The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, October 20, 2016

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 by Vice President Todd Gifford at 6:30 pm.

Trustees present: Kramer, Gifford, Colgan, Herman, Havertape, Leonard (phone), Burger (phone)

Trustees absent: None

Recording secretary: Shelley Kallenbach

Guests: Larry Peter, Eve Peter, Ed Schmidt, Jim Locke, Donald Dede, John Carbaugh, Becky Willey, Jim Willey, Ken DeKlotz, Barb DeKlotz, Dan Reyner, Chloe Colgan, Jen Colgan, Chip Hughes, Dan Recker, Larry Aschbrenner, Mike Russell

Motion to approve the agenda as posted made by Herman, seconded by Havertape, motion approved.

Motion to approve the September 15, 2016 meeting minutes made by Gifford, seconded by Herman, motion approved.

Kramer presented payment claims for approval. Payments from the General Fund in the amount of $4,428.40 for electricity, supplies, internet/phone, bond registrar, lobbyist, signage, and labor for a generator backup system were presented. Payments of $110,138.75 for the GO bond interest were presented from the Debt Service Fund. Payments in the amount of $345,766.24 for dam operations, Phase 2 payments, and engineering services were presented from the Dam/Spillway Project Fund. Motion to approve payments as presented made by Havertape, seconded by Colgan. The interest is for the district’s bond debt and the principal payment is due in June. Motion approved.

Kramer presented the financial reports. The General Fund had revenues of $94,693.15 and expenditures of $20,892.28, ending September at $329,773.79. The Debt Service Fund had revenues of $172,784.18 and no expenditures, ending September at $247,015.25. The Dam/Spillway Project Fund had revenues of $1,614.91 and expenditures of $80,337.07, ending September at $2,175,592.35. Herman motioned to file the financial reports as read, Gifford seconded. An estimate of what remains to be paid includes a payment of approximately $200,000 to Lunda and the GCI settlement. Motion approved.

The Board considered possible action on Stanley Supplemental Agreement #44. This is in reference to holding up to $3,000 for the ongoing issues with Gate 2 to be held until the new Gate 2 is complete and installed. Kramer motioned to approve, Havertape seconded, motion approved.

The Board considered possible action on Stanley Supplemental Agreement #45. This is a placeholder in the amount of $2,500 for remaining items necessary to close out the Phase 2 contract. It is to cover excess expenditures should they happen. Herman motioned to approve, Kramer seconded, motion approved.

The Board considered possible action on Stanley Supplemental Agreement #46. This is for professional services to set up information on the webpage for flood awareness not to exceed $10,000. Colgan motioned to approve, Havertape seconded. This is in anticipation of future work necessary and will still have a review process to be accessed, including a letter of proposal and bids. Motion approved.

The Board considered possible action on the LDRA donation request for assistance with the LDRA dredge debt. This is a request for the December 2016 dredge interest loan payment of $23,146.00. Kramer motioned to approve, Burger seconded, motion approved.

The Board considered possible action on a proposal from Kluesner Construction for asphalt work on the north side of the dam. This was the only bid received for this work due to the timeframe. Leonard attempted to get a 2^nd bid from a large contractor but was told that it would be difficult to have them come out for a bid anytime soon let alone actually do the work this year. The amount of the bid is for $4,950 and includes using a highway mix concrete to pave the north U-shaped dam to the fence to allow for blacktopping. Kramer motioned to approve Kluesner’s bid, Gifford seconded. It was confirmed that this was appropriate pricing and not inflated due to the timeframe. Motion approved.

The Board considered possible action on a proposed drainage study from Burrington Group regarding Lost Beach. Lost Beach sustained damage after both of the recent rainfalls. This has become a major watershed with many property owners and developers invested. Because of this, it was suggested to have a study survey the water flow and the options to mitigate future damage prior to fixing it outright. This study would be done by Burrington Group and they would review existing data as well as new observations. Motion to approve an hourly rate fee for this study with a total not to exceed $5,400 for such a study made by Herman, seconded by Havertape. Burger expressed concerns about making sure the study does not negatively impact or blame watershed on Hughes, as well as the possibility that a simple fix may be used. It was discussed that until a study is complete it is difficult to know if a simple fix will be sufficient going forward. Herman stated that he feels tabling this study is a good idea because he believes that some of the runoff is the responsibility of the developers and he is not sure that the Board needs to solely pay for such a study. Burger motioned to table a decision on the study and put it on the agenda for next month after research, Havertape seconded, motion to table approved. Leonard will coordinate a posted walkthrough of the area for board members.

The Board considered possible action on a recommendation for the GCI overrun settlement. The majority of the GCI work is complete but the Board has been holding retainage until an agreement is made between the Board and GCI for the late completion date. Bill Holman has recommended an agreement based on the assessed value of $105,982.85. Leonard is seeking an estimated payment amount for the Board to use before entering negotiations with GCI for settlement. $130,000 is currently retained. Gifford motioned to approve the amount of $105,982.85 to begin discussion, seconded by Colgan. Discussion was made whether a range approval was necessary for Leonard to enter into discussion. Motion amended to allow Leonard to negotiate and return with a proposed number if it is anything lower than Stanley’s recommendation. Motion approved.

The Board considered possible action on a Procedure and Policy Guide for hiring individuals to address significant lake debris or obstructions. Gifford suggests that a policy would be important to prevent needing a Board meeting every time there is significant debris or obstruction necessary to be removed immediately for lake safety. Gifford motioned to create a policy and procedure based on the draft he presented, Colgan seconded. Burger expressed concerns about the liability and insurance checks for potentially hired assistance. Concerns were also expressed about potential damage to private property. The timeline for this concern was discussed due to the potential for hazards to snowmobilers that would not be visible due to snow cover. A new motion was made by Herman to table the policy and procedure and to use the current ability to hire staff using existing procedures up to $5,000 to care for emergent items, Havertape seconded, motion approved.

The Board heard committee updates.

The Beach Maintenance Committee states that we are aware of what happened to Lost and North Beaches and the need to assess the damage. The port-a-potties will be out before the end of October.

The Lake Recreational Maintenance Issues Committee had no updates.

The Dredging Committee stated they will have more information from Bill Holman regarding a siltation trap and its cost for the next board meeting.

The Dam Operations Committee presented updates. Colgan stated that the dam controlled all gate operations throughout the entire flood. The water flow went from 500 cfs to 16,000 cfs overnight. Gates 1 and 3 opened a total of 12 feet, and Gate 2 was opened manually to 6 feet. It was reiterated that the dam is not a flood control dam, but is a run of the river dam. The dam operated exactly as designed throughout the flood.

The Water Quality Committee is looking to do water quality testing in the spring and also participating in the Maquoketa Watershed Management Authority.

The Funding and Finance Committee did increase the dam office contents to include the SKATA computer.

Shrubs have been taken out at the dam office area along with a new window, new carpet, and new toilet to be installed in the near future. The prairie grass project has been postponed until spring due to the ragweed going to seed.

The Legislative Committee stated the DNR has declined the request to put Lake Delhi on the Public Lake list and be eligible for the lake restoration funds.   The legislative committee will work on this in the new session.

The floor was opened for public comment.

Chip Hughes stated that there was no beach damage to Lost Beach that has not occurred during previous rainfall events. He stated that he did repair the 3-inch rain damage as in the past. He stated the DNR does not require a change in watershed runoff and that is a municipality requirement. He stated the DNR permitting has to do with erosion and not runoff. He offered to join any meeting to review the area to explain and offer simple changes.

A question was raised regarding the usefulness of the lobbyists. It was reiterated that they are still involved in funding and FEMA issues and they are intended to help these issues resolve easier, but they are reviewed regularly for their usefulness.

Larry Peter requested a louder speaker system. He will also be sending safety discussion information to the Board.

A request was made for more FEMA updates. Herman stated that deadlines are nearing and issues continue to exist with the Harbach property and ownership of the LDRA transfer.

Dan Reyner stated that the boatlift issue n the lake was resolved.

Herman motioned to adjourn the meeting, Colgan seconded. Meeting adjourned at 8:23 pm.

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, September 15, 2016

6:30 pm

Lake Delhi Trustees Administration Building

Delhi, IA

The regular meeting of the Lake Delhi Recreational Facility and Water Quality District was called to order by President Steve Leonard at 6:33 pm.

Trustees present: Kramer, Leonard, Gifford, Havertape, Colgan

Trustees absent: Burger, Herman

Visitors: Chip Hughes, Jason Wenger, Don Dede, Jim Locke, Chloe Colgan, Donna Kunde, Larry Aschbrenner, John Zietlow

Recording secretary: Shelley Kallenbach

Motion to approve the agenda as read was made by Havertape, seconded by Kramer, motion approved.

Motion to approve the August 18, 2016 meeting minutes as posted made by Colgan, seconded by Gifford, motion approved.

Kramer read the payments. Payments in the amount of $20,956.06 for electricity, maintenance and supplies, asbestos inspection, lobbyist, safes, signage, office rent, insurance, internet, and LP gas were presented from the General Fund. Payments in the amount of $80,337.07 for dam operations, Phase 2 work, closing the service gates, engineering services, and fire extinguishers were presented from the Dam/Spillway Project Fund. Motion to approve the payments as read made by Havertape, seconded by Colgan. It was confirmed that it is possible to combine funds in the future. Motion approved.

Kramer read the financial reports. The General Fund had revenues of $24,239.77 and expenditures of $4,740.51, ending August at $255,972.84. The Debt Service Fund had revenues of $45,288.87 from Delaware County and no expenditures, ending August at $74,231.07. The Dam/Spillway Fund had revenues of $1,761.66 from interest and expenditures of $52,114.29, ending August at $2,254,314.51. Motion to file the financial reports as read made by Gifford, seconded by Colgan. The need for an October planning meeting for next fiscal year’s budget was discussed. Motion approved.

The Board considered possible action on quotes for a holding tank for the former LDRA building, now used as the Dam Office. The existing tank does not meet requirements for separation from the property. Proposals for a 1,500-gallon holding tank northwest of the building meeting the 200 feet separation requirements were solicited. Three quotes were received: Oasis Plumbing for $3,829.00, Mark Fink for $4,090.00, and Groth Services $4,530.00. It was confirmed that the quotes were for equal work and more could be added to this tank if future needs required. It is believed that Oasis can complete this before the end of October. Kramer motioned to approve the Oasis quote at $3,829.00, Gifford seconded, motion approved.

Action on the south slope of the dam agenda item was moved until John Zictlow arrived at the meeting.

The Board considered action on guardrail work. Colgan states that a guardrail is required on the north side of the dam to allow for a snowplow in winter. A quote was obtained for $4,800 from Lovewell Fencing, the usual company used for this type of work. One Call must also be contacted, and then the guardrail will be installed in about the next week. This will be a first step toward preventing unauthorized access at that point, as well. Kramer motioned to approve, Havertape seconded, motion approved.

Colgan made the Board aware of maintenance on asphalt work on the north end of the dam. This will be work inside the fence and will be one of the last things required to be done. No approval was sought at this time.

The Board heard committee updates.

The Beach Maintenance Committee states that Randy Rattenborg has come to survey the property. He has finished Lost Beach and is working on North Beach and other areas. Kramer and her husband have been monitoring trash cans on Lost Beach. Rich Hughes and Chip Hughes have been very active with maintenance on Lost Beach and it looks incredible. The Committee will be sitting down with Chip to make a maintenance plan for Lost Beach for the rest of the year and next year. This will include discussion on the Porta-Potty situation.

The Lake Recreational Maintenance Committee states that they are working on getting the property fully surveyed because it was not all originally marked. An email will also be sent out soliciting volunteers to assist with dam office upkeep work.

The Dredging Committee states that Stanley has put together a comprehensive plan related to dredging. Their main recommendation is to build as soon as possible a siltation trap near the Cedars.

Colgan of the Dam Operations Committee states that June 24^th was the day the gates were closed, and on August 21^st water was flowing over the spillway. The gates have been fully closed since. The lake level is based on water flows. Currently it is at its lowest operating point and could go between 4 to 5 inches higher as flows increase, and the gates will not be lifted until it reaches 7/10ths of a foot higher, which would require flows of near 500 cfs.

The Water Quality Committee states that it is working with Mary Skopek with the DNR/Iowater to start the water quality process back in action. He is working on a date for a workshop to train volunteers to test 10 points once a month and after major water events. He is looking for 15-20 water testers. Testing would take about 10 minutes a spot. Also, he highly recommends viewing the Turtle Creek Cove area as the project is nearly complete and the DNR has been very impressed with their proactive work.

The Funding/Finance Committee had no updates.

The Legislative Committee states it will be meeting next week with legislators to discuss ongoing initiatives.

The Board considered possible work on the south slope of the dam near the next fencing. John Zictlow and Donna Kunde offer to start a native prairie at this position, which would be both aesthetically pleasing and also supportive of water quality measures. Zictlow presented a proposal for seed to obtain and methods on how to begin this native prairie. This would include killing the existing plant life, mowing the stubble, and planting the seed this year. This project would be a 5-year project as it would take 5 years for the plants to fully produce. Only minor mowing work would be required the first and second years. These plants have a deeper root system and will hold soil to help prevent runoff and improve water quality. Zictlow offers to be the project manager and will not charge for the time to manage and work the project. Kramer motions to approve John Zictlow for no more than $1,000 for a native prairie project on the south slope, Colgan seconded, motion approved.

The floor was opened to public comment.

Chip Hughes states that he intentionally held back one load of stone on Lost Beach and the work there has been completed. He expressed concern that someone used Roundup on trees that were growing on Lost Beach. He states that there is no liability on thorns or thorn material and urges the Board to consider keeping thorny bushes on Lost Beach intact.

Jim Locke requests an update on FEMA and that it be on the agenda for next month.

Larry Aschbrenner asks if a guardrail will be adequate to prevent unauthorized access. It was stated that this will be the first step, but an additional fence can be added along with no parking signs should unauthorized access continue.

Motion to adjourn the meeting made by Gifford, seconded by Colgan. Meeting adjourned at 7:42 pm.

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, August 18, 2016

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 by President Steve Leonard at 6:30 pm.

Trustees present: Leonard, Kramer, Havertape, Gifford, Herman

Trustees absent: Colgan, Burger

Visitors: Diana Bauers, Patti Larson, Chip Hughes, Randy Rattenborg

Recording secretary: Shelley Kallenbach

Herman motions to approve the agenda as read, Gifford seconds, motion approved.

The Board held the election of officers.

Kramer motioned to nominate Steve Leonard for president, Herman seconded, all ayes, motion approved.

Kramer motioned to nominate Todd Gifford for vice president, Havertape seconded, all ayes, motion approved.

Gifford nominated Kramer for treasurer, Herman seconded, all ayes, motion approved.

Herman motioned to approve the July 28, 2016 meeting minutes, Gifford seconded, motion approved.

Kramer read the payments for approval. Payments in the amount of $4,740.51 for electricity, property insurance, printer, secretary, lobbyist, legal fees, and miscellaneous supplies was presented from the General Fund. Payments in the amount of $54, 953.08 for dam operations, settlement monitoring, repair of a pressure washer, phase 1 work, and engineering services was presented from the Dam/Spillway Rebuild Fund. Havertape motioned to approve the payments as read, Herman seconded. It was noted that the hot water pressure washer will defrost and thaw gates to allow frozen gates to move as necessary in the winter. Motion approved.

Kramer read the financial reports. The General Fund had revenues of $20.75 and expenditures of $19,921.40, ending July at $236,473.48. The Debt Service fund had revenues of $9.91 and no expenditures, ending July at $28,942.20. The Dam/Spillway Project Fund had revenues of $2,010.55 and expenditures of $177,458.61, ending July at $2,304,667.14. Gifford motioned to file the financial report as read, Herman seconded, motion approved.

The Board heard committee updates.

The Lake Bed Cleanup Committee is keeping an eye out for trees that will be sticking out after the lake is filled. Collection of items depends on the current.

The Dredge Committee says that Stanley has put significant time in looking at the dredge site and access and should have a full report of findings for water flow planning soon.

The Dam Construction Committee states that the lake is within 18 inches of being full. Southside parking lot pavement was to be done by Monday and the office building has minor electrical work remaining to be done by Burrington. The canoe portage also needs to still be extended up the hill. Blacktop paving on the dam will be done after the Gate #2 lift mechanism is replaced.

The Water Quality Committee states that partners were waiting for the dam to be finished and are now ready to meet on water quality initiatives.

The need for a Beach Maintenance/Restoration Committee was discussed in order to form a strategic plan for North Beach and Lost Beach. Chip Hughes wants to meet with the Board to discuss maintaining Lost Beach. Leonard and Havertape expressed interest in participating in such a committee.

Maggie Burger continues to work on a resolution of the reissuance of the District debt and is working with the current lender.

The floor was opened to public comment.

Diane Bauers states that there is a large pile of logs near her property that hasn’t been moved. It is near Wellman’s area and has been there for a significant amount of time.

Kramer motioned to adjourn, Gifford seconded, meeting adjourned at 6:58 pm.

The Combined Lake Delhi Recreational Facility and Water Quality District

Special Meeting

Friday, July 15, 2016

10:00 a.m

Lake Delhi Trustees Administration Building

Delhi, IA

A special meeting of the Combined Lake Delhi Recreational Facility and Water Quality District was called to order by President Steve Leonard at 10:00 a.m.

Trustees present: Kramer, Leonard, Herman. Colgan, Gifford & Burger by phone

Absent: Davidson

Visitors: Chip Hughes & Bill Havertape

Information was presented regarding the bidding for the demolition of the lake house. The lowest bidder, Lahr Custom Excavating was unable meet the time specifications in the bid. The second lowest bidder was Jerry McElmeel from Monticello. Herman confirmed with McElmeel that he would be able to complete the job by the specified timeline. Motion by Burger, second by Kramer to accept McElmeel bid that includes additional gravel for the parking area. Motion carried.

There was not public comment.

Motion by Herman, second by Burger to adjourn. Motion carried.