Unofficial Minutes – Thursday, June 21, 2018

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, June 21, 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, Stabell, Gifford, Havertape, Herman and Burger

Trustees absent: None

Visitors: Tony Harmon, Keith Brockhohn, Aaron McMurrin, Pat Colgan, Ed Schmidt, Jason Wenger, Dan Recker, Lamont Davidson and Daryl Hogan

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

Motion to approve the minutes of previous meetings was made by Burger, seconded by Havertape. Motion carried.

Claims were presented for payment in the amount of $12,956.50 from the General Fund for electricity and internet services, dam operation services, beach maintenance and port-a-potties, service on fire extinguishers, printer maintenance, lobbyist expense, pest control services and website renewal. Havertape motioned to approve the claims for payment as read, Gifford seconded. Motion carried.

May financial reports were presented. The General Fund had revenues of $5,237.27 from Delaware County and expenditures of $86,834.83, ending May at $1,794,712.15. The Debt Service Fund had revenues of $5,756.35 from Delaware County and expenditures of $251,340.40, ending May at $32,886.30. The Dam Improvement Fund had no activity and ended May with a $10,000.00 balance. It was noted that the $10,000.00 transfer from the General Fund to the Dam Improvement Fund that was approved last month is being processed in June and so does not show on the financial reports for this month. Burger motioned to receive and file the financial reports as read, Herman seconded, Motion carried.

Members of the Delhi Volunteer Fire Department presented the Board with information regarding their diver training program. They currently have six members in the program with four of those members signed up to participate in the certification program. The cost to participate in Phase I of the training which includes open water rescue is $2,635 per person or $10,540 total for the department. They asked the Board to consider making a donation to the department. After some discussion a motion was made by Gifford, second by Staebell to pay 75% of the total cost of Phase I or $7,905 to the Delhi Fire Department Diver Training Program. Motion carried.

The Board considered action on the awarding the contract on the Scada Area Drainage Improvements Project. Jason Wenger from Burrington Group reviewed with the Board his conversations with the Delaware County Engineer regarding the possibility of the county financially participating in the project. The county engineer stated he feels there’s no reason for the county to participate financially although he does support the project and feels the work needs to be done. After some discussion Burger made a motion to award the contract to F.L. Krapfl, Inc. for both the base bid of $93,838.75 and the bid alternate of $7,063.00 totaling $100,901.75. Leonard made the motion to second. Motion carried.

The Board considered the appointment of a district clerk from within the board. Burger said he would volunteer to serve in the capacity until the next election of officers. Herman made the motion to appoint Burger, second by Gifford. Motion carried.

Consideration and possible action was taken on contracting with Laurie Kramer to provide clerical and accounting support to the Trustees. Burger made a motion to contract with Laurie at a rate of $400/month beginning July 1, 2018. He included in the motion to pay her $200 for the work she’s done to prepare for the current June meeting. Staebell seconded the motion. Motion carried.

The Board considered possible action on a storage solution for District legal documents that are currently in a number of locations. Options were discussed and a motion to table until more information could be gathered was made by Staebell, second by Gifford. Motion carried.

The next item on the agenda was possible action on the Boge lease agreement.   Herman provided the Board with information on an update on the easement agreement. Boge is asking for a separate easement agreement. The concern is the language relating to the use of 265th St. and access to the area where removal of siltation would occur and possible damage to the road by the District or the contractor removing the material.   An additional concern is access to areas owned by other property owners that may be needed for siltation removal and this needs to be addressed. After some discussion a motion was made by Burger, second by Herman to table until a later date. Motion carried.

Gifford presented information regarding a proposal to utilize the space by the spillway for the Wall of Recognition park project.  Several board members had questions regarding the funding of the project, whether the project needs to be bid and liability and maintenance issues. A motion was made by Havertape, second by Leonard to approve the proposed project. Havertape then amended his motion to include approving the project along with going through the procurement and bidding process. After more discussion, Havertape moved to table the motion until more information is available, Herman seconded. Motion carried.

Gifford then presented information regarding the presentation given to the DNR regarding the proposal for the Wall of Recognition so they could work through any issues the DNR might have with the project. Jon Garten from the IDNR stated he would review and asked that Bill Holman from Stanley Engineering also analyze the project because of some settlement issues in the concrete path next to the spillway. There’s no urgency and the issue is not a major concern so a motion was made by Herman, second by Staebell to table any action on the DNR request. Motion carried.

Leonard asked for committee updates. Burger gave an update on beach maintenance. The signage for the beach has been given to Manchester Signs. The cost which was already approved by the board is between $600-$700 which includes cedar posts. He also stated that the sod that was discussed at an earlier meeting is going to be laid in the near future. Burger also stated that Chris Jones has been doing a great job clearing the debris that has been settling on the beach area.

Leonard spoke regarding lake recreational maintenance issues. He reminded the Board of an email he sent out regarding all of the debris that has been floating in the lake and that at some point in the near future the Board needs to be thinking about short-term and long-term strategies to deal with debris that ‘s coming downstream.

Pat Colgan gave an update on dam operations. He informed the board that the riprap work that’s needed downstream of the powerhouse will be done in the near future. This was work that was a result of the 2016 flood event that took out the existing riprap. He also noted that the process to change out the actuators is in place. He also talked about the three major floods we’ve had since 2016.

Herman gave an update on Water Quality and stated there’s ongoing work with the Maquoketa River Water Shed Group.

Herman said everything for FEMA from the 2016 flood has been filed. He has taken care of the final closeout paperwork . He expects the District to receive approximately $13,000 for a final closeout on the project. Leonard asked about the 2008 FEMA closeout. Herman stated there’s been a problem dealing with the mitigation process for issues that came up in the dredge site area.     He said it’s now in the hands of FEMA but noted they are anxious to closeout the project.

The meeting was open to public comment. Daryl Hogan addressed the board regarding the barge that he built in early 2000. He gave a description of the barge and stated that in 2006 he decided to sell because of the expense regarding insurance. He said Dave Fink and the LDRA expressed an interest in purchasing the barge so he sold it to them. During the breach of 2010 the barge went through the dam and sat below the dam for several years. He was asked to move the barge and he stored it for several years until it was moved to the dredge site. He told the Board he was interested in purchasing the barge back and would be interested in working with the District regarding lake cleanup. Herman expressed some concern because of FEMA but noted it might not be an issue. Leonard asked Hogan if he were to purchase the barge would he be willing to help with debris removal and how much staff he would need to provide that service. Hogan stated he would only need a couple of workers but is concerned about where he would go with the debris. Some concern was expressed that the purchase of the barge and a contract to do business should be two separate issues.  It was also noted that if the District sells public assets they would need to advertise for bids. The Board agreed to review the request and thanked Hogan for coming to the meeting.

Ed Schmidt expressed some concerns with how the Wall of Recognition donors were going to be recognized. Some additional discussion continued regarding costs and donors.

Burger motioned to adjourn, Herman seconded. The meeting was adjourned at 8:50 pm.

Minutes – Thursday, May 17, 2108

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, May 17, 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 Vice-President Dan Staebell.

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

Trustees absent: None

Visitors: Ben Pasker, Ed Schmidt, Jason Wenger, Dan Reyner, Gary Grant & Larry Murphy

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

Motion to approve the minutes of previous meetings was made by Burger, seconded by Herman. Motion carried.

Kramer presented claims for payment. Claims for payment in the amount of $14,259.44 from the General Fund for electricity, dam operation services and generator inspection, printer maintenance, lobbyist expense, audit services, repair work at the dam, phone/internet service, license for dam trailer and annual dam inspection were presented. Requests for payment in the amount of $251,340.40 from the Debt Service Fund for bond principal and interest were presented. Burger motioned to approve the claims for payment as read, Herman seconded. Motion carried.

Kramer presented the April financial reports. The General Fund had revenues of $18,723.47 from Delaware County and expenditures of $14,036.27, ending April at $1,876,309.71. The Debt Service Fund had revenues of $30,560.43 from Delaware County and no expenditures, ending April at $278,470.34. The Dam Improvement Fund had no activity and ended April with a $10,000.00 balance. Burger motioned to receive and file the financial reports as read, Herman seconded, Motion carried.

The Board considered the annual financial compilation report by Hunt and Associates for fiscal year 2017. 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 Burger, seconded by Herman. Gifford asked if we could receive the document to file electronically on our website. Kramer said she would check with the Auditor’s Office. Motion approved.

Kramer presented Resolution 5.17.18 to authorize Delaware County to conduct the July, 2017 trustee election. Herman made a motion to approve the resolution, second by Burger. Motion carried.

The Board considered possible action on a donation request from the LDRA for assistance with the LDRA dredge debt. The LDRA requested $72,575.50 for the June 1st payment for the dredge debt.  Dan Reyner, the LDRA treasurer also suggested the Trustees review the payment schedule for the remaining dredge debt noting the payments continue to increase each year until dredge debt is fulfilled. Burger indicated he would check on the call provision on the debt. Motion was made by Herman, second by Burger to pay the current payment that is due. Motion carried.

A public hearing was opened on the proposed contract documents and estimated cost of the SCADA area drainage improvements project.   Jason Wenger gave a brief description of the project and opened it up for public comment. He noted that the engineer’s estimate for the base bid of the project was $124,325.00 with a bid alternate for upsizing the storm sewer of $6,290.00.   Public comment was received. Schmidt asked if the culvert improvements going into the driveway was the responsibility of the county. Wenger said the driveway was private and the responsibility of the owner. Reyner asked that if the county road is a conduit to the water coming down and causing the erosion is the county contributing anything to the project. Wenger stated that the trustees made changes to the property so it makes it difficult to ask for county participation. There has been no formal request from the county to contribute. Staebell asked if we need to ask for input from the county before we award the contract. Wenger stated we have 60 days to award the contract and that once the contract is awarded the contractor has 45 days to complete the project with an end date of no later than November 1, 2018.     Burger asked Wenger his opinion on upsizing of the storm sewer from 24” to 36”.   He said theoretically and 24” storm sewer would cover a 10 year event and a 36” storm sewer would cover a 50 year event.

A motion to close the public hearing was made by Burger, second by Herman to close the public hearing. Motion carried.

Wenger informed the board that the bid opening was held at the county house on Tuesday, May 15th.   There were eleven contractors that took out bid documents and eight that returned the bids with a bid bond associated with them. The low bid was from F.L. Krapfl, Inc. out of Dyersville. The bid was for $93,838.75. The high bid was $149,341.00. Krapfl had an alternate bid of $7,063.00 for a total bid of $100,901.75. Burger asked Wenger if the motion to award it tabled would he have conversations with the county engineer regarding their participation in the project. Wenger said he would follow whatever direction he was given by the board of trustees. Burger made a motion to table the award until next month to give Wenger time to meet with the county engineer, Herman seconded the motion. Gifford asked what options the board has regarding awarding the contract. Wenger said the bids are good for 60 days and the trustees can accept or reject all bids.   Wenger suggested that he and another trustee meeting with the county engineer and then schedule a separate meeting with the county supervisors to review the project.   With no other comments, the motion carried.

A resolution to transfer $10,000 into the Dam Improvement Fund was introduced by Kramer. She noted that per our 28E agreement with the Delaware County Supervisors we are required to transfer no less the $10,000 annually into this fund. The trustees can always transfer more into the fund if desired.   It was noted this is merely a transfer and the overall budget balance remains the same. The purpose of the transfer is to make sure we have allocated funds available if monies were needed for unanticipated dam expenses. Motion was made by Herman, second by Havertape.   Motion carried.

The board of trustees considered the resignation submitted by Kramer effective May 18, 2018. Kramer stated that she and her husband had put their cabin up for sale and when it sells she would no longer be eligible to be a trustee. She also noted that she learned she had to resign 60 days prior to the July 17th election and that was way the resignation was effective so soon. A motion was made by Burger, second by Herman to accept her resignation. Motion carried.

Gary Grant and Larry Murphy, lobbyists for the Lake District, were present to give the board a legislative update. Grant stated that the goal this legislative session was to make Lake Delhi eligible for the lake restoration fund. The DNR made some restrictions regarding eligibility requirements that make lakes that have a watershed ratio greater than 200:1 ineligible for funding. Lake Delhi’s ratio is greater than that limit. Grant & Murphy lobbied the House with the help of our local representatives but were unable to get language approved to change that requirement. Grant stated that being eligible for the lake restoration funding is crucial to Lake Delhi because it will likely be the sole source of funding the District will receive from the State. Grant stated that the argument with some legislators has been that Lake Delhi is not a private lake and should be allowed the same resources as any other public lake in the state of Iowa. He also stated that because of the investment made by the state to help with the rebuilding of Lake Delhi he has been lobbying that it would a mistake to not help maintain it as a public resource. Kramer asked if there has been a major change in the legislature from when the District was first awarded the $5 million from the state that caused a shift in support for Lake Delhi. Murphy stated there has been some change and some of our major supporters are no longer there.  He also stated that the watershed ratios affect not just Lake Delhi but most of Eastern Iowa.   It was noted that with the upcoming election for governor there’s a large support on the Democratic side to raise sales tax by 1¢ to support water legacy which would support a lot more money for watershed management authorities. This may be an area where the trustees direct their interest. Grant suggested that with the upcoming legislative elections it would be wise to bring candidates to visit Lake Delhi to give them an overview of what’s happened at Lake Delhi and the needs going forward along with the impact that the rebuilding of Lake Delhi has had economically within our community. Gifford asked if we should be thinking about taking the pressure off the legislature or should we keep moving forward. Grant indicated the felt keeping the momentum going is easier than trying to generate momentum. That would need to be a decision by the board.   Grant said there are two big issues going forward that will contribute to the success of the district. Being able to participate in the Lake Restoration Funding is the best source for ongoing funding. Particpation in the Watershed Management Authority is necessary because these authorities are well positioned to help mitigate downstream erosion.

Committee Updates:

Beach Maintenance – Burger stated that the beach committee had talked with Rich Hughes about parking on the beach for the bar patrons and also the run-off from his parking area. Rich is going to sod on the hill on his property. Rich suggested we sod about three foot on our property. He has prices and would lay the sod and maintain it. Rich though our share would run between $600-$700 dollars. There was some discussion about how soon Rich was expected to start the project. The resolution we have in place allows for the President and Treasurer to authorize expenditures up to $5,000. The consensus was to have Rich move forward with the project assuming we get something in writing to confirm he is willing to maintain the sod and the board would formally approve the expenditures at the June meeting.

Burger also mentioned he has been working on signage for the beach. He got an estimate from Manchester Signs on a 4’ x 8’ sign with steel poles. The cost would be around $600 that includes installation. Once the trustees come up with verbiage they would start the design for the sign or signs. Burger also stated we may want some more smaller signs for parking at around $60.

No other committee updates.

Public Comment: A question of asked of who’s up for re-election. Larry Burger and Doug Herman are up for re-election and there will be an election for a two-year term that was vacated by Kramer.

Burger motioned to adjourn, Gifford seconded. The meeting was adjourned at 7:54 pm.

Minutes – Thursday, April 19, 2018

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, April 19, 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 Vice-President Dan Staebell.

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

Trustees absent: Gifford

Visitors: Larry Aschbrenner, Ed Schmidt, Jason Wenger, Dennis Smith, Ron Klinger, Tony Harmon, Alex Vorwald and Aaron McMurrin

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

Motion to approve the minutes of previous meetings was made by Burger, seconded by Havertape. Motion carried.

Kramer presented claims for payment. Claims for payment in the amount of $14,036.77 from the General Fund for electricity, dam operation services, printer maintenance, lobbyist expense, repair work at the dam, phone/internet service and charges for dredge location assessment were presented. Burger motioned to approve the claims for payment as read, Havertape seconded. Motion carried.

Kramer presented the March financial reports. The General Fund had revenues of $71,725.27 from Delaware County and expenditures of $12,845.10, ending Marchat $1,871,622.51. . The Debt Service Fund had revenues of $123,643.90 from Delaware County and no expenditures, ending March at $247,909.91. The Dam Improvement Fund had no activity and ended March with a $10,000.00 balance. Havertape motioned to receive and file the financial reports as read, Burger seconded, Motion carried.

Members of the Delhi Fire Department presented the Board with information regarding a diver training certification program that they will be implementing to aid with rescue and recovery efforts when needed on the lake. The training per individual is expected to take about six months. A question was raised regarding funding for the cost of the training. The Fire Department currently has some funds earmarked from the family of Alex Salow for the training. The rest would be absorbed by the department. The Fire Department is requesting a donation from District for whatever they deem is fair. The board members spoke favorably about the program but would like the Fire Department come back to the District’s next regular meeting with a more exact idea of the costs so that they can make a decision at that time. Motion by Burger, seconded by Leonard to table the request until the May meeting. Motion carried.

Jason Wenger from Burrington Group was present to discuss the scope of improvements for the drainage project on the south side of the dam as well as other alternate projects at that location.   He is proposing a base bid to do what’s necessary to address the drainage and erosion control issues that we have at that location. That would include curb and gutter, the intakes, storm sewer work, putting in a retaining wall by the Scada office, re-grading the current gravel parking lot, installing sedimentation basins and sizing the storm sewer structure of a theoretical ten year rain event.   He stated there had also been discussions about doing an alternate to include an upsizing of the storm sewer to be able to handle a 25-50 year event which basically takes the storm sewer pass through from 24-30” to 30-36”. That alternate would be evaluate prior to the awarding of the contract. All other enhancements to the surface of the area that aren’t related to the drainage issue would be dealt with at a future date. That would allow the trustees to move forward with the drainage work this spring. Leonard asked if the option of paving the parking lot by the office and option of getting proposals for the pathway to the downstream area were going to be included in the bid proposal. Staebell stated that there may be advantages to keeping those projects separate from this bid as they would likely be done by a sub-contractor. Herman and Burger both stated they were unsure of the direction they feel the paving and walkway projects should go and would like more time to discuss and look at different options. A motion was made by Herman, second by Kramer to go forward with obtaining bids for the drainage project to include options for the different sizes of storm sewer pass through. Motion carried. Wenger stated he will get the notices out to contractors and would like to have the trustees set their regular meeting on May 17 to have a public hearing and act on the bids at that time. This will require publication of the project prior to the public hearing because of the scope of the project. Wenger also stated he would like to set the bid opening for May 15 so he has time to evaluate them before the meeting on May 17. He also stated we will need coordinate with the Auditor’s Office to accept the bids prior to the opening of the documents.

Committee Updates:

Dredge Committee – Staebell stated the committee met April 7th for a preliminary meeting for direction on possible dredging.

Beach Maintenance – Burger stated he has talked with a person who is interested in doing the garbage and beach maintenance. The cost for garbage removal would be $25.00 per trip. The cost to drag the beach would be $35.00 per trip.   The anticipation is that garbage will be picked up on Sunday and Monday and also following holidays. Dragging the beach would be done after rain events or more frequently if needed. Kramer stated that she would contact D & S Portables to set up a time to deliver port-a-potties to both Lost Beach and North Beach.

Public Comments: Ed Schmidt asked if a future county bridge project would have any impact on the proposed drainage work.   Wenger stated from the information he has any bridge development will be well to the east of the dam.

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

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