Unofficial Minutes – Thursday, April 18, 2019

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, April 18, 2019

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 Staebell.

Trustees present: Davidson, Burger, Staebell, Herman and Havertape

Trustees absent: Gifford and Leonard

Visitors: Ed Schmidt, Gordon & Patricia Anderson, Linda Slobodnik, Dan Recker, Randy Rattenborg, Mike Ryan, Wanda Davidson, Ben Pasker, Vicki Shadle, Lois & Larry Sloan, Dan Reyner, Larry Aschbrenner and Tyler Burlage

Staebell asked for a motion to approve the meeting agenda. A motion was made by Havertape, second by Davidson. Motion carried.

Motion to approve the minutes of previous meetings was made by Burger, second by Davidson. Motion carried.

Claims were presented for payment in the amount of $11,955.84 from the General Fund for electricity, internet services, dam operation services, printer maintenance, lobbyist expense, clerical expense, scaffolding and miscellaneous supplies. Claims were also presented in the amount of $236,579.00 from the Debt Service Fund for payment of principal and interest on the GO Bond debt. Burger motioned to approve the claims for payment as read, Davidson second.  Motion carried.

March financial reports were presented. The General Fund had revenues of $102,364.30 from Delaware County and expenditures of $9,746.02 ending March at $1,913,862.93. The Debt Service Fund had revenues of $145,185.69 from Delaware County and no expenditures, ending March at $237,121.39. The Dam Improvement Fund had no revenues or expenditures and ended March with a $20,000.00 balance. Burger motioned to receive and file the financial reports as read, Herman second. Motion carried.

Mike Ryan, from Delaware County Emergency Management, was present to provide information regarding a new notification system that Delaware County will be instituting in the near future. The county is participating in a statewide mass notification system known as Alert Iowa. Mike noted that a letter is being sent to lake homeowners asking them to sign up for the notification alert. He also walked through how the declaration process for weather damages is handled by the county. Staebell thanked Mike for his presentation.

The Board considered action on Resolution #4.18.19 to authorize the Delaware County Auditor to conduct the upcoming Trustee election to be held Tuesday, July 23, 2019. A motion was made by Herman, second by Davidson to approve the resolution. Motion carried.

A motion was made by Burger, second by Davidson to approve a donation request from the LDRA for assistance with the LDRA dredge debt. The amount approve was $96,760.50. Motion carried.

The Board discussed approval of a quote from Rotork for actuator service work. The quote is for $4,024.06.   A motion was made by Havertape, second by Herman to approve moving forward with the quote and authorizing a purchase order to be sent to Rotork. Motion carried.

A discussion was held regarding beach maintenance. Staebell mentioned that the Trustees had received a request from several lake residents regarding the condition of the beach at Lost Beach. He also received notice from Dave Fink that he will no longer be able to do the maintenance at North Beach. Because of those issues, he asked for this to be on the agenda. Davidson said he would like to table the discussion until the committee for beach maintenance can get together to discuss options for maintenance at both locations. He noted that Tyler Burlage has approached the trustees with possible solutions to eliminate the rocky condition at Lost Beach and Davidson said the committee would be looking at all options. Burlage stated he had pursued information regarding equipment that would be able to screen out the rocks from the beach area He was asked if he could look into finding a dealer that might be interested in bringing out the equipment so the board could see how it works. Burlage said he would look into it.

Consideration and possible action on a request from a lake owner to purchase shore frontage was discussed. Staebell noted that the District had received a request last fall from a homeowner regarding the purchase of frontage and since that time the District has received another request for the same thing. Staebell asked Davidson and Herman to provide the Board with an update of what their committee had discussed for actions going forward. Herman stated that there were varying opinions amongst the trustees on whether to transfer any District properties. Some of the concerns were regarding any implications with potential future FEMA claims if the District doesn’t own the property.   Because the District owns very little lake bed property, the conclusion of the committee was that they would entertain transferring frontage but the purchased frontage would only go 50’ into the lake bed. Surveying the property would be necessary and the cost to do that is approximately $1,500. Other fees and legal services would be an additional expense. The suggestion of the committee is that all costs should be assumed by the property owner along with a cost of $10.00/ft. for the frontage. That number is based on what the LDRA sold property for in the past. Herman noted that in the quit claim deed there would be a clause that would allow the District to enter the transferred property if needed for maintenance or dredging. The cost to remove and put back docks/lifts would be the District’s responsibility. Staebell noted that there are other property owners who don’t own their frontage and at some point the District should consider reaching out to them and give them the opportunity to purchase their frontage based on the aforementioned procedure if approved by the Board. It was suggested that the Board contact their attorney to decide how best to start the process of transferring property and what the procedure should be with regarding to holding a public hearing. A motion was made by Burger, second by Davidison to start the process on transfer of properties. Motion carried.

Committee Updates:

Water Quality – Nothing to report

Community Quality of Life – Nothing to report

Property, Assets & Dam – Davidson gave an update on debris removal. He stated they had a slow start because of weather but are now making good progress. Debris has been taken to two locations. Work is scheduled for downstream starting tomorrow, Friday, April 19th and is expected to be complete fairly quickly. They have found additional lifts and the Delhi Fire Department has also been available to do more sonar work. Staebell asked if we could get pictures of the debris. Davidson said most of the debris is scrap but it was decided to put any pictures available on our website.

Finance & Budget – Nothing to report

Staebell noted that Hartwick West is having their road association meeting on Monday, May 27th at 9:00 a.m. Trustee members are invited to attend and give updates if they are available.

Public Comment: A question was asked if it is safe to put boats in the water. Staebelll stated that while it is safe please use caution and noted boats have been on the water over the past week.

Larry Sloan thanked the board for taking quick action on the debris cleanup.

Larry Aschbrenner wondered if the pictures of the pile of debris could be deceiving. There was no conclusion to that question.

With no other comments, a motion was made by Davidson, second by Havertape to adjourn. Motion carried.

Meeting adjourned at 7:40 p.m.

 

 

 

Minutes – Monday, April 1, 2019

The Combined Lake Delhi Recreational Facility and Water Quality District

Monday, April 1, 2019

4:30 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 4:30 pm by President Staebell.

Trustees present: Davidson, Burger and Staebell;. Havertape, Leonard, Gifford & Herman present by phone (Note: Herman left at 5:10 and Gifford left at 6:10)

Trustees absent: None

Visitors: LuAnn Weber, Gary Weber, Tom Gatto, Travis Niehaus, Paul Roussell, Bill Ries, Burce Schneider, Margie Schneider, Larry Aschbrenner, Ben Kindred, Chris Stender, Dan Reyner, Dan Recker, Greg Steffen, Cindy Blonigan, Dick Blonigan, Jason Wenger, Marty Pottebaum, Chris Jones, Al Bauer, Diane Bauer, Doug Bauer, Ben Pasker, Joe Vorwald, Mark Kintzle, Dick Recker, Daryl Hogan, Laurie Kramer

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

The first agenda item was consideration and possible action on sale of the District’s barge. Staebell stated that the District went out for bid on the barge last fall. At that time there was no interest from the public. The Trustees now have an interested party who has submitted a quote to purchase the barge.. Staebell asked if there were any other interest to purchase. There being none, he read the proposal for purchase of the barge. Daryl Hogan from Hillside Manufacturing provided a proposal to purchase the barge for $1,500 contingent upon seeing the bottom of the barge and ensuring that there are no rust holes. He stipulated that if there are rust holes he would not purchase the barge. Burger asked Hogan what area of the barge would he be looking at for rust. Hogan indicated he would be looking for rust at the bottom of round barrels. Hogan said he it was scraped out it would be worth around $2,000. Leonard asked Herman if he was comfortable from legal aspect with FEMA is he comfortable with the sale. Herman said because it’s personal property and previously asking for bids there was no need for the District to go through a public hearing for bid. As far as FEMA is concerned, the only thing they might ask for is the $1,500 but considering how tied up FEMA is with other national issues, it’s not a concern. Davidson stated that the last time we offered the barge for sale it was “as is” condition. This proposal now has stipulations attached. He has concerns about that. Hogan said he would be okay with accepting the barge in “as is” condition. A motion was made by Burger to sell the barge to Hillside Manufacturing. Leonard second provided we get a Bill of Sale noting the amount of $1,500 and a timeframe of moving the barge. Hogan stated moving the barge will depend on the weather. He said he was hopeful to move it within a month. He also stated that rebuilding the barge would probably be complete by the end of the boating season or next year.

The next agenda item was consideration and possible action on quotes for debris removal. Staebell recapped the event that occurred March 14th that caused a lot of damage and loss of property on the lake. The first thing that was done was to gather an inventory of items that were lost in that event. The major location of damage was done from the Cedar’s down past Freddie’s Beach. Staebell noted that the Delhi Fire Department was brought in to help locate submerged items and mark items in the lakebed. Joe Vorwald, from the Delhi Fire Department, gave the Trustees an update on what the department found when they scoured the lake. He stated they found nothing up-river from Cedars. Most of the inventory is on the shore and they are damaged. They found seventeen lifts that were submerged. The department didn’t mark anything that was visible and said most of those items are not in the channel. Most of the inventory was in the Schneider area and Freddy’s Beach. He noted the damage really stopped above Linden Acres. They did find a lift by Camp O but after that there was nothing under the water.   It was noted that a lift was also located down river from Lost Beach. Herman stated he took a boat ride on Sunday and saw a lot of damage and noticed a number of things out in the lake a ways that were not marked.   He asked Vorwald if he had any idea how many of those items are above water. Vorwald stated he thought around 15 above water but 30 lifts total. Leonard asked if they fire department was able to get all the way down to the dam. Vorwald said they did go down that far and there’s debris floating in that area.   He also stated they first pass they did through the lake was done with their old sonar and they weren’t happy with the results so they purchased a new sonar with a live camera. They went through the lake again and didn’t find any additional debris.   He also said they spent about 40 hours over seven days and did multiple swaps around the lake. Staebell thanked Vorwald and the fire department for providing their service to the lake. Vorwald stated that their diving team would be available for additional assistance if needed.

Before Staebell provided information regarding the two quotes for the debris removal he asked if there was any other interest from those in the audience to provide a quote to remove debris. There being no interest, Staebell reviewed the two quotes.

Staebell asked Leonard to provided information regarding the two companies that he reached out to for quotes. The first company that came out to the lake was Newt Marine Service out of Dubuque. Dan Reyner, from the LDRA, met with their representatives to see the scope of work needed to be done.   The key components of the proposal included mobilization costs, an hourly rate for debris removal, capabilities of their equipment and a potential start date. Leonard stated Newt Marine’s proposal was $67,500 for mobilization and $10,500 per an eight-hour day or $1,950 per hour. Part of the reason their proposal is so high is because of the size of their equipment they would have to pull everything before the Hartwick Bridge and re-mobilized to get all the way downstream. They could begin asap.

The second proposal is from Frentress Marina in East Dubuque. Their mobilization cost is $25,000 with an hourly rate of $400 for debris removal. They can begin work between 3-5 days after a contract is signed. The only concern for Frentress Marina is they would need to have the work completed by April 20th because of their busy schedule.

Leonard stated there are other components to consider. One of those is deciding on locations to deposit the debris. The other is deciding on how the debris is removed since having these companies completely remove all the debris would be very costly.

Staebell stated that he felt one thing the trustees need to consider is while we are going through the process of removing the docks and lifts having the contractor deal with trees and other potential hazards in the water should be considered. Leonard state he spoke with both firms and they are willing to go all the way up river to remove that kind of debris. Davidson agreed that catching debris upstream is important but noted that all the debris at the dam should be taken care while we have the equipment to do so. Herman asked if any of the local marinas have been contacted to collect any of the items out in the lakebed. Both Chris Stender and Al Bauers said they have had calls from residents for help. Herman said a concern is with the upcoming mobilization people who plan to retrieve their docks/lifts will need to get that done very soon. It was noted that from the inventory listed there about three homeowners who plan to retrieve their items. Gifford asked if the trustees should consider charging homeowners for collecting their debris. Staebell said that is something that will be considered in the near future. Burger asked Stender if the people who have contacted him know where their docks/lift are location. Stender said most of the people he has talked to do not know where their items are. He expressed concern over what has not been located. Burger said he was concerned because if the trustees hire Frentress and they need to be off the lake by April 20th will there be time to do additional sonar runs to catch more debris that’s submerged. Leonard stated that both firms have sonar to use during the process. Staebell asked Vorwald if the fire department would be available to assist in doing additional sonar runs. Vorwald said they would be available to help.   For clarity, Staebell stated that anything that’s out in the lakebed 100’ or more will be removed by the contractor. Stender stated he felt there were probably fewer items that need to be removed by the contract. He also said given the cost to have a contract come out and remove debris the District should look at getting a barge that would be available for future situations like this. He noted having their own barge and having volunteers would save the District money in the long run. Davidson stated he felt community involvement is crucial.

Staebell asked for public comment.

Al Bauer stated that while the contractor will be working to remove lakebed items B & B Sports and the Hartwick Marina can take care of a lot of the shoreline work.

Larry Aschbrenner – Does the District have insurance to cover the expense? The answer is no because the property damaged is not the District’s. The reason the District is taking on the expense to remove the debris is because it’s a boating hazard. Staebell noted because the District is taking on the expense to remove the debris there’s going to be some discussion on charging the homeowner’s something for removing their property from the lake.

Mark Kintzle – Is there any smaller equipment that could be used versus the big excavators that are being proposed for use? Staebell said that he was not aware that any inquiry had been made regarding smaller equipment. A question for the contractor may be utilizing other equipment once they see the scope of work to be done.

Chris Jones – Has anyone seen the barge to make sure we know what it’s going to do?   Staebell read the description of what the mobilization included.

Dan Reyner said when he took Jason from Newt Marina for a tour of the lake he asked him how big the platform would be that they would bring in. He was told 10’ x 40’ dock section and that there would be four of them. He stated it was not only for the excavator but for the debris they pull out of the lake.

Bruce Schneider suggested to they contract start upriver to better utilize their time and save some cost to the District. Leonard also suggested that locations be established to best utilize the contractor’s time as well. Schneider asked how the contractor will off-load the material. He said they could use his area but he needed to understand how this would be handled. Leonard said he would speak with the approved contractor about how they would handle getting the materials to the shore.

Marty Pottebaum said because time is of the essence and that the District needs to be sure that the contractor understands that if there is something they can’t get with their equipment then need to find the equipment that will work. Staebell asked Leonard to clarify this issue with the approved contractor.

Margie Schneider ask how much the District has budgeted for this type of expense. Staebell stated that in the budget there’s $35,000 for debris removal and also $60,000 for Lake Bed Mitigation of which $40,000 is already designated. So the total amount is around $55,000.

With no other questions, Davidson made a motion to accept the proposal from Frentress Lake Marina noting the work will include not only removing the debris from the docks and lifts but other potentially dangerous material such as trees and that they take care of all the debris located at the dam and around the cabling at the dam.  Burger seconded the motion.  A question was asked about dealing with the wood and trees at the dam. While this is not a part of the motion it was suggested that the material be dragged to the District’s ramp area south of the dam to be cut up later on. Pottebaum said he would be available to truck out the material if we could get volunteers to help cut up the material. Gifford asked if a part of the motion should include looking at charging back a part of the expense to the homeowners. Staebell stated that will be part of another discussion. Gifford said he feels the Board needs to make a decision very soon. Leonard said his concern is that a property owner needs to know in advance if there’s gong to be a charge in case they are planning to remove their own property. Margie Schneider expressed concern that this was an act of mother nature and to distinguish whose property is whose would be a nightmare. Staebell ask for a roll call vote.

Burger – Yes, because of the timing. He would like to look into purchasing a barge in the future but noted there’s also a liability to owning a barge.

Davidson – Yes

Leonard – Yes noting we need a strategy for future needs but we need to get this taken care of now.

Gifford – Yes

Havertape – Yes

Herman – Signed off

Staebell – Yes

Motion carried.

Staebell asked Leonard to communicate to Frentress and get something contractual for Staebell to sign.

Staebell spoke to the Trustees about the communication document that ‘s being developed to present to the community. He read the proposed document to those in attendance and noted the document will be posted as soon as it is finalized. Within the document aris a timeframe for the debris removal to take place and directions to property owners who lost personal property and steps that will be taken to remove items in the lake bed. Burger stated he felt that damaged property within the 100’ mark should be considered for removal by Frentress it is not owned by the property owner. Burger asked Stender and Bauers if they are going to go out and mark the items the people have asked them to take care of. Stender said they will have to do that.   Burger said it’s very difficult to identify lifts and it’s going to be hard to charge back to the property owner for a lift unless there are specific markings. Burger stated he’s not in favor of charging back to the home owner. Leonard stated timing is important if we need to involve the ski club for assistance. Staebell asked the question “do we want to give owners a certain amount of time to reclaim their items and if so should we charge them at that point in time”.   Pottebaum stated most material that is going to be removed will be junk and we should not people to sift through the material to take whatever they want. Pottebaum reiterated that time is of the essence.

Dick Recker said if someone identifies their lift they should donate an amount back to the District.

Staebell stated the document was drafted to be communication going forward to be clear on dates, timing and the responsibilities of property owners. The plan is to post on the website, sent out through email, etc.

Margie Schneider asked the boat ramps would be closed during the time of the clean up. Leonard said he spoke with the Delaware Co. Conservation Department and the DNR. Neither one plan to close down any access area. They also do not to plan to take any action regarding signage. Bruce Schneider asked if we could make a request because activity on the lake will slow down the debris removal process.  Leonard suggested sending an email blast for “no wake” activity. Staebell asked what kind of timeframe do the Trustees want to allow the marinas or individuals to go out and mark and have access to their items. Jason Wenger from Burrington Group stated that given Frentress needs to be off the lake by April 20th the District should consider getting them started on April 8th. Any rain days could hold up their work as well.   Leonard said their goal is to be out by April 20th but Staebell stated that date is not listed on their proposal so we need to be sure we get that in writing from them. Staebell stated that because Frentress Marina plan to start their work on Monday, April 8th, home owners who plan to take care of their own lifts/docks need to get them marked as soon as possible. Another concern is when does the District make sure items marked for removal to, in fact, get removed. Davidson and Burger said they would be available for oversight. Leonard said his concern is about homeowners who plan to remove their property on their own and if they don’t get it done what’s going to happen. Leonard suggested giving them until the middle of next week to get their items removed. Margie Schneider ask about property that went downstream and ended up on someone else’s property. How will that be addressed? Staebell stated if it’s not marked it will be removed.  Staebell expressed a concern on how we identify the property as not being the homeowners. Another concern was for those homeowners who live out of state and how they handle their property. Staebell said that’s why he’d like to give them more time. Davidson said we have to move forward despite these issues. After additional discussion, Staebell said it seems the consensus is that homeowners will need to contact us by Monday, April 8th if they do not want their property removed.. Davidson stated that the homeowners who are going to be taking care of their property need to tag it stating “do not remove” and list their name so that it’s left alone. Anything not tagged will be removed. As a point of clarification, homeowners are expected to take of their property no matter it’s condition if it’s on their shoreline. The only exception would be items that landed on a property owner’s area that doesn’t belong to them. Then the District would remove it if they know about it.

Bruce Schneider said he could provide an area to take care of trees.   He said he could load the wood and take it away to burn.

With no other comment, Burger made a motion to adjourn and Davidson seconded the motion. Motion carried.

Meeting adjourned at 6:20 p.m.

 

Minutes – Thursday, March 21, 2019

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, March 21, 2019

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 Staebell.

Trustees present: Davidson, Burger, Leonard and Staebell. Havertape & Herman present by phone

Trustees absent: Gifford

Visitors: Wanda Davidson, Ed Schmidt, Mike Lehman with T & M Docks, Dan Reyner, Dan Recker, Margie Schneider, Bruce Schneider, Jeff Frasher, Joe Vorwald, Cindy Blonigan, Dick Blonigan, Rich Blonigan, Larry Aschbrenner Jason Wenger and Richard Wayne

Staebell asked for a motion to approve the meeting agenda moving the agenda item number seven, debris removal, to be discussed after the financial reports. A motion was made by Davidson, seconded by Burger. Motion carried.

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

Claims were presented for payment in the amount of $9,746.02 from the General Fund for electricity, LP gas, internet services, dam operation services, printer maintenance, lobbyist expense, clerical expense, budget publication and miscellaneous supplies. Davidson motioned to approve the claims for payment as read, Burger seconded.  Motion carried.

February financial reports were presented. The General Fund had revenues of $15,423.76 from Delaware County and expenditures of $9,155.30 ending February at $1,821,244.65. The Debt Service Fund had revenues of $18,920.78 from Delaware County and no expenditures, ending February at $91,935.70. The Dam Improvement Fund had no revenues or expenditures and ended February with a $20,000.00 balance. Burger motioned to receive and file the financial reports as read, Havertape seconded. Motion carried.

Staebell open the discussion regarding removal of debris in the lake bed by suggesting several points for discussion. He named four points to being initial discussions.

#1. Inventory of what items were lost from the flooding in the lake

#2. What is the best way to locate items that are under the water surface

#3. What are potential options for removal of debris

#4. Discuss having a special meeting to take formal action on how to proceed

Staebell asked the board their opinion on reaching out to lake owners on what’s been lost to gather some kind of inventory. He suggested posting a notice on the trustee webpage, emailing a notice through our email account and also sending a text alert  Leonard stated he felt getting an inventory was critical. His suggestion is to give the community guidance to communicate to the Trustees what they’ve lost and inventory the material. He also expressed concern over potential liability to the Trustees if they move material out of the lakebed and also where would the key locations be to put the material for owners to collect. Davidson shared his concern that there will be a very short window of time to get all of this completed. Burger suggested owners of the docks and lifts sign a waiver to allow the District to remove their material from the lake if that’s is the route taken by the trustees. Other comments were concerns that some people won’t bother trying to retrieve their items and how that be dealt with. Leonard said he talked with a couple of companies that could retrieve items from the lake and for a fee that would haul unclaimed materials away. Leonard said something the trustees need to think about is making the determination of what materials get removed from the lake. Some items close to shorelines could be retrieved by the owner or by folks in the area.  Another item to address is recycling the unclaimed materials. The consensus of the trustees is to do an email blast and notification to identify who lost items, what they lost and if they know the location of their items. Leonard had conversations with the Delhi Fire Department and asked them to attend tonight’s meeting. Joe Vorwald and Jeff Frasher, members of the Delhi Fire Department, said the department has the capability to go out and mark items in the lake. They also have sonar to detect items that are submerged and not visible from the top of the water. They would not be able to remove items from the lake because of the weight unless they were small items like a short dock. With regard to marking items, he said they have bouys that have little LP tanks that are weighted like an anchor. He estimated they have about 20-25 of them and the concern was more maybe needed. There was discussion regarding how many boats would be needed to search the width of the lake and the thought was that another 3-5 boats with sonar may be needed. Vorwald also said they have divers who could assist with marking submerged material. When asked about the length of time it would take the fire department to scour the lake with one boat, Vorwald said he would estimate it would take a month for them to do the work.   Staebell opened the meeting up for public comment. Aschbrenner agreed that a notification needs to be sent out to see what’s been lost. He said he followed about 14 lifts from the Maples to Linden Acres. Lehman said he thought the search should begin as far up as possible. He stated his company is getting calls from people up in the Cozy Cove area.   Margie Schneider asked what the cost would be for hiring a contractor to do the removal of materials. Leonard stated when he talked to the contractors he called they didn’t want to give a specific number because they were concerned that the work would be bid out. He estimated a number the amount to be anywhere from $8,000 to $20,000 depending on the scope of work. They would include marking and removing material and placing it in an accessible area. It would not include them hauling away the debris. He stated he that is just an estimate until we know the scope of work needed.   Lehman said he had rope he would donate if needed. Burger suggested we reach out to the local marinas to see if they have an interest in working on the project.  Margie Schneider said she could do an inventory of what was lost in their area. Bruce Schneider questioned whether individuals would be able to retrieve their lifts. He noted that when a similar flood event happened 40 years ago, very few lifts were intact. Aschbrenner stated he felt the first step should be for the fire department to go out and see what they find and then decide if the trustees need to hire another contractor.   Further discussion included asking the fire department to note locations of debris so areas could be mapped out. Lehman stated the department could use their work boat. Staebell stated the fire department could use the access at the Cedars to get on the water. Staebell suggested having a special meeting on Monday, April 1st.   He also suggested having several trustees meeting with the fire department the weekend before the special meeting.

The Board considered a request from the Hartwick Huskies to utilize Lost Beach for the 2019 ski show. The date of the show is July 13th.   They also have asked for a few extra dates for practice. A motion was made by Leonard to approve the dates needed provided the Huskies provide an insurance rider as was done last year and the trustees will provide extra port-a-potties as was done last year. Davidson seconded the motion. Motion carried.

The next agenda item consideration and possible action on request from lake owner to purchase shore frontage.   Davidson stated that there was still work being done on legal descriptions with the county auditor. He made a motion to table any action until further information was made available. Burger seconded the motion. Motion carried.

Committee Updates:

Water Quality & Sediment Control – Leonard stated that the Watershed Management Authority met two weeks ago and they are working on funding grants not just for Lake Delhi but other areas of the Maquoketa River. The funding will help with water quality projects. Jason Wenger from Burrington Group explained some of the issues they dealt with during the event. Burger asked about legislation allowing us to apply for grants that failed last year. Leonard said there are other funding mechanisms through the state being discussed. Nothing as been determined at this point.

Community Quality & Life – No update

Property Assets & Dam Committee – Davidson stated that Burrington Group has done an excellent job of managing the dam in this last weather event. He also said the Delhi Fire Department was available during that event.

Finance & Budget – The budget for 19/20 has been certified.

Recreation – Leonard noted that the LDRA is looking to put together the fireworks and Christmas on the Lake. Insurance is going to be an issue as to how it is provided.

Public Comment:

Cindy Blonigan asked the board how they plan to keep people off the lake until the debris is removed.   Staebell said that it may be a question for the DNR and that they may be the ones to make the call of whether to put signage out to alert people or not. Leonard said he would be happy to reach out to the DNR and Delaware County to get their opinion. Reyner said he spoke with the DNR and they said it’s up to the landowner to get their stuff out of the lake based on the law. He also stated the DNR will be out again this summer to check on docks. He said talked to the DNR regarding Christmas on the Lake and getting a variance regarding boat lights.   Reyner stated the LDRA is looking to have a boater safety course. He plans to come to a future trustee meeting with more information.

Aschbrenner informed the board that the St. Patty’s Day Fireworks Fundraiser at the Pizza Place on March 17th raised $900 dollars for this year’s fireworks.

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

 

Meeting adjourned at 7:12 p.m.

 

 

Minutes – Wednesday, March 6, 2019

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, March 6, 2019

5:30 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 acting chairperson Larry Burger at 5:30 pm.

Trustees present: Burger, Davidson (Havertape, Staebell and Herman by phone)

Trustees absent: Leonard, Gifford

Visitors: Laurie Kramer, Dan Reyner, Deb Burger

Motion to approve the meeting agenda as read made by Davidson, second by Burger. Motion carried.

Staebell made the motion to open the public hearing for the FY 2019/2020 budget, Havertape seconded. Motion carried

Kramer presented a budget listing estimated expenditures and revenue sources for fiscal year 2019/2020. This includes a proposed taxation rate of $4.00 for the General Fund and 5.43804% for Debt Service. It was noted that the Debt Service taxation rate went from 5.79439 to 5.43804 due to increased valuations.  Kramer also noted that the property tax revenue will increase from $326,219 to $347,449 due to increase property valuations.

There being no public comment a motion to close the public hearing was made by Staebell, seconded by Burger. Motion carried. The public hearing closed at 5:33 pm.

Motion to adopt and file the FY 2019/2020 budget as presented was made by Davidson. Burger seconded. Motion carried.

Public Comment: Dan Reyner spoke briefly about summer events that are being sponsored by the LDRA

Davidson motioned to adjourn, Burger seconded. Motion carried. The meeting was adjourned at 5:44 pm.

Minutes – Thursday, February 21, 2019

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, February 21, 2019

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 Staebell

Trustees present: Davidson and Staebell. Herman arrived at 6:40. Gifford, Havertape, Burger and Leonard by phone.

Trustees absent: None

Visitors: Brian Soenen from Iowa Project Aware, Craig Burell from the Manchester Press/Dyersville Commerical and Larry Aschbrenner

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

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

Claims were presented for payment in the amount of $9,155.30 from the General Fund for electricity, LP gas, internet services, dam operation services, printer maintenance, lobbyist expense, clerical expense and miscellaneous supplies. Davidson motioned to approve the claims for payment as read, Gifford seconded.  Motion carried.

January financial reports were presented. The General Fund had revenues of $4,967.04 from Delaware County and expenditures of $15,856.54 ending December at $1,814,976.19. The Debt Service Fund had revenues of $3,439.93 from Delaware County and no expenditures, ending January at $73,014.92. The Dam Improvement Fund had no revenues or expenditures and ended January with a $20,000.00 balance. Herman motioned to receive and file the financial reports as read, Davidson seconded. Motion carried.

Before introducing Brian Soenen from Iowa Project Aware, Staebell gave some background regarding the donation made by the Lake Delhi Trustees to Iowa Project Aware. With work on the Maquoketa River completed in July, 2018, one of the volunteers for Project Aware, Doug, Hawker, came to the Board and asked them to consider a donation to Project Aware for all the work that had been done. Official action was taken in October, 2018 and the Board approved a donation in the amount of $15,000 to Project Aware. He also noted that the Trustees reached out to Lake Delhi neighborhoods and road associations requesting them to consider making a donation in support of the program. To date at least three or more neighborhoods have made a donation or pledge with others indicating they would put on the agenda at the annual meeting this summer. Staebell stated that in visiting with Brian, it was agreed that Lake Delhi’s $15,000 contribution would be listed as a Platinum Paddle Sponsor ($3,000/yr.) for the next five years. This action by Project Aware will reiterate to future Iowa rivers, sponsors and volunteers as a show of Lake Delhi’s appreciate and commitment to water quality and environmental stewardship.

Brian Soenen, from Iowa Project Aware, gave a brief background of Project Aware. He has been with the program since 2003. The goal of the project was to travel all over the state to work on various river projects and show the diversity of the State of Iowa.   The project started with 18-20 volunteers in 2003 and has greatly expanded since that time. The annual project is supported completely by volunteers and donations. He thanked the Trustees for their generous support to Project Aware.

Staebell reminded the Trustees that the public hearing for approval of the FY20 budget is Wednesday, March 6th at 5:30.

The next agenda item was consideration and possible action on a request to the Community Fund to Rebuild Lake Delhi for reimbursement of $138,599.19 for work on the drainage project south of the dam and rip rap work on the north side of the dam. Herman made a motion to make the request, second by Burger.   Motion carried.

It was noted that a quote had been received by Superior Crane to move controls on the dam site. Staebell stated both Randy Rattenborg and Pat Colgan provided input regarding the quote which is in the amount of $34, 728.00.   Davidson made a motion to table any action on accepting the quote until more information could be gathered from Burrington Group and Pat Colgan. Herman seconded the motion. Leonard asked Davidson if the Dam Operations Committee had had a chance to review the quote. Davidson commented that the committee had not reviewed this onsite and had not met with Burrington Group to have an in-depth discussion regarding the quote. Staebell noted that he is working with Burrington Group to schedule a time to do an on-site review. Staebell asked for a vote on the motion to table any action. All ayes. Motion carried.

The Board considered the purchase of scaffolding for use on the dam. Staebell noted that Randy Rattenborg from Burrington Group has provided two quotes from Fannon Welding and Palmer Hardware.   Previously some work on the dam required the use of a ladder which is not only cumbersome but potentially dangerous. The quote from Fannon Welding was for $800.00. The quote from Palmer Hardware was for $1,470.00. After review of the quotes, a motion was made by Herman to approve the Fannon Welding quote contingent upon having Randy Rattenborg verify that both quotes were for an “apples to apples” product. Davidson seconded the motion. Motion carried.

Committee Updates: Before the updates, Staebell provided information regarding actual committee goals for the coming year and possibly developing five year goals.

Water Quality & Sediment Control – Leonard mentioned that there will be an annual meeting of the Maquoketa River Watershed Management Authority Board of Directors on February 26th, 2019. After that meeting there will be discussion of future goals.

Community Quality & Life – Gifford stated the committee is committed to getting the Wall of Recognition done in 2019.

Staebell asked Gifford to give a brief update on potential legislation supporting the Iowa Water and Land Legacy that proposes 3/8th of a cent increase in the sales tax for water quality purposes.   Gifford stated that our lobbyists are looking for direction from the Trustees to let them know if they would support the legislation. This would raise approximately $180 million dollars for conservation and outdoor recreation programs in Iowa and it would be a great opportunity for large scale public recreation venues like Lake Delhi for future projects. The general consensus of the Board was that the proposed legislation would have a positive impact on lake Delhi. Since this was not an agenda item no action was taken but it was suggested to have it on next month’s agenda.

Property Assets & Dam Committee – Davidson commented that during the two years of operation it’s been a learning experience for everyone. He commented that working with Burrington Group has been going well. There was a recent issue with the Hotsy but that has been resolved. He expressed concern that with all the snow we’ve had this year we need to be prepared for flooding. It’s something the committee and Burrington Group are prepping for. Burger expressed concern about potential ice damage and asked the team keep that in mind.

Finance & Budget – Burger stated that the proposed budget has been sent out to all the trustees for review and feedback was taken into consideration for the final draft that will be presented on March 6th.

Public Comment: Aschbrenner asked what the scaffolding would be used for. Davidson stated it will be located on the upper deck for use when working on the actuators.

There being no other comments, a motion was made by Davidson, second by Herman to adjourn. Motion carried.

Meeting adjourned at 7:15 p.m.

 

 

Minutes – Thursday, January 17, 2019

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, January 17, 2019

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 Herman.

Trustees present: Herman, Davidson, Burger. Gifford & Havertape by phone.

Trustees absent: Leonard, Staebell

Visitors: Ed Schmidt, Ben Pasker, Dan Reyner, Larry Aschbrenner

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

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

Claims were presented for payment in the amount of $15,856.54 from the General Fund for electricity, LP gas, internet services, dam operation services, printer maintenance, lobbyist expense, clerical expense, annual dam inspection, well repairs, misc. supplies and balance due on drainage project. Burger motioned to approve the claims for payment as read, Havertape seconded.  Motion carried.

December financial reports were presented. The General Fund had revenues of $6,964.12 from Delaware County and expenditures of $27,418.16 ending December at $1,825,865.69. The Debt Service Fund had revenues of $6,622.44 from Delaware County and no expenditures, ending December at $69,522.22. The Dam Improvement Fund had no revenues or expenditures and ended December with a $20,000.00 balance. Davidson motioned to receive and file the financial reports as read, Burger seconded. Motion carried.

The Board considered setting a date for a public hearing to approval the FY20 budget.  After some discussion, Burger made a motion to hold the public hearing on Wednesday, March 6th at 5:30. Herman seconded the motion. Because the budget will need to be published before the regular February meeting the Board agreed that the proposed budget would be sent to each member prior to the publication for their review. Motion carried.

The next agenda item was consideration for approval of a donation to the Maquoketa Valley Watershed Management Authority. The request was for a $1.00 per capita fee. Because of the difficulty in determining the population of the District for purposes of calculating the per capita assessment, the proposal, worked on with Delaware County Supervisor Shirley Helmrichs, was that the District population would be based upon the number of homestead filings in the District with an assumed rate of two residents per homestead. The District has 257 homesteads, therefore the assumed population would be 514 persons resulting in a $514.00 assessment. Burger asked if this would be an annual donation and Herman confirmed that it would. A motion was made by Burger, second by Davidson to approve payment of the per capita assessment as proposed. Motion carried.

Committee Updates:

Water Quality & Sediment Control – No report

Community Quality & Life – Gifford said there’s a focus on the Wall of Recognition and the committee is working to create a design to present some options for the Board.

Property Assets & Dam – Davidson commented that he has been working with Burrington Group on the Scada building. They put together the generator storage unit and secured it so the generator is now being stored outside the Scada office. They have been looking at other building repairs. He also stated that they are still discussing security cameras. He is also concerned about the Windstream internet costs and possible options from other companies. Herman stated he is still working on easement transfers.

Finance & Budget – Burger stated the finance committee is meeting on Saturday at 9:30 to work on the budget for FY20.

Public Comment: Ed Schmidt asked how much money is left in the Community Fund. Gifford stated he thought it was around $148,800. Schmidt asked if there were still fund advisors to approve payments from the Community Fund to Rebuild Lake Delhi. Gifford stated that was correct.

Ben Pasker asked a question about the electric bill at the dam and what drove the cost. The thought was the aerators may drive the utility expense.

Dan Reyner addressed the Board and asked how they viewed the purpose of the LDRA.   Comments from the Board indicated that they likened the Board of Trustees to a city and the LDRA as a chamber of commerce. The LDRA would handle the recreational aspect of the lake and come to the Board with their projects and funding requests. It was also noted that the Board currently has a board member who is a liaison to the LDRA. Reyner asked about fireworks and if the Board would provide insurance coverage.   Burger indicated that the Board has provided insurance for the fireworks in the past and the consensus was that they would continue to do that. Reyner talked about the LDRA budget and indicated they would be requesting a dredge donation for the amount due along with a request for $1,000 to cover general operating expenses and money to cover the expense for a tax preparer. Reyner also stated that the LDRA is looking to fundraise around $20,000 for upcoming fireworks but may also need to request monies from the Board to cover some of those costs. A question was raised about what lake activities the LDRA would handle. Reyner stated that activities would include the fireworks and Christmas on the Lake. Davidson asked about the Fish & Game Club. He stated he felt that the club needed to work with the LDRA on their activities. Reyner indicated that the LDRA would be handling all of the promotional work for the Fish & Game Club as well as the fireworks, etc. He stated the LDRA will provide all the advertising of events and that they are currently developing their Facebook page and well as putting together a mailing list of all the property owners on the lake. Reyner said the LDRA would also be working with other groups such as the local snowmobile group and the Hartwick Huskies to promote their events. They also are looking to work with the DNR to provide workshops for boat and water safety. Reyner asked about the lake logo and if the LDRA could use the same logo to avoid potential confusion. The general consensus was that using the same logo would be a good idea.

There being no other comments, a motion was made by Burger, second by Davidson to adjourn. Motion carried.

Meeting adjourned at 7:16 p.m.

 

 

Minutes – Thursday, December 20, 2018

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, December 20, 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 Staebell.

 

Trustees present: Staebell, Herman, Davidson, Burger. Gifford by phone.

Trustees absent: Leonard, Havertape

 

Visitors: Ed Schmidt, Jim Willey and Deb Burger

 

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

 

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

 

Claims were presented for payment in the amount of $27, 418.16 from the General Fund for electricity, LP gas, internet services, dam operation services, printer maintenance, lobbyist expense, clerical expense, generator inspection, dam maintenance, misc. supplies and donation to Project Aware. Davidson motioned to approve the claims for payment as read, Burger seconded.  Motion carried.

 

November financial reports were presented. The General Fund had revenues of $8,646.85 from Delaware County and expenditures of $106,836.44 ending November at $1,846,319.73. The Debt Service Fund had revenues of $8,996.54 from Delaware County and no expenditures, ending November at $62,899.78. The Dam Improvement Fund had no revenues or expenditures and ended November with a $20,000.00 balance. Herman motioned to receive and file the financial reports as read, Burger seconded. Motion carried.

 

Consideration on the acceptance of drainage work and other improvements done by F.L. Krapfl to allow for the release of retainage after 30 days. Motion by Burger to approve, second by Herman. Motion carried.

 

The Board reviewed a request from the Snow Pioneers Snowmobile Club to create designated snowmobile trails on District property. A motion was made by Herman, second by Burger to approve. Staebell opened it up for discuss noting Jim Willey was there to answer any questions. Herman asked if the lease agreement is the same as what they would enter with the County. There are minor differences but the agreement is basically the same. He noted that 95% of snowmobile trails are on private property and that’s the reason for this type of agreement. Staebell noted the map of the trail is near the dredge site near the Cedar’s. Staebell asked if there is a need for a Certificate of Insurance. Willey stated that by signing the Agreement the District is included on the insurance as a landowner. Staebell asked if this needed to be done annually. Willey stated it is a perpetual agreement until either party wants to change the agreement. With no other discussion, the motion carried.

 

The Board considered a request for action on the approval of expenditures for one-third the cost of well repairs for properties adjoining district owned property. Staebell explained that the District has received from Wulfekuhle Electric for work done on a well that the District has partial responsibility for based on a prior agreement.   A motion was made to discuss the request by Davidson, second by Burger. Motion carried. Herman gave a review of his findings regarding the agreement. Based on information he was able to uncover there are many questions and uncertainties regarding the District’s obligations. After further discussion, a motion was made by Burger, second by Davidson to table the request until more information becomes available. Motion carried.

 

Committee Updates:

 

Water Quality & Sediment Control – No report

 

Community Quality & Life – No report

 

Property Assets & Dam – Davidson commented that he was at the dam when the transducer was replaced and the work was completed successfully.   The property committee met on December 4th to review possible projects for the future and frontage issues.

 

Finance & Budget – Burger suggested that one of the trustees meet with Laurie to review the preparation of the budget and become familiar with the budget process. Herman stated he felt that it would be a good idea to make more specific line item amounts for designated project within the budget. Staebell mentioned that with the payment for the drainage project complete, it might be time to request reimbursement from the Community Fund to Rebuild Lake Delhi. This is the account that is held by the Greater Dubuque Foundation. At this time there is approximately $148,000 left in that account and he feels it might be a good idea to ask for reimbursement for some invoices that are related to the dam and lake improvements.

 

Staebell noted he will not be available for the January meeting but will try to call in. He noted that at the February meeting individuals involved with Project Aware will be available for the presentation of the $15,000 donation the Trustees approved in October. He also noted that several of the road associations have also made contributions to Project Aware.

 

Public Comment: No comment

 

 

A motion to adjourn was made by Herman, second by Davidson. Motion carried. Meeting adjourned at 7:15 p.m.

 

Minutes – Thursday, November 20, 2018

The Combined Lake Delhi Recreational Facility and Water Quality District

Tuesday, November 20, 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 Staebell.

 

Trustees present: Staebell, Herman, Davidson. Leonard, Havertape and Gifford by phone.

Trustees absent: Burger

 

Visitors: Wanda Davidson, Larry Aschbrenner and Dan Reyner

 

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

 

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

 

Claims were presented for payment in the amount of $114,476.13 from the General Fund for electricity and internet services, dam operation services, printer maintenance, lobbyist expense, debris removal and drainage project expense. Herman motioned to approve the claims for payment as read, Davidson seconded.  Motion carried.

 

October financial reports were presented. The General Fund had revenues of $26,963.72 from Delaware County and expenditures of $33,666.17 ending October at $1,952,149.01. The Debt Service Fund had revenues of $35,690.86 from Delaware County and expenditures of $236,879.90, ending October at $53,903.24. The Dam Improvement Fund had no revenues or expenditures and ended October with a $20,000.00 balance. Herman motioned to receive and file the financial reports as read, Davison seconded. Motion carried.

 

Jason Wenger from Burrington Group updated the Trustees on the drainage project that was completed on the south side of the dam by F.L. Krapfl, Inc. He noted that he had sent comments and photos out prior to the trustee meeting but wanted to confirm that the project was successful. He doesn’t feel there will be any long term storm sewer maintenance needed but noted that the Board should consideration contract services to maintain the landscaping and integrity of the work that’s been completed.  Wenger said that he will do another walk through of the work in the coming month and then will recommend payment of the 5% retainage to Krapfl at next month’s meeting.

 

 

 

 

 

Committee Updates:

 

Water Quality & Sediment Control – Leonard said they Watershed Authority has met and are working on grant writing projects.

 

Community Quality & Life – Gifford, Leonard and Burger had a conference call to create action items that include options for the wall of recognition.

 

Property Assets & Dam – Davidson noted that the team had Swales down to the dam to help with debris removal and said it was successful but it was also a learning experience. He is looking for different businesses to help with future debris removal. Herman noted that he is looking at security camera options. Davidson also noted that there was a sensor failure that will be worked on next week.

 

Finance & Budget – No report available

 

Staebell asked if the trustees had any interest for a follow-up work session since the August work session. There was discussion about having another meeting in the spring.   Staebell noted that he reached out to one of the leaders of Project Aware and they may be available after the first of the year so that the Board can present them with the check of $15,000 that was approved last month. He noted that he is working on gathering road association and neighborhood contacts and is missing a few of them. He requested information from the other trustees regarding contacts. He will use those contacts to see if they have interest in contributing to Project Aware as well.

 

Public Comment:

 

Aschbrenner asked about the amount approved to Project Aware and it was confirmed it was $15,000. He also thought the bill from Swales was extremely reasonable and they are a great resource for debris removal.

 

A motion to adjourn was made by Davidson, second by Herman. Motion carried.  Meeting adjourned at 7:00 p.m.

 

Minutes – Thursday, October 18, 2018

The Combined Lake Delhi Recreational Facility and Water Quality District

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

Trustees present: Leonard, Staebell, Havertape, and Davidson. Burger and Gifford by phone

Trustees absent: None

Visitors: Linda Slobodnik, Ed Schmidt, Randy Rattenborg, Cody Wenger, Brody Tjaden, Pat Colgan, Dan Reyner and Larry Aschbrenner

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

Election of officers was held.  A motion was made by Gifford, second by Havertape to nominate Leonard for President.  A motion was made by Davidson, second by Herman to nominate Staebell for President.  Leonard addressed the Board before the vote.  He stated that he has been the acting President since being appointed to the Board by the Delaware Co. Board of Supervisors.  During that time he stated he has put in countless volunteer hours as President and worked in a volunteer capacity for numerous activities.  He expressed his gratitude and appreciation of working with so many as President over the years and it has truly been an honor.   If needed he shared that he would be willing to serve only one more year as President to allow for additional support for a new President if desired.  He also said that if Staebell is comfortable with assuming the role as President now he will work with him in any way needed.

A roll call vote was taken:  Havertape and Gifford voted for Leonard.  Davidson, Staebell, Herman and Burger voted for Staebell.  Leonard abstained.  Staebell became the new President and presided over the rest of the meeting.

Staebell asked for nominations for Vice President.  Burger nominated Herman, Davidson seconded.  Gifford nominated Leonard but Leonard declined.  A roll call vote was taken.  All voted for Herman with Leonard abstaining.

Staebell asked for nominations for Secretary/Treasurer. Davidson nominated Burger, Herman seconded. A roll call vote was taken. All voted for Burger.

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

Claims were presented for payment in the amount of $12,073.37 from the General Fund for electricity and internet services, dam operation services, accounting/clerical services, printer maintenance, lobbyist expense and dam maintenance on analog cable.  The Debt Service Fund had claims for the principal and interest due on the GO Bond debt. The expense for the principal was in the amount of $173,000.00 and the interest was in the amount of $63,879.90. Burger motioned to approve the claims for payment as read, Herman seconded.  Motion carried.

September financial reports were presented. The General Fund had revenues of $108,410.21 from Delaware County and expenditures of $50,992.58 ending September at $1,958,851.46. The Debt Service Fund had revenues of $148,212.22 from Delaware County and no expenditures, ending September at $255,092.28. The Dam Improvement Fund had no revenues or expenditures and ended September with a $20,000.00 balance. Herman motioned to receive and file the financial reports as read, Leonard seconded. Motion carried.

Randy Rattenborg presented the Board with an overview of a program called DelCo Best that is being utilized by the West Delaware School District. He introduced two students, Cody Wenger and Brody Tjaden, who are working with the program. The students in this class work with community leaders dealing with issues or problems within the local area and try to help find solutions to those issues. Rattenborg said his company, Burrington Group, has received a lot of calls from folks when rain events occur asking how high will the water get in their area. While Stanley Engineering put together a profile it doesn’t tell a whole lot other than what water does at a certain year event. He decided to try to get data that will mean something for the people on the lake and then put the data on the Trustee website. Rattenborg provided a copy of the profile the students put together. Cody and Brody explained the process of how they developed the profile to the Board. Colgan expressed appreciation to the students for their work and that this tool will be great for the lake community.   Rattenborg and Colgan both noted because of the numerous curves and bends in the river water piles up in those areas and creates flooding. It was also noted that the one issue with this profile is that it doesn’t capture the rain that falls south of the Hwy. 20 marker and that is something that needs to be noted. The Board again expressed appreciation to Rattenborg and the students for all their work.

The Board considered a request for a donation to the LDRA for assistance with their dredge debt. Dan Reyner, treasurer for the LDRA, was present to discuss the donation. The amount requested is $21,760.50. In his letter to the Board, Reyner referenced that future payments for the dredge debt will be increasing significantly. Staebell noted that the topic of payments for the LDRA dredge debt was a topic of discussion at the August work session.

Herman made a motion to approve the payment of $21,760.50 and Havertape seconded the motion. Herman stated that he had been in contact with John Danos, District Bond Counsel, regarding the legality of the District making a donation to the LDRA to pay a debt that was not a District debt. He reported that Danos felt comfortable that the District was within its rights to make said donation. Davidson asked if this would include the possibility of the District paying down the debt for the LDRA. Herman stated he would like to see the District consider making accelerated payments to reduce the interest that’s due. There was some discussion regarding whether the District should join the LDRA in talking with BankOne in paying down the debt. Burger stated that we need to be sure the monies held by the District do not include Bond monies as they were specific to be spent on dam repairs and were not to be used for payment of the LDRA debt. Leonard stated he had talked with the County Auditor and thought we were fine. Burger stated he had talked with Kramer and thought she was of a different opinion. Burger suggested Kramer visit with the County Auditor to clarify the issue. It was suggested that if the Board decides to pay down the debt a public meeting could be held. Burger also stated there are options that the Board could take. The debt is callable right now and the District could make additional payments rather than paying the whole debt off based on what monies the District has that are eligible to pay down the debt. There being no other discussion, the Board unanimously approved the requested donation to the LDRA in the amount of $21,760.50.

The Board next considered action on a donation to Project Aware for the work they did this past summer to clean up areas of the Maquoketa River that included a large amount of cleanup below the dam. Leonard stated he had conversations with members of Project Aware. Their annual budget is around $71,000 with 50% of that amount coming from the volunteers who pay to be a part of the project. They also have different levels for sponsorship with $3,000 being the platinum level. Davidson stated he was extremely grateful to the group for all of their work and felt the District should give a substantial donation and a letter of gratitude. Staebell noted that at a meeting of his neighbors at the Cedars, their association agreed to make a donation from their group with the idea of asking other road association groups to do the same. Leonard said he felt we need to step up now and made a motion to donate $25,000 to Project Aware. Davidson seconded the motion. Herman said he felt more comfortable with a donation in the area of $5,000. Staebell stated he would be agreeable to a smaller amount. Havertape expressed the same thought.   After more discussion, Leonard revised his motion to lower the donation to $15,000. Leonard asked Herman if he felt more comfortable with that number and Herman indicated he was not as did Staebell. Davidson seconded the revised motion. A vote was taken with five voting to approve $15,000. Herman and Staebell voted no. Motion carried.

Colgan presented the Board with a proposal for the annual dam inspection. He noted that during this past season we’ve had seven major flood events. The proposal from Stanley Engineering includes checking for settlement issues, seepage, scouring, etc. Given the amount of flooding that has occurred, Colgan recommended to the Board to approve the proposal from Stanley to conduct the inspection with a cost not to exceed $5,000. Colgan when asked indicated that he had no evidence that the dam had been damaged during the flood events and that an inspection this year, after so many flood events, would give us good information to rely upon in similar future circumstances. After some discussion, Leonard made a motion to approve the proposal for the dam inspection, Herman seconded. Motion carried.

Staebell presented the Board with a document from Linda Slobodnik for a request to purchase the frontage next to her property at the west end of the Cedars. He asked Slobodnik if she would like to speak to the Board. She gave the Board an overview of the issues regarding her property. Her proposal for purchase is due to the fact that the District is not maintaining the property and she believes not owning the frontage diminishes her property value. Given others have had the right to purchase their property she would like to same opportunity. Burger made a motion to table the request until January so he can have an opportunity to view the area and visit with Ms. Slobodnik. Leonard stated his concern regarding selling the property include some complex issues with regard to FEMA, dredging and the dredge site that is near the property.   Stobodnik was asked if she had had her property surveyed and she said no but would be willing to do so. Ultimately, her goal is to be able to fix dock and steps and be able to utilize it for herself or subsequent owner for boating purposes.   After more discussion, Herman seconded the motion made by Burger. Slobodnik said her work schedule would not allow her to meeting with the Board until February. Burger revised his motion to table the request until March 1st, 2019, Herman seconded the revised motion noting there will be legal requirements if the District decides to sell or transfer the property. Motion carried.

Committee Updates: Staebell provided the Board with a proposed Committee Structure that includes four basic committees which consolidated some of the previous committees from the past. He proposed that the committees meet on a quarterly basis and report back to the District.

Colgan reported on the debris at the dam. He suggested that the District go out for contract for removal of debris on the lake and at the dam. Colgan said he would come up with a project scope and develop an RFP. Staebell asked if the RFP would be based on an hourly basis. Colgan stated that would be the case. Leonard asked if the removal of debris would be by flushing the debris or by other means. The Board agreed to have Colgan draft a scope of work.

Burger noted that the port-a-potties are being removed on both beaches. There was some discussion about removing the garbage cans next year.

Leonard noted the Watershed Committee met a few weeks ago. The strategic plan of the group is taking longer than expected. The plan may not included benefits to Lake Delhi.   State assistance will require a plan to show the cost and benefits of siltation removal. He stated he will be looking for direction from the Board for the project scope noting that the scope will determine the cost.

Public Comment: Ed Schmidt stated that in the past they used to have divers help with the inspection of the dam. Colgan said that does not pertain to our situation based upon the recent reconstruction. He also asked if the agenda for the August work session had been posted.   Staebell said he thought it had been posted and that the notes from the meeting had been posted also but would check on it.

Reyner updated the District on the LDRA noting they’ve had two meetings and the elected officers are working on their budget and have reached out to the various recreational groups including Fish and Game, ski club, snowmobilers inviting them to their meetings to work with them on various recreational activities. A Facebook has been created for the LDRA and has been well received. One concern is that the LDRA does not have its own website that they can post information. Right now it’s within the District webpage and they would like access in order to post information. Staebell asked Reyner to reach out to Gifford to see if that can be worked out.

With no other comments, a motion was made by Leonard, second by Davidson to adjourn. Motion carried.

 

Minutes – August 16, 2018

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, August 16, 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, Havertape, Herman, Gifford and Davidson

Trustees absent: Burger

Visitors: Pat Colgan, Chloe Colgan, Ed Schmidt and Doug Hawker

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

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

 

Claims were presented for payment in the amount of $39,141.11 from the General Fund for electricity services, dam operation services, printer maintenance, lobbyist expense, clerical/accounting services, LP tank rent and a final payment for public access work at Turtle Creek. Herman motioned to approve the claims for payment as read, Gifford seconded. Motion carried.

July financial reports were presented. The General Fund had revenues of $37,529.08 from Delaware County and expenditures of $15,596.51, ending July at $1,767,538.49. The Debt Service Fund had revenues of $7,570.18 from Delaware County and no expenditures, ending July at $43,228.91. The Dam Improvement Fund had no additional revenues or expenditures and ended July with a $20,000.00 balance. Davidson motioned to receive and file the financial reports as read, Herman seconded. Motion carried.

Doug Hawker, who was part of the Project Aware program and currently works with Burrington Group on dam operations, gave an overview of the Project Aware cleanup work that was done on the Maquoketa River including the downstream side of the Lake Delhi dam. He gave some background on how Project Aware started in 2003 and how it has continued to evolve. This year’s project was the Maquoketa River cleanup. It was known by the organization from the beginning that the most significant part of the clean up was going to be below the Delhi Dam. Total participation for this year’s project was 397 people which included all ages groups. The total amount of debris collected from below the dam to Reetz Park amounted to 5.19 ton. That was the most collected in any other area of the Maquoketa River. Some of the debris included old motors, boat lifts, tires, etc. All participants are volunteers. The costs to fund the project include expense for renting vehicles, boats and canoes; transportation for hauling volunteers from place to place; camping fees, food, shirts, misc. supplies, port-a-potties, etc. The DNR used to help sponsor the event but with budget cuts they are no longer involved. Funding comes from the non-profit organization that supports the project. Hawker asked the Board to consider giving a substantial thank-you donation for the amount of work that was done.

Leonard asked where the funding comes from and for Project Aware and stated he thought it was a 50/50 split with business sponsors and local communities.   He also noted that he assumed a donation by the Trustees would go toward next year’s project. Hawker also stated that a lot of donations were for in-kind services. Herman was able to give a listing of many of the sponsors   Gifford asked what the total budget might be. Hawker’s thought each year cost well over $100,000. After further discussion, Leonard made a motion to table making a decision on a possible donation until more information could be provided about the total annual budget for Project Aware so as to be able to determine how much the Trustees would possibly approve to the organization. Second by made by Staebell. Motion carried.

A motion was made by Staebell, second by Davidson to put the District barge up for sale and set September 20, 2018 as the date for a public hearing to accept bids for the purchase of the barge. Herman said he would draw up the language for the notice of publication. Motion carried.

Colgan gave an operations update. He noted that Brian Monk has completed the riprap work below the dam and did a very nice job and a cost less than his initial quote. He also informed the Board that Rotork was at the dam this past week to change out the actuators. Lunda, Price Electric and Jetco were also there to help with the process which included rewiring each actuator. It was noted that the drainage project on the south side of the dam is slated to start in the very near future.

Herman reported that there was a watershed technical committee meeting held in July. The group is working to keep watershed management plan moving forward.

Leonard noted that Christmas on the Lake and the Fireworks went very well.

Leonard stated he was getting some phones calls from people on the lake concerned that there needs to be more presence of the DNR on the lake because of safety concerns. Herman said he noticed the red light on Hartwick bridge that is out. The county engineer should be notified. Leonard stated he will contact the county engineer to get it resolved.

There being no public comment, a motion was made by Davidson, second by Gifford to adjourn at 7:30 p.m.