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.

Minutes – Thursday, June 15, 2017

The Combined Lake Delhi Recreational Facility and Water Quality District

Regular Meeting

Thursday, June 15, 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 6:30 pm.

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

Trustees absent: Herman

Visitors: Ed Schmidt, Chip Hughes, Chloe Colgan, Doug Camp, Dan Staebell, Bob Galiher, Lola Galiher, Randy Rattenborg

Recording secretary: Shelley Kallenbach

Colgan motioned to approve the meeting agenda as read, Gifford seconded, motion approved.

Gifford motioned to approve the May meeting minutes, Havertape seconded, motion approved.

Kramer presented claims for payment. Claims in the total amount of $45,891.47 for the Rotork gearbox, Lost Beach restoration and mitigation, legal services, dam operations, utilities, port-a-potties for Lost Beach, trailer insurance, and fire extinguisher services were presented. Havertape motioned to approve the claims for payment as presented, Kramer seconded. It was confirmed that the port-a-potties are approximately $20/potty/week, and there are four potties on Lost Beach for 8 weeks. The Rotork expense is for the spare actuator for Gate 2. This week Lunda Construction will come out with the spare actuator and will determine if it needs to be swapped with the existing actuator to allow the existing actuator to be rebuilt to solve oil leak issues. Motion approved.

Kramer presented the financial reports. The General Fund had revenues from the county of $3,267.13 and expenditures of $92,693.10, ending May at $251,667.80. The Debt Service Fund had revenues of $6,205.03 from the county and no expenditures, ending May at $27,183.94. The Dam/Spillway Project Fund had revenues of $1,219.71 from the county and no expenditures, ending May at $1,591,495.09. The Dam/Spillway Project Fund will be merged with the General Fund on July 1. Colgan motioned to receive and file the financial reports, Gifford seconded, motion approved.

The Board considered possible action on Lost Beach cleanup. Kramer told the Board that she and her husband have been going to Lost Beach two times a week to take care of the trash and clear out cans. They also made arrangements with the Delhi Fire Department to allow them to put the trash in their dumpster provided the cans are donated to them. Kramer stated that Randy would continue to remove the trash and cans at a cost of $25.00 per trip and also stated that if the Board wanted to make other arrangements that would be fine. In addition, Rich Hughes has been raking the beach at no cost. Motion to continue with this setup for the time being made by Havertape, seconded by Gifford. All ayes except Kramer who abstained. Motion approved.

The Board considered possible action on increasing the hourly rate for the recording secretary. The recording secretary has been with the Board for 2 years at a rate of $12/hour, for 3 hours of work per meeting. Kramer motioned for an increase to $15/hour for the 3 hours of work per meeting, Burger seconded, motion approved.

The Board considered possible action on a request from the DNR and Delaware County Sheriff for input on placing a “No Wake” signage around Hartwick Bridge and the dam to bring additional awareness of the spillway. The DNR and Delaware County Sheriff have concerns about several close calls near the dam spillway buoys and cables, and has sought the Board’s input on mitigation options. The DNR suggests a no-wake zone at Hartwick Bridge. The DNR was confirmed to be responsible for the lake itself and for the final determination of steps to take, but the District was asked to offer input before a final decision would be made by the DNR. Colgan suggested a no-wake zone from noon to 6 pm daily and stated that a no-wake zone would be beneficial as it is simple to enforce. Burger suggested a no-wake zone on weekends only. Havertape suggested electronic signage on the dam to identify no-wake zone times that could be turned on and off. The community is asked to offer input to Board members. The Board was asked to come to a consensus for suggestions to the DNR and Delaware County Sheriff to be made in writing from a liability standpoint at the next meeting. Ultimately, the decisions will be up to the DNR not the District.

Burger presented suggested options for refinancing the $6,090,000 Series 2012 General Obligation Bond for Lake Delhi after July 1, 2017. Several options, called Option A and Z, were presented. The goal is to refinance the bond debt to make the most savings and benefit to the taxpayers on the lake given much lower current interest rates. Option A used a 7.4775 tax rate and created an overall savings of $555,000 with shortening the bondage one year. Option Z keeps the current tax rate with $20,000 less overall savings than Option A. The Board’s general consensus was to look into Option Z with keeping the existing tax rate and accepting slightly less overall savings to keep tax payments stable for taxpayers. Burger will continue to work on these options with the goal of having an approval at the July meeting with closing for August 1.

The Board heard committee updates.

The Beach Maintenance Committee stated that they have had a volunteer mow at North Beach and are looking into getting port-a-potties to North Beach.

The Dam Maintenance Committee stated that tomorrow there will be diesel generator maintenance. Next week Lunda will do the actuator maintenance. They are looking into signage for the spillway over the dam as well as closing out items from last year like fencing and drainage. The river flows have been below average. They continue to look for creative ideas to remove debris from the spillway with more to come.

The Lake Maintenance, Dredge, Water Quality, Funding/Finance, and Legislative Committees had no updates.

The floor was opened to public comment.

Chip Hughes asked if there was an application being made with FEMA for the Lost Beach monies. This was confirmed. Hughes stated that he was told by a senior supervisor from FEMA in Washington who felt there may be no justification for storm water runoff reimbursement. It was confirmed that Herman is having communications with FEMA daily regarding this situation.

Bob Galiher thanked the Board for the presentation on the Road Association meeting and stated he was happy that the Board is considering reactivating the fishing activities on the lake. He also asked if the LDRA donation is a principal and interest payment. It was confirmed that one of the yearly payments is interest and one is interest and principal per the repayment schedule.

Lola Galiher asked if it was possible the fireworks for next year could be on the Fourth of July and possibly be in a different location. It was confirmed that the Celebration Committee votes to determine dates and locations, and members of the public are invited to join and assist with making those decisions.

Motion to adjourn the meeting made by Colgan, seconded by Gifford. Meeting adjourned at 7:27 pm.

Minutes – Thursday, May 18, 2017

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, May 18, 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, Kramer, Colgan, Gifford, Burger (phone), Havertape (phone)

Trustees absent: Herman

Visitors: Ed Schmidt, Doug Camp, Lisa Camp, Gary Grant

Recording secretary: Shelley Kallenbach

Motion to approve the agenda as posted made by Colgan, seconded by Gifford, motion approved.

Motion to approve the April 20, 2017 meeting minutes made by Gifford, seconded by Colgan, motion approved.

Payments in the amount of $33,417.87 for electricity, dam operations, printer maintenance, trailer license, backup SCADA battery, SonicWall security, lobbyist, property insurance, actuator, actuator service agreement, and internet service, plus late additions of $252.00 for recording secretary work and $875.00 for Hunt & Associates for the FY16 compilation report were presented for payment. Motion to approve these claims made by Gifford, seconded by Colgan, motion approved.

Kramer read the financial reports. The General Fund had $14,453.26 in revenues and $9,865.28 in expenditures, ending April at $341,093.77. The Debt Service Fund had revenues of $25,526.76, and expenditures for principal and interest payments of $364,138.75, ending April at $20,978.91. The Dam/Spillway Project Fund had interest revenues of $1,235.82 and no expenditures, ending April at $1,590,275.38. Motion made to receive and file the financial reports made by Gifford, seconded by Colgan. It was confirmed that the next major payment from the Debt Service Fund would be in another 6 months and would be covered with well-timed revenue streams. Motion approved.

The Board considered the annual financial compilation report by Hunt and Associates. The report confirmed that the Board did not need to amend its budget for last year and did not exceed planned expenditures. Motion to accept and file the compilation report made by Gifford, seconded by Kramer. The Board will work on getting an electronic version of the financial compilation report on the website. Motion approved.

The Board considered possible action on a donation request from the LDRA for assistance with the LDRA dredge debt. The LDRA requested $58,148.26 for the June 1st payment for the dredge debt. Kramer motioned to approve this request, Burger seconded. Payments are due every 6 months for 20 years, and the LDRA is approximately 11-12 years into paying it off. Motion approved.

The Board considered closing out the Dam Project Fund. This would allow the Board to move the 81002 Fund money into the General Fund as dam construction is essentially complete. This is strictly an accounting issue. After discussions with Carla Becker , County Auditor, appropriate verbiage was written for this to occur July 1st in the new fiscal year. Motion to approve closing the Dam Project Fund and move the funds to the General Fund made by Gifford, seconded by Kramer. This does not preclude opening other funds as necessary for future projects. Votes counted as:

Kramer: Yes

Burger: Yes

Gifford: Yes

Colgan: Yes

Herman: Absent

Havertape: Yes

Motion approved.

The Board considered possible action on transferring $10,000 into a Dam Improvement Fund as required by the 28E Agreement with the County Supervisors. The Board is required to hold a minimum of $10,000 every fiscal year in a special fund until the fund reaches $150,000 to confirm the Trustee Board would have adequate funds to maintain the dam. Motion to approve moving $10,000 to a Dam Improvement Fund made by Colgan, seconded by Kramer. Votes counted as:

Kramer: Yes

Burger: Yes

Gifford: Yes

Colgan: Yes

Herman: Absent

Havertape: Yes

Leonard: Yes

Motion approved.

The Board heard committee updates.

The Legislative Committee heard updates from the Gary Grant, on of our lobbyist. He discussed Senate File 493 that allows the Lake District to refinance bonds to save between $300,000 to $400,000 in bond interest. Gary also stated they will continue to work on the Watershed Authority along with working with the State to change verbiage to allow the Board to qualify for lake restoration funds. It was clarified that lobbyists are important as area representatives can’t always focus on the District because of their committee obligations as well as conflicts of interest, including Zumbach’s ownership of property on Lake Delhi.

The Beach Maintenance Committee stated that the Lost Beach project has been finalized for an amount between $11,000 and $12,000 total spent. The committee requested the Board spend some time at the beach for suggestions for finalization projects. Child’s Play Plant Nursery will be working on some river birch in the area to help with root systems. North Beach has been fully surveyed, though it is currently in rough shape, and a work session would be important to make plans for it. The Board is considering getting someone to do maintenance on Lost Beach, including trash removal but also considered removing the Trash containers so that people then would need to remove their own trash. This is a trend that many municipalities are going toward.

The Lake Recreational Maintenance Committee has an area of concern on the south side of the spillway near the SCADA building with water flows going down a county road ditch, into a culvert, and over lake property that is ruining a sidewalk. Burrington Group has been asked to make a proposal or suggestion to fix this problem. There are still some landscaping issues to be dealt with at the SCADA building.

The Dredge Committee wanted to confirm the Board’s unity in putting a siltation trap together near the dredge site. Colgan also expressed concerns about the Maples area and the need to discuss dredging there as well.

The Dam Operations Committee reviewed the Lake Delhi Dam’s success at the American Council of Engineering Companies’ award ceremony. The Lake Delhi Dam won a National Honor award, which is was on the same level as the African American Museum on the National Mall. It also won the top award in Iowa. Colgan also said we will be considering getting an alert system for potential flood events as the dam is a flow of the river dam and drawdowns will not impact the top 1/3 to 2/3 of the lake in the event of a severe flood.

The Water Quality Committee stated the Maquoketa River Watershed Authority will be electing officers to lead that group at their meeting this week. In addition, the DNR is not currently supportive of volunteer water quality testing efforts and will be looking into setting up water quality testing in a similar way to Backbone State Park going forward.

The Funding/Finance Committee had no updates.

There was no public comment.

Motion to adjourn the meeting made by Gifford, seconded by Kramer. Meeting adjourned at 7:26 pm.

Minutes – Thursday, April 20, 2017

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, April 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 by President Steve Leonard at 6:30 pm.

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

Trustees absent: Havertape, Colgan

Visitors: Ed Schmidt, Doug Camp, Lisa Camp, Chip Hughes, Barb DeKlotz, Ken DeKlotz, Larry Aschbrenner, Nancy Hurt, Dan Staebell

Recording secretary: Shelley Kallenbach

 

Motion to approve the posted agenda made by Burger, seconded by Herman, motion approved.

Motion to approve the March 16, 2017 meeting minutes made by Herman, seconded by Burger, motion approved.

Kramer read the requests for payment. Requests for payment in the amount of $9,861.96 from the General Fund for electricity, bond fees, dam operations, printer maintenance, warrants, miscellaneous supplies, recording fees, lobbyist expense, and legal fees were presented. Requests for payment in the amount of $364,138.75 from the Debt Service Fund for bond principal and interest were presented. Motion to approve the requests for payment made by Herman, seconded by Burger, motion approved.

Kramer presented the financial reports. The General Fund had revenues of $84,165.37 from Delaware County and expenditures of $20,044.38, ending March at $336,505.79. The Debt Service Fund had revenues of $157,372.83 and no expenditures, ending March at $359,590.90. The Dam/Spillway Project Fund had interest revenues of $1,164.91 and expenditures of $16,050.99, ending March at $1,589,039.56. Burger motioned to receive and file the financial reports as read, Herman seconded, motion approved.

Kramer motioned to authorize Delaware County to conduct the Trustee election for July 25, 2017, Herman seconded, motion approved.

The Board considered possible action on a resolution to allow the auto-payment of the bond schedule. Herman motioned to approve auto-payment of the bond schedule, Burger seconded. Votes were received as follows:
Leonard: Yes

Kramer: Yes

Gifford: Yes

Herman: Yes

Burger: Yes

Motion approved.

The Board considered possible action on a license agreement renewal with JetCo for the SonicWALL Security Bundle. This is for software and ongoing updates to the firewall that allows secure remote login for checking the status of the gates and alarms. It also provides a hardware warranty. Colgan reviewed the license agreement renewal and supports it. Kramer motioned to approve a license agreement renewal with JetCo for three years, Burger seconded, motion approved.

The Board considered possible action on additional work to be completed at Lost Beach. The work approved to be done by Randy Harbach at the last meeting is not yet complete. During this process, Kramer and Leonard utilized their spending authority to add additional work for Harbach to add additional retaining walls and riprap. The cost of the total work now approaches $10,000. Burger motioned to approve a project cost not to exceed $12,000, Herman seconded. Concerns regarding siltation and damage sustained after 2 inches of rain were expressed. The need to control water on the east side with additional berm work as well as understanding Rich Hughes’ plans there were expressed. Motion approved.

The Board heard committee updates.

The Beach Maintenance Committee states that North Beach has been staked out and the plat has been received. The need to make a short and long-term plan for bathrooms on North Beach was expressed. Leonard and Kramer will meet with Brian Monk regarding the south slope. The need to consider landscaping at the SCADA building and raising the air conditioner was expressed.

The Lake Recreational Maintenance Issues Committee says that there is a joint well shared between two property owners and the District on the former Rocky Nook property obtained from Rusty Peck. The property owners state that some maintenance was done on that well. The District needs to decide whether it wants to support running water to that location or remove itself from that agreement.

The Dredge Committee received information from Bill Holman regarding the best plan for a siltation trap to remove or stop 90% of the silt coming to the lake from the Cedars area. The trap would be approximately 300 yards long, 100 yard wide, and 8 to 12 feet deep. This area is close to the dredge site so dredge cost there will be as low as possible. The Committee would like to suggest a work session to discuss if this is the right strategy and if so how to fund it.

The Dam Operations Committee states that a bigger UPS battery backup for the SCADA computer has been purchased to increase battery time in the event of power loss from 20 minutes to 1 hour, allowing for more time to hook up the emergency generator.

The Water Quality Committee states that the Watershed Management Authority for Maquoketa River area has been progressing and will have a second conference call this week regarding setting up a board of directors for bylaws. The District is exploring working with Iowater again as soon as possible.

The Funding/Finance Committee had no updates.

The Legislative Committee states the lobbyists have been working diligently the last few months to enable the District to refinance its current bond debt. This was approved by the legislature and will allow the District to refinance our bond debt July 1st, allowing for a potential $500,000 savings in bond debt interest savings. There is also discussion taking place for a second road crossing near the dam. The first of three project worksheets from FEMA for the 2016 disaster has been received. Work continues with Homeland Security regarding the 2008 flood and is making good progress on finalizing closeouts.

Discussions are ongoing with adjoining property owners to the District’s property near the spillway regarding docks and dock desires, with the hope of having a resolution at the next meeting.

The Board opened the floor to public comment.

Nancy Hurt asked for more information about the $50 million for the state of water quality that the Senate has approved. The Board does not currently know if the District will be eligible for any of that yet. A couple of projects that the board has been involved in are a) Turtle Creek Cove Neighborhood, an investment made in partnership with multiple individual property and b) Turtle Creek County Park Cove, where a new mini dam is being considered to slow water flow and create a siltation basin. In addition, a siltation trap is being considered by the board near the Cedars area that would help open up North Beach and make it deeper for recreation.

Burger motioned to adjourn the meeting, Herman seconded, motion approved. Meeting adjourned at 7:32 pm.

 

 

 

Minutes – March 16, 2017

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, March 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 at 6:30 pm by President Steve Leonard

Trustees present: Leonard, Kramer, Burger, Colgan (Skype), Herman (phone)

Trustees absent: Havertape, Gifford

Visitors: Gordon Anderson, Pat Anderson, Larry Aschbrenner, Ed Schmidt, Jason Wenger

Recording secretary: Shelley Kallenbach

Motion to approve the meeting agenda as read was made by Burger, seconded by Kramer, motion approved.

Motion to approve the March 2nd, 2017 and March 9, 2017 meeting minutes made by Burger, seconded by Colgan, motion approved.

Kramer presented claims for payment. Claims for payment in the amount of $10,793.30 from the General Fund for electricity, dam operation services, printer maintenance, lobbyist expense, and legal fees were presented. It was clarified that the claim for legal fees includes those invoices received and there continues to be some inconsistencies in the outstanding amount due that is still being clarified between the Board and the legal firm. Burger motioned to approve the claims for payment as read, Colgan seconded, motion approved.

Kramer presented the financial reports. The General Fund had revenues of $6,526.65 from Delaware County and expenditures of $2,875, ending February at $272,384.80. The Debt Service Fund had revenues of $12,232.41 from Delaware County and no expenditures, ending February at $202,218.07. The Dam/Spillway Project Fund had interest revenue of $1,309.02 and no expenditures, ending February at $1,603,925.64. At some point this year the intent is to combine the Dam/Spillway Project Fund and the General Fund. Herman motioned to receive and file the financial reports as read, Burger seconded, motion approved.

The Board considered possible action on the amendment to the previously entered agreement with Rocky Nook regarding dock and lift placement. Historically, the District made a transactional deal with the Rocky Nook Association (RNA) to receive property downstream and upstream of the lake for the dam build. Part of the agreement required that the District would allow the RNA to place as many boat docks and lifts as the DNR would allow in the property minus the easements already existent on the property. The District has been in negotiations with the RNA to create a final written agreement regarding the property, and an agreement regarding the dock and lift placement has been reached. The DNR, RNA, and now the District tonight would all approve of this agreement. The agreement fulfills the boat dock/lift requirements and allows the RNA to begin ordering docks and lifts. It also creates a permitting process with the DNR for those docks and lifts. The DNR will inspect and maintain these docks and lifts. There will also be a walkway from the portage ramp through the length toward the spillway. One area will have multiple docks and boat lifts like a marina. The DNR has required the RNA to place rock material underneath the platform to prevent erosion and washout. Kramer motioned to approve and sign the agreement, Burger seconded. All parties involved in the agreement process were commended and thanked. Motion approved.

The Board considered possible action on an annual service agreement with Rotork for the mechanical gate equipment. This is in regard to the automatic gate lifts that maintain lake level in the event that water flows exceed the labyrinth spillway control. Rotork was the subcontractor for Lunda Construction in Phase 1 responsible for this equipment. Each gate has an actuator responsible for transitioning electrical signals from the PLC monitoring lake level into mechanical lift of the gates. This agreement is for Rotork to annual inspect all 9 pieces associated with this process. After each inspection the warranty on all associated parts is extended by one year. Colgan expressed that these are some of the most important pieces of equipment on the dam and they should be maintained to prevent having gates that will not lift in the event of a flood. Burger motioned to approve the annual service agreement in the amount of $3,700 a year, Kramer seconded, motion approved.

The Board heard committee updates.

The Beach Maintenance Committee states that Randy Rattenborg hopes to get out to survey the property lines on North Beach as soon as weather allows. Also, a contractor was approved for Lost Beach work.

The Lake Recreational Maintenance and Dredge Committees had no updates.

The Dam Operations Committee states that river flows remain in the labyrinth spillway’s capacity so the floodgates are currently shut. Operations remain normal and have had a successful first winter of operations.

The Water Quality Committee states that more entities have signed on to the Maquoketa Valley Water Quality initiative and includes to go well.

The Funding/Finance Committee states that the Board-approved budget was certified by the county.

The Legislative Committee states that the resolution to change the bond refinancing law to allow the District to refinance bond interest in the future passed through committee and now will go to the Senate floor next week.

The floor was opened for public comment.

Larry Aschbrenner asked if the District is aware of the full area allowed by the DNR for Rocky Nook. It was clarified that the RNA per the original agreement had access to all district-owned property from the spillway down to property owners’ easements on the former Nook property excluding the portage ramp. This agreement now defines it in new/more detail so that the Rocky Nook can move forward to maximize the boat and lift space in a defined area that the District, RNA, and DNR is comfortable with. The DNR will continue to be the going forward entity that will monitor the installed dock/lift system by the RNA. If any future changes are required by the DNR, the DNR will communicate to the District and/or the RNA.

Larry Aschbrenner asked when the agreement with Rotork will go into effect and whether it will cover the existing issues with Gate 2. The agreement begins this summer. Gate 2 is completely functional but is currently leaking oil for unknown reasons. Spare parts will be used to repair the gearbox in Milwaukee, and if this does not resolve the problem it will be a contractual issue with the dam rebuild contractors. This should be resolved prior to the beginning of the Rotork inspection contract. The contract will be for maintenance and warranty extension purposes.

A visitor asked how many boat dock and lift spaces were previously available at Rocky Nook. The exact number was unknown.

It was confirmed that individual conversations with easement property owners are ongoing and any easement property owner with questions or concerns can contact Leonard directly to discuss.

Larry Aschbrenner reminded the Board of the upcoming guest bartender celebration at the Pizza Place beginning at noon on Sunday, with tips going to future dredge efforts on Lake Delhi.

Burger motioned to adjourn, Kramer seconded. The meeting was adjourned at 7:01 pm.

Minutes from March 9, 2017

The Combined Lake Delhi Recreational Facility and Water Quality District

Special Meeting

Thursday, March 9, 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 Leonard. Herman, Colgan, Havertape & Burger by phone

Absent: Gifford

Visitors: Ed Schmidt, Dave Larson and Larry Aschbrenner

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

Leonard presented three quotes for beach maintenance and mitigation at Lost Beach. Those quotes were: Delaware Transfer for $7,100, Hughes Advanced Industrial Services for $8,450, and B & G Trenching for $16,450. A motion was made by Burger, second by Herman to accept the low bid from Delaware Transfer. Motion carried

There was no public comment.

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

 

Minutes from March 2, 2017

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, March 2, 2017

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, Burger, Herman, Havertape (phone), Colgan (phone), Gifford (phone)

Trustees absent: None

Public present: Dave Larson, Jason Wenger, Nancy Hurt, Pete Buschmann, Doug Camp, Larry Aschbrenner

Recording secretary: Shelley Kallenbach

Motion to approve the meeting agenda as read made by Burger, seconded by Herman, motion approved.

The public hearing for the FY 2017/2018 budget was opened at 6:30 pm. Kramer presented a budget listing estimated expenditures and revenue sources for fiscal year 2017/2018. This includes a proposed taxation rate of $4.00 for the General Fund and 7.13909% for Debt Service. It was noted that the Debt Service taxation rate went from 7.4775 to 7.13909 due to increased valuations.  Kramer also noted that the property tax revenue will increase from $253,065 to $265,212 due to increase property valuations. It was reiterated that the budget numbers for 2017/2018 are estimates.

The floor was opened for public comment.

Nancy Hurt asked if the proposed taxation rate of 11.13909 was broken down by the General Fund and Debt Service Funds. It was confirmed that this amount was the combined total between the applicable funds and would be the number that would be seen on a resident’s property taxes. Debt service rates decrease as property valuation increases and the community has seen a significant property value increase since the completion of the dam.

Motion to close the public hearing was made by Herman, seconded by Burger, motion approved, public hearing closed at 6:37 pm.

Motion to adopt and file the FY 2017/2018 budget as presented by Kramer made by Burger, seconded by Herman, motion approved.

Motion to approve the January 19, 2017 meeting minutes made by Herman, seconded by Burger, motion approved.

Kramer presented claims for payment. Claims in the amount of $11,960.58 from the General Fund for utilities, ice eaters, dam operation services, warrants, recording fees, lobbyist expenses, publication expenses, signage, legal fees, and miscellaneous supplies were presented. Claims in the amount of $16,050.99 from the Debt Service Fund for engineering services were presented. Burger motioned to approve the payments as presented, Herman seconded, motion approved.

Kramer presented the financial reports. For January, the General Fund had revenues of $2,407.38 and expenditures of $12,432.99, ending January at $268,733.97. The Debt Service Fund had revenues of $4,539.78 and no expenditures, ending January at $189,985.66. The Dam/Spillway Project Fund had revenues of $1,288.64 and expenditures of $123,757.94, ending January at $1,602,616.62. Herman motioned to receive and file the financial reports as read, Burger seconded, motion approved.

The Board considered possible action on mitigation and beach repair work at Lost Beach. This is in reference to the large rainfall event in 2016 that created a rise in the upper portion of the lake. Some damages were sustained to several areas, including Lost Beach. Rich Hughes was asked to be a part of plans for the restoration of Lost Beach as he is an adjoining property owner. The Board is exploring potential reimbursement options for restoration and future mitigation of damages sustained in all portions of the lake, including Lost Beach. The rainfall event was officially declared a federal disaster, and as the District is now considered an eligible entity, it can apply for assistance from FEMA. This assistance means 75% of the funds for repair work would be paid by FEMA, 15% by the State of Iowa, and 10% by the District. In addition, FEMA would allow and fund a plan to protect Lost Beach from future disasters. Herman stated he was reasonably comfortable that FEMA would approve the District’s request for assistance, but the Board must follow FEMA requirements in order to receive assistance, including obtaining three applicable bids for projects.

Rich Hughes outlined his proposal for Lost Beach repair and mitigation work, including repairing the damages and installing a larger drainage ditch and mitigation blocks to prevent future erosion. This proposal is only valid for two weeks, as after two weeks his equipment will be moved and depending on weather may not be available again until late summer 2017. He states he would have the project completed as proposed in 3 days and has all necessary product available.

The Board considered two options: immediately hiring Hughes to complete the proposal and forgo any possibility of FEMA assistance, or obtain two additional bids for the same work in a short time period followed by a special meeting to award the project to allow for FEMA assistance. Opinions on which strategy to select were obtained from each board member. Herman, Kramer, Havertape, Gifford, and Leonard felt it would be fiscally responsible to obtain the two bids necessary to allow for FEMA assistance. Colgan and Burger felt that the bid was such that the Board should move forward with Hughes’ offer.  Colgan also said that the bid from Hughes was representative of the cost of the work to restore the beach and if time was truly of the essence to do the work as presented by Rich Hughes now, that we should proceed with his bid to ensure the beach was restored for the coming recreational season.  Colgan also said that a more detailed study of erosion damage should be done and mitigation resulting form the study should be considered in the future. There is no guarantee that the fix proposed by this proposal would not result in a similar erosion problem in the future.

It was confirmed that Burrington Group would be able to assist with obtaining alike bids in the required two-week timeframe. Concerns about FEMA’s timetable were expressed. Using FEMA for other areas of repair and mitigation but not the Lost Beach requirements was also discussed.

Motion to obtain 2 additional bids, then to hold a special meeting on Wednesday, March 8th at 5 pm made by Herman, seconded by Kramer. Individual votes were sought.

Herman: Yes

Burger: Yes

Kramer: Yes

Gifford: Yes

Havertape: Yes

Colgan: Yes

Leonard: Yes

Motion approved.

The Board heard committee updates.

The Beach Maintenance Committee states that a survey regarding North Beach is yet to be completed to determine the exact location of property lines and District ownership at North Beach. Randy Rattenborg has been waiting for amenable weather to complete this survey.

The Lake Recreational Maintenance Issues Committee states that the ice has caused a great deal of debris to be loosened up and to collect in the labyrinth. This debris does not impact dam operations and removal can be postponed until November to prevent a lake drawdown during boating season.

Also, significant progress between the DNR and Burrington Group has been made regarding the Rocky Nook docks and lifts design. A verbal agreement by the DNR for the Rocky Nook boat lifts and docks has been reached and the District will work toward getting the permitting process completed quickly.

Some individuals voiced concerns related to flooding upstream in the upper portion of the lake. It was reiterated that Stanley Consultants did comparisons of doing a drawdown of the lake prior to a predicted flood event and this had little to no value to preventing flooding in the far upstream portions of the lake. However, the District has asked the DNR to obtain data on what impact a 2-foot drawdown would have on the upstream portions of the lake prior to a predicted flood event.

The Dam Operations Committee states that the dam’s first winter has been a success operationally, with no sustained ice damage or changes to lake level. The volunteers who complete daily dam inspections were recognized for their work. Also, Colgan informed the Board that the Lake Delhi Dam won the Top Engineering Award from the ACEC for the state of Iowa in 2016, finished 3rd in the state of Minnesota, and were in the top 24 engineering projects nationally for the year.

The Board is working with Burrington Group to create text alerts for lake residents in the event of heavy rainfall or potential flooding.

The Water Quality Committee states that the Maquoketa River Watershed Authority has been progressing nicely with more signed parties wanting to participate.

The Funding/Finance Committee pointed out the need to obtain insurance for certain entities as soon as possible. It was stated that a planning workshop for long-term District goals and needs would be good to hold.

The Legislative Committee states that next week there will be a legislative day in Des Moines to increase the voice of the Maquoketa River Watershed Authority regarding water quality and to educate state legislatures about funding for these needs. Also, the law change request to allow the Board to refinance bonds at a lower interest rate if desired has been progressing well.

The floor was opened to public comment.

Larry Aschbrenner informed the Board that on March 19th, The Pizza Place will host the annual guest bartenders event from noon to five pm. There will be a DJ, 50/50, and drink specials. All tips will go toward dam operations and future dredging.

Pete Buschmann introduced himself as a new member of the Delaware County Board of Supervisors.

Dave Larson asked if the DNR would be stocking the lake with crappies. It was stated that they have done some stocking but have more to do. It was confirmed that within two to three years, the fishing in the lake should be very good.

Burger motioned to adjourn, Herman seconded. The meeting was adjourned at 8:00 pm.