeball said an invoice was received but it was not itemized. He asked Jeremy Klima to break down the hours that were charged. Leonard stated he thought we should at least pay the mobilization fee and revised his motion to add payment to Frentress Marina for the $25,000 mobilization fee. Davidson seconded the motion to add that payment. Motion carried.

May financial reports were presented. The General Fund had revenues of $9,137.95 from Delaware County. Expenditures for May were $18,731.63 which included the j$10,000 transfer to the Dam Improvement Fund ending May at $1,955,913.16. The Debt Service Fund had revenues of $5,620.33 from Delaware County with no expenditures, ending May at $34,576.22. The Dam Improvement Fund had $10,000 in revenues and expenditures ending May with a $30,000.00 balance. Leonard motioned to receive and file the financial reports as read, Davidson seconded. Motion carried.

Davidson reviewed with the Board a proposal for cleanup compensation for Lost Beach, North Beach and the Scada office area. He noted that he at this time he was prepared only to discuss the beaches but that the office area would need to be address.   After having some discussions with Rich Hughes, Davidson proposed contracting someone at the rate of $100.00/week for 2.5 hours of work. Any extra time after that would be at a rate of $35.00/hour. He noted that garbage cleanup is not currently an issue because of the removal of the garbage cans. If it becomes an issue the Board would have to find a place to dispose of it. He suggested signs be made to tell people to carry their garbage with them. Staebell stated he has been maintaining North Beach and will continue to do so at no cost to the district. He said other than mowing it takes very little cleanup effort. Leonard asked if Davidson had anyone in mind for the job. Davidson stated he needed to get the compensation set before hiring anyone. Gifford asked if the compensation was for both beaches and Staebell stated for right now it would only be for Lost Beach since he’s taking care of North Beach. It could be something to consider at a future meeting. Gifford also asked if this expense had been budgeted for in our certified budget. Staebell said money had been set aside for beach repair. Leonard made the motion to approve the compensation provided by Davidson, Gifford seconded. Motion carried.

The next agenda item was consideration and possible action on an overhead lifting crane, mounted on the dam and additional repair and maintenance. Davidson stated that the lifting crane is used to lift the stop logs at the dam. There have been problems in the past with water getting inside the control box. In the past Price Electric has tried waterproofing the control box. The cost was around $7,000. For them to do the same work again is around $4,250 and additional cable work would be another $9,800. Davidson said he received several quotes from Superior Crane to move the control box down to a lower level. He said the quotes were for building a whole new box instead of bringing the current box down for repair. The cost could range from $34,700 to $38,000. Davidson said he would like to look at other options. Leonard asked for Davidson’s recommendation.   He stated that the water-proofing needs to happen. He also wants to test the stop logs and the cable system. Before we spend over $30,000 we take another look at other options.   Crane cost is around $3,500 and cable costs are around $3,700. Leonard made a motion to approve up to $10,000 to get the project moving. Davidson seconded the motion.   Motion carried.

Gary Grant from L & L Consulting provided the trustees with a legislative update. Gary stated that there were three priorities for this session relating to Lake Delhi. The first was to make Lake Delhi eligible for the Lake Restoration Fund. The second was to ensure that the Restoration Fund was funded at the appropriate level. And the third was to explore the possibility of a legislative fix the misinterpretation regarding rules governing lights on pontoons. While the lighting issue isn’t a legislative issue at this point he recommended communicating with the DNR on that issue. Regarding funding for the Restoration Fund he noted that the funding was approved at the same level as the previous year. With regard to getting Lake Delhi eligible for lake restoration funds, Gary noted that one of the requirements is that the watershed can not have a ratio greater that 400:1. That eliminates Lake Delhi from being eligible. After discussing with local legislators, it was decided to create a new fund call On-Stream Impoundment Restoration Fund. To be eligible you need to be a public lake and a 357E. Lake Delhi is both of those. Even though the fund was created it was too late in the legislative session to have any monies appropriated to it. That topic will be brought up in the next legislative session. He noted that there would be some matching requirements.   There was a lengthy discussion regarding the funding formula which will occur next year.   Gary suggested developing a capital improvement plan with what the needs are for the next five year. Then as dollars become available Lake Delhi will be ready for requesting funds.

Staebell noted that a planning session is scheduled for July 16th which will be combined with the regular July meeting.

Committee Updates:

Water Quality – Leonard noted that the executive watershed management authority meeting will be taking place in two weeks. Lake Delhi is in partnership with multiple counties and cities on the Maquoketa River to come up with ways to minimize sedimentation and maintain water quality. Some things to be discussed is utilizing our dredging capabilities to reduce sedimentation.

Property, Assets & Dam – Davidson noted that there was a washout at the North Beach access area that has been dealt with.   The committee is still looking at best ways to deal with debris removal. It was also noted that the debris by the dam will be removed within the week. A question was raised about how many donations were made for the debris removal. Staebell noted that there had been five or six donations. He questioned if it might not be a good idea to send another request for donations considering the cost of the debris removal. Leonard suggested that the board consider having some sort of countability that requires each property owner to cable their docks and lifts considering the cost the District had to pay for the debris removal.

Community of Life – Leonard noted there needs to be some help with up-coming events.

Staebell noted that the election is coming up on July 23rd.

Public Comment:

Tyler Burlage – He suggested creating a board on Lost and North Beach to acknowledge the people who donate toward maintenance. He also talked about looking at beach cleaning equipment for Lost Beach because of all the rocks on the beach. He looked into some equipment that’s available to do beach cleanup.   The closest dealer he found was in Nebraska where they clean up between 75 – 100 beaches each summer. The price of the equipment is expensive but he suggested possible alternatives such as leasing the equipment. His suggestion would be a three-year commitment to leasing the equipment. Gifford suggested having the guy from Nebraska come over once a year to do the cleanup. After additional discussion the Board agreed that there is a need for beach cleanup and more investigation needed to happen.

Bob Manning – He brought up the topic of boater safety and asked the Trustees to think about communicating safety ideas to people on the lake. Larry Aschbrenner suggested having the ski team to sell the safety flags at their ski shows.

Chip Hughes – He asked where the “donations” on the financial reports came from. The response was that the donation money was from the Community Fund to Rebuild Lake Delhi to reimburse the District for projects completed on the lake.

With no other comments, Davidson made a motion to adjourn, second by Leonard.

Motion carried.

Meeting adjourned at 7:55 p.m.

 

 

Agenda – June 20, 2019

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, June 20, 2019

6:30 p.m.

Lake Delhi Trustees Administration Building

210 South St.

Delhi, IA

  1. Call to Order
  2. Approve Agenda
  3. Open public hearing to approve transfer of lake frontage owned by the District to adjacent property owners pursuant to the District Lake-Frontage transfer policy
  4. Close public hearing
  5. Consideration and possible action on a resolution confirming the final approval to the policy regarding Lake Frontage Sale / Transfer
  6. Consideration and approval of minutes of Previous Meetings
  7. Consideration and approval of Payments
  8. Review Financial Report
  9. Consideration and possible action on approving beach (Lost & North) and Scada building cleanup compensation.
  10. Consideration and possible action on overhead lifting crane – mounted on the dam – repair and maintenance.
  11. Gary Grant will give a legislative update on the progress made through this legislative session
  12. Committee Updates – Water Quality & Sediment Control; Community Quality of Life; Property, Assets & Dam; Finance & Budget
  13. Public Comment
  14. Adjourn

 

Minutes – Thursday, May 16, 2019

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, May 16, 2019

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 Staebell.

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

Visitors: Ed Schmidt and Dan Reyner

Staebell asked for a motion to approve the meeting agenda. A motion was made by Herman, seconded by Burger. Motion carried.

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

Claims were presented for payment in the amount of $8,968.22 from the General Fund for electricity, internet services, dam operation services, printer maintenance, lobbyist expense, clerical expense, property insurance, trailer license and miscellaneous supplies. Herman motioned to approve the claims for payment as read minus the payment of the trailer license. Davidson seconded.  Motion carried.

April financial reports were presented. The General Fund had revenues of $160,528.07 from Delaware County and the Community Fund to Rebuild Lake Delhi. Expenditures for April were $$108,884.16 ending April at $1,965,506.84. The Debt Service Fund had revenues of $28,414.00 from Delaware County and expenditures of $236,579.00, ending April at $28,956.39. The Dam Improvement Fund had no revenues or expenditures and ended April with a $20,000.00 balance. Herman motioned to receive and file the financial reports as read, Burger seconded. Motion carried.

A motion was made by Burger, second by Leonard to approve the FY2018 Compilation report by Hunt and Associates. Motion carried.

The next agenda item was consideration of a resolution to consent to assignment of trustee agent agreements; escrow agent agreements; and/or paying of agent and registrar and transfer of agent agreements. Staebell asked Burger to update the Board.

Burger explained that the registrar paying agent that the District original signed up with is Bankers Trust. What they do is they keep track of all the electronic bonds that are out there so all the District has to do is send one check to them. If bonds are sold Bankers Trust distributes the money. They take care of all the paperwork for an annual fee.   What happened is Bankers Trust sold their service to UMB bank of Kansas City. Bond council decided a resolution needed to be done to verify the District is okay with transfer. While the actual transfer to UMB Bank has been moved back to July, it’s necessary to get the paperwork completed beforehand. A motion was made by Herman, second by Davidson. Staebell asked for a roll call vote.

Leonard – yes

Davidson- yes

Burger – yes

Gifford – yes

Staebell – yes

Herman – yes

Havertape – yes

Motion carried

Consideration and possible action on a resolution to transfer a designated amount into the Dam Improvement Fund as required by the 28E Agreement with the County Supervisors filed in January of 2014.   Staebell explained that this is an annual transfer and in the past two years the Board has approved $10,000 each year for a total of $20,000 that is in Fund 81003. He noted there has been some discussion among the Trustees regarding the amount to transfer. Staebell stated that more discussion about adding more money into the Dam Improvement Fund could be done at the next work session.   The requirement from the County is to get to a total of $150,000 in that fund. Staebell asked for a motion to transfer $10,000 into the Dam Improvement Fund.. Davidson made the motion to transfer $10,000, second by Havertape. Staeball asked for a roll call vote.

Leonard – yes

Davidson- yes

Burger – yes

Gifford – yes

Staebell – yes

Herman – yes

Havertape – yes

Motion carried.

The Board considered possible action on a resolution to approve a policy to transfer District lake frontage. Staebell noted that this issue has been discussed for several months and asked Herman to give the Board an overview of the policy. Herman stated that in Resolution 5.16.19 (d) he laid out a summary of how historically the LDRA had sold lake frontage in the past. Although most of the lake frontage was sold there are some areas that remain with the District. The District’s intent is to give up control and sell it to adjacent property owners. While we can’t force the property owners to purchase their frontage the District can prohibit docks and lifts to be placed on the frontage the District owns. While the LDRA transferred property to the center of the lake that could be a FEMA issue.   The intent of this policy would be to transfer 50’ from the shoreline. This would be done by a quit claim deed at the same cost that the LDRA sold front which was $10.00 a lineal foot. The property owner would have to pay for the survey and also all recording fees. In the deed the District would reserve the right to enter the property and maintain what was sold if an event warranted it.   It would be the District’s cost to move the owner’s docks/lifts and replace them. The District would also retains sole discretion to NOT sell frontage if for some reason that frontage was deemed valuable to the District.   Herman stated he felt the deeds will be pretty consistent and if there’s one attorney would could handle all of the deeds it may be a benefit to the owner. The homeowner can choose whoever they want for a surveyor. Leonard stated he felt the $10.00 per foot should go up every year to encourage property owners to take advantage of purchasing the frontage now. He also thought the estimate on the legal fees and recording costs seem a bit low.   Leonard stated his concern about putting cost estimates in the policy given the fact that the costs could run higher than the estimate. Herman said the estimate could be removed from the policy but Burger stated he felt there needs to be some language as to the cost. Leonard suggested the policy include a range for costs. Havertape asked how many properties were left that are District owned. Herman stated he thought around 20 or so. Staebell thought it was more like a dozen. Leonard suggested changing the rate per foot to $10.00 per for in calendar 2019 and a 3% inflationary rate thereafter. Herman said he’d rather do $10.00 per foot for the fiscal year 2020 and an additional $5.00 per foot per year thereafter.  Leonard asked if the language relating to moving property owner’s docks/lifts reviewed by the county auditor. Herman said he had talked with her but that he would draft language that would go on the deed. Herman said the policy approval could be postponed until after the public hearing. After some discussion, the consensus was to approve the policy tonight and if it needs to be amended that could be done at the public hearing in June. It was also clarified that the policy would reflect a range to the costs for surveying and the legal and recording fees. Leonard asked how is this going to be communicated to the homeowners since some may not know they don’t own their frontage.   Staebell and Herman stated they would be reaching out to the property owners who have been identified as not owning their frontage. Herman noted that the language on #4 of the policy would state the rate of $10 per lineal foot would be measured from the point where the district property meets the private property and that the rate of $10 per lineal foot would increase $5.00 annually starting in July, 2020. Davidson made a motion to approve the transfer policy as edited in Resolution 5.16.19 ( c ), Havertape second. Motion carried.

The Board considered possible action on a resolution to schedule a public hearing to approve the transfer of lake frontage owned y the District to adjacent property owners pursuant to the District lake frontage a transfer policy. Said hearing will be held on June 20, 2019 at 6:30 p.m. at the District Office.   Herman stated that he had talked with Laurie Kramer regarding the notice for the public hearing. He will be working with her on the language for the notification. A motion was made by Burger, second by Davidson. Motion carried.

The Board discussed action on removal of the wood debris located down by the Nook location near the dam and wood debris at Lost Beach.   Staebell stated that Rich Hughes plans to remove the debris on Lost Beach. The question is what to do with the debris in the Nook area. Leonard stated he had talked to Marty Pottebaum. Marty had talked with the homeowner next to the debris and she was comfortable with burning it but there could be some liability to do that. Davidson said he is not in favor of burning. He stated that the decision was made to let the wood dry out for 30 days and then anyone who wanted to take it for firewood could do so. He also noted that Jeremy Klima expressed interest in taking it. Burger stated he had heard from Bruce Schneider who had a lot of trees and wood debris dropped at his place. Burger said if action is going to be taken on wood debris the Schneider property should be included. Staebell also stated that there was a lot of debris in the Klima area also. Because of other debris that is still located in the lake, Leonard made a recommendation to reach out to Jeremy Klima to take another run through the lake. Other discussion was finding someone to haul the debris away. Different options were discussed. Leonard reminded the Board that the President and Treasurer have the authority to expend up to $5,000 to hire someone to remove debris after a couple of weeks. No other action was taken.

The next agenda item involved looking at options for the Wall of Recognition using funds gifted to the Trustees. Staebell began the discussion with some background information regarding monies for the Wall of Recognition. He noted that of the $1,700,000 pledged to the Community Fund to Rebuild Lake Delhi around $1,600,000 was collected. Based on the information on the CFTRLD website there were around 278 donors. The funds collected have been held by the Greater Dubuque Foundation. After previous donations for the dam rebuild the account in Dubuque has approximately $14,100 left. Staebell said he felt there’s need to close this account sometime in the near future. He also noted that the CFTRLD held around $112,000 in their bank account around a year ago. After a transfer to the District of $91,000, the current balance in that account is a little over $21,000. Staebell noted that there were three large fundraising events that happened prior to the completion of the dam in 2016. Those included the pontoon raffle, a cash raffle and St. Pat’s bartending tips. Those dollars amounted to approximately $57,600 of the $91,000. So the balance would be for the wall and LDRA seed money.  The balance at Heritage of $21,000 would also be available funds for the wall and LDRA. He pointed out that on the CFTRLD website there was a notice of transparency that stated zero donation dollars would be going toward marketing, rewards, recognition, printing, mailing, etc.

He then asked Gifford to review the wall options with the Board. Gifford stated that in 2011 when the fundraising began it was identified that private funds would drive all the fundraising because the State and County wouldn’t come in unless there was a large private fundraising effort. An important part of driving the private fundraising was having a wall of recognition. The Dubuque Foundation was brought in to develop the trust and tracking of those donations. Because the funds in Dubuque couldn’t be used for marketing, the wall, etc., the other funds went into the bank in Delhi. He presented three options for consideration and noted that the committee to oversee the project included himself, Leonard and Davidson. He noted that while there are three options components of each option could be interchanged so multiple options are available.

Option #1 has a cost of $51,900. This includes the wall, concrete pavers and limestone sitting cubes Lake Delhi “map” inlaid pavers and “piers” would be paid by interested donors. He noted that there is a significant cost to the engraving.

Option #2 has a cost of $65,400. This everything in Option #1 but would include an enlarged concrete space by the spillway which would include a shade sail area and a sculpture area. Those two items would also be donated.

Option #3 has a cost of $81,900. It includes an even larger concrete area and additional limestone seating along with some landscaping.

Davidson asked if the budget difference between #1 and #2 including pulling out the existing concrete pad. Gifford said that was correct. Davidson said the removal of the concrete pad should be done no matter what option is taken. Burger asked if limestone is the best option in terms of cost and durability. Gifford said limestone is a good look and is receptive to engraving. It’s not the cheapest material but not the most expensive either. It was clarified that the material is Indiana limestone. Burger asked if the committee considered several walls versus one large wall that would need bigger footings. Gifford said there was some discussion but concluded that the main wall was the consensus was a main wall was the best choice. Staebell asked if all the names would be on one side and Gifford confirmed that. Leonard also stated a larger wall would be easier to see by water. Herman commented that he liked the idea of it being natural looking and not looking commercialized. Gifford said that was the key to the design. It was noted that the piers were salvaged after construction began on the dam. They have great historical value. Herman asked if there’s a comfort level with the location of the wall. Leonard stated they spoke with the dam safety engineer and the local fire department. A crane was also brought down to see what kind of access they would need. It was noted that all involved in the discussions felt the likelihood of needing a crane for assistance would highly unlikely. Herman said his concern was also regarding creating issues on the embankment.   Leonard said that was all reviewed by Bill Holman, our dam safety engineer. Staebell asked if the wall is located on the embankment on is where is it from the current sidewalk. Gifford stated the wall will be much closer to the sidewalk which is a big cost savings. Staebell asked if there were other locations considered. Davidson said the committee talked about some options but this location seemed to be the best area. Herman asked if there was any feedback from residents regarding using taxpayer dollars. Leonard stated it’s no taxpayer money is being used. It’s money that comes from fundraising. Leonard stated the $91,000 transfer made to the Trustees from the CFTRLD was accepted for use for the betterment of the public. Staebell referred back to his initial review of the transferred dollars.   His feeling is that the fundraising done prior to the completion of the dam would have gone to the Dubuque Foundation for the purpose of the rebuild but to avoid associated fees the monies went to Heritage Bank. Leonard stressed that the Board accepted the $91,000 was for public benefit and they have some great options to choose from for the wall project. Staebell asked if the committee is looking for a commitment of a certain amount of dollars for the project. The District would be the holder of the contract. Leonard made a motion to approve option #2 in the amount of $65,400 plus a 10% overage for sake of discussion. Havertape second the motion. Davidson asked what are the “paid for by donors” are getting for their donation. Leonard said there was some specific individuals interested in donating toward specific aspects of the wall like the shade sail area. These individuals are looking for guidance from the Board on what projects will be approved. Staebell said he’s comfortable with staying within the $34,000 level and would support paying for contingencies. He also felt the concrete repair costs should be supported by the District. Staebell said he would amend the motion to $34,000 plus a 10% contingency and also the cost to repair the concrete area. Davidson asked what the difference in site prep was for each option. Option #1 is $1,500, Option #2 is 3,000 and Option #3 is $3,400.   Gifford stated site prep increased with the size of the project. Davidson suggested the site prep be paid for by the District. Herman asked where the money at Heritage Bank came from. Leonard said it came from fundraising activities. Herman asked if the $21,000 remaining at Heritage Bank could be used for this project. Leonard suggested he sit down with Gifford and Kramer to see what expenditures are left to come out of that account. There’s currently $10,000 of the $21,000 is earmarked for this year’s fireworks. There would need to be input from the Board on how they want to handle those remaining dollars. Davidson asked if it would be agreeable to close out the account at Heritage Bank and Leonard said that could be done. Davidson asked Burger if there was dollars allocated in the certified budget for lake events. Davidson asked if there was money in there for the fireworks. The answer was yes. Staebell asked if there was going to be fundraising for the fireworks and Leonar5 stated the fundraising is done in arrears. Future fundraising would come from the LDRA.  Gifford noted the District has a bucket of non-taxpayer dollars that can support the project but Herman stated that some of that money could be used for other things. Burger noted that taxpayer money was used to enhance Turtle Creek and that was for public use. Leonard expressed to the Board that the $91,000 will always be up for debate on how to spend those dollars on any future projects. Havertape noted that when Gifford came to him asking for a donation the for the rebuild project he told him there would be a wall to recognize those donors who stepped forward. Burger asked who is designing the project which includes the footings, etc. Gifford said Culver Landscaping is doing the design and engineer. The DNR will sign off on the project. Staebell asked for clarification on what the DNR will sign off on. Gifford stated DNR has already reviewed the plans and have signed off. Davidson asked who was going to oversee the project? Gifford said Culvers will be the general contractor along with the three committee members. Staebell asked if we need oversight on the footing checks. Burger stated it’s important to protect our property. It was suggested the District hire Burrington Group to oversee the initial inspection. Davidson asked if Culvers will be drafting a contract and Gifford said that’s correct. Herman suggested taking the plans and specs to Burrington Group for review. Davidson said he wants it in the contract that there will be oversight from an engineering firm. It was agreed that no matter which option is selected additional items could be added to the project if agreed to by the District. Additional discussion surrounded discussion of the monies to be approved for the project. There was some conversation regarding how much fundraising monies were eligible for the wall. Herman asked if Leonard and Gifford were comfortable with the $21,000 from Heritage going to the trustees.   Leonard said yes. There was discussion to amend the motion on the table. Leonard moved to amend his motion to approve option #1 in an amount not to exceed $55,000 + a 10% overage that will be paid by the District. The funds will come from $34,000 that has already been transferred to the District from the Community Fund and the remaining $21,000 monies held by the Community Fund at the Heritage Bank in Delhi. Engineering and inspection services will be covered by the District. It was also noted that the concrete removal and repair would be a cost to the District. Havertape seconded the motion. Motion carried.

Committee Updates:

Staebell stated he had some dates for a planning session to be scheduled for May or June. Because of conflicts, he will send out a Doddle poll to find a date that will work.

Debris update: Staebell has been in contact with Jeremy Klima . They will be here for a couple more weeks and it was noted that several more items have been located to remove.

Staebell also noted that the filing for trustee elections is required by June 7th at 4:30 p.m.

He also noted that there have been requests for trustee attendance at various annual road association meetings. Those are covered.

Leonard stated Rocky Nook folks reached out to him to make sure they could do the weed control on the side by their docks. They also asked about removal of the canvas on the fence since it is pretty well shredded. The consensus of the Board was to let them remove the canvas. Leonard then addressed the issue of the fireworks. The contract to get the discount is due very soon so if the Board is okay with payment coming from the $21,000 at Heritage Bank. Davidson addressed the concern about the Rocky Nook owners putting a “no trespassing” sign on District owned property near their docks. Leonard said he would speak to them. Leonard also noted that our lobbyists will be coming to the June meeting to give an update. Davidson gave an update on the problems that the operations team is having with the crane at the dam. Options are being discussed.

Public Comment: Schmidt asked a question regarding the budget for Option #1 on the wall. It was noted that there were four specific item that were a part of Option #1.

Reyner noted that the road association meeting for Turtle Creek Cove is Sunday, May 26th at 10:00 if any trustee would like to attend.

Davidson made a motion to adjourn, second by Herman Motion carried.

Meeting adjourned at 8:47 p.m.

 

 

Trustee Agenda – Thursday, May 16, 2019

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, May 16, 2019

6:30 p.m.

Lake Delhi Trustees Administration Building

210 South St.

Delhi, IA

  1. Call to Order
  2. Approve Agenda
  3. Consideration and approval of minutes of Previous Meetings
  4. Consideration and approval of Payments
  5. Review Financial Report
  6. Consideration and approval of the annual compilation report by Hunt and Associates
  7. Consideration and possible action on resolution to consent to assignment of trustee agent agreements; escrow agent agreements; and/or paying of agent and registrar and transfer of agent agreements
  8. Consideration and possible action on resolution to transfer a designated amount into a Dam Improvement Fund as required by the 28E Agreement with the County Supervisors filed in January of 2014
  9. Consideration and possible action on resolution approving District lake frontage transfer policy
  10. Consideration and possible action on resolution scheduling a public hearing to approve transfer of lake frontage owned by the District to adjacent property owners pursuant to the District lake frontage transfer policy
  11. Consideration and possible action related to remaining wood debris from cleanup
  12. Consideration and possible action on options for the Wall of Recognition Area project using funds gifted to the Trustees
  13. Committee Updates – Water Quality & Sediment Control; Community Quality of Life; Property, Assets & Dam; Finance & Budget
  14. Public Comment
  15. Adjourn

 

 

Debris Clean-Up Update

Debris Cleanup Update:

Quick update on debris removal.  After some trying weather and strong winds the Frentress Marina company, along with the Delhi Fire Department, have located and removed items from the travel portion of the lake.  These items included docks, lifts, trees, etc.  We really appreciate the assistance of Marty Pottebaum and the Hartwick Huskys. for removing and scraping the items.  We also want to thank those locations where we were able to store items; that recognition goes to the Klima Family, The Maples, Bruce Schneider Farms.  Special Thanks to Bruce for assisting in taking to shore and disposing of some massive trees.

Frentress will have a presence on the lake for 2-4 weeks as they are waiting for some high water on the Mississippi River to recede.  We ask that lake residents continue to watch out for any items that may have been missed and if you come across lifts or docks, or pieces, please MARK and contact us at LakeDelhiTrustees@LakeDelhi.org .

Finally, we have asked those who lost lifts and docks to assist financially in this large expenditure for the lake.  The Lake has received several donations for this effort.  This is a REMINDER:  Due to the high cost of removal as set forth above to be paid by the District to Frentress, the Board of Trustees requests that those that lost items, docks, lifts, etc., consider making a donation to the District to offset those costs. Recommended donation amounts total $500 Lift/ $250 per dock.

Inventory information is listed on the Trustee website.

Thanks to all who have assisted in this large effort.  Now bring on the nice weather and enjoy Beautiful Lake Delhi.

Regards,

Lake Delhi Trustees

 

 

Minutes – Thursday, April 18, 2019

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, April 18, 2019

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 Staebell.

Trustees present: Davidson, Burger, Staebell, Herman and Havertape

Trustees absent: Gifford and Leonard

Visitors: Ed Schmidt, Gordon & Patricia Anderson, Linda Slobodnik, Dan Recker, Randy Rattenborg, Mike Ryan, Wanda Davidson, Ben Pasker, Vicki Shadle, Lois & Larry Sloan, Dan Reyner, Larry Aschbrenner and Tyler Burlage

Staebell asked for a motion to approve the meeting agenda. A motion was made by Havertape, second by Davidson. Motion carried.

Motion to approve the minutes of previous meetings was made by Burger, second by Davidson. Motion carried.

Claims were presented for payment in the amount of $11,955.84 from the General Fund for electricity, internet services, dam operation services, printer maintenance, lobbyist expense, clerical expense, scaffolding and miscellaneous supplies. Claims were also presented in the amount of $236,579.00 from the Debt Service Fund for payment of principal and interest on the GO Bond debt. Burger motioned to approve the claims for payment as read, Davidson second.  Motion carried.

March financial reports were presented. The General Fund had revenues of $102,364.30 from Delaware County and expenditures of $9,746.02 ending March at $1,913,862.93. The Debt Service Fund had revenues of $145,185.69 from Delaware County and no expenditures, ending March at $237,121.39. The Dam Improvement Fund had no revenues or expenditures and ended March with a $20,000.00 balance. Burger motioned to receive and file the financial reports as read, Herman second. Motion carried.

Mike Ryan, from Delaware County Emergency Management, was present to provide information regarding a new notification system that Delaware County will be instituting in the near future. The county is participating in a statewide mass notification system known as Alert Iowa. Mike noted that a letter is being sent to lake homeowners asking them to sign up for the notification alert. He also walked through how the declaration process for weather damages is handled by the county. Staebell thanked Mike for his presentation.

The Board considered action on Resolution #4.18.19 to authorize the Delaware County Auditor to conduct the upcoming Trustee election to be held Tuesday, July 23, 2019. A motion was made by Herman, second by Davidson to approve the resolution. Motion carried.

A motion was made by Burger, second by Davidson to approve a donation request from the LDRA for assistance with the LDRA dredge debt. The amount approve was $96,760.50. Motion carried.

The Board discussed approval of a quote from Rotork for actuator service work. The quote is for $4,024.06.   A motion was made by Havertape, second by Herman to approve moving forward with the quote and authorizing a purchase order to be sent to Rotork. Motion carried.

A discussion was held regarding beach maintenance. Staebell mentioned that the Trustees had received a request from several lake residents regarding the condition of the beach at Lost Beach. He also received notice from Dave Fink that he will no longer be able to do the maintenance at North Beach. Because of those issues, he asked for this to be on the agenda. Davidson said he would like to table the discussion until the committee for beach maintenance can get together to discuss options for maintenance at both locations. He noted that Tyler Burlage has approached the trustees with possible solutions to eliminate the rocky condition at Lost Beach and Davidson said the committee would be looking at all options. Burlage stated he had pursued information regarding equipment that would be able to screen out the rocks from the beach area He was asked if he could look into finding a dealer that might be interested in bringing out the equipment so the board could see how it works. Burlage said he would look into it.

Consideration and possible action on a request from a lake owner to purchase shore frontage was discussed. Staebell noted that the District had received a request last fall from a homeowner regarding the purchase of frontage and since that time the District has received another request for the same thing. Staebell asked Davidson and Herman to provide the Board with an update of what their committee had discussed for actions going forward. Herman stated that there were varying opinions amongst the trustees on whether to transfer any District properties. Some of the concerns were regarding any implications with potential future FEMA claims if the District doesn’t own the property.   Because the District owns very little lake bed property, the conclusion of the committee was that they would entertain transferring frontage but the purchased frontage would only go 50’ into the lake bed. Surveying the property would be necessary and the cost to do that is approximately $1,500. Other fees and legal services would be an additional expense. The suggestion of the committee is that all costs should be assumed by the property owner along with a cost of $10.00/ft. for the frontage. That number is based on what the LDRA sold property for in the past. Herman noted that in the quit claim deed there would be a clause that would allow the District to enter the transferred property if needed for maintenance or dredging. The cost to remove and put back docks/lifts would be the District’s responsibility. Staebell noted that there are other property owners who don’t own their frontage and at some point the District should consider reaching out to them and give them the opportunity to purchase their frontage based on the aforementioned procedure if approved by the Board. It was suggested that the Board contact their attorney to decide how best to start the process of transferring property and what the procedure should be with regarding to holding a public hearing. A motion was made by Burger, second by Davidison to start the process on transfer of properties. Motion carried.

Committee Updates:

Water Quality – Nothing to report

Community Quality of Life – Nothing to report

Property, Assets & Dam – Davidson gave an update on debris removal. He stated they had a slow start because of weather but are now making good progress. Debris has been taken to two locations. Work is scheduled for downstream starting tomorrow, Friday, April 19th and is expected to be complete fairly quickly. They have found additional lifts and the Delhi Fire Department has also been available to do more sonar work. Staebell asked if we could get pictures of the debris. Davidson said most of the debris is scrap but it was decided to put any pictures available on our website.

Finance & Budget – Nothing to report

Staebell noted that Hartwick West is having their road association meeting on Monday, May 27th at 9:00 a.m. Trustee members are invited to attend and give updates if they are available.

Public Comment: A question was asked if it is safe to put boats in the water. Staebelll stated that while it is safe please use caution and noted boats have been on the water over the past week.

Larry Sloan thanked the board for taking quick action on the debris cleanup.

Larry Aschbrenner wondered if the pictures of the pile of debris could be deceiving. There was no conclusion to that question.

With no other comments, a motion was made by Davidson, second by Havertape to adjourn. Motion carried.

Meeting adjourned at 7:40 p.m.

 

 

 

Lake Debris Update

The Lake Delhi debris cleanup is going well. Approximately 95% of marked items from Hartwick Bridge going upstream has been completed. The work from Hartwick Bridge downstream will start on Monday. Today, Saturday, April 20, Frentress Marina and the Delhi Fire Department are going to see if anything else has been missed upstream. Please review pictures at the locations listed. If you locate some of your items to be claimed, please contact the trustees via their email at lakedelhitrustees@lakedelhi.org. If you are going on the lake, please take all precautions to be safe. We will update you as things progress.  Photos for debris to follow this post.

Happy Easter!