Unofficial Minutes – Thursday, March 15, 2018

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, March 15, 2018

6:30 pm

Lake Delhi Trustees Administration Building

Delhi, IA

 

The regular meeting of the Combined Lake Delhi Recreational Facility and Water Quality District was called to order at 6:30 pm by President Steve Leonard.

Trustees present: Leonard, Kramer, Burger, Staebell, Herman (phone)

Trustees absent: Havertape, Gifford

Visitors: Larry Aschbrenner, Ed Schmidt, Jason Wenger

Motion to approve the meeting agenda as read was made by Staebell, seconded by Burger. Motion carried.

Motion to approve the February 15, 2018 and March 1, 2018 meeting minutes was made by Burger, seconded by Staebell. Motion carried.

Kramer presented claims for payment. Claims for payment in the amount of $12,845.10 from the General Fund for electricity, dam operation services, printer maintenance, lobbyist expense, LP gas and phone/internet service were presented. Staebell motioned to approve the claims for payment as read, Burger seconded. Motion carried.

Kramer presented the financial reports. The General Fund had revenues of $8,210.92 from Delaware County and expenditures of $7,988.32, ending February at $1,812,742.34. . The Debt Service Fund had revenues of $10,601.56 from Delaware County and no expenditures, ending February at $124266.01. The Dam Improvement Fund had no activity and ended February with a $10,000.00 balance. Staebell motioned to receive and file the financial reports as read, Burger seconded, Motion carried.

Jason Wenger from Burrington Group presented documents for review regarding drainage work on the south side of the dam.   The scope of work included curb and gutter, a block retaining wall, storm sewers, curb intakes, erosion stone and seeding and topsoil. After much discussion, a motion was make by Burger, second by Staebell to table any action until a trustee work session could be held on site to discuss exact needs for the project. Motion carried.

Committee Updates:

Beach Maintenance – Kramer reminded the committee members in charge of beach maintenance that they need to find a person or persons willing to pick up the garbage and cans at Lost Beach every week. She stated that last year arrangements were made with the Delhi Fire Department to use their dumpster in exchange for giving them the cans for redemption. Whoever does the cleanup work will need to sort the cans from the glass as well. Burger stated that he had been approached by a person interested in the job and planned to follow up with him.

Dam Operations – Wenger stated that the bubblers have been removed and the gates will probably be put on automatic in the next couple of weeks.

Water Quality – Leonard stated that the Maquoketa Watershed Group had filed for a grant in which the Trustees made a pledge and are still waiting to hear if that has been approved.

Herman updated the Board on additional efforts, associated with a previously prepared Archaeological Survey, that need to be undertaken with regard to the dredge spoils site as part of the 2008 FEMA close out process. He is expecting a proposal from Wapsi Valley Archaeology that would include an inspection of the site and the preparation of a follow up report related to the location and potential disturbance of previously identified potentially notable archaeological sites. The District will be solely responsible for this expense with no cost share from FEMA. However, without these efforts the District could be ordered to reimburse FEMA in an amount equal to their investment in the dredge spoils site.

Leonard mentioned that we have one archeological area that we have yet to mitigate but the work could not be done until the lake was back. Herman explained that Wapsi Valley Archaeology performed the original study at the dredge site and for that reason would be used at this time to identify those areas they previously identified as having potential archeological significance.

The floor was opened for public comment. Larry Aschbrenner wanted to remind those in attendance that this coming Sunday, March 18th, he and Dennis Jasper will be bartending at the St. Patty’s Day Event at The Pizza Place starting at noon. All tips will be donated to this year’s fireworks.

Burger motioned to adjourn, Kramer seconded. The meeting was adjourned at 7:35 pm.

Minutes – Thursday, March 1, 2018

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, March 1, 2018

6:30 pm

Lake Delhi Trustees Administration Building

Delhi, IA

 

The combined regular and special meeting of the Combined Lake Delhi Recreational Facility and Water Quality District was called to order by President Steve Leonard at 6:30 pm.

Trustees present: Leonard, Kramer, (Havertape & Gifford by phone)

Trustees absent: Burger, Herman, Staebell

Visitors: None

Motion to approve the meeting agenda as read made by Havertape, seconded by Gifford. Motion carried.

The public hearing for the FY 2018/2019 budget was opened at 6:32 pm. Kramer presented a budget listing estimated expenditures and revenue sources for fiscal year 2018/2019. This includes a proposed taxation rate of $4.00 for the General Fund and 5.79439% for Debt Service. It was noted that the Debt Service taxation rate went from 7.13909 to 5.79439 due to increased valuations.  Kramer also noted that the property tax revenue will increase from $265,212 to $326,219 due to increase property valuations.

With no visitors there was no public comment.

Motion to close the public hearing was made by Kramer, seconded by Havertape. Motion carried. The public hearing closed at 6:33 pm.

Motion to adopt and file the FY 2018/2019 budget as presented by Kramer was made by Gifford, seconded by Havertape. Motion carried.

Havertape motioned to adjourn, Kramer seconded. Motion carried. The meeting was adjourned at 6:35 pm.

Minutes – Thursday, February 15, 2018

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, February, 15, 2018

6:30 pm

Lake Delhi Trustees Administration Building

Delhi, IA

 

The regular meeting of the Combined Lake Delhi Recreational Facility and Water Quality District was called to order by President Steve Leonard at 6:30 pm.

Trustees present: Kramer, Leonard, Herman, Gifford, and Havertape (by phone)

Trustees absent: Burger, Staebell

Visitors present: Jason Wenger, Larry Aschbrenner, Pete Buschmann, Pat Colgan (by phone)

Gifford motioned to approve the meeting agenda, Herman seconded. Motion carried.

Herman motioned to approve the January regular meeting minutes, Gifford seconded. Motion carried.

Kramer read the claims for payment. Claims for payment from the General Fund included electricity for dam and office, contracted services for dam operations, printer maintenance, lobbyist expense, LP for dam, 2017 election expenses, expense for issued warrants and internet/phone service. Herman motioned to approve the claims for payment, Gifford seconded. Motion carried.

Kramer presented the financial reports. The General Fund had revenues of $10,300.97 and expenses of $6,126.00, ending January at $1,812,519.74. The Debt Service Fund had revenues of $15,427.09 and no expenditures, ending January at $113,664.45. The Dam Improvement Fund had no changes with a remaining at $10,000. Gifford motioned to receive and file the financial reports, Herman seconded. Motion carried.

The Board reviewed the proposed FY19 budget that will be presented March 1, 2018 for approval. Kramer gave a brief overview noting that the Board needs to take into consideration the donations made to the LDRA for their dredge debt as that amount increases each year.

Jason Wenger from Burrington Group presented a drainage design for the south side of the dam to help mitigate the run-off coming down from the south slope towards the spillway. The plan includes storm intakes along with concrete curb and gutter along the existing asphalt pavement in addition to a retaining wall south of the SCADA office. The design also includes re-routing the canoe portage from the upstream of the lake to the downstream side. Wenger stated once the concept is agreed upon he would finalize the plans and prepare a bid package. Leonard stated he would like to suggest the Board consider asphalting the parking area and part of the portage area in addition to taking out some of the current sidewalk that is not usable and put some other material in that area.   He also suggested that something be done to protect the well head that is located in the parking lot. Gifford suggested that the bid package to done with options so the Board can approve all of it or parts of it. Wenger said the base bid will include curb and gutter, the storm sewer and drainage work. The canoe portage, parking lot surface and retaining wall, etc. will be options to include if desired by the board. There was additional discussion of possibly adding an option for fencing for safety purposes and options for removing the existing walkway that’s unusable.

Pat Colgan presented the Board with a quote from B & J Hauling & Excavation, Inc. for rip rap work downstream of the powerhouse. He explained that the reason for the rip rap repair is from damage that was done to the original rip rap during the flood of September, 2016. It needs to be replaced and the area needs to be cleaned up. FEMA funding is no longer in the picture. To get FEMA funding we would have had to go through the bidding process which Stanley said would cost around $8,500. The scope of work is estimated to be around $16,000. Colgan’s recommendation is to award the work to B & J Hauling & Excavation without going through the bid process. He stated one of the reasons for going this route is because it’s about a week long project and the work requires heavy excavation equipment that most businesses in the area don’t have. Brian Monk, the owner of B & J, did the original work and knows what is required of the project. Herman made the motion to hire B & J Hauling & Excavation, Inc. to do the rip rap repair as described by Colgan, Gifford seconded the motion. Herman stated that when he and Kramer met with Brian Monk the previous week Monk mentioned that some of the smaller rock that needs to be removed could be placed on the south side to help with the drainage issue. Wenger said the benefit would depend on the cost to move the rock. He said some of the rock could be used but not all of it would be needed. Colgan stated that he’s had some additional discussion with Monk and feels it would be easier and cheaper to just stockpile the rock and make it look like it fits in above the water line so if rock is needed in the future it would be available. Herman asked if Colgan felt Monk’s bid was based on moving the rock. Colgan stated this is a estimate not a bid and is based on quantity.   Leonard stated that he had a couple of board members visit with him about the project. They said they supported using B & J Hauling but were concerned about other local vendors who may have interest in the project. He asked Colgan if he would be comfortable if the board referred any vendor with a potential interested in future projects to him so that he could review the projects and make recommendations to the board. Colgan said he would be happy to do that. Gifford said he feels we should ask Monk specifically about the quote if it included the cost to move the rock to the south side. Herman made a quick call to Monk and Monk stated that his estimate included approximately $3,000 for moving the rock. Herman revised his motion to approving the B & J Hauling & Excavating quote not to exceed the proposed amount of $16,000. Gifford seconded the motion. Motion carried.

Leonard presented the background for consideration and possible action on a pledge to provided funding for the Maquoketa Watershed Authority in partnership with other WMA members for the purpose of creating a watershed management plan for the Maquoketa River. There are about 35-40 members of the WMA including Lake Delhi, Delaware County and other counties and cities along the Maquoketa River who all have an interest in the water quality of the Maquoketa River. There’s an opportunity to submit for a grant in the amount of about $100,000 which would help put together a master water quality plan for the entire watershed of the Maquoketa River area. 95% of the cost could be paid for by the State and the other 5% paid by the WMA.   The letter the Board is being asked to approve states that if the State does approve a $100,000 grant the Board would approve up to $300 to support the 5% match that is needed. Gifford made a motion to approve the letter as written, Herman seconded. Herman stated he was aware of other communities in the area that have committed to the 5% match but feels it’s a good approach for the District to approve up to the $300 level because some rural communities may not contribute and Lake Delhi has a lot to gain from a grant of this nature. He also said possibly getting a total pledge of more than 5% may help in getting grant approval and is still a small cost for what we would be getting in return. There being no other discussion, Leonard asked for a vote. All ayes. Motion carried.

Gifford informed the Board on the progress being made to establish and Policy and Procedure Handbook. Kramer has been helping in the process going back to 2012 to pull together resolutions and policies changes that have been made since that time. One of the issues that came up in the search was that not all adopted policies were done through a resolution. Some were made as motions and so had to be located by going through minutes. Gifford is suggesting we establish a procedure for adopting policies in the future possibly having future policies done through a resolution. He suggested coming up with wording to be approved at our next board meeting.

Leonard spoke regarding the agenda item for consolidation of committees and committee structure. Staebell, who was unable to be at the meeting, is leading the initiative to establish committee structures and assign different trustees to take the lead assignments under each committee. Leonard stated Staebell was just asking for the trustees to review his framework and get a general consensus that he was moving in the right direction with the assignments. There was no formal action taken but the board agreed that the members assigned to the various committees should move forward and put together their objectives.

There were no committee updates other than the mention that the lake flows are low.

Public Comment: Larry Aschbrenner stated he was very happy with the snow removal being done on the dam. He also complimented the county for the work they did removing snow near the dam entrance.

Leonard also mentioned that the Harbach structure at the upper end of the lake has been removed per a request from the DNR.

Motion to adjourn the meeting made by Herman, seconded by Gifford, motion approved. Meeting adjourned at 8:15 pm.

Minutes – Thursday, January 18, 2018

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, January 18, 2018

6:30 pm

Lake Delhi Trustees Administration Building

Delhi, IA

 

The regular meeting of the Combined Lake Delhi Recreational Facility and Water Quality District was called to order by President Steve Leonard at 6:34 pm.

Trustees present: Kramer, Leonard, Staebell, Burger, Herman, Gifford (call-in)

Trustees absent: Havertape

Visitors present: Jason Wenger, Dan Recker, Larry Aschbrenner, Mitch Tanner

Recording secretary: Shelley Kallenbach

Staebell motioned to approve the meeting agenda as read with the adjustment of moving Colgan’s dam operations presentation to #8, Burger seconded, motion approved.

Burger motioned to approve the December regular meeting minutes, Staebell seconded, motion approved.

Kramer read the claims for payment. Claims for payment in the amount of $6, 126 for dam and office electricity, dam operations, printer maintenance, lobbyist expense, dam LP tanks, and internet/phone service were presented from the General Fund. Burger motioned to approve the claims for payment, Staebell seconded. Gary Grant forwarded a note looking to change the watershed authority’s name in the state legislature and the lobbyists continue to work to get the lake eligible for state funding. Motion approved.

Kramer presented the financial reports. The General Fund had revenues of $14,809.09 and expenses of $17,628.15, ending December at $1,808,344.77. The Debt Service Fund had revenues of $25,00.91 from interest and the county, and no expenditures, ending December at $98,237.36. The Dam Improvement Fund had no changes, remaining at $10,000. Staebell motioned to receive and file the financial reports, Burger seconded. Kramer will find out if the Dam Improvement Fund receives interest. Motion approved.

The Board considered action on a public hearing date for approving the FY 2018/2019 budget. The budget is due March 15th. Staebell motioned to approve a special meeting to approve the budget to be posted in the paper for March 1st at 6:30 pm, Burger seconded, motion approved.

The Board considered possible action on a proposed contract with Burrington Group for services required for Lake Delhi operations management. The dam operating permit requires 24/7 service, a brick and mortar building with a telephone line and people to answer it, and daily operations of the dam. Burrington Group has been providing these services since September 2015 with a two-year agreement and it is time for that agreement to be reviewed. Burrington Group provides 24/7 monitoring, dam permit requirement fulfillment, catastrophe plans and monitoring, volunteer management, dam and SKATA building visits, and necessary phone line management. They are offering to continue this with a $2500 monthly fee to have someone available within 30 minutes 24/7, with any daytime work at the regular hourly rate. Kramer motioned to approve the contract as presented with an annual review in January, Herman seconded, motion approved.

Colgan presented updates from the Dam Operations Committee. The dam is in winter operation with low water flows. Two of the three gates are off due to low water flows and the remaining gate is on automatic with a system to prevent ice buildup. A request was heard from a volunteer for an aerosol can of deicer for one of the doors and additional snow shovels.

The Board considered possible action on approval for the Hartwick Huskies to utilize Lost Beach for a 2018 ski show. Mitch Tanner made a presentation requesting Saturday July 14, 2018th as the date for the show and a need for access to Lost Beach that day, as well as Monday and Wednesday night for practice, and an interest in making an event by allowing Smokey’s to expand a beer tent onto Lost Beach property. Property behind the campground is owned by Tanner and Marty Pottebaum for use for parking using golf carts to move visitors. Burger motioned to provide the Hartwick Huskies to access Lost Beach on July 14th from 2-7 pm and from 5:30 to dark Monday and Wednesday prior with delivery of the appropriate required insurance policy, Herman seconded, motion approved. Herman motioned to approve authorizing Smokey’s to utilize some portion of the Lost Beach property deemed necessary via proposal from Smokey’s for a beer garden subject to Smokey’s meeting all state and county requirements on July 14th until bar closure with a specific designated area approved by the Board with delivery of an appropriate insurance policy, Staebell seconded, motion approved.

The only committee updates were that the Finance Committee is waiting on some things from Carla Becker to finish the budget, and there are a lot of locations around the lake without high-speed internet service and it would be good for the lobbyists to push for funding for high-speed internet in the area.

The floor was opened to public comment.

A member of the public pointed out there is a great deal of seaweed at water level by the Cedars across from North Beach. There is no current update on removing this seaweed other than considering potential dredging.

A member of the public asked if the LP tanks are pre-booked. It was confirmed that the LP tanks do get the pre-book rate.

Motion to adjourn the meeting made by Staebell, seconded by Kramer, motion approved. Meeting adjourned at 7:42 pm.

Minutes – Thursday, December 21, 2017

The Combined Lake Delhi Recreational Facility and Water Quality District

Regular Meeting

Thursday, December 21, 2017

6:300 p.m.

Lake Delhi Trustees Administration Building

Delhi, IA

The regular meeting of the Combined Lake Delhi Recreational Facility and Water Quality District was called to order by President Steve Leonard at 6:30 p.m.

Trustees present: Leonard, Kramer, Gifford, Staebell, Burger, Herman & Havertape by phone

Absent: None

Visitors: Ed Schmidt, Deb Burger and Larry Aschbrenner

A motion was made by Herman, second by Burger to approve the agenda. Motion carried.

Motion to approve the Minutes from November 16, 2017 and November 19, 2017 was made by Staebell, seconded by Gifford. Motion carried.

Kramer presented claims for payment. Claims for payment in the amount of $17,628.15 from the General Fund for electricity, internet service, dam operation services, printer maintenance, lobbyist expense, new furnace and air units for Scada office, new heater for powerhouse, postage and supplies. Herman motioned to approve the claims for payment as read, Staebell seconded. Motion carried.

Kramer presented the financial reports. The General Fund had revenues of $6,676.25 from Delaware County and expenditures of $36,840.62, ending November at $1,811,163.83. The Debt Service Fund had revenues of $9,018.34 from Delaware County and no expenditures, ending November at $73,166.45. The Dam Improvement Fund had no activity, ending November at $10,000.00. The Bone Refunding Fund had no revenue and expenditures of $2,250.00, ending November at $1,482.52. Staebell motioned to receive and file the financial reports as read, Gifford seconded. Motion approved.

Leonard presented a resolution to authorize the County Auditor to transfer the remaining funds in the Bond Refunding Fund of $1,482.52 to the Debt Service Fund as all expenses for the GO Refunding have been paid. Motion by Burger, second by Herman to approve said resolution. Motion carried.

The Board heard brief committee updates regarding beach maintenance, dredging, FEMA and finance & budget. Comments were raised concerning the need to padlock the gates on the south side of the spillway. Kramer will contact Burrington Group to address the situation. A concern was also raised regarding snowmobiling on the lake this winter. It was noted that the fireworks for 2018 will be held on the Schmidt property located across from Freddies’ Beach and there are plans to hold Christmas on the Lake this coming summer as well.

Public Comment: Larry Aschbrenner raised a concern that padlocking the south gates would prevent fisherman from having access to the downstream area. It was noted that there are other access areas.

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

 

 

Minutes – Thursday, November 16, 2017

The Combined Lake Delhi Recreational Facility and Water Quality District

Regular Meeting

Thursday, November 16, 2017

6:30 pm

Lake Delhi Trustees Administration Building

Delhi, IA

 

The regular meeting of The Combined Lake Delhi Recreational Facility and Water Quality District was called to order by President Steve Leonard at 6:32 pm.

Trustees present: Leonard, Gifford, Staeblell, Burger, (Herman & Havertape by phone)

Trustees absent: Kramer

Visitors: Ed Schmidt, Dan Recker, Pat Paul, Larry Aschbrenner

Motion to approve agenda by Burger, second by Gifford. Motion carried.

Burger motioned to approve the October meeting minutes, Gifford seconded. Motion carried.

Leonard read the claims for payments. Claims in the amount of $24,423.56 for electricity, contracted services for dam operations, double doors for lower powerhouse, lobbyist expense, internet and phone service, copier contract, beach maintenance and dam supplies were presented from the General Fund. Gifford motioned to approve the claims for payments as read, Staebell seconded. Motion carried.

Leonard read the financial reports for October. The General Fund had revenues of $20,078.43 from Delaware County and interest and expenditures of $36,809.89, ending October at $1,841,328.20. The Debt Service Fund had revenues of $32,968.73 from Delaware County and expenditures of $221,728.58, ending October at $64,148.11. The Dam Improvement Fund remains at $10,000. The GO Bonding Account had refunding expenses of $68,675.00 ending October at $3,732.52. Gifford motioned to receive and file the financial reports, Staebell seconded. Motion carried

The Board discussed the possibility of paying down the LDRA dredge debt. Havertape said he was interested in finding out what our options are in terms of paying the debt in advance of the current debt schedule since the payments go up considerably toward the end of the payment schedule. Leonard stated that since this is the LDRA debt it would be necessary to visit with Dan Reyner, LDRA treasurer with regard to exploring options and that it would be the LDRA who would have to have conversations with the bank. Burger stated that the debt couldn’t be paid ahead of schedule until the “call provision” had been met. Burger made a motion to refer these questions to the finance committee and visit with both our attorney and the bonding attorney to make sure any decision made meets their approval. Gifford seconded the motion. Motion carried.

Committee updates:

Leonard spoke regarding dredging. He stated that the Dredge Committee had a good session with Bill Holman from Stanley Engineering. Bill is going to provide information regarding the borings near the Cedars and do a revised drawing of where a siltation trap would go by North Beach.

Leonard noted that Pat Colgan was unable to attend tonight but did provide the trustees with his dam operations update.

Gifford gave an update on the Wall of Recognition. He stated that he and Steve had met with both Jon Garton from the IDNR and Bill Holman from Stanley Engineering with regard to the placement of the wall. Once the DNR signs off on the design the next step would be to present to the trustees at an upcoming meeting for approval.

Public Comment:

Ed Schmidt questioned the invoices from Rotork. His concern was that we have a maintenance contract with them and yet the District has been billed for items that possible fall under the maintenance contract. Leonard stated he would verify with Pat Colgan regarding the invoices and have him touch base with Ed.

Pat Paul asked if there was a date set for dredging. Leonard said not at this time. He also stated that the Dredge Committee is still doing research on a various items that would have to be determined before any dredging could be done. Paul asked if there may be money from the DNR and/or State to help with the dredge expense. Leonard stated that the District will be lobbying for funds in the next legislative session.

Pat Paul also asked if the dam gates were adjusted when we had the last high water event. Leonard said that the District is held to specific requirements with the IDNR in regard to releasing water. He also mentioned that, unfortunately, even if there were no requirements from the IDNR, raising the gates to release water would have no impact on the upper portion of the lake because of all the restrictions with every curve of the river. He noted that in 2013 when there was no dam, people way upstream had high water levels and there was no dam holding any water back. Burger noted that the District has put in place an early warning system to help notify people in case of any concerning weather event.

Larry Aschbrenner asked why the District is putting money into the stop logs. Leonard stated that an issue came up and something was not done to the right specifications and it needed to be taken care of. Larry questioned the use of the stop logs and Leonard said they were always going to be used. Leonard suggested to Larry to visit with Pat Colgan about this as Pat has more details.

A motion to adjourn was made by Burger, second by Staebell. Motion carried.

 

Trustee Work Session – August 22, 2017

The Combined Lake Delhi Recreational Facility and Water Quality District

Board of Trustees Planning Session Summary

Tuesday, August 22, 2017

What is the purpose of the Trustees?

Own and safely operate and maintain the dam structure, land and adjacent facilities

Set policy and organize maintenance for the entire lake area

Set policy for water quality and recreation

Collect and responsibly allocate tax dollar

Represent the interests of lake residents

 

Priorities for the next 1-3 years

  1. Water quality management (led by Doug with help from Bill) (6 votes)

 

Health factors

  • Trustee’s primary role is to monitor health issues and notify lake residents – actual water quality monitoring is the responsibility of others (DNR)
  • Monitor runoff levels
  • Participate in Water Management Authority
  • Septic systems – support the County Health Dept with communications to lake residents

 

Sediment Control

  • Address prevention – outline the major runoff problem areas in watershed
  • Explore feasibility for sediment traps
  • Seek Delaware County enforcement of storm water management policies
  • Address construction issues along the lake (sediment fences – County enforcement)

 

  1. Dredge – extraction (Larry, Dan and Steve) (5 votes)

Contract for a feasibility study

  • Dredge vs. silt traps
  • Analyze preventive vs. reactive

Outline funding and timing

  • Review needed dredge site upgrades
  • Determine the location of a potential siltation basin and cost
  • Plan for ongoing maintenance of dredge site

Kick off with a work session

 

  1. Lake Community Quality of Life and Events (4 votes)

 

Role of the Trustees

  • Set up separate committees for the events and seek volunteers to lead events
  • Sign off on any event on Trustee land
  • Add events to Trustee website
  • Help communicate and promote events
  • Arrange for regular updates to the Trustees
  • Prepare a disclaimer to communicate to lake residents that the events are privately funded and not being organized by the Trustees

 

  1. Community Fund to Rebuild Lake Delhi (Laurie, Steve and Todd) (4 votes)
  • Need to close account with the Greater Dubuque Foundation by end of 2017 and transfer funds to the Trustee account
  • Establish an ad hoc committee to explore options for creating a 501 (c)(3) or using an existing non-profit or charitable entity

 

  1. District-owned properties (4 votes)

Priority properties

 

Lost Beach –(Larry and Dan)

  • Need to address parking, flooding, legal easement, maintenance, garbage collection and solid waste, landscaping, and development behind the beach
  • Pursue collaboration with neighbors

 

Land and office in the dam area (Laurie and Pat)

  • Maintenance, security, heating/AC, better doors
  • Canoe portage, drainage and rip rap

 

Dam structure – dam maintenance team (Pat)

  • 24/7 surveillance, daily observation, maintain mechanical and electrical equipment, manage service agreements, monitor diesel generators (10-year life)

 

Dredge pit – (Steve and Doug)

  • Update site and prepare for use
  • Address administrative and legal issues
  • Make sure to have access rights via truck to remove sediment – separate road and County road
  • Update agreements with land owners
  • Assess insurance needs

 

 

North Beach – (Steve, Doug and Maggie Burger)

  • Resolve legal issues with ownership – new survey
  • Outline future use options and expenses
  • Ties closely with dredge project – need dredge to access beach

 

Frontage – (Doug and Steve)

  • Use Delaware County auditor maps to determine all sites owned by district
  • Determine what land is being crossed without easements
  • Consider keeping some frontage or easements if land is sold
  • South of Bailey’s Ford area included in this category

 

Rocky Nook – (Steve)

  • All site prep is complete and surveys finished
  • Consider site improvements for recreational use – Trustees will review any proposal
  • One boat lift and U-shaped docks will be for Trustees

 

 

  1. Cash Reserve and Risk Assessment (Finance Committee to lead – Larry and Laurie) (3 votes)
  • Approve a policy to create and maintain a cash reserve of 20%-25% of the annual budget with unobligated funds
  • Consider reducing the spending limit that does not require Trustee approval – currently $5,000
  • Conduct a risk assessment session. Outline what can go wrong, the probability and the price tag (Todd will lead)
  • Develop a policies and procedures handbook (Todd offered to begin work on this)

 

 

Other items

 

Dam Operations Team (recommendations from Pat)

  • Build a reserve of 3% – 5% of the dam construction cost
  • Start with $100,00 of unspent funds
  • Add $40,000 per year for 10 years
  • Goal is $500,000 in reserve
  • Trustees can adjust over time
  • Longer-term – consider hiring a dam manager

 

Wall of Recognition – (Steve)

  • Rendering complete
  • Wall will be on Trustee land
  • Final proposal will be brought to the board

 

Safety Team (Note: no one volunteered to take lead or make contacts)

  • Prepare an emergency action plan for the dam – (911 calls – boats in trouble, etc)
  • Update the new plan annually
  • Meet with Delaware County Management, Delhi Fire dept and Sheriff’s dept to review the plan. Delaware County Emergency Management signs off on plan and submits to Trustees

 

 

 

Minutes – August 3, 2017

The Combined Lake Delhi Recreational Facility and Water Quality District

Special Meeting

Thursday, August 3, 2017

8:30 am

Lake Delhi Trustees Administration Building

Delhi, IA

 

A special meeting of the Combined Lake Delhi Recreational Facility and Water Quality District was called to order at 8:30 am by President Steve Leonard.

Trustees present: Kramer, Havertape, Leonard, Staebell; Burger, Herman and Gifford by phone

Trustees absent: None

Visitors: Maggie Burger by phone

A motion was made by Staebell, second by Havertape to approve the agenda. Motion carried.

Maggie Burger gave a short presentation on the purpose of the resolution being proposed for approval. The said resolution meets the requirements to finalize the loan agreement for the refunding of bonds.

A motion was made by Herman, second by Kramer to approve Resolution #8.3.17 authorizing and approving a Loan Agreement, Providing for the Issuance of $5,170,000 General Obligation Refunding Bonds, Series 2017, Providing for the Levy of Taxes to Pay the Same and Approving an Escrow Agreement for the Investment of Bond Proceeds. All ayes. Motion carried.

There was no public comment.

Motion by Staebell, second by Havertape to adjourn at 8:40 a.m.

 

 

Minutes – Thursday, July 20, 2017

The Combined Lake Delhi Recreational Facility and Water Quality District

Regular Meeting

Thursday, July 20, 2017

6:30 pm

Lake Delhi Trustees Administration Building

Delhi, IA

 

The regular meeting of the Combined Lake Delhi Recreational Facility and Water Quality District was called to order at 6:30 pm by President Steve Leonard

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

Trustees absent: None

Visitors: Ed Schmidt, Doug Camp, Lisa Camp, Jason Wenger, Marcheta Cooey-Lux, Bill Lux, Dan Straebell, Larry Aschbrenner, Dan Reyner, Maggie Burger

Recording secretary: Shelley Kallenbach

Leonard read a modified agenda merging action on the proposal and award of a General Obligation Refunding Loan Agreement for the Series 2017 Bonds and removing action on authorizing a sale of Series 2017 General Obligation Refund Bonds, Burger seconded, motion approved.

Burger motioned to open a public hearing on a proposal to enter into a General Obligation Refunding Loan Agreement, Kramer seconded. Public hearing opened. Visitor Maggie Burger from Speer Financial explained that lobbyists were able to get the law rewritten to allow the Board to refinance the existing general obligation refund bonds to take advantage of lower interest rates. No public comment. Burger motioned to close the public hearing, Havertape seconded, motion approved. Public hearing closed.

Burger presented the proposed General Obligation Refunding Loan Agreement. Speer Financial proposed that the Board enter into an agreement with BB&T Governmental Finance of Townson, Maryland in association with Piper Jaffray of Des Moines, Iowa as the placement agent. This agreement proposed that the Board sell its $5,170,000 in General Obligation Refunding Bonds, Series 2017 at a true interest cost of 2.6603%, which would result in a gross savings of $528,798 or 7.074% of the refunded bonds. The agreement would change the repayment schedule to have two principal and interest payments a year, which provided an additional $17,000 in savings. This would allow the bonds to be called on or after June 1, 2023 and would have a projected payoff date of June 1, 2030. Funds would go into an escrow account to facilitate the refinance. Burger strongly reiterated that this would not change the existing tax levy in any way and there is no new money involved.

Motion to approve resolution 7/20/17 to refinance the General Obligation Refunding Bonds, Series 2017 with the proposal as presented by Burger made by Herman, seconded by Kramer, all ayes except for Burger’s abstain, motion approved.

The Board considered possible action on ratifying the Lake Delhi Trustees’ president’s signature on the Private Placement Engagement Letter and Escrow Bidding. Leonard signed paperwork in between meetings necessary for the forward movement of the bond refinance. Motion to ratify said signature made by Havertape, seconded by Colgan, motion approved.

Motion to approve the June 15, 2017 and July 3, 2017 meeting minutes as posted made by Burger, seconded by Colgan, motion approved.

Kramer presented the requests for payment. Payments in the amount of $18,916.26 from the General Fund for electricity, printer/phone service, dam operations, maintenance, easement abstracts, port-a-potties, Lost Beach supplies and cleanup, lobbyists, actuator maintenance, and dam operation supplies were presented. A payment in the amount of $4,145.27 was added to this list for Delaware Co. Transfer for additional work required at Lost Beach due to significant rainfall. This work fell under the not to exceed amount previously approved. Motion to approve the payments as presented made by Colgan, seconded by Burger, motion approved.

Kramer read the financial reports. The General Fund had $2,302.77 in revenues and $55,559.49 in expenditures, ending June at $198,079.10. The Debt Service Fund had $4,266.00 in revenues and no expenditures, ending June at $31,449.94. The Dam/Spillway Project Fund had $1,419.26 in revenues and no expenditures, ending June at $1,592,914.35. A new retainer fund was opened with $10,000 funds to satisfy 28E on 5/17 as discussed in previous meetings. Motion to receive and file the financial reports made by Burger, seconded by Havertape, motion approved

The Board considered possible action on approval to Cedar Cove and Chad Kelly for the retainage basin. This is based on the discussion of a siltation basin in the Turtle Creek Cove, properly named Cedar Cove, area. A partnership was approved between the Board and the cove owners for a siltation basin to be installed with an amount of not to exceed $40,000. This siltation basin appears to be working with a depth in the center of between 8 and 10 feet, a rock base, and currently about an inch and a half of siltation. It is unknown how long it will be before dredging is required. There is a current question of who is on the property easements now as there were originally three owners but it has been stated that one of those owners no longer owns property in the cove. County records still show three owners. Herman motioned to approve the $40,000 contingent on a signed easement, Kramer seconded. Burger expressed concerns about the Board not having had enough time to do due diligence on this payment request. Burger motioned to table discussion until next meeting to allow the Board to view the completed work, Colgan seconded, motion approved. Possible action tabled until next meeting.

The Board heard committee updates.

The Beach Maintenance Committee stated beach maintenance is going well at Lost Beach. The port-a-potties are being kept on North Beach and it is being well mowed voluntarily by Dave Fink. Rich Hughes has been raking Lost Beach and may be modifying his rake to remove rocks.

The Lake Recreational Maintenance Issues Committee stated there have been 3 issues with fencing: an individual drove through some fencing and destroyed it so the Board is waiting on an insurance payment, a section of fencing near Marty Pottabaum’s property was never finished, and some fencing was destroyed in the September 2016 flood event. Colgan recommended that the fencing from the 2016 event not be replaced. The sum of completion of these projects is approximately $3,800. The Board expressed support of going forward with completing these projects. There has been expressed concerns about the logs in the labyrinth spillway. Colgan explained that a lake drawdown would be required to remove them and that they are not impacting dam operations in any way but to be unsightly. He stated that they will be removed at the completion of boating season.

The Dredge Committee suggests a work session for discussions on siltation basins and dredging. It was stated that Randy Pilkington, an expert from UNI, is willing to join these planning session

The Dam Operations Committee gave a presentation of the various awards that the Lake Delhi Dam received for the 2016 award season. These include a national honor award, the top Iowa engineering project of the year, and several top awards from Minnesota due to Stanley Engineering’s location in Minnesota. The dam also received the national top prize in Water Resource Architecture for the year, and state and dam safety officials awarded it the top national prize for refurbishment of an existing dam.

There were no other committee updates.

A trustee election is coming up July 25 and Pat Colgan has chosen not to rerun this year. He will remain as an advisor to the Board. Thanks and appreciation were expressed from the community to Colgan for his extensive efforts on the Board in the rebuilding and support of the Lake Delhi Dam.

The DNR had a write-up about the carp fish kill in the lake. This fish kill should be resolved over the next few weeks and was a natural event.

It is also believed from fishing experts that fishing in the lake will be great next year and only improve over the next ten years. There was a reminder that there will be a fishing contest on August 5th.

The floor was opened to public comment. There was no public comment.

Burger motioned to adjourn the meeting, Colgan seconded, meeting adjourned at 7:32 pm.

 

 

Minutes – Monday, July 3, 2017

The Combined Lake Delhi Recreational Facility and Water Quality District

Special Meeting

Monday, July 3, 2017

5:00 p.m.

Lake Delhi Trustees Administration Building

Delhi, IA

 

A special meeting of the Combined Lake Delhi Recreational Facility and Water Quality District was called to order by President Steve Leonard at 5:00 p.m.

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

Absent:

Visitors: None

A motion was made by Burger, second by Havertape to approve the agenda.

Kramer reviewed the resolution 7.3.17 regarding a General Obligation Refunding Loan Agreement that would require holding a public hearing.  A motion was made by Burger, second by Herman to set the public hearing date for Thursday, July 20 at 6:30 p.m. Motion carried

There was no public comment.

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