The Combined Lake Delhi Recreational Facility and Water Quality District

Board of Trustees Meeting

Thursday, October 23 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 6:34 PM at the Heritage Bank Conference Room.

Trustees present: Leonard, Davidson, Kray, Burger, Kramer, Colgan  by Skype, Gifford by phone

Trustees absent:

Visitors: Larry Peter, Eve Peter, Lou Christiansen, Sue Christiansen, Barb DeKlotz, Ken DeKlotz,, Bonnie Hughes, Bill Hughes, Lola Galiher, Bob Galiher, Ben Pasker, Diane Bauers, John Hess, Dave Larson, Alan Shaffer, Richard Rusk, Larry Aschbrenner

Agenda was reviewed by Leonard and motion to approve the agenda by Kray, Burger second.  All ayes, motion passed.

Kray asked for approval of minutes from 9/23/14, 10/2/14 and 10/16/14. Davidson made motion to approve, Kramer second,  all ayes, motion passed.

Kramer reviewed the claims for October.  Requests for payment from the General Fund are Alliant Energy – $20.45;  Kramer Lawn Care – $375.00; L&L Consulting – $12,000.00 (Nov 2014 to Apr 2015); Simmons Perrine Moyer Bergman – $160.00; Bankers Trust (Bond Registrar fees)- $250.00; Delaware County Auditor’s office (election expense) – $1,090.51; Maquoketa Valley School District (Rent of admin bldg through Apr 2015) . Kramer advised of payments for the Dam/Spillway Fund which is Lunda Construction for $701,297.28; Laurie Kramer (postage for Phase II bids to Stanley) – $25.55; News Publishing (Publication for Phase II bid) – $70.04; Register Media (publication for Phase II bid) – $108.41.  There is also one payment request from the bond fund which is Bankers Trust – $120,296.25.   Burger made motion to approve payments of both funds, Kramer second. All ayes, motion passed.

Kramer reviewed Financial report for month ending September 30, 2014.  The General Fund began with a balance of $133,333.09 and after revenues and expenses, ended with a balance of $194,927.70.  The Debt Service Fund began with a balance of $82,324.54 and after revenues  ended with a balance of $242,165.84.  The Dam/Spillway fund started with a balance of $4,633,876.25 and after revenues and expenses, ended with a balance of $5,336,890.52.   Kramer also presented reports maintained by the County.  Motion to file all financial reports by Burger, Davidson second.  All ayes, motion passed.

The letter to the DNR requesting reimbursement for Phase I costs of $701,297.28 was discussed by Leonard.  Burger made motion to approve, Kramer second,  all ayes, motion passed.

Committee Updates

Lake Bed Clean Up – per Gifford work is continuing to proceed.  The committee has arranged for lended equipment from Paladin and getting volunteers from various neighborhoods to assist. 

Dredge – Leonard said the DNR is supposed to give the District a letter to allow approval for dredging around each property owners lake bed around their dock area.  The agreement will be for x number of cubic yards or x number of truckloads.  The letter will give specific details and we are expecting the letter soon.

Dam Construction – Colgan indicated that the major items for Phase I are done ( eg., Rock anchors, bolt system, patching, etc.)  Demolition of the old electrical system is underway.  The contractor is taking advantage of the good weather.

Water Quality – Kray advised the committee had a meeting to brainstorm as to what want the committee would like to accomplish and getting ready for next year.

Funding/Financing – Burger reminded the public the board gave authorization to draw $20,000 for the dredge payment so we could take advantage of better interest rates that usually occur in the fall.  Burger said he would like to begin the process and explained the rates and how they are configured.  Kramer indicated the County Auditor wants a letter requesting such from the LDRA President.  Burger/Kramer will draft the letter and forward it to Rich Hughes, the LDRA President.

Colgan explained the need for tree removal at Rocky Nook area on the properties the District now owns because they will affect the new sewer system.  He received 2 bids, one from the subcontractor and one from Weiner Co.  Weiner was the low bid at $2,915.75 and Colgan made motion to approve awarding tree removal to Weiner.   Kramer second the motion, all ayes, motion passed.

Davidson discussed the need to move the work platform as the 2 year agreement with Darryl Hogan has expired.  Davidson said he needed the funds allocated to pay for the cost of the move and he and Rich Hughes (President of the LDRA) have decided the dredge site will be the best location.  Burger made motion to approve up to $700 to move the work platform to the existing dredge containment site, Kray second.  There was discussion regarding the size of the work platform and what would be required to get the equipment into the dredge containment site. All ayes, motion passed.

Colgan explained the Stanley Engineering Supplemental agreement #25 allows for engineering services during the  Phase II bidding process which has already been completed and includes bid advertisement, the pre-bid contractors meeting, etc.  Colgan made motion to approve the agreement, Kramer second, all ayes, motion passed.

Stanley Agreement #26 was covered by Colgan and it is an allotment that would only be spent for regulatory support if needed from Oct. 2014 to Oct. 2015 up to $10,000.  Burger made motion to approve, Kramer second, all ayes, motion passed.

Stanley Engineering Agreement #27 was introduced and Leoanrd and Kramer indicated they think this agreement might cover work already done. Bill Holman is not available right now due to health issues.  Burger made motion to table, Kramer second, all ayes, motion passed.

Colgan discussed the Phase II construction bids and explained they had been opened at a district meeting last week.   Stanley Engineering went through the 3 bids received in detail.  All of the contractors gave a no bid for the 7/17/15 completion date and 2 of the contractors met the completion date of 9/4/2015 and one required a date of September 2016.  Stanley found that there were 4 areas that were  consistently higher than what they have seen in the current contracting environment in the Midwest.  The lowest bid is $1,300,000 million higher than the engineering estimate.  We have two decisions, either accept the Cramer Construction bid or reject all the bids and rebid the project.  Stanley Engineering thinks we can change items in the bid to reduce costs and rebidding would move the schedule so there is less work in the winter which can cost more.  Leonard asked Colgan for his recommendation as a trustee representing the district and Colgan indicated he believes we should reject the bids and rebid it. Leonard made motion to reject the bids and to call for a special meeting or at our next regularly scheduled meeting to set new bid dates, Kramer second.  Leonard is disappointed that the completion will not be in July and that the bids were so far over the engineer’s estimates.  Gifford feels strongly we should reject and re-bid and doesn’t want to wait. He wants Stanley to go back to the market place and get other sources for the construction materials.  Burger wants an update at  the next regular meeting and set the date for re-bidding at our November meeting.  There was discussion regarding when the dates for the rebid should happen and Colgan felt we should discuss further with Stanley Engineering.  Leonard amended motion to reject all bids, Davidson second.  Individual roll call requested, all ayes, motion passed. 

Stanley Supplemental Agreement #28 was explained by Colgan that it is for Braun Co to do additional soil work near the dam to see what the composition of that soil material is.  Leonard made motion to approve the agreement with a maximum of $7400, Kramer second.  Colgan confirmed this is only for the coffer dam and not for the dike structure.   All ayes, motion passed.

Burger explained the billing for the bonding attorneys to redo the schedule for the dredging loan is $4,500 and he would like to forward those funds to the LDRA for payment.  The bonding attorneys were necessary to retain the bonds as tax exempt bonds. Kramer said she reached out to Reyner (the Treasurer for the LDRA) and he indicated the funds are available and she believes it is the LDRA debt and they should pay it.  Leonard said he would like to consider tabling the issue until the next meeting.  Burger said he doesn’t believe there is any reason to table the issue.  Leonard made motion to change the billing name to LDRA and then pay funds to the LDRA to pay the  $4,500 Dorsey and Whitney billing, Burger second.  Kramer still has issue and doesn’t know what other expenses the LDRA has but is concerned about our funds and the debt the District has outstanding.  Burger said the district is saving hundreds of thousands to service this loan and so it is to our benefit to pursue the refinancing and we had to involve a bonding attorney.  Vote taken on motion, Davidson, Kray, Gifford, Colgan, Leonard, Burger ayes, Kramer no.  Motion passed.

Bob Galiher asked how useable the work platform is and why are we saving. Davidson indicated the work platform was paid for with FEMA funds and we are not sure what FEMA will do with the platform so we have to keep it. 

Doc Hess said he is puzzled by why we did the dam repair in 2 phases and now it seems we are in a bad position because one phase is almost finished and we now have to accept what comes in for Phase II. Colgan said the project was split in 2 because of permitting reasons and delays. 

Galiher asked if we rejected the bids and the new bids come back higher, can we go back to these rejected bids.  Leonard advised no.

Larry Aschbrenner asked if the tree removal included root removal and Colgan advised yes.

Motion to adjourn by Burger, second by Kramer.  All ayes, motion passed. Meeting adjourned at 7:34 pm.

The Combined Lake Delhi Recreational Facility and Water Quality District

Board of Trustees Meeting

Thursday, October 16, 2014 – 1:30 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 1:31 PM at the Heritage Bank Conference Room.  He conveyed the meeting to Kramer as he was not present in the room.

Trustees present: Kramer and Kray, Leonard, Burger and Gifford by phone, Colgan by Skype

Trustees absent: Davidson

Visitors: Larry Peter, Lou Christiansen, Sue Christiansen, Barb DeKlotz, Ben Pasker, Chip Hughes, Don Dede, Brian Monk, Dave Larson, Alan Shaffer, Steve Nol, Brian Jacob, Diane Bauers, Steve Cehl, John Hess, Larry Aschbrenner, Chris Stender, Ben Kindred, Abe Uccelto, Tracy Fippinger

Agenda was reviewed by Kramer and motion to approve the agenda by Kray, Leonard second.  All ayes, motion passed.

Kramer opened bids for Phase II construction

Cramer and Associates from Grinnell, IA – $8,264,753.00

Lunda Construction from Little Chute, WI – $9,082,299.55

Peterson Contractors from Reinbeck, IA – $10,998,608.28

Leonard made motion to allow Stanley Consultants to review all bids and make a final recommendation to the Board on October 23, 2014 at the 6:30 pm meeting, Kramer second.  Burger asked if this was enough time for Stanley Consultants to do their review and Colgan said he had confirmed that with them.  All ayes, motion passed.

Colgan explained Change Order #8 from Lunda Construction which relates to the operator bridge.  It was determined there was not enough good concrete to save.   Several options were considered but this option was considered the safest and most cost effective.  The change order proposes a new galvanized steel bridge and will be across all 3 gate openings.  Motion to approve change order by Burger, Kramer second. Gifford asked what alternatives were looked at and Colgan advised that if they removed the concrete it may not be safe.  In addition once the concrete is removed it may be so bad, we would have to replace it anyway.  Colgan indicated that the proposed galvanized steel is approximately $90,000 cheaper than replacing the bridge with concrete.  This work replaces other work that would need to be done so there is some savings from the $139,800 request.  Vote taken on motion, all ayes, motion passed.

Kray made motion to change the regular scheduled October meeting to October 23^rd, Leonard second.  No discussion, motion passed, all ayes.

Public comments – a representative from Cramer Construction asked if the alternate bids had been read.  There was an option to propose a figure for an earlier construction end date.  All 3 bidders gave a ‘no bid’ to this option.

Ben Pasker asked if there was structural value in the change order. Colgan advised yes as this bridge will be the access for equipment and gate hoists.

Motion to adjourn by Kray, Leonard second, all ayes, motion passed.  Meeting adjourned at 1:45 pm.

he Combined Lake Delhi Recreational Facility and Water Quality District

Board of Trustees Meeting

Thursday, September 18, 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 6:31 PM at the Heritage Bank Conference Room.

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

Trustees absent:

Visitors: Larry Peter, Eve Peter, Pat Dede, Don Dede, Jean Vance, JoAnn Motter, Dorothy Thomas, Shirley Christensen, Ed Schmidt, Jim Locke, Lou Christiansen, Sue Christiansen, Barb DeKlotz, Ken DeKlotz, Marcheta Cooey Lux, Bob Klima

Agenda reviewed by Leonard and requested to add consideration of the DNR reimbursement letter after the financial reports and move the election of officers to after the Lunda Construction change orders to enable Gifford to participate as he will be 15 minutes late. Motion to approve Leonard’s requested changes to the agenda by Davidson, Burger second.  All ayes, motion passed

Kray requested approval of minutes for 8/21/14 and 9/4/14.  Motion by Burger to approve, Davidson second.  All ayes, motion passed.

Kramer reviewed the claims for September.  Requests for payment from the General Fund are Alliant Energy – $18.16; ICAP (annual premium for blanket insurance) – $4,262.46; Kramer Lawn Care – $300.00; L&L Consulting – $2,000.00; Simmons Perrine Moyer Bergman – $100.00. Kramer advised we have one payment for the Dam/Spillway Fund which is Lunda Construction for $190,075.07.  Burger made motion to approve payments of both funds, Kray second.  All ayes, motion passed.

Kramer reviewed Financial report for month ending August 31, 2014.  The General Fund began with a balance of $115,203.21 and after revenues and expenses, ended with a balance of $133,333.09.  The Debt Service Fund began with a balance of $23,109.78 and after revenues  ended with a balance of $82,324.54.  The Dam/Spillway fund started with a balance of $4,972,739.99 and after revenues and expenses, ended with a balance of $4,633,876.25.   Kramer also presented reports maintained by the County.  Motion to file all financial reports by Burger, Davidson second.  All ayes, motion passed.

Leonard read the letter to the DNR requesting reimbursement for the Lunda Construction billing and asked for approval to forward.  Davidson made the motion, Burger second, all ayes, motion passed.

Committee updates.  Lake bed cleanup – Jim Locke gave update and advised Chris Stender, Todd Gifford, Brian Hughes and himself had a committee meeting and Gifford has taken the lead position on this committee. Gifford did traverse the river a couple weeks ago and mapped the areas.  The 4 then went out to the river bed and looked at the crucial areas that need immediate attention.  Stender has volunteered his machine and they are checking for other volunteers.  The biggest area of concern is upriver from Jim Locke where the willow trees are thick, big and  tall.  Burger asked if road associations will be contacted for assistance and for volunteer work and Locke indicated yes. 

Gifford joined at 6:53 pm.

Dredge Committee – Leonard said Colgan, Gifford and himself will wait to meet until the Supplemental Agreement with Stanley on the borings is done.

Dam Construction – Colgan indicated everything seems to be going well. We have gone out for bids on Phase II and had the contractors meeting on Monday.  Phase II is more standard work and there is a bigger variety of people who can do this type of work but the coffer dam is the most critical piece.  Phase II bids are due October 2^nd.   Lunda Construction should be able to pass water on December 1^st..

Water Quality – Kray advised a request for a meeting was sent and we plan to discuss the future of water quality and what it means to Lake Delhi.  In addition she advised she received a draft letter from the DNR and County Sanitation as to next steps in the septic system survey.  There will be more information to follow.

Funding/finance – Leonard indicated a group of individuals were hosting an event at Lamont Davidson’s home and that the Governor would be in attendance on September 26^th. Burger advised he met with the Delhi City Council and discussed the readjustments by the bank for the LDRA loan.  The City Council vote was unanimous to allow the changes.  Burger also advised the bank has agreed to allow us to make a principal payment on the loan earlier in order for us to take advantage of the lower rate sooner.  He suggests looking at it in October as he says that is usually when a dip takes place in the rate.

Leonard reviewed the Rocky Nook septic and water system implementation. There has been a delay because of interpretation of 2 different Iowa codes about distance between a well and a septic system.  This issue has now been resolved and implementation should start very soon. Colgan and Leonard have agreed that Colgan will act as Project Manager of this installation going forward. 

Change Order #5 from Lunda Construction was discussed.  This handles some irregular bed rock and the cost is $4,026.83.  Motion to approve by Burger, Kray second.  All ayes, motion passed. 

Change order #6 from Lunda Construction was introduced by Leonard.  This change order covers additional drilling and adding an additive to the grout in anchor #8.  The cost of this change order is $4,730.17. Motion by Davidson to approve, Burger second, all ayes, motion passed.

Election of officers was introduced.  Burger made motion to re-elect the slate of officers as they are today (President – Leonard; Vice President – Burger; Clerk – Kray; Treasurer – Kramer)  Colgan second, all ayes, motion passed. 

Kramer introduced the 2 documents for the agreement between the Maquoketa Valley School District and the Lake Delhi Trustees.  Initially a 28E agreement was used, however Hatala (our attorney) prefers a lease agreement.  Kramer indicated Doug Tuetken, the school district Superintendent has agreed to use a lease agreement if that is what we prefer.  Leonard made motion to agree to use lease agreement between the District and the Maquoketa Valley School District, Burger second. Kramer advised the School Board will approve in October.   All ayes, motion passed.

Colgan introduced Stanley Engineering Supplemental Agreement #24 and advised it provides surveying and boring so we understand where and how much we can dredge.  As part of our permit from the Army Corp of Engineers, we have an agreement that we will stay at least one foot above the old lake bottom.  We need to understand what the measurements for allowable dredging are within the lake bottom before we start a dredging plan.  The amount of the Supplemental Agreement is a not to exceed amount of $8,650.  Motion by Davidson to approve agreement, second by Burger.  All ayes, motion passed.

Colgan explained the change in contract document with Groth Services who we contracted with to implement the Rocky Nook Association water and septic system upgrade.  Groth was supposed to start September 8^th but the issue regarding the Iowa code and the spacing between wells and septic systems delayed them by 2 weeks.  The change order will allow a longer completion date but we need to discuss what the dates should now be.  Leonard made motion to approve a contract change order that enables a December 1, 2014 completion date for an extension of 30 days.  Burger second the motion for discussion purposes.  Colgan would like to make a proposal of 2/3 completion by November 1 and final completion as soon as possible but complete by May 1, 2015.  This work does not impact the dam or spillway construction.  In our contract with the Rocky Nook Association it indicates hookups to the new systems have to be done 30 days after completion of the work and that would not be possible with a December 1, 2014 date.  Davidson said Colgan’s proposal makes sense because we boxed ourselves in with the dates on the original bid request and he feels we need to give this contractor flexibility.  Burger asked if the Rocky Nook Association knows of the change and Colgan said Burrington Group communicates with the Rocky Nook contacts.  There was additional discussion about giving Groth more time to complete two thirds of the work.  Leonard will revise motion to allow Groth Services to have work 2/3 done by November 30, 2014 and the remainder to be completed no later than May 1, 2015 and requests the Rocky Nook Association sign off on the change as well, Burger second.  All ayes, motion passed.

Public comment – Bob Klima asked about dredging and can property owners do it themselves.  Leonard said some road associations are discussing dredging in the dry in their area but the first step is to do the core drillings.  Kray cautioned residents to not dig more than one foot above the old lake bed as that is our agreement with the Corp of Engineers.  Locke asked when would the mapping be completed and Colgan said should know in about 30 days.

Jean Vance asked when pledges are due to the Community Fund and Kramer advised letters are going out tomorrow. 

Don Dede asked how many change orders have been under $5000 or less? Colgan said the money amounts on the change orders reflect good management.  Leonard wanted all to know that change order #2 was approved for approximately $6,000 and the actual amount was around $3,700.  Colgan also indicated that change orders have eliminated larger charges so these changes have been used to help save money on the overall project.

Motion to adjourn by Burger, Davidson second.  All ayes.  Meeting adjourned at 7:57 pm.