These minutes are unofficial until approved at the next Trustee regular session.

The Combined Lake Delhi Recreational Facility and Water Quality District Trustee Regular Meeting

Thursday, March 19, 2015—6:30 PM

Lake Delhi Trustees Administration Building

Delhi, IA

The regular trustee meeting of the Combined Lake Delhi Recreational Facility and Water Quality District was called to order by President Steve Leonard at 6:33 PM at the Lake Delhi Trustees Administration Building in Delhi, IA.

Trustees Present: Leonard, Kramer, Davidson, Gifford, Burger, Kray and Colgan (Skype)

Trustees Absent: None

Recording Secretary: Shelley Kallenbach

Visitors: Larry Peter, Eve Peter, Jim Locke, Don Dede, John Hess, Chris Stender, Bob Galiher

Motion to approve the posted agenda was made by Davidson, seconded by Burger, motion passed.

Motion to approve the minutes from the March 5, 2015 meeting was made by Leonard, seconded by Kramer. Colgan clarified comments from the March 5^th meeting that an on-site engineer was included in the original estimate. Motion to approve the March 5^th minutes passed. Leonard mentioned that he asked Bill Holman from Stanley to confirm the accuracy of his statement from the previous meeting. Leonard confirmed with Stanley that $204,000 was set aside for on-site engineering in the original 2011 estimate.

Claims for payment approval were presented by Kramer. Claims for payments in the amount of $386.65 for miscellaneous office supplies, electricity, and propane were presented from the general fund. Claims in the amount of $325,818.87 for Phase 1 payments to Lunda Construction and Stanley Consultants, as well as to the Delaware County Secondary Roads Department for the Turtle Creek Project. Burger moved to approve the posted payments, Leonard seconded, motion passed.

Motion to request reimbursement in the amount of $294,539.97 from the DNR for invoices paid by the District was made by Burger, Davidson seconded, motion passed.

The financial report was reviewed by Kramer. The General Fund, Debt Service Fund, and Dam/Spillway Project Fund had no expenditures posted in February due to the fact the regular February meeting was combined with the March 5^th meeting. The General Fund had revenue from the Delaware County Treasurer and interest in the amount of $6520.69, ending February at $144,004.97. The Debt Service Fund had revenue from the Delaware County Treasurer and interest in the amount of $15,304.36, ending February at $183,249.20. The Dam/Spillway Project Fund had interest revenue of $4,953.16, ending February at $5,024,859.50. Leonard motioned to approve the posted financial report, Gifford seconded, motion passed.

The Board considered possible action on Lunda Construction Change Order #15. Colgan explained that this was for a credit of $49,354.50 after a change in the dam design eliminated the concrete block wall on the downstream Delhi side. The change and material reuse allowed for this credit. Burger moved to approve Change Order #15, Gifford seconded, motion passed.

The Board considered possible action on Lunda Construction Change Order #17 in the amount of $19,360.94. Colgan explained that this is in regards to doing maintenance on the existing wicket gates to allow them to be brought back to usability. After ice was removed from the outdoor access doors, two Lunda employees were able to gain access to the area where the wicket gates are located. It became apparent that the gates were left in the open position following the breech in July 2010. They have since rusted and are inoperable from the normal operating location on the turbine floor. This change order is to have penetrating oil placed on the wicket gate mechanisms and then lubricating materials to shut them. This will allow them to be manually operated in the future if they should ever be needed to efficiently control lake level. The option to tie them to automatic operations is possible should the Board choose this in the future. Kramer motioned to approve Change Order #17, Burger seconded, motion passed.

The Board considered possible action on Stanley Engineering Supplemental Agreement #32 in the amount of $60,000. This is in regards to the field engineer supervision. The original estimate for the field engineer was done in December 2011. The Phase 2 rebid and various adjustments have changed the original construction schedule for this estimate, necessitating the supplemental agreement to accommodate the engineer. The Phase 2 on-site engineer is expected April 1^st. Leonard motioned to approve Supplemental Agreement #32, Davidson seconded, motion passed.

The Board considered the possible response to an inquiry from Speaker Paulsen. Leonard explained that several months ago, the Legislative Committee met with Speaker Paulsen to update him on the Lake Delhi project. Speaker Paulsen requested information regarding the District’s experience with the state permitting processes and the costs of delays associated with these processes. A draft of a response to this request for information was presented to the Board. Kramer motioned to approve the presented draft, Gifford seconded.

Discussion was opened. Burger suggested minor grammatical changes to the draft, and Kramer and Gifford approved of the changes to the draft in their motion. All ayes to approve the amended draft, motion passed.

Todd Gifford, head of the Lake Bed Cleanup Committee stated that more updates will come in the next month now that the weather is changing. The Board heard from Chris Stender, who stated he intends to begin tree cutting soon. Gifford explained that in late summer of 2014, the Lake Bed Cleanup Committee inventoried the weeds and trees to catalogue the worst places. Now that a time line for construction has been established, removal can begin in these areas. Gifford requested Colgan’s presence during this process to offer input regarding the debris removal and burning process.

The Dredge Committee presented updates on the dredging permit process. Leonard stated that the County Engineer is working to further simplify it from what was presented at the last meeting and it is hoped that information on that will be received shortly. It was also stated that the sediment in the lake will be electronically mapped and documented to allow future dredging without permits. Appreciation for this hard work to simplify the dredging process was expressed.

The Dam Construction Committee presented updates. Colgan stated all that remains from Phase 1 is the north dike rebuild on the Delhi side. He also stated that a significant amount of structure not documented on the drawings was recently found during the excavation for the north wall resulting in a changed condition. Bill Holman from Stanley Engineering worked with the contractor to come up with simple solutions to this problem. Leonard expressed appreciation for Mr. Holman by personally coming right away and working hard to create a solution that will save approximately $75,000 from the original estimated cost to resolve the issue of $100,000. The galvanized steel operator decking is expected Monday, which will allow for the gate actuators and the gate installation in April and May.  Phase 1 remains under budget.  A Phase 2 signed contract was received this week from GCI. The District had waited to sign the contract while the contractor tried to find a reasonable quote on supplemental flood insurance required in the contract. The contractor found a suitable quote and signed the binder, allowing the completion of a signed contract. The contractor has hired the temporary cofferdam engineer. He will submit a completed temporary cofferdam design to Stanley Construction on Friday as required in the contract for review and approval. Mobilization is expected April 6 with the cofferdam beginning the week of April 13. The sheet pile is expected to begin delivery the week after Easter. The Phase 2 contractor is bringing in 2 large construction trailers and will not need the District office space. The contractor is planning on using multiple crews possibly to allow for double shifts and weekend work, making an early finish more likely. Lastly, since Delaware County has recently been included in the protected area for the endangered Indiana bat, tree removal needs to be done before April 1 to meet this new regulatory requirement to our project.

The Water Quality Committee had no updates.

The Funding/Finance Committee confirmed that the budget had been certified.

The Legislative Committee led by Steve Leonard shared that our Lobbyist have been busy during the legislative session and had reviewed the response to the Paulsen request.

The Trustees expressed thanks to Larry Aschbrenner and Tom McLaughlin for their St. Patrick’s Day event at the Pizza Place, which raised approximately $1254.00.

The floor was opened to public comment.

Bob Galiher stated that he had been contacted by the Manchester Lions Club to share a short program regarding the dam rebuild. Leonard offered to assist with this presentation.

Burger moved to adjourn the meeting, Gifford and Davidson seconded. The meeting was adjourned at 7:08 PM.

The Combined Lake Delhi Recreational Facility and Water Quality District

Special Meeting

Friday, February 13, 2015

1:00 p.m.

Heritage Bank Conference Room

Delhi, IA

1. Call to Order
2. Approve Agenda
3. Set a date for a public hearing to approve the FY 2016 Budget
4. Adjourn

These minutes are unofficial until approved at the next Trustee regular session.

The Combined Lake Delhi Recreational Facility and Water Quality Board of Trustees Trustee Special Meeting

Thursday, February 5, 2015—6:30 PM

Maquoketa Valley Middle School Conference Room

Delhi, IA

The special trustees meeting of the Combined Lake Delhi Recreational Facility and Water Quality District Board of Trustees was called to order by President Steve Leonard at 6:30 PM at the Maquoketa Valley Middle School Conference Room in Delhi, IA.

Trustees Present: Leonard, Kramer, Davidson, Gifford, Colgan (Skype), Kray and Burger (phone)

Trustees Absent: None

Recording Secretary: Shelley Kallenbach

Visitors: Bill Holman with Stanley Consultants (phone), Larry and Eve Peter, Don Dede, Jim Locke, Dick Recker, Tom and Marilyn Cook, Dave Larson, Chris Stender, Larry Aschbrenner, David and Stephanie Kruse

Motion to approve the posted agenda was made by Davidson and seconded by Gifford, motion passed.

The Board considered possible action on Lunda Construction Change Order #13. This change order was in regards to concrete patchwork done during Phase 1. A few of the concrete patchwork were unexpectedly deep. Other areas required removing concrete beneath the existing reinforcing steel which was sound concrete and difficult to remove. This change order was in the amount of $57,753.28 and resolves all concrete patchwork issues with Phase 1. Stanley Consultants recommended payment of this change order. Kramer motioned to approve payment of Lunda Construction Change Order #13, Kray seconded, motion passed.

The Board considered possible action on Lunda Construction Change Order #14. This change order was in regards to correcting damage to the gate hoists that were purchased for other reasons prior to the dam breech. Since these gates were available for Phase 1 work, the District provided them to the Phase 1 contractor at a considerable savings to the project. At the beginning of Phase 1 they were sent to Linita, the Lunda gate subcontractor. Linita discovered that the hoists were damaged in a variety of ways and would not warranty the gates would work properly following installation. It is unknown when the various damage situations occurred given their various moves after the dam breach. The change order in the amount of $11,175.70 covers the cost to have Linita make the necessary repairs to the gates and warranty the gate operation. Gifford motioned to approve payment of Lunda Construction Change Order #14, Kramer seconded.

The change order was discussed. Concerns about the possibility of damage during the gate transport from Linita back to Delhi and insurance to cover this possible damage were raised. It was confirmed that Linita will come to Delhi to install the gates and inspect them, and Lunda will be responsible as the contractor for any damage occurring during transport. It was also confirmed that the damage could not have been seen without advanced technology. Larry Peter, a member of the dam construction team, stated that three hoists were known to have oil leaks when they were moved, and that damage occurred prior to the move to Linita. After this discussion closed, all ayes, motion to approve payment of Lunda Construction Change Order #14 passed.

The Board considered possible action on selecting a winning bid for Phase 2 Construction of the Lake Delhi Dam.

The Board opened the floor to Bill Holman of Stanley Consultants to discuss the bid review process. Holman advised following the initial bid letting for Phase 2, the bid package was changed to reduce risk to bidders and time bids for winter in order to receive better bids for Phase 2. Four good bids were received and Stanley Consultants was very satisfied with the bids. The lowest bidder was General Constructors, Inc., (hereafter GCI) an Iowa firm out of the Quad Cities, in the amount of $6,185,693.00.

Holman stated the low bid was thoroughly reviewed by Stanley Consultants. It was recognized to be a complete bid with all requirements met, including acknowledgement of receipt of the bidding package changes. The contractor was confirmed to be licensed in the state of Iowa. References and samples of past similar projects were considered, including earthen cofferdams and construction administration, and all reviewed samples were found to have been performed satisfactorily with a high level of quality. References also stated they were a good company to work with. In addition, Stanley Consultants has worked with this contractor before and received good references from their work. Stanley also verified the contractor had submitted the required bid securities and a solid preliminary cofferdam and dewatering plan that understands the challenge of that step. The list of subcontractors and suppliers were also reviewed, as well as OSHA compliance for a lack of violations. GCI met all of these review requirements positively, and as such Stanley Consultants recommended that the Board award Phase 2 construction to GCI.

Leonard moved to award Phase 2 Bid Contract to GCI for $6,185,693.00 with flexibility for the Trustee Construction Team to work out the final details of the contract included in the bid package regarding date confirmations and to authorize Leonard to sign the contract once the dates were negotiated based on the letter of recommendation from Stanley Consultants and verbal recommendation from Bill Holman of Stanley Consultants, Burger seconded.

The floor was opened to each board member for comment.

Colgan stated that he was pleased that the contractors were forthcoming. He stated that 9 of the key line items in the second and third lowest bids matched to that of GCI, so nothing is missing in the GCI bid in terms of the work. He was pleased with the recommendations from the references. He also stated that the bid assigns senior GCI staff to the project from the beginning. He states that the changes to the cofferdam design to reduce material requirements, as well as the incentive plan, were successful in getting broader bid interest, and that the current time of the construction year led to the receipt of significantly improved bids.

Gifford stated that the Board did the right thing in rejecting the original bids as it forced creativity to meet the challenge, and a much more proactive approach to obtaining better bids.

Leonard stated that he was pleased with a three-fold increased interest in the bid package following the changes, as well as the receipt of four solid bids all offering a completion date of 2015. He stated this was a doubling in quality bids that were more competitive and he was excited for the result.

Kray expressed appreciation for the spreadsheets delivered by Stanley Consultants that outlined and compared the main points of the bids, which made it easier to understand the differences between the contractors, and expressed thanks to Holman for this.

Burger asked if the final contract negotiated with the Trustee Construction Committee would be reviewed by Holman of Stanley Consultants. It was confirmed that GCI had all the information on changes to the bid packages and had not expressed any exceptions, so the next step is to develop official dates into the contract. Following this, the contract will be reviewed by Stanley Consultants and then forwarded to Leonard for signature, so Stanley Consultants will remain a part of the process, help handle any exceptions, and will notify the Board of any exceptions. Should exceptions arrive, a special board meeting will be called.

Davidson stated he was very happy to have had Colgan’s expertise and opinions on the Board, as well as Stanley’s recommendation. He felt the review had been very thorough and he felt comfortable in approving this bid.

Kramer stated she felt the Construction Committee had come through and the Board received a great result.

Holman stated he was very happy with the bid and felt the Board received great results from the rebid.

The floor was opened for individual votes from the Board. Votes were entered as follows:

Kray: Yes

Burger: Yes

Colgan: Yes

Davidson: Yes

Gifford: Yes

Kramer: Yes

Leonard: Yes

Therefore, motion passed.

The floor was opened for public comment.

Jim Locke asked if the difference in the bid amounts came from the change in the cofferdam design. It was confirmed that this was part of the improvement, but that the addition of an incentive package and the alignment with the current construction cycle also added to improved bids received. It was also confirmed that this bid was in line with the original estimate with the incentive packaging. Prices have increased due to changes in the market condition. This particular bid also budgets a significant amount for administration in order to be aggressive toward completion.

Larry Aschbrenner asked if GCI would do the work themselves or rely on subcontractors from the local area. It was confirmed that the contractor will do all of the concrete work, but many subcontractors and suppliers are involved. However, the earthwork and demolition is subcontracted out to a local contractor. In addition, GCI is an Iowa contractor using Iowa labor. It was also considered that the biggest risk of Phase 2 is the dewatering in the sand and gravel area of the lake, and this particular bid budgeted 50% more for this issue in order to use an internationally-known dewatering contractor. Therefore, the contractor will be using the best available subcontractor for the most difficult work.

No further public comment.

Kramer motioned to adjourn, Davidson seconded. The meeting was adjourned at 7:05 PM.

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, February 5, 2015

6:30 p. m.

Maquoketa Valley Middle School Conference Room

Delhi, IA

1. Call to Order
2. Approve Agenda
3. Consideration and possible action on Lunda Construction Change Order # 13
4. Consideration and possible action on Lunda Construction Change Order # 14
5. Consideration and possible action on selecting winning bid for Phase 2 Construction of Lake Delhi Dam
6. Public Comment
7. Adjourn