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.
