Author Archives: Trustees

Dam Construction Update for June 16 – June 20, 2014

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From Pat Colgan

Week of June 16 to June 20…

As I sit here looking out my window Friday afternoon, June 20, 2014, watching the flooding, debris filled Maquoketa River roaring by our cabin at a flow rate of 8000 cubic feet per second (cfs), I think back only to yesterday when the river was at 600 cfs and then to Monday afternoon when the the river was at 80 cfs. Average river flow for this week is 350 cfs. Depending on which day I wrote this update this week my report would be remarkably different. This week offers a vivid reminder that our river is a uniquely “flashy” river where flooding waters can occur quickly and sometimes severely.

As of last Monday, June 16, our rebuild  project had just experienced 3 wee ks of excellent construction weather and low river flows which allowed significant progress in Phase 1 work. By Thursday afternoon this work progress was continuing with many significant tasks being achieved even though the river was rising rapidly. Upstream and downstream cofferdams protected the work in progress. Around 3:00 pm that day a line of storms forced work to suspend mainly due to lightening. The storm lasted for an hour or so effectively ending work for the day.

More rain Thursday evening. When I went to bed at 11:00 pm, the river was at 1000 cfs. When I got up at 4:30 am on Friday, it had increased to 4500 cfs. I went to the dam and took pictures when it was light enough, about 5:30 am.

Even though the cofferdams are sound all of the work on the upstream side and downstream side was flooded. Despite all this, the contractor Lunda, was able to work on higher ground to install some sheet piling needed to be able to excavate more material on the north upstream end of the concrete structure on Friday.

By Friday afternoon the rive flow had risen to 8000 cfs.

Barring more rain, the river flows will fall over the weekend and early next week we will be able to determine when the work areas can be pumped out and areas cleaned up to resume the great work that had occurred over the last three weeks.

So when I am asked when will the lake be ready, I wonder will we have more days like Monday, 80 cfs, or like Friday, 8000 cfs, over the next year or so? That will tell us when the project will be complete.

General Project Information

As has been discussed, the rebuild plan will be accomplished in two parts, Phase 1 and Phase 2.

Phase 1 will restore the concrete portion of the dam on the north side of the river. Phase 2 work will follow later this summer will restore the earthen dike on the south side of the river including a new large concrete labyrinth overflow spillway.

 

The important critical goal of Phase 1 work is to complete enough refurbishing work on the concrete structure to allow river water flow to be diverted through it from the current river bed flowing through the breeched dike area.

Current Project Progress and Status in last 10 days, June 10 to June 20, 2014

The important DNR permit allowing the entire project to be constructed including Phase 2 has been received.

Phase 2 work is now ready to be bid and awarded. The timing of the Phase 2 bidding will depend on being confident that Phase 1 work will be substantially complete by October allowing for the river to be diverted through the refurbished concrete structure. Right now in looks like Phase 2 work will be bid in July 2014 for an August 2014 contract mobilization to begin this work.

Project completion date is heavily dependent several factors including river flows being average or below (not this past week), minimal weather extremes in the next 12 months, selecting a quality contractor for Phase 2 and sufficient flow in the river at available at the time needed to refill the lake.

Specific Progress by Lunda on Phase 1 work through June 20, 2014 includes:

Work Progress from June 10, 2014, to June 20, 2014

Excavation for the Rock Anchor Block is 90% complete.

Lunda has finished assembling scaffolding and placing it on top of spillways for pier nose removal.

Lunda continues a daily vigilance of making the work site safe.

Eastern Iowa Concrete Sawing has begun sawing on existing Pier Noses for removal.

Lunda has finished preparing upstream face of dam for Rock Anchor Block by roughening the concrete wall where the Block will be in contact with it.

Lunda will continue to drill holes for rebar anchorage into face of dam at Rock Anchor Block elevation.

Lunda has poured a mud slab to level the bedrock at the ends of the upstream side of the dam.

B&J will continue pumping ground water from Stilling Basin.

Downstream Silt removal is complete.

Next Dam Construction Report – Tuesday, July 3, 2014

Pat Colgan

Minutes for Trustee Regular Meeting – June 19, 2014

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The Combined Lake Delhi Recreational Facility and Water Quality District

Board of Trustees Meeting

Thursday, June 19, 2014 – 6:30 p.m.

Maquoketa Valley Middle School Conference Room

Delhi, IA

The meeting of the Combined Lake Delhi Recreational Facility and Water Quality District Board of Trustees was called to order by President Steve Leonard at 6:38 PM at the Heritage Bank Conference Room.

Trustees present: Leonard,  Kramer, Davidson, Schneider, Gifford, Kray and Burger by phone 

Trustees absent:  n/a

Visitors: Ed Schmidt, Don Dede, Pat Dede, Larry Peter, Ken Kray, Sue Christiansen, Lou Christiansen, Barb DeKlotz, Ken DeKlotz, Dave Larson, Bob Galiher, Lola Galiher, Chip Hughes, Jim Locke, Jason Wenger, Carla Becker, Pat Colgan, Chloe Colgan, Dan Staebell, Clark Gochenour, Nancy Gochenour, Dan Zumbach  

Agenda was reviewed by Leonard.  Motion by Schneider to approve agenda, Kramer second, all ayes, motion passed.

Kray requested approval of 5/21/14 and 6/5/14 minutes.  Motion by Davidson to approve, Gifford second, all ayes, motion passed.

Kramer detailed billings for the General Fund.  Alliant Energy – $43.11; Kramer Lawn Care – $300.00; L&L Consulting – $2000; Simmons Perrine Moyer Bergman – $520.05.  Billings for the Bond Fund are Lunda Construction – $82,210.93; Burrington Group – $4,208.01; Simmons Perrine Moyer Bergman – $641.25; Delaware County Abstract – $955.00; Delaware County Transfer (demolition of Peck Property) – $6,399.40.  Kray made motion to pay billings for the General and Bond funds, Kramer second, all ayes, motion passed.

Kramer gave review of the Financial report for month ending May 31, 2014. The General Fund began with a balance of $155,193.51 and after revenues and expenses, ended with a balance of $116,862.73.  The Debt Service Fund began with a balance of $355,013.70 and after revenues and expenses ended with a balance of $13,360.28.  The Dam/Spillway fund started with a balance of $5,244,522.43 and after revenues and expenses, ended with a balance of $4,972,661.09.  Kramer also introduced reports provided by Delaware County Auditor’s office to assist us in understanding the flow of funds from our multiple sources of monies.   Motion to file financial reports by Schneider, second by Gifford, all ayes, motion passed.

Kramer discussed the submission of $531,600.70 in expenses for Phase II construction to Delaware County.  According to the agreement we are allowed a 50% reimbursement.  In addition,the terms and conditions of our  agreement with the County allows for a one time opportunity to request funds for expenses already paid on Phase II (spillway) within 45 days of permit receipt.  Carla Becker indicated the County Supervisors have amended their budget to allow for this request. These expenses have already been paid for by the bond fund but have not been reimbursed from the State.  Motion to approve request of $531,600.70 to be submitted to the Delaware County Supervisors for Phase II work by Schneider, Gifford second.  All ayes, motion passed.

Leonard explained that originally we appealed our property tax billing as we believed we were tax exempt.   Since then, legislation was passed to confirm the District was tax exempt.  This resolution indicates that we are dismissing our appeal as the legal cost to continue the appeal would be more than the tax bill itself.  Motion to approve resolution 6.19.14a by Davidson, Schneider second.  Individual roll call requested, all ayes, motion passed.

Kramer advised Superintendent Tuetken approached her regarding the possibility of the District using the old Maquoketa Valley Administrative Building across the street as a permanent site for the District.   Kramer indicated each Trustee should view the office before a decision is made and look at the pros and cons of this site compared to the office building down by the dam.  This item will be discussed again at the next regular meeting. 

Burger made motion to modify Resolution 5.21.14 passed last month by the District Trustees.  The original resolution indicated the method for emergency change orders, however, there was a reference to approval by email that needed to be removed. Motion was seconded by Gifford to approve Resolution 6.19.14b, individual roll call requested, all ayes, motion passed.

Jason Wenger reviewed updated specs for the Rocky Nook Waste Water Treatment bid. The changes requested by the Board now reflect a purely performance based specification that gives quantity of flow that the new system must adhere to.   The bid also indicates that at a minimum of 14 days before the final submission date the contractors must submit their proposed design so the county can give conditional approval.  Three days before the final submission date, an addendum will be written to indicate which systems have been approved.  Kramer made motion to approve the new bid specs with a bid opening date of July 24th at 4pm at the Delaware County Courthouse and an award date of August 1 at 3pm, Schneider second.  All ayes, motion passed.

Leonard explained the need for the Storage Water Permit.  Since our dam is a rebuild, it was originally thought we did not need to request this permit.  After investigation by the DNR, it was found that a storage permit was never signed when the dam was first constructed so the DNR is asking us to request this permit at this time.  It is simply administrative and has a $75 fee.  Motion to approve $75 fee and to allow the President to sign the permit request by Davidson, Gifford second, all ayes, motion passed.

Bob Galiher gave presentation regarding the Water Quality team.  He read their mission statement and gave the history of the team.  The team originally started as their own entity and has always been staffed by volunteers.   Galiher says there are 3 concerns:  this is a hypertrophic lake which means more nutrients come in than needed; sedimentation; and bacterial and chemical pollution.   The team has also participated in meetings with the NRCS on watershed projects. Traditionally the Water Quality Team has granted $50 for septic pump outs and $500 for shoreline improvements and their expenses have been between $3500 to $4000/year.  Their revenues were provided via grants and by payments from the LDRA which ranged from $2000 to $3500/year. The Water Quality Team’s current balance is $3268 but there are 3 approved shoreline projects that have not yet been paid as they are not completed.  The members of the Water Quality Team recently met and agreed they would like the District Board to consider acting as the leadership arm of the team and the funding source.  The team feels the work done is far too important and strongly feels it should continue.   Gifford said that approximately 10 people took the IoWater training last summer.  Lola Galiher advised that there will be training needed to continue the bacterial tests as Lou Christiansen is the only trained member of the team in this category. The current members will be there to assist but just can’t physically get to some of the locations to test.   Gifford indicated that the current team holds a huge amount of knowledge and gives us a good template to start from.  All agreed that water quality is necessary as we move forward and that the District will hold a work session to determine next steps and how to move forward.  Leonard thanked the Water Quality Team for all they have done and thanked Bob for his presentation. 

The continuation of the Lobbyist contract was on the agenda and Burger moved to table it until next month, Gifford second.  All ayes, motion passed.

Leonard recognized Dan Zumbach, our Iowa Senator that was in the audience. Senator Zumbach indicated the Lake Delhi project has been successful because of all of us.  The District asked for state help but only after we helped ourselves and taxed ourselves. Senator Zumbach advocated for us and received a 49-0 vote in the Senate for our funding.  We are grateful to Senator Zumbach and Representative Hein for all they have accomplished for us.  Leonard then asked the Senator his thoughts on the lobbyists assistance going forward.  The Senator indicated that there is an election this fall and elections have consequences.  He indicated he is not sure how much longer their services should be needed but we should consider their retention until the water is back and all the bills are paid. 

Kramer introduced the new job description for the Recording secretary position that was agreed upon by the Finance Committee last Saturday. Kray read the job description.  Davidson said the duties can be defined once the party is in place.  Motion  to move forward with new job description and to follow process recommended by the Finance Committee which is first to request a volunteer from the Board, then a volunteer from the Lake Delhi community and if we don’t receive a volunteer, to allow the hiring of a contract employee by Kramer, second by Kray.    All ayes, motion passed.

Committee updates

Finance – Davidson wants to make sure we purchase a computer so all records aren’t on personal

computers. We will discuss this in our next work session as to what our needs are.

Dam Construction/Timeline – Colgan indicated we have had 6 weeks of work on phase I and that community members could go to lakedelhi.org for updates and construction photos.  Phase I is about the concrete structure and improving the powerhouse to more modern codes.  The concrete slabs under the old spillway is being inspected.   The sluice gates used to divert water in 1928 were thought to be full of concrete.  However today the contractor was able to shine a high intensity light through the tubes and confirm that they are not full of concrete and we should be able to use them but that will be confirmed in the next few weeks.  Colgan said before we go out to bid for Phase II, 4 items need to be confirmed: 1- the sluice gates are ok; 2- the spillway floor is acceptable; 3 – the cutting of the piers to allow for new gates go as planned; 4 – the grouting of the powerhouse needs to progress satisfactorily.  Lunda should be able to pass water in October so the District will most likely go out for bid on Phase II in mid July. 

Colgan also wanted to reiterate that people must stay out of the construction zone on the north side of the dam.  No trespassing signs will now be displayed.  He also wanted to make sure that we all understand that even though Lunda Construction is from Wisconsin, the majority of the workers are from Iowa and the supplies are being purchased in Iowa.

State/County Legislature –  Leonard went to last County Supervisor meeting and gave an update of the progress.  Becker said the Supervisors believe we have a true partnership and we all look forward to the completion of the Turtle Creek project and the dam rebuild.  Becker also reminded all of the upcoming election on July 22nd and reminded us that her office will be open for voting on July 12th. Kray said she would be sending an email blast this weekend reminding the community of the election and pertinent dates.

Property Mgt – Kramer advised the old Peck property was deconstructed.

Public comment – Nancy Gochenour asked why the District is working with septic systems at Rocky Nook property and Leonard advised as part of the agreement for the land needed there, the Rocky Nook Association requested assistance with their water treatment system.

Dave Larson asked how long to get Turtle Creek done.  Leonard indicated should be 2-3 months.  Becker indicated the goal is to not impede our progress. 

Clark Gochenour asked if the water quality will be better with new dam. Colgan said channel is cleaned out but we will still have sediment accumulation. 

Bob Galiher reminded all that our lake is a public body of water that people like to visit to boat and fish.  The rebuild is not only for ourselves but for others who love Lake Delhi as well.

Larry Aschenbrenner said the DNR letter indicated that if there was any development below the dam in the future, it could change the status of our dam.  Colgan said this is typical language in every dam permit and it is highly unlikely that a permit would be granted to build in a flood plain.   

Chip Hughes asked what is the projected date for completion.  Colgan said it is based on weather but a cautious estimate is July 4, 2014.

Jim Locke said the LDRA has $22,000 for the rebuild effort.  He will work with Kramer to determine how that money can be used.

Bob Galiher said people are putting in big sea walls and putting rip rap out in front of them so waves are broken up.  He feels the District should put a recommendation in our newsletter that the rip rap is needed to preserve the walls.  Gifford said the DNR has documentation that explains it and he will add it in the next Voice.

Motion to adjourn by Davidson, Schneider second.  All ayes, motion passed. Meeting adjourned at 8:48 pm. 

Agenda for Trustee Regular Meeting – June 19, 2014

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The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, June 19, 2014

6:30 p.m.

Maquoketa Valley Middle School Conference Room

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 on submission to Delaware County for expenditures as it relates to Phase II construction
  7. Consideration and possible action on Resolution to Dismiss the Appeal of the Delaware County Board of Review’s Denial of a Tax Exemption
  8. Discussion regarding a possible permanent meeting site for the Trustees
  9. Consideration and possible action to modify Resolution 5.21.14
  10. Consideration and possible action on Rocky Nook Waste Water Treatment Bid Specifications
  11. Consideration and possible action to authorize President to sign request for Storage Water Permit
  12. Presentation by Bob Galiher regarding Water Quality Team
  13. Consideration and possible action on Recording Secretary hire
  14. Consideration and possible action on continuation of Lobbyist contract
  15. Committee Updates – Finance, Dam Construction/Timeline, State-County Legislative, Property Management
  16. Public Comment
  17. Adjourn

 

 

Lake Delhi Dam Construction Progress Update – June 10, 2014

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Delhi Dam Construction Progress Report #2

June 10, 2014

General Project Information

As discussed last time, the plan to rebuild Lake Delhi dam and restore the lake to its former lake level will be accomplished in two parts which have been called Phase 1 and Phase 2.

First, Phase 1 will restore the concrete portion of the dam on the north side of the river. Finally, Phase 2 work will follow later this summer will restore the earthen dike on the south side of the river including a new large concrete labyrinth overflow spillway.

Phase 1 was awarded to Lunda Construction Company, a large and experienced heavy structural midwest firm from Wisconsin in April 2014.

The important critical goal of Phase 1 work is to complete enough refurbishing work on the concrete structure to allow river water flow to be diverted through it from the current river bed flowing through the breeched dike area.

Current Project Progress and Status in last 10 days, June 1 to June 10, 2014

The important DNR permit allowing the entire project to be constructed including Phase 2 has been received late last week. This is great news for the project.

Phase 2 work is now ready to be bid and awarded which will lead to the completion of the dam rebuild project. The timing of the Phase 2 bidding will depend on being confident that Phase 1 work will be substantially complete by October allowing for the river to be diverted through the refurbished concrete structure. Right now in looks like Phase 2 work will be bid in July 2014 for an August 2014 contract mobilization to begin this work.

Project completion date is heavily dependent several factors including river flows being average or below, no weather extremes in the next 12 months, selecting a quality contractor for Phase 2 equivalent to our Phase 1 contractor and the actual flow in the river at the time needed to refill the lake.

Right now for planning purposes, we are planning for a July 4, 2015, date to resume enjoyment of Lake Delhi. it could be sooner if everything listed above goes great.

Specific Progress by Lunda on Phase 1 work through June 10, 2014 includes:

Work Progress from June 1, 2014, to June 10, 2014

Lunda finished installing scaffold in all spillways so subcontractor, EICS, from Farley, Iowa, can sawcut  Pier Noses for removal.

 

Continue removing silt and dewatering upstream and downstream. Approximately 90% of silt has been removed from downstream Stilling Basin.

 

Removed and disposed of all spillway concrete beams.

 

Excavation for upstream Rock Anchor Block is about 70% complete

 

Lunda has begun cleaning and roughening face of dam and drilling holes for Rock Anchor Block rebar anchorage.

 

 

Previous Work completed by Lunda

 

  • Lunda mobilized at the end of April and began by removing large rock and debris and building a cofferdam on the upstream side. Later a downstream cofferdam was build and material which filled the downstream side of the powerhouse was removed.

 

  • Demolition of all of the old spillway gates and related equipment was completed.

 

  •  installing scaffold in north and center concrete spillways.

 

  • Continue removing silt and dewatering in cofferdam areas.

 

  • Removed center spillway beam. Finished removing all gates and gate hoisting equipment.

 

  • Excavation for upstream Rock Anchor Block is 75% complete.

 

  • Lunda will begin constructing Rock Anchor Block then finish removing spillway beams and pier nosing.

Next Dam Construction Report – Tuesday, June 20, 2014

Pat Colgan

Lake Delhi Receives IDNR Permit

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The Lake Delhi Combined Recreational Facility and Water Quality District’s application for a flood plain permit to reconstruct and maintain the dam was approved on 6/5/14 by the Iowa Department of Natural Resources.  This is the permit required for Phase II.
 
The District will share additional requirements along with the operating plan details in the next Lake Delhi Voice.
 

Dam Construction Progress Report – June 1, 2014

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Delhi Dam Construction Progress Report

June 1, 2014

General Project Information

The plan to rebuild Lake Delhi dam and restore the lake to its former lake level will be accomplished in two parts which have called Phase 1 and Phase 2. First, Phase 1 will restore the concrete portion of the dam on the north side of the river. Secondly, Phase 2 will follow later this summer will restore the earthen dike on the south side of the river including a large concrete labyrinth overflow spillway.

Phase 1 was awarded to Lunda Construction Company, a large and experienced heavy structural midwest firm from Wisconsin in April 2014. Major components of their work is to inspect and refurbish the entire concrete structure which was constructed in 1926-1928, install new large steel gates to replace the original gates with all associated mechanical and electrical equipment, provide upstream and downstream cofferdams to allow the contractor to gain assess to the dam all the way down to bedrock, and other associated control and safety related equipment.

The important critical goal of Phase 1 work is to complete enough refurbishing work on the concrete structure to allow river water flow to be diverted through it from the current river bed flowing through the breeched dike area. This will then allow the Phase 2 contractor to complete a major cofferdam  across the current river bed which in turn will dry up the area. He will then begin the preparatory work to construct the earthen dike and labyrinth spillway on the south side.

Phase 2 work will be bid and awarded once the final DNR permit is received which we believe is eminent.

Specific Progress by Lunda on Phase 1 work through May 31, 2014 includes.

  • Lunda mobilized at the end of April and began by removing large rock and debris and building a cofferdam on the upstream side. Later a downstream cofferdam was build and material which filled the downstream side of the powerhouse was removed.

 

  • Demolition of all of the old spillway gates and related equipment was completed.

 

  • Begin installing scaffold in north and center concrete spillways.

 

  • Continue removing silt and dewatering in cofferdam areas.

 

  • Removed center spillway beam. Finished removing all gates and gate hoisting equipment.

 

  • Excavation for upstream Rock Anchor Block is 75% complete.

 

  • Lunda will begin constructing Rock Anchor Block then finish removing spillway beams and pier nosing.

 

Next Dam Construction Report – Tuesday, June 10, 2014

 

Pat Colgan

Minutes for Trustee Special Meeting – June 5, 2014

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The Combined Lake Delhi Recreational Facility and Water Quality District

Board of Trustees Work Session

Thursday, June 5, 2014 – 6:30 p.m.

Maquoketa Valley Middle School Conference Room

Delhi, IA

The meeting of the Combined Lake Delhi Recreational Facility and Water Quality District Board of Trustees was called to order by President Steve Leonard at 6:35 p.m. at the Maquoketa Valley Middle School Conference Room.

Trustees present:  Leonard, Davidson, Schneider, Gifford, Kramer and Burger

Trustees absent:  Kray

Visitors: Ed Schmidt, Don & Pat Dede, John & Pauletta Carbaugh, Jason Wenger, Lou & Sue Christensen, Jody Antrim, Ken & Barb DeKlotz, Pat & Chloe Colgan, Wanda Davidson, Margie Schneider, Marcheta Cooey Lux

Leonard reviewed the agenda. Motion made by Burger, second by Gifford to approve agenda.  Motion carried.

Jason Wenger, from The Burrington Group, gave a short presentation on the septic bid package his firm was proposing for the Rocky Nook area.  A motion was made by Kramer, second by Gifford to approve the bid package.   There was much discussion regarding the inclusion of the Advantex system in the proposal.  Several Trustees expressed concern that having this specific system in the bid package would prohibit other systems from being looked at.  Wenger told the Trustees that he was trying to provide a package that the DNR would accept.  It was suggested that several Trustees meet with Dennis Lyons from the Delaware County Sanitation Department and Dan Olson from the Iowa Department of Natural Resources to come up with a solution to the language needed to put the septic system out for bid.  There are some time constraints as the agreement with the Rocky Nook calls for the system to be completed in November of this year.  Kramer amended her motion to table acting on the bid package, Davidson seconded.  Motion carried.

Kramer presented the Trustees with Lunda Construction’s second payment of $180,844.66.  Motion was made by Burger, second by Schneider to approve payment.  Motion carried.

Kramer asked the Trustees to approve filing submission of claims to the DNR for reimbursement per our agreement with the State of Iowa.  The total amount for reimbursement is $463,254.40.  This includes the two payments to Lunda Construction and two payments to Stanley Engineering.  Motion by Schneider, second by Burger to approve. Motion carried.

Leonard asked Kramer to provide an update on the Peck property demolition. Kramer told the board that demolition had begun and Randy Harbach felt he could complete the project in the next couple of days. Kramer also mentioned that everything regarding the demolition project had been cleared with the DNR.

Leonard announced to the board that as of this afternoon he had heard from Jon Garton with the IDNR regarding our Phase II permit.  Mr. Garton sent Leonard a letter stating that approval had been given for the flood plain permit to reconstruct and maintain the dam.   Leonard expressed that this was very good news for Lake Delhi.

 

There being no public comment, a motion was made by Burger, second by Gifford to adjourn.

Agenda for Trustee Special Meeting – June 5, 2014

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The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, June 5, 2014

6:30 p.m.

Delhi Middle School Conference Room

Delhi, IA

 

  1. Call to Order
  2. Approve Agenda
  3. Consideration and possible action on Rocky Nook Septic System bid package
  4. Set date for opening of Rocky Nook Septic System bids
  5. Consideration and possible action on payment #2 to Lunda Construction
  6. Consideration and possible action approving submission of claims to the Iowa Department of Natural Resources for reimbursement.
  7. Public Comment
  8. Adjourn

 

 

 

 

Minutes for Trustee Regular Meeting – May 21, 2014

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The Combined Lake Delhi Recreational Facility and Water Quality District

Board of Trustees Meeting

Wednesday, May 21, 2014 – 6:30 p.m.

Heritage Bank Conference Room

Delhi, IA

The meeting of the Combined Lake Delhi Recreational Facility and Water Quality District Board of Trustees was called to order by President Steve Leonard at 6:32 PM at the Heritage Bank Conference Room.

Trustees present: Leonard,  Kramer, Davidson, Schneider, Burger, Gifford, Kray

Trustees absent:  n/a

Visitors: Jim Locke, Ed Schmidt, Don Dede, Pat Dede, Larry Peter, Dave Larson, Jody Antrim, Dick Beck, Ben Pasker, Corey Groth, Dwayne Donels, Jim Willey, Dan Staebell, Dan Kimball, Gary Grant, Jason Wenger, Shirley Helmrichs, Carla Becker, John Hess, Sara Millhouse (Dyersville Commercial) and Pat Colgan by Skype 

Agenda was reviewed by Leonard and he asked for a change in the Lobbyist contract action to discussion.  Motion by Gifford to approve agenda with change, Burger second, all ayes, motion passed.

Leonard opened the public hearing for the Rocky Nook Area On-Site Wastewater Treatment and Water Main Improvements.  He explained to build the spillway required a purchase of property from the Rocky Nook Association (RNA).  In the purchase document between the District and RNA, there was an agreement by the District to replace the septic system as we would need to remove it for construction purposes. Wenger explained the design for the Rocky Nook system.  After discussions with Dennis Lyons (County Sanitarian) and Dan Olson of the DNR, the plan is to utilize 3 separate Advantex systems.  The design required the ability to service 34 locations.   The individual hook up is the responsibility of each property owner.  Wenger also noted that installation of new water services to each of the RNA properties was also required. 

 

Leonard opened up the public hearing to the community.  Larry Peter asked if there had been any discussion regarding the old house and office system – would it be a possibility to tie into this project while the contractors are there.  Wenger said it could work as the septic system for the house is not up to code so if we are thinking of using it again, the septic tank would have to be replaced.  However, it would need to have its own separate contained system.   Ed Schmidt asked who is responsible for the RNA system after it is installed and Leonard advised RNA has responsibility for ongoing maintenance.  Ben Pasker asked what the engineering cost estimate is? Wenger said $236,000 for both the septic and water system.  Jody Antrim asked if the Advantex system is the only one they looked at because he said a Weco (sp) system is half the price.  Wenger said looked at others and this is the recommendation based on their design and conversations with County Sanitation.  Wenger indicated if a contractor wants to propose a different system, he would analyze it.  Gifford said he would like the bid to advise that a contractor can propose a different system and it would be considered.  Wenger said he can add an addendum to explain that.  Since no further comments, a motion was made by Burger to close the public hearing, Davidson second.  All ayes, motion passed and public hearing was closed at 6:54 pm. 

Kray requested approval of 4/17/14 and 5/1/14 minutes.  Gifford made motion to approve, Kramer second.  All ayes, motion passed.

Kramer detailed billings for the General Fund.  Alliant Energy – $21.96; Hunt & Associates (Annual Compilation report) – $750.00; L&L Consulting – $2000; News Publishing – $26.24; Simmons Perrine Moyer Bergman – $520.05.  Billings for the Bond Fund are Lunda Construction for General – $119,872; for Demolition – $834.00; for Construction – $151,466.15 and Simmons Perrine Moyer Bergman – $3,268.75.  Kray made motion to pay billings for the General and Bond funds, Burger second, all ayes, motion passed.

Kramer gave review of the Financial report for month ending April 30, 2014. The General Fund began with a balance of $148,635.67 and after revenues and expenses, ended with a balance of $155,193.51.  The Debt Service Fund began with a balance of $327,215.43 and after revenues ended with a balance of $355,013.70.  The Dam/Spillway fund started with a balance of $5,346,302.06 and after revenues and expenses, ended with a balance of $5,244,522.43.  Motion to file financial reports by Davidson, second by Gifford, all ayes, motion passed.

Kramer covered compilation report received by Hunt & Associates through the County Auditor’s office.  It is a summary of our assets and liabilities.  The comment at the end of the report said we did not exceed our budget so there is nothing to report.  Kramer made motion to approve the compilation report from Hunt & Associates, Davidson second.  All ayes, motion passed.

The Kristin Nation boat dock easement was introduced by Leonard.  Kristin Nation purchased the property next to the ramp by the south side of the dam from Pam Hargrafen.  Leonard worked with our attorneys to clean up the easement language between us and the new owner.  The District still has to file for the dock permit because we are the owner of the property where Nation will place her dock.  Agreement has been signed by Nation and notorized and Leonard needs board approval to sign on the District’s behalf.  Motion made by Kramer to approve the easement agreement, Davidson second, all ayes, motion passed.

Davidson explained at the last meeting himself, Gifford and Schneider agreed to conduct a meeting with the Lobbyists to better understand their contract and upcoming issues.  Davidson explained due to scheduling conflicts, himself and Kray met with Gary Grant.  Davidson shared a document that Grant provided detailing what his organization had accomplished and additional or ongoing issues.   Gifford said he had some concern about pursuing money so early again and he spoke with Grant and Larry Murphy and they added ideas for grants that are not in the same classification as the funds we already received from the state.  Gifford said he would like to focus on our return on investment.  Kray confirmed with Grant that grant receipt is based on the merit of the request, not legislative influence and Grant indicated that was the case.  Burger said all the Trustees aren’t aware of all the Lobbyists do for us so if we are to move forward, he would want communication not just to the President but to the entire board on a monthly basis.

Kray said the Trustees have not looked at our long term strategy so it is difficult to say what we would have the Lobbyists work on.  She feels we need to do this first before moving forward.   Burger wants to table this for a month so we all can look at it more.  Leonard said the Lobbyists have helped us build a lot of political capital at state house and feel they are a tool for us to use for success in the future. 

Leonard read the job description for the Recording secretary position detailing roles and responsibilities which include recording of minutes and some financial work.  Leonard stated he feels these are 2 separate responsibilities and the Auditor’s office handles our financials.  Burger said we are trying to hire someone to take minutes but asking that they also have a financial background and we are not talking about replacing the Treasurer.  Burger said he feels it would be prudent to move forward to hire a person with these 2 qualifications.  Burger made motion that we refer the Recording Secretary job description to the Budget/Finance committee so they can produce a recommendation for the type of person that we want to hire. Burger said he will step out of this meeting and have Kray replace him as she is the Clerk,  Schneider second.  Leonard asked Carla Becker to explain her role as it pertains to the District’s finances. Becker said her role is to track all funds and handle them according to Iowa code.  She does the same kind of accounting with Delaware County funds as well as the DNR funds so all entities are treated the same.  By allowing the County to handle our accounting, it solved any problems and question of transparency and openness.  In addition, since we were granted state funds, it is now a contractual issue with the state that the County perform our accounting.  Burger restated his motion to refer the job description to the Budget/Finance committee and have them bring their recommendation to the board, Davidson second, all ayes, motion passed.

Colgan discussed the revised operations plan and advised it is not a lot different than the original.  We need to submit this plan to the DNR to show we are capable of operating the dam once it is completed. This is required prior to the DNR providing our permit to impound water.  Our original plan was given to the DNR and the revised plan answers and clarifies their questions about such items as dissolved oxygen levels, freezing conditions, etc.  Most lake properties will see normal lake levels and that is what the operations plan tries to accomplish.  Colgan recommends that the board approve the updated operations plan and if done this evening, the new plan will be submitted tomorrow.  Once this version is forwarded to the DNR, we will see if they have additional questions.  When the DNR approves the revised plan, we should receive the permit about 2 weeks after that.  Motion by Schneider to approve the revised operations plan, Davidson second,  all ayes, motion passed.

Colgan advised we received Change Order #1 from Lunda Construction because of some additional cement that needed to be removed that was not on the original drawings but was found after excavation.  The cement fixture is right where the rock anchors need to go so it is necessary to have it removed.  The amount of the change order is $8,214.50. Motion to approve change order #1 by Gifford, second by Kramer.  All ayes, motion passed.

Burger read Resolution 5.21.14 that allows for change orders in emergency situations.  Motion to approve resolution by Schneider, second by Gifford.  Individual roll call requested, all ayes, motion passed.

Committee updates

Finance – nothing to report

Dam Construction/Timeline – Colgan indicated that river flow has not been a problem for the last 3 weeks.  The rain has restricted work somewhat but the contractor is catching up.  The upstream coffer dam is being worked on.  The most significant news is that the 2 large tubes built in 1928 and used during that construction are not full of concrete and we will hopefully be able to use them, however we need to see both sides of the tubes before that can be determined.  If we can use them, it will reduce the Phase II coffer dam costs. Demolition activity is going on at the top of the dam and they are also pulling out the  old gates in pieces.  Things are going very well.

State/county legislation – Grant said the sales and property tax clarification law went to the Governor’s office on May 9th and it is not signed yet.  He has 30 days to sign but does not see any issues as this is an appropriations bill.

Property Management – Kray asked if the issue with the power in the old house had been resolved so we can get water to the office building.  We have electricity in the office building and there is no electric service at the house where the well is located.  Dave Larson said we need to hire an electrician to see how to get power to the pump.

Leonard thanked Carla Becker for coming today and thanked her for the level of service she gives the District.  He also recognized Shirley Helmrichs, Delaware County Supervisor who was in attendance. Supervisor Helmrichs applauded us as we have come a long way and she doesn’t want to see us go backwards.

Public Comment – Sara Millhouse advised we may want to look at the change order resolution to make sure we don’t have an issue with the open meetings law.  If emails are utilized, it is considered an electronic meeting.  She suggested calling a special meeting or refer the request to a committee.  Burger suggested we have our attorney look at it. 

Motion to adjourn by Davidson, second by Gifford, all ayes, motion passed. Meeting adjourned at 8:13 pm.

Agenda for Trustee Regular Meeting – Wednesday, May 21, 2014

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The Combined Lake Delhi Recreational Facility and Water Quality District

Wednesday, May 21, 2014

6:30 p.m.

Heritage Bank Conference Room

Delhi, IA

  1. Call to Order
  2. Approve Agenda
  3. Open Public Hearing for Rocky Nook Area On-Site Wastewater Treatment and Water Main Improvements
  4. Close Public Hearing
  5. Consideration and approval of minutes of Previous Meetings
  6. Consideration and approval of Payments
  7. Review Financial Report
  8. Consideration and approval of annual compilation report by Hunt and Associates
  9. Consideration and possible action on Nation Boat Dock Easement
  10. Consideration and possible action on continuation of Lobbyist contract
  11. Consideration and possible action on Recording Secretary hire
  12. Consideration and possible action on revised Operations Plan
  13. Consideration and possible action on Change Order #1 with Lunda Construction
  14. Consideration and possible action on Change Order Resolution
  15. Committee Updates – Finance, Dam Construction/Timeline, State-County Legislative, Property Management
  16. Public Comment
  17. Adjourn