The Combined Lake Delhi Recreational Facility and Water Quality District

Special Meeting

Thursday, August 6, 2015

6:30 PM

Lake Delhi Trustees Administration Building

Delhi, IA

The 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, Gifford, Davidson, Colgan, Herman

Trustees Absent: Burger

Recording Secretary: Shelley Kallenbach

Visitors: Larry Peter, Eve Peter, John Carbaugh, Ed Schmidt, Don Dede, Pat Dede, Nancy Hurt, Bob Galiher, Lola Galiher, Dan Reyner, Larry Aschbrenner

Motion to approve the posted agenda was made by Davidson, seconded by Kramer, motion approved.

The Board held the yearly election of officers.

Gifford motioned to combine the clerk and treasurer role into one role and nominated Kramer for the new combined position, Leonard seconded.

Discussion was opened. Colgan expressed several concerns about the motion. He stated that he feels it is important for the mail including bill receipt and payment to be by separate people as is now the case with a separate secretary and treasurer positions. This organization was set up four years ago to have appropriate oversight and build integrity into the organization. Leonard explained that this combination is not permanent and can be switched back at any time depending on the trustee or the Board needs. In addition, Leonard stated that Carla Becker and the district attorney have been consulted regarding the combination. Becker stated that it would be much simpler to work with one person in the combined role and reminded the Board that the County Auditor provides oversight as the audit processor of all the Board’s payments. The District Attorney also stated that there were no restrictions or segregation issues in the Iowa Code to prevent such a change. Concern was expressed about the additional workload for Kramer. Kramer explained that the recording secretary now fulfills the majority of the clerk role, so this would not be a significant workload increase but would increase role efficiency. Leonard stated that the responsibilities of the roles would not change, the County provides oversight, and Kramer has been responsible for many clerical functions for some time. Herman stated that he does not feel this is a checks and balances problem, and also that he has worked previously with organizations that have combined these roles. It was reiterated that this change does not need to be permanent and can be modified at any point. Leonard asked if any other trustee had an interest in taking the clerk position and no one showed an interest. Kramer added that the only additional duties added would be the posting of the agenda and the minutes. Gifford amended his motion to combine the clerk and treasurer role for one year, and to nominate Kramer for the new position, Leonard seconded, all ayes, motion approved.

Colgan motioned to nominate Leonard for the president position, Gifford seconded. It was agreed that Leonard does a significant amount of work for the lake that no one else could do. All ayes, motion approved.

Leonard motioned to nominate Gifford for the vice-president position, Kramer seconded. Leonard stated that the vice-president role is not mandated by the Iowa Code, but was created to have an alternate individual to run meetings in the absence of the president. However, he feels the role has grown to have an alternate individual aware of the vision and goals of the Board to step into place in the president’s absence. He also stated that he feels that Gifford has earned a promotion to this position due to his significant involvement with the lake, including work with the legislature that obtained more than 5 million for the project, leading the lake bed cleanup, and taking on a significant time commitment, and as such feels that Gifford would be appropriate for the role.

Discussion was opened. Concern was expressed that this changed the power balance on the Board, and that it may not be appropriate to do in Burger’s absence. It was stated that Burger runs a good meeting in Leonard’s absence, but it was felt that the role should be about more than just running the meeting. It was confirmed that all trustees have had to make significant time sacrifices to be available for meetings and other work. Gifford stated that he would be happy to help with any opportunity to contribute to the lake restoration and is interested in the role if it was felt it would strengthen the Board. All ayes, motion approved.

Colgan motioned to approve the July 23, 2015 meeting minutes as posted, Davidson seconded, motion approved.

The Board considered possible action on Stanley Supplemental Agreement #35 in the amount of $15,000. Colgan stated that this is due to some additional work Stanley completed that already resulted in a credit that was discussed at the last meeting. Some engineering work was required for the storm sewer reroute and the elimination of the downstream retaining wall. This led to an overall cost savings to the Board. Kramer motioned to approve Stanley Supplemental Agreement #35, Leonard seconded.

Discussion was opened. Davidson expressed concerns about seeing the billable work hours for these supplemental agreements. Kramer advised that the billable hours are on the invoices. Possible options to make the invoices and other information about the supplemental agreements easier to follow were discussed. All ayes, motion approved.

Kramer presented claims for payment. Claims in the amount of $2770.27 from the General Fund for electricity, auditor warrants, storm water discharge permit, recording secretary, entrance keys, lobbyist, and legal fees were presented. Claims in the amount of $306,340.70 from the Dam Spillway Fund for the Turtle Creek project, two Phase 1 payments, and engineering services were presented. Claims in the amount of $375,600.27 from the Dam Spillway Fund for Phase 2 payment were presented.

Discussion was opened. More detail was requested regarding incidentals, and it was confirmed that Stanley Engineering should be able to provide that information. A test audit of incidental expenditures was suggested. It was asked if a storm water discharge permit was still necessary if it was not currently used for that purpose. It was believed it was important to renew this so that it would not be unavailable once the dam reopens. Herman may call the DNR to confirm the necessity. Kramer motioned to approve the payments, Davidson seconded, motion approved.

Kramer presented the financial report for the month of June. The financial report for the month of July will be presented at the next meeting. The General Fund had revenues from Delaware County and previously approved general expenditures to end the month at $187,716.94. The Debt Service Fund had revenues from Delaware County and ended the month at $22,711.74. The Dam/Spillway Project Fund had revenues totaling $1,164,580.92 from the DNR and Delaware County, and expenses totaling $665,104.73 for Phase 1 and Phase 2 payments, as well as engineering expense, ending the month at $3,929,526.65. Leonard motioned to approve the financial report as presented, Herman seconded, motion approved.

Colgan motioned to approve a request to the DNR for reimbursement in the amount of $186,481.85, Gifford seconded, motion approved.

Herman motioned to approve a request to Delaware County for reimbursement for the spillway rebuild in the amount of $210,577.28, Davidson seconded, motion approved.

The Board considered approval of Hunt & Associates for the FY15 compilation report. This is the same firm that the county uses, which allows for significant cost savings since the firm is already used to the Board’s formatting. This is the same firm that the Board has used previously. Colgan motioned to approve using Hunt & Associates for FY15, Gifford seconded, motion approved.

The Board considered possible action on changing the Agent of Record from TrueNorth to PDCM Insurance. TrueNorth has been the insurance agent of record to communicate with the trustees regarding their ICAP insurance. However, the Board has begun working with PDCM Insurance out of Waterloo during Phase 2 via the Phase 2 contractor, and the Board feels they provide products and services that better fit the District needs.   The switch will not change the insurance policy coverage. Leonard motioned to approve the transfer, Kramer seconded. Herman expressed issues he has had previously with ICAP as an insurer, and the trustees will look into potential cost savings with a different provider. Motion approved.

The Board considered possible action on Resolution #8.6.15 to reconfirm the prior appointment of the LDRA as the administrator of the 2008 FEMA grants. This was done years ago following the 2008 floods, but the paperwork regarding this is not available and is needed to finish up these FEMA grants. Action is required to give the necessary information to FEMA. Leonard motioned to approve Resolution #8.6.15, Colgan seconded, motion approved.

The Board heard committee updates.

The Finance Committee had no updates.

Colgan presented Dam Construction updates. Phase 1 is now complete, as Lunda has installed the stop logs and has demobilized. Phase 2 is ongoing. Clay from a nearby farm is currently being delivered and compacted in preparation for sheet pile cutoff wall which is the next step. Leonard stated that he and Gifford had a meeting with the GCI project manager and reiterated that the Board and the community’s expectation is that the dam will be complete and ready for lake fill by this fall despite the 4-week setback from the temporary cofferdam breach. The Board wants to make sure that GCI is doing everything they can to meet this expectation and also deliver high-quality results. The project manager and GCI owner have been on site the past two days and they are very mindful of the timetable. Progress has been going very well since the last update.

Leonard presented Legislative Committee updates. The Committee is currently working on the preliminary stages of obtaining additional funds for siltation mitigation, and will work to move that forward as quickly as possible.

The Property Management Committee had no updates.

Gifford presented the Lake Bed Cleanup Committee updates. The Committee had a great volunteer event with over 100 volunteers bringing in their own equipment to take down trees and debris. More machine cutting will be done in early fall. Another large event to clean up what is left will be held at a later date. Gifford was pleased with the turnout and thanked the community for their great show of support.

The floor was opened to public comment.

Bob Galiher asked if the $350,000 available from the county for the Turtle Creek project is part of the $2,999,999 million total. It was confirmed that it is in addition to the $2,999,999 million.

Bob Galiher asked about the status of the use of the community-raised donations. It was confirmed that those funds have not been expended at this point. However, the state allocations are almost fully expended. The community will soon see their donations being put to use in the very near future. Requests to use this money will be made in a similar manner as the DNR and county fund requests. The fund advisers will be consulted to any request. When funds begin to be used, the community will be able to see the amounts on the Trustee website. Reimbursement from the Community Fund will also goes through the county auditor’s office. It was noted that plans are also underway for the Wall of Recognition design and placement. The community is encouraged to donate in the near future if they would like to be included on this wall.

Eve Peter asked how many pledges were outstanding. Kramer stated that the community has collected 1.5 million of the requested 1.7 million, with 80% pledge fulfillment.

Lola Galiher asked for an update on the status of the old office. It is currently being used as the Phase 2 project office, but some LDRA material is still inside.

Lola Galiher asked about the status of the direction of the LDRA. The Board reiterated that they are ready to meet over any proposal for roles that the LDRA wishes to present in the near future. There are many tasks required and the Board will do them out of necessity if no proposal is made. Time is running out to make any plans, so the Board is waiting for any proposals from the LDRA.

Dan Reyner from the LDRA stated that they have met partially but not as a whole to make a proposal. They are hoping for input from the community, possibly with a survey, but this has not occurred yet. They will look into publicizing their meetings in the Lake Delhi Voice.

Davidson motioned to adjourn, Gifford seconded. The meeting was adjourned at 7:45 PM.

The Combined Lake Delhi Recreational Facility and Water Quality District

Regular Meeting

Thursday, July 23, 2015

6:30 PM

Lake Delhi Trustees Administration Building

Delhi, IA

The regular meeting of the Lake Delhi Recreational Facility and Water Quality District was called to order by Vice President Larry Burger at 6:30 PM.

Trustees Present: Burger, Kray, Davidson, Colgan, Leonard (via phone)

Trustees Absent: Kramer, Gifford

Recording Secretary: Shelley Kallenbach

Visitors: Jim Locke, Larry Peter, Eve Peter, Don Dede, Pat Dede, Gordon Anderson, Pat Anderson, Sue Christiansen, Lou Christiansen, Chloe Colgan, Marcheta Cooey-Lux, Bill Lux, Bob Galiher, Lola Galiher, Ken DeKlotz, Barbara DeKlotz, Diann Hansen, Bud Hansen, Ken Kray, Larry Aschbrenner, Ben Pasker, Wanda Davidson

Motion to approve the posted agenda was made by Davidson, Kray seconded, motion approved.

Motion to approve the June 18^th, 2015 meeting minutes was made by Colgan, Leonard seconded, motion approved.

Colgan presented Payment Request #16 to Lunda Construction in the amount of $166,191.18 for contract line item payment and remaining storm sewer and gate installation payment. After demobilization next week, it appears that Lunda Construction should come in under their bid. Colgan motioned to approve payment to Lunda Construction, Kray seconded, motion approved.

The presentation of the financial reports will be tabled until the August 6^th meeting.

The request to the DNR for reimbursement for invoices paid by the District for the dam rebuild will be tabled until the August 6^th meeting.

The unofficial election results were presented by Kray. These results are unofficial until the county has canvassed the results. Larry Burger and Doug

Herman were elected to fill the two open spots, including the spot that will be vacated by Kray. Motion to receive and file the unofficial election results was made by Davidson, seconded by Kray, motion approved.

The Board heard committee updates.

Colgan presented updates from the Dam Construction Committee.

Phase 1 is essentially complete. Phase 1 has been inspected for final details and Lunda is working to finish these remaining tasks. The stop log and hoist will be installed next week, after which Lunda will demobilize. The three dam flood gates, including gate lifts, are installed. When the entire project is completed including the labyrinth spillway, the new dam will be able to pass 69,000 cfs of flood water. All other contractual structure work has also been completed. Colgan thanked Lunda Construction for their continual work over the past 15 months, excluding two weeks for Christmas, and their expertise in constructing a superior dam. The new floodgates will be fully automated and activated by pressure sensors located at the dam that will help maintain lake depths by lifting or lowering the gates as needed. The gate lifts will be able to lift the gates fully in twenty minutes. They can also be lifted by a diesel generator, hand drill, or hand crank in an emergency.

Phase 2 work by GCI continues to get back on track after the temporary cofferdam breach on June 14. The cofferdam repairs were completed the week of July 6^th, allowing for contract work on the dam spillway to resume. Unsuitable riverbed soil has been removed and structural granular material has been used to fill these areas allowing for clay from a nearby farm to begin being brought in to build the earthen care of the new dam. The temporary cofferdam can now protect the work area to a flood of 8000 cfs. The current water flow is 140 cfs. To date, GCI has been working very diligently to complete work as soon as possible. They plan to begin using two crews when the concrete portion is ready to begin.

Leonard shared several updates. Updates on Homeland Security and FEMA issues should be available in the next few weeks. There is also a federal grant for projects with significant economic impact that the District may qualify for and more information should be available soon. There will be a piece on the lake in the Monticello Express that will showcase the hard work the community has put into rebuilding the dam. There will also be a community volunteer lake bed cleanup event that will also showcase the community’s efforts.

The Lake Bed Committee presented updates. On August 1^st, the Trustees will be holding a volunteer lake bed cleanup day in order to clean up remaining debris and cut trees. Volunteers will meet at Hartwick Marina. More information will be coming regarding this day and work locations.

The Dredge Committee presented updates. The information obtained from soil borings have been submitted to the Corps of Engineers and are waiting on their resolution. This information will allow for future dredging on the lake without additional permit applications.

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

The floor was opened to public comment.

Larry Burger expressed the Board’s thanks to Mary Kray as this was her last meeting as clerk. Colgan said that she had great integrity, an eye for the small details, and was always willing to make sure things were done correctly. Mary Kray said that it had been a pleasure to serve the community, especially those who have been so diligent about participating in the rebuild efforts. She has truly enjoyed working with the Board and the community to make the lake happen.

Marcheta Cooey Lux asked what places the work on August 1^st will occur and what the plans are for feeding the volunteers. There is no definitive answer on the locations just yet, but they will be coming out in the next few days and a request will be made to email that information to allow for food planning.

Pat Anderson asked if it is possible to remove remaining debris from the lake without the owners’ permission. The Board opinion is that if the debris has not been claimed, it can be removed, as it has been unclaimed now for five years.

Larry Aschbrenner stated that several members of the public would like to calculate the amount of personal funds put into the dam reconstruction by members of the public and inform the county of this number to show how much work the community has accomplished.

Leonard reminded the community to get their dock permits if they have not done so already, and also to respond as soon as possible if they have received a sanitation letter as enforcement will begin soon.

A time with cookies to thank Mary Kray for her time was shared.

Davidson motioned to adjourn, Colgan seconded. The meeting was adjourned at 7:05 PM.

Below represents the minutes from the most recent Trustee meeting.  These minutes are unofficial until approval at the next board meeting.

The Combined Lake Delhi Recreational Facility and Water Quality District

Regular Meeting

Thursday, June 18, 2015

6:30 PM

Lake Delhi Administration Building

Delhi, IA

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

Trustees present: Leonard, Kramer, Burger, Gifford, Kray, Davidson, Colgan

Trustees absent: None

Recording Secretary: Shelley Kallenbach

Visitors: Larry Peter, Evelyn Peter, Jim Locke, Pat Dede, Don Dede, Ken Kray, John Carbaugh, Pauletta Carbaugh, Sue Christianson, Lou Christianson, Ken DeKlotz, Barb DeKlotz, Nancy Hurt, Doug Herman, Larry Aschbrenner, Bob Galiher, Lola Galiher, Dan Staebell, Chris Stender, Wanda Davidson, Chloe Colgan, Jen Colgan

Motion to approve the posted agenda was made by Kramer, seconded by Gifford, motion approved.

Motion to approve the May 21, 2015 meeting minutes made by Colgan, seconded by Davidson, motion approved.

Kramer presented claims for payment. Claims in the amount of $2,805.84 for electricity, website renewal, lobbyist expense, office rent, and LP tank repairs were made from the General Fund. Claims in the amount of $665,104.73 for Phase 1 and 2 payments and engineering services were made from the Dam Spillway Fund. Davidson motioned to approve the presented claims for payment, Colgan seconded, motion approved.

Motion to approve a request for reimbursement to the DNR in the amount of $356,196.52 for expenses paid by the district was made by Davidson, seconded by Gifford, motion approved.

Motion to approve a request for reimbursement to Delaware County in the amount of $154,138.10 due to the county’s repayment rate of 50% was made by Kray, seconded by Leonard, motion approved.

Kramer presented the financial reports. The General Fund had revenues from Delaware County and interest in the amount of $3,574.43, and expenditures of $32,042.59 for an LDRA donation and other administrative expenses, ending May with a balance of $188,776.44. The Debt Service Fund had revenues from Delaware County in the amount of $8,560.74 and no expenditures, ending May with a balance of $16,290.00. The Dam Spillway Fund had interest income of $3,994.15 and expenditures totaling $1,502,298.69 for Phase 1 and 2 payments and payments for the Turtle Creek project, RNA septic project, and engineering expense, ending May with a balance of $3,430.050.46.

Kramer presented an update on a monthly budget report. Kramer will be presenting a monthly budget plan at the July meeting once the June reports are complete and numbers for the rest of the fiscal year are final.

Leonard motioned to approve a donation of $1,000 to the Delhi Fire Department, Kramer seconded. This donation is in regard to several services given by the Fire Department. The donation has no restrictions for use. It will help cover the cost of the dry pump installations on the lake. It will also express appreciation for the Fire Department’s willingness to assist with control burns for lake bed cleanup as well as to come and use chainsaws in difficult to reach areas. No further discussion, motion approved.

Colgan presented GCI Change Order #1 in the amount of $2,512.65. This change order is for materials and labor to move dam lighting to a better location given the installation of the new dam gates. Burger motioned to approve, Davidson seconded. Gifford asked if there is any process of oversight into GCI subcontractors to confirm the subcontractors are using the best bid for this and future change orders. Colgan stated that all change orders are reviewed by Stanley Consultants to confirm the bid specifications are appropriate for the work done. Stanley Consultants also has an individual on-site to monitor time sheets for accurate reporting. No further discussion, motion approved.

Kray presented the first draft of a list of tasks required prior to dam completion. This list was created with assistance from Larry Peter. The list will continue to be added to and edited so task assignments can be made for all tasks requiring completion before lake fill. Leonard motioned to approve filing of the task list, Burger seconded, motion approved.

The Board heard committee updates.

Gifford presented updates from the Lake Bed Committee. The Lake Bed Committee has met and catalogued further problem areas, which have been updated on the real-time cleanup map on the website. The Committee is in the process of taking volunteers and assigning people and dates to clean specific areas. Chris Stender was recognized for cutting from the Hartwick Marina to Hartwick Beach with heavy equipment. Stender stated that cleanup with this equipment goes quickly. Gifford affirmed that certain areas are not accessible by this equipment and chainsaws will be required to clear these areas. Cleanup dates and volunteer needs will be released to the public as soon as they are available.

Leonard presented updates from the Dredge Committee. Leonard stated that the Committee will be working with the NRCS, lobbyists, and the DNR to look for resources available for the mitigation of siltation on the lake. Some of the siltation on the lake is coming from property owners along the river and not just from upstream. The Committee will be working to create short-term and long-term plans to reduce existing siltation and reduce siltation accumulation in the future. A plan to distribute siltation removal equitably around the lake is also being discussed. Initiatives to fund these dredging projects will be considered as plans become available.

Colgan presented updates from the Dam Construction Committee.

Phase 1 construction is nearing completion, and Lunda Construction is expected to be finished and withdrawn by July 4^th. Two of the three dam gates are now installed and the third is expected in the next week. These gates can be raised multiple ways, including with the use of a ¾ inch drill. These gates will be the major way to control the lake level at flows over 400 cfs.. The lake overflow spillway will be constructed at one inch below lake level, so the lake level can never go above one inch below normal lake level. These gates have lake level sensors that will automatically begin to lift the dam gates in one inch increments up to 17 feet to control lake level as necessary. The lake will no longer be able to store any water. The new dam will be able to pass up to 69,000 cfs of river flow. A emergency diesel generator has also just been installed to provide electricity to the dam controls in the event of a power outage on the lake. In a worst-case scenario, the gates can be lifted manually with a ¾ inch drill. Use of stainless steel for strategic components and sealed bearings will result in very little maintenance required for the future. There is no future date for when to expect 100 year flood plain adjustments. However, improvements to individuals’ flood plain classifications may be expected in nearly all cases.

Phase 2 construction with GCI began on April 1^st. 15 dewatering wells that go 50 feet below ground have been installed to lower the water table under the dam spillway behind a temporary cofferdam to allow work on the dam spillway. This temporary cofferdam breached on Sunday, June 13 between the temporary cofferdam wall and the original dam concrete wing wall due in part to heavy rains. Within 24 hours GCI had a report on the failure available and made plans to make the failed cofferdam stronger, including new cofferdam sheets, attaching the steel sheets to the concrete wing wall at the point of breach, sealing, and large rocks to additionally bolster the repaired temporary cofferdam. These repairs will begin once the river level has lowered enough to allow access. The dewatering wells will then be used to remove the overflow water. Colgan stated that the most important things to know about the temporary cofferdam breach are as follows:

1. No work had yet been done within the dam spillway, so no work was lost as a result of the temporary cofferdam breach.
2. GCI is contractually responsible for 100% of the cost of the breach, so this has no financial implications for the District.
3. The temporary cofferdam was designed by a licensed professional engineer and was required to be reviewed by both Stanley Consultants and the State of Iowa. This was simply the result of a weak link and the significant amount of rain.
4. Cofferdams do commonly breach, and this is not the first time a cofferdam has breached in the area. Other recent cofferdam breaches include two in Waterloo, and also breaches in Waverly and Minneapolis.
5. CGI has assumed responsibility and is insured to cover all costs associated with the breach. They are now more committed to going forward as quickly as possible and to putting additional measures in place to the temporary cofferdam that are not contractually obligated in order to protect and maintain their reputation. All parties involved are moving forward.

Kray presented updates from the Dam Water Quality Committee. Kray contacted Dennis Lyons for updates on the water septic survey. Lyons stated they have issued 14 permits and about 10-15 people have called about the survey next steps. Lyons reiterated that if residents received a letter regarding septic inspection, to contact him as soon as possible to record time frames for completion.

The Funding/Finance Committee had no updates.

Leonard gave updates on the septic systems in the Rocky Nook area. These systems are nearly complete and are going through the review process prior to signing off on the system. One hookup is still being looked at, and once it is complete sign off and payment to the contractor will be finished.

Leonard gave updates from the Legislative Committee. The legislative session is over, but the governor is going through the bills approved to look for those he may wish to veto. Applicable funds that increased funding, pending governor veto, include an increase to lake restoration funding to a total of 9.6 million and an increase to the CAT grant program to a total of about 5 million dollars. This is good for future funding opportunities. The Board will seek to have the governor visit the lake this summer for updates on the dam’s progress and to discuss funding opportunities.

Leonard also stated that three Board members have been going to homeowners’ association meetings to present updates on dock permits, the individual dredging process, the community fund, fish stocking, the wall of recognition, the septic system updates, and other pertinent information. He stated that if residents have an upcoming homeowners’ association meeting, the Board is offering to participate to give updates and answer questions from the public. He also expressed thanks to the homeowners’ associations that the Board has been able to meet with so far.

The DNR wishes to inform the public that an Open House will be held on Saturday, June 20, to assist individuals with the permitting process in person and answer questions. The DNR also wishes to thank those who have come in during the week to allow more time for individuals who must come on Saturday. Please contact the DNR for a Saturday appointment if desired.

The floor was opened for public comment.

Bob Galiher requested an update on the dredge site owned by the LDRA. Leonard stated that the dredge strategy has to include that dredge site. Bill Holman from Stanley Consultants, along with Dave Finks, have reviewed the site and the history of the site to make a report on what is necessary to make the area operational.

Larry Peter reminded residents of the option to use the LOMA process to exempt from force-placed flood insurance. This process allows mortgage holders to apply for a flood insurance waiver following a survey of the property if you feel your property should not fall in the flood plain. Burrington Group out of Manchester is familiar with this process. Also, for residents wishing to contribute to the Delhi Fire Department, there is can recycling at the Delhi Fire Department site that gives proceeds to the Fire Department for additional funding.

Sue Christensen stated she would like to give her paperwork and financial statements regarding water quality to the Board now that the Board will be taking over water quality management. The Board accepts and thanks her for her work.

Pat Dede requested additional information about the septic inspection letters Dennis Lyons sent. The Board is unaware of how many letters were sent and how many inspections are remaining. The Board believes it is in residents’ best interest to call and discuss scheduling inspections with Dennis Lyons as soon as possible, as lack of response would count as evidence leading toward forced inspection. The Board states to call Lyons with questions regarding the inspections, and he has been working with all who communicate with him.

Bob Galiher requested more information regarding the coring for dredging process occurring in certain areas of the lake. The Board discussed that these soil samples are being taken to determine the location of virgin ground in strategic areas of the lake, which will allow for mapping necessary to dredge in the future. By taking these samples now, the Board will not need to apply for a dredge permit in the future to conduct any dredging.

Bob Galiher also asked about how to permit dredging on personal property. The Board discussed the individual property dredging permitting process that was developed to allow property owners to remove or move siltation from their property through a simplified permit application. Additional information on the process is available on the Trustee website and in past issues of the Lake Delhi Voice.

Barb DeKlotz asked the Board to make the Delaware County Sheriff aware of contact information in the event of an emergency. The Board discussed how well the emergency management plan worked during the temporary cofferdam breach, and agreed to give updated information to the Delaware County Sheriff department.

Barb DeKlotz also asked about transitioning the LDRA back to active status with the lake fill approaching. The Board is happy to meet to begin that transition.

No further public comment.

Davidson motioned to adjourn, Gifford seconded, meeting adjourned at 7:39 PM.

Below represents the minutes from the most recent Trustee meeting.  These minutes are unofficial until approval at the next board meeting.

The Combined Lake Delhi Recreational Facility and Water Quality District

Regular Meeting

Thursday, May 21, 2015

6:30 PM

Lake Delhi Trustees Administration Building

Delhi, IA

The regular meeting of the Lake Delhi Recreational Facility and Water Quality District was called to order by President Steve Leonard at 6:33 PM.

Trustees present: Leonard, Kramer, Davidson, Kray, Burger, Colgan

Trustees absent: Gifford

Visitors: Larry Peter, Eve Peter, Pat Dede, Don Dede, Ed Schmidt, Ken Kray, Mike Steuck, Jim Locke, John Carbaugh, Pauletta Carbaugh, Ben Pasker, Marcheta R. Cooey Lux, Bill Lux, Wanda Davidson, Nancy Hurt, Joe Vorwald, Mr. McMurrin

Recording secretary: Shelley Kallenbach

Motion to approve the posted agenda was made by Burger, seconded by Kramer. Leonard requested to add Mike Steuck from the DNR for an update to the agenda. Burger motioned to approve the addition, seconded by Kramer, motion approved.

Joe Vorwald, Delhi Fire Department Chief, made a presentation regarding dry hydrant installation on the lake. The Fire Department is planning to install dry hydrants in eight strategic places around the lake to allow fire trucks to refill using lake water instead of driving back to Delhi to refill. The hydrants go four feet deep into the lake to avoid freezing. Property owners will therefore have quicker access to emergency water, and the hydrants may potentially lower homeowner’s insurance costs. The Fire Department will cover labor costs, leaving only the cost of $6,400 for the hydrants to be distributed evenly in a method yet to be determined. The Fire Department looks to begin installation in two weeks.

Mike Steuck from the DNR made a presentation regarding dock permit applications. The online dock permitting process is going well. The DNR staff intends to hold an after-hours date the Friday or Saturday after the next Board meeting for residents to fill out dock permits in person at the DNR office if they prefer. In addition, DNR staff will be at the next Board meeting to provide dock information and answer resident questions regarding the permit application process. Steuck also gave an overview of the existing DNR rules and processes in place to prevent the infestation of invasive species such as zebra mussels in the lake once it is opened, as well as the DNR’s readiness to repopulate the lake’s fish supply when the lake is filled.

Colgan motioned to approve the April 16, 2015 and May 7, 2015 meeting minutes, Burger seconded, motion approved.

Kramer presented claims for payment approval. Out of the General Fund, claims for the amount of $3,296.96 were made for copier, recording secretary, auditing, website, lobbyist, and furnace cleaning services. Out of the Dam/Spillway Rebuild Fund, claims in the amount of $1,115,421.19 were presented for the Turtle Creek project, wastewater/water main work, engineering services to Stanley, Phase 1 payments to Lunda Construction, and Phase 2 payment to GCI. Kray motioned to approve the presented claims for payment, Burger seconded, motion passed.

Motion to approve a request to the DNR for reimbursement for invoices paid by the District for the spillway rebuild in the amount of $231,815.92 for Phase 1 payment to Lunda Construction was made by Kramer, seconded by Burger, motion approved.

Motion to approve a request to Delaware County for reimbursement for invoices paid to GCI and Stanley for the spillway rebuild in the amount of $396,610.22 due to the County reimbursement rate of 50% was made by Colgan, seconded by Davidson, motion approved.

A final report for FY 2014 by Hunt and Associates was presented to the Board, breaking down expenditures, assets, and liabilities. The report states that the Board did not make disbursements exceeding their FY 2014 certification. Burger motioned to receive and file the final report, Kray seconded, motion approved.

Colgan presented five change order requests from Lunda Construction to the Board as follows:

1. Lunda Construction Change Order #20 in the amount of $39,750.36 for the necessary removal of two concrete walls from the original dam that did not appear on drawings;
2. Lunda Construction Change Order #21 in the amount of $1,866 for freight charges spent to ship additional sheet pile for the north side of the dam due to unexpected lower rock levels;
3. Lunda Construction Change Order #22 for a credit of $1,223 as the planned gate hoist was no longer available and the alternative was cheaper than the amount budgeted;
4. Lunda Construction Change Order #23 for $5,782.13 for the necessary reduction of the Ogee gate sills in preparation for the new gates as they were 4 inches taller than the drawings indicated;
5. Lunda Construction Change Order #24 for $5,763.07 for contractual obligation for payment after the existing wall concrete was found to require less work for rehabilitation, which necessitated a change in unit cost.

Colgan motioned to approve the Lunda change orders for a total sum of $51,958.56, Kramer seconded, motion approved.

The Board heard committee updates.

Leonard presented Gifford’s update from the Lake Bed Cleanup Committee detailing the list of areas that have been mowed and cut down. The real-time map of cleanup areas can be found on the Lake Delhi website. Heavy equipment will soon be starting in the thicker areas, and volunteers to assist continue to be assembled.

The Dredge Committee stated that the new dredge permitting process has been working well with all current requests being approved. Appreciation for those applying and doing individual dredging was expressed. Shallow Soil borings to map the sediment depths is scheduled to begin the week after the Memorial Day holiday. Thirteen areas will be surveyed in the areas most in need to future lake dredging. Boring dredging to determine pre-dam levels for future dredging permits is scheduled to begin after the Memorial Day holiday. A request has been made to Stanley for a proposal quote for a plan to help develop an ongoing dredging strategy to maintain acceptable lake depths requiring any future dredging .

The Water Quality Committee had no updates.

The Dam Construction Committee gave updates on the construction. Colgan stated that work is going very well, especially given the reduced river flow so far this year. The Phase 2 cofferdam is up, and the downstream cofferdam is about 2/3 done. Dewatering piping to lower the groundwater tables is being laid following significant sand removal. Colgan also explained the importance of the new automatic gates, which can sense changes in water backup and adjust height as necessary to mitigate pressures. As such, it would require about three times the highest amount of water flow that has ever been recorded at the lake to ever cause another dam breech again.

The Funding and Finance Committee had no updates.

The Legislative Committee heard updates from the Board’s lobbyists, Gary Grant and Larry Murphy. Unfortunately, the Iowa House and Senate continue to be unable to reach an agreement on budget priorities and may be in session as late as June 30^th. The lobbyists monitor existing bills that may impact various aspects of the dam rebuild and notify the Board of these bills’ progress. They will also go before the DNR to discuss funding opportunities for remaining needs as necessary. Several different potential options for legislative monies exist pending the outcome of budget negotiations.

Kray expressed the need to create a consolidated list of efforts remaining to be done before lake fill that solicits ideas from the public and the Board. Timelines and task assignments will be determined after the creation of this list. Kray will begin compiling this list using existing information, and will be the current point of contact for the public to notify the Board of tasks requiring attention before the lake is complete.

The floor was opened to public comment.

Larry Peter stated that there was much to do, so the Board will need a lot of volunteers to complete all required tasks. He stated that it is exciting that the new dam monitoring systems will allow the future dam supervisor to detect problems with the dam before they happen, which has not been possible in the past. Peter also presented a list of remaining tasks to the Board that he has compiled.

Kray motioned to adjourn, Burger seconded. Meeting adjourned at 8:12 PM.

These minutes are unofficial until approved at the next Trustee regular session.

The Combined Lake Delhi Recreational Facility and Water Quality District Trustee Regular Meeting

April 16, 2015—6:30 PM

Lake Delhi Trustees Administration Building

Delhi, IA

The regular trustee meeting of the Lake Delhi Recreational Facility and Water Quality District was called to order by President Steve Leonard at 6:30 PM at the Lake Delhi Trustees Administration Building in Delhi, IA.

Trustees Present: Leonard, Kray, Davidson, Kramer, Colgan (Skype)

Trustees Absent: Burger, Gifford

Recording Secretary: Shelley Kallenbach

Visitors: Larry Peter, Eve Peter, Ed Schmidt, John Carbaugh, Pauletta Carbaugh, Don Dede, Pat Dede, Mark Brewer, Dan Reyner, Jim Locke, Larry Aschbrenner

Motion to approve the posted agenda was made by Kramer, seconded by Kray, motion passed.

Motion to approve the posted minutes from the March 19, 2015 meeting was made by Kramer, seconded by Kray, motion passed.

Claims for payment approval were presented by Kramer. Claims for payments in the amount of $2,322.59 for office electricity, copier maintenance, warrants, and lobbyist expense were presented from the General Fund. Claims for payment in the amount of $354,546.25 for bond principal and interest was presented from the Debt Service Fund. Claims for payment in the amount of $395,763.28 for the Turtle Creek project, Phase 1 payment, and engineering services from the Dam Spillway Project Fund were presented. Kramer confirmed that the Dam Spillway Fund does not currently have the funds for this presented payment because the property tax draw that will cover the payment comes at the end of April. Once the funds are available, the check will be released to Bankers Trust by the County Auditor. Kray moved to approve the claims for payment, Davidson seconded. Motion to approve claims for payment was passed.

Motion to request reimbursement in the amount for $365,731.35 from the DNR for invoices paid by the District was made by Kray, seconded by Kramer, motion passed.

The financial report was reviewed by Kramer. The General Fund had revenues from Delaware County and interest in the amount of $62,495.45, and miscellaneous expenses in the amount of $797.11, ending March at $205,703.31. The Debt Service Fund had revenues in the amount of $146,365.32 from the Delaware County Treasurer and interest and no expenditures, ending March at $329,614.52. The Dam Spillway Project Fund had revenues of $275,197.63 from the DNR and interest, and expenditures of $551,323.91 for project payments, ending March at $4,748,733.22. Davidson motioned to approve the posted financial report, Kray seconded, motion passed.

Motion to authorize Delaware County to conduct the upcoming Trustee election on the date the County selects was made by Kramer, seconded by Kray, motion passed.

The Board considered a resolution to authorize the Delaware County Auditor to make payments for the District. This resolution is to allow the Auditor to pay certain bills for the District without requiring a formal meeting in order to better meet payment cycles and avoid finance charges. The resolution also requires that bills paid before the regular meeting be submitted at the next regular board meeting for approval. Kray motioned to approve the resolution, Davidson seconded. It was noted that the resolution does not include contractor payments. Motion to approve posted resolution passed.

The Board considered a modification to Stanley Engineering Change Order #16. The previously approved change order was an estimate and this revision covers

additional grouting needed at the southwest wing wall by the Phase 1 contractor. The proposed change is to allow for payment to cover the full grouting expense by adjusting the previously approved amount of $53,167.34 to $61,891.79. Leonard motioned to approve the revised change order, Kramer seconded, motion passed.

The Board heard committee updates.

Leonard presented updates on behalf of Gifford from the Lake Bed Cleanup Committee. A map of debris and tree cleanup areas was presented. The real-time map will also be kept on the Trustee website for the public to review. Each area marked on the map is considered a subproject to the whole lake bed cleanup project and may require different work. Some areas only have two years of tree growth, while others have growth that has happened since the dam breach. It will be important to consider steps to cut and ultimately remove this growth. Help from the community is requested to confirm that no areas are missed. The map and contact information to report areas will be on both the Trustee website and in the Lake Delhi Voice. Leonard expressed thanks to property owners who have taken care of their existing growth during this dam rebuild process, which has made the lake bed cleanup a manageable process.

The Dredge Committee presented updates.

The Board previously authorized Braun to do borings and identify the depth of the lake for dredge permitting purposes. Stanley Construction is near to completing a final draft with Colgan’s assistance for this process. If the proposed budget for the work falls within the budget, work will begin within two weeks. A special meeting will be called if the proposed cost does not fit within the budget. This work will allow for the Board to meet permit requirements to allow possible future dredging without obtaining a new permit. The work is expected to take one week once it is begun.

Leonard stated that an agreement for individual dredging around docks and lifts has been finalized and will be available for view on the Trustee website and in the Lake Delhi Voice in the next few days. The Dredge Committee urges all property owners to complete this permitting process to allow for individual dredging up to lake fill should property owners later wish to dredge.

Colgan presented updates from the Dam Construction Committee.

Two contractors are currently working on separate sides of the river. The Phase 1 contractor, Lunda Construction, is near the end of their work. Concrete was just poured for the base of the new north dam to replace the original north dam that was removed after the dam breach. Rebar is currently being placed for the main wall. When the north dam is done in approximately three weeks, the gates will be able to be delivered. The piers and gate guides are finished. The three new flood gates will each come in two pieces from New York and will be connected on site to allow the gates to be moved up and down with augurs. The contractor is responsible for coming out to verify gate dimensions. This process is expected to be complete in May, with Lunda mobilizing in June. The wicket gates have been lubricated and are now fully functional, allowing for manual opening and closing by hand.

The Phase 2 contractor mobilized on April 1^st. Rock on the south bank has been removed and used for a causeway across the river. The causeway will be used for the sheet pile crane to build the temporary cofferdam. Sheet pile is expected in two weeks, at which point the temporary cofferdam will begin.

Colgan stated that all dam construction is currently proceeding very well.

The Water Quality Committee stated that a piece will be coming in the Lake Delhi Voice reminding property owners that septic inspections need to be completed this year if a letter regarding inspection was received.

The Funding/Finance Committee had no updates.

The Legislative Committee stated that the response approved by the Board at the last meeting to Speaker Paulsen was sent and to date no further questions have been received.

Leonard presented additional updates. The septic system updates at Rocky Nook are going well. It had been written into the contract that this work needed to be completed by May 1^st. However, due to significant truck activity on the road, final gravel and grating will not be finished by this date. Burrington Group is expected to submit a contract change for approval to allow for an additional 30 days for completion to the Board.

The Turtle Creek Project has been proceeding well. The new boat ramp concrete pour is anticipated next week, with the bridge expected to be complete in the next few weeks and the road anticipated to be open by June 1^st. The whole project, including public restrooms, parking areas, beach, and recreational facility is expected to be complete before lake fill. In addition, some of the dirt from the cove was used to build up the new bridge, which will allow taller boats to go under the bridge.

Leonard also reminded the community that boat dock permits have expired during the dam rebuild process. All boat dock owners need to go through the permit process for these docks. Most of these permit requests will fall under Classification Class 1. The process needs to be completed online, as soon paper applications will not be accepted. Step-by-step instructions and images will be in the Lake Delhi Voice. The process is simple and very short. Previous permit numbers will be required and can be obtained by calling ahead if necessary. Permits are needed before water is beneath the docks. In addition, permits and contractors for any planned shoreline work need to be obtained soon as time is running short.

Lastly, Leonard stated he recently presented updates on the dam rebuild to the Lions Club in Manchester and thanked them for their support. The Lions Club wished to express thanks to the community and Board for their hard work that will benefit the entire region.

The floor was opened to public comment.

Pat Dede asked which trustees were up for election. It was confirmed that Larry Burger and Mary Kray are up for election.

Jim Locke asked for updates on the office work completed at the Trustee lake house currently being used as shelter for contractor workers during inclement weather. It was confirmed that the water has been hooked up and the house is now functional for contractor use.

Jim Locke also asked if there was any way to simulate the water pressure on the gates prior to lake fill. Colgan stated that there was not, but that he does not feel this is an issue as stop logs are required and three different measurements will be made to make sure all gates fit and are watertight.

No further public comment.

Kray motioned to adjourn, Davidson seconded. The meeting was adjourned at 7:26 PM.

These minutes are unofficial until approved at the next Trustee regular session.

The Combined Lake Delhi Recreational Facility and Water Quality District Trustee Regular Meeting

Thursday, March 5, 2015 – 6:30 PM

Lake Delhi Trustees Administration Building

Delhi, IA

The regular trustee meeting of the Combined Lake Delhi Recreational Facility and Water Quality District was called to order by President Steve Leonard at 6:30 PM in the Lake Delhi Trustees Administration Building in Delhi, IA.

Trustees Present: Leonard, Kramer, Davidson, Kray (Skype), Burger (phone)

Trustees Absent: Colgan and Gifford

Recording Secretary: Shelley Kallenbach

Visitors: Larry Peter, Ed Schmidt, Ben Pasker, Jim Locke, Dave Larson, Larry Aschbrenner

Motion to approve the posted agenda was made by Kramer, seconded by Davidson, motion passed.

The public hearing for the FY 2015/2016 Budget was opened. Kramer stated that the tax rate for the lake debt service for FY will decrease to $9.10329 from last year’s rate of $9.37 as the tax rate on the debt service goes down as valuations increase. Valuations on the lake increased by about $2 million in FY15. It was also noted that property tax levied from the $4.00/$1000 increased from $202,058 in FY15 to $207,926 for FY16.

Kramer also reviewed the estimated revenues and expenditures for FY16 with the Board. The District’s revenues include monies from the State, County, and Community Fund, along with property taxes. Expenditures including utilities, insurance, operation, and maintenance are expected to increase. Budget numbers were set high to avoid having to amend the budget later. Input for the proposed budget came from the Finance Committee, Carla Becker, Pat Colgan and Steve Leonard.

The hearing was opened to the public for comment. The Board expressed appreciation to Kramer for the hard work put into the creation of the budget. There was no comment from the public. Burger moved to close the public hearing on the budget, Leonard seconded, motion passed.

Leonard motioned to approve the FY 2015/2016 Budget as presented by Kramer, Davidson seconded, motion passed.

Motion to approve the January 29, February 5, and February 13, 2015 meeting minutes was made by Kramer, seconded by Leonard, motion passed.

Motion to approve payments out of the General Fund totaling $410.46 and payments out of Fund 81002 for $225,505.04 was made by Kray, seconded by Burger. The Board confirmed that roughly $2 million is left to be paid to Lunda Construction. Motion passed.

The Board considered possible action on a request to Delaware County for reimbursement for invoices paid by the District for the spillway rebuild. At the last Board meeting, a request to ask for reimbursement from Delaware County for Phase 2 spillway work was approved. An invoice was included in the reimbursement request for work Stanley Consultants had done prior to state permit issuance for Phase 2, which precluded reimbursement from the county and so was removed from the request. Leonard moved to approve the amended request to Delaware County for reimbursement for invoices paid by the District for the spillway rebuild, Kramer seconded, motion passed.

Motion to approve a request from the DNR for reimbursement in the amount of $268,116.00 for invoices paid by the District for the dam rebuild was made by Leonard, seconded by Kray, motion passed.

The Board heard the review of the financial report from Kramer. The General Fund received a small property tax draw of $965.07 and expenditures of $37,502.08, ending January at a balance of $137,484.28. The Debt Service had an increase of $2,290.91 from property taxes and ended at $167,944.84. The Dam Spillway Project Fund had interest and a DNR reimbursement for total revenue of $140,915.31, and expenditures of $348,868.27 for an ending balance of $5,019,906.34. Davidson moved to approve the financial report, Kray seconded, motion passed.

The Board considered possible action on Stanley Engineering Supplemental Agreement #29. This agreement is for an on-site engineer for Phase 2 to begin early April . Kramer motioned to approve Stanley Engineering Supplemental Agreement #29, Kray seconded. Discussion was opened regarding Stanley Engineering Supplemental Agreement #29. Davidson expressed concern that this was an amendment to previous amendments. Leonard responded that this is a supplemental agreement to the original contract. The construction committee will be working with Stanley to monitor the costs associated with the on-site services. No further discussion. Motion passed.

The Board considered possible action on Stanley Engineering Supplemental Agreement #30 in the amount of $10,000. This agreement will provide additional engineering support for permitting, dredging and property easement issues on an “as requested” basis and includes approximately $5000 of work already performed by Stanley Engineering, and an additional $5000 of work that may additionally be required. Burger moved to approve, Kramer seconded. Discussion followed. Kray asked for more specificity regarding the work that was done. Davidson questioned who was communicating with Stanley on cost overruns. Kramer stated that she works closely with Bill Holman regarding over-budget agreements and that invoices regarding this task have been held until the board received this supplemental agreement for approval. Due to the nature of the concerns, Leonard asked for a roll call vote to approve Supplemental Agreement #30.

Burger: Yes

Kramer: Yes

Davidson: Yes

Kray: Yes

Leonard: Yes

Motion passed.

The Board considered possible action on Stanley Engineering Supplemental Agreement #31 in the amount of $19,000. This amount covers the revision and preparation of bid documents for the rebid of Phase 2. Kramer moved to approve Supplemental Agreement #31, Burger seconded. Larry Peter, member of the Construction Team, stated that this amount includes the redesign of the cofferdams. Motion passed.

Committee updates were heard.

Todd Gifford, of the Lake Bed Cleanup Committee, was not present but Leonard shared that the team is getting ready to work with individuals who have committed to volunteer their time for the cleanup effort. Davidson mentioned that he had concerns about cleanup efforts downstream as well and feels that issue needs to be addressed as well.

Leonard provided an update regarding agreements with the DNR that included boat dock dredging and silt removal. Leonard explained that he has been working with the DNR, County, and Corps of Engineers to allow property owners to remove silt and self-dredge around their dock and lift areas through a simplified permit approval process. A draft of this process that has been approved by the county engineer and is currently waiting for Corps of Engineers’ final approval was presented. This plan allows for property owners to remove up to 25 cubic yards of siltation from their boat lifts or docks (approximately 2.5 large dump trucks), or move up to 10 cubic yards of silt (approximately 1 large dump truck), within 100 feet of the current river channel via a simple permit from the Delaware County Engineer taking about a week to process. Larger amounts can still be removed using the more extended permit process. Kray expressed thanks to Leonard for his hard work on this. Leonard recommends that all property owners apply for a permit once this is approved to have one available should they want to remove silt in the future.

Larry Peter provided the update from the Dam Construction Committee. Peter updated that the new concrete piers that will support the three flood gates are near completion, the subcontractor for the grouting is seeing progress in the reduction of outflow and is continuing work, Bluegrass has removed all the operating deck, B and G Excavating is removing the north end of the dam, the U-shaped wall will be the replacement of the north end of the dam, materials for the operating deck are expected March 16^th, rebar for the U-shaped wall is being fabricated, sheet pile for the existing powerhouse and forms for the U-shaped wall and concrete is on site, construction trailers have been moved to the north side park, flood gates are scheduled for delivery as early as April, and the U-shaped wall will be done with top priority.

The Water Quality Committee had no updates.

The Funding/Finance Committee had no updates.

The floor was opened to public comment.

Larry Aschbrenner asked if the borings were complete. It was confirmed that they were still in progress.

Jim Locke asked if the on-site engineer had been included in the original estimated cost. It was believed that it was not.

Jim Locke asked if the Board had finished renegotiation the LDRA loan modification. It’s believed that it was completed with a new interest of 3.26%.

Dave Larson asked for an update on FEMA. It was stated that there have been personnel changes at Homeland Security so it is still in progress. In addition, the District’s FEMA authorized representative is continuing to do research and is working with Homeland Security.

Jim Locke stated that the Turtle Creek work is going well.

Leonard added that he has followed up with the engineer (Burrington Group) on the water and sewer line work, which was nearly completed prior to the winter. Approximately 2 weeks worth of work remains to complete the sewer lines once it is warm enough to finish.

The question was asked if the Board was being charged rent for the material storage on the farm on the north side. It is believed that Lunda Construction worked out an agreement for material storage and the cost was included in the contract amount.

Jim Locke expressed surprise that the on-site engineer was not included in the construction estimate.

Burger moved to adjourn, Kramer seconded. The meeting was closed at 7:43 pm.

These minutes are unofficial until approved at the next Trustee regular session.

The Combined Lake Delhi Recreational Facility and Water Quality District

Board of Trustees Special Meeting

Friday, February 13, 2015 – 1:00 p.m.

Heritage Bank Conference Room

Delhi, IA 52223

The special meeting of the Combined Lake Delhi Recreational Facility and Water Quality District Board of Trustees was called to order by President Steve Leonard at 1:00 p.m. at the Heritage Bank Conference Room.

Trustees present: Kramer with Leonard, Kray and Gifford participating by phone

Trustees absent: Davidson, Burger, Colgan

Visitors: Marcheta Cooey

The agenda was reviewed by Leonard. Motion to approve the agenda was made by Kray, second by Kramer. Motion carried.

Kramer made a motion to set the Public Hearing Date to review and approve the FY2016 budget for Thursday, March 5, 2015 at 6:30 p.m. to be held at the Lake Delhi Administrative Office. Kramer noted that this is a change from the previously scheduled public hearing that was to have been held on February 26. The change was due to a publication error by the Manchester Press. Kray second the motion. Motion carried.

Leonard made a motion to adjourn, Kramer second. Motion carried. Meeting adjourned at 1:03 p.m.

These minutes are unofficial until approved at the next Trustee regular session.

The Combined Lake Delhi Recreational Facility and Water Quality District Board of Trustees Meeting

Thursday, January 29, 2015—4:00 PM Heritage Bank Conference Room Delhi, IA

The meeting of the Combined Lake Delhi Recreational Facility and Water Quality District Board of Trustees was called to order by President Steve Leonard at 4:02 PM at the Heritage Bank Conference Room in Delhi, IA.

Trustees present: Leonard, Kramer, Davidson, Burger, Colgan (by Skype), Gifford and Kray (phone)

Trustees absent: None Recording Secretary: Kallenbach

Visitors: Alan Shaffer from BARD Materials, Brian Cornwell and Quentin Thorson from Minnowa, Steve Gehl from Lunda Construction, Larry and Eve Peter, Brian Monk from B & J, Ed Schmidt, Doug Dabroski, Diane Bauers, Dave and Stephanie Kruse, Chris Stender, Dave Larson, Jim Locke, Don Dede, Bill Lux, Josh Kovac, Jenni Hummel, Bill and Bonnie Hughes, Bob Sack, Chip Hughes, Richard Reicher, Ben Kindred, Larry Ashbrenner, Wayne and Jenny Garvin, Jason Wenger, John Hess, Ben Pasker, Dale Bolsinger, Dan Reyner, Sara Millhouse from Dyersville Commercial

Motion to approve the posted agenda was made by Burger and seconded by Davidson, motion passed.

Motion to open a public hearing was made by Davidson, seconded by Kramer, motion passed. No public comment. Burger motioned to close public hearing, Kramer seconded, motion passed.

Colgan motioned to begin the consideration and possible action to approve Plans, Specifications and Form of Contract for the Lake Delhi Dam Reconstruction Project Phase 2, Davidson seconded, motion passed.

4 bids for Phase 2 construction were received by the Board:

1. Minnowa Construction, Inc., out of Harmony, WI for a final bid of

$7,457,009.00

2. Lunda Construction Company out of Little Chute, WI for a final bid of

$8,279,769.05.

3. General Constructors, Inc. of the Quad Cities out of Bettendorf, IA for a final bid of $6,185,693.00.
4. ASI ECI out of Pueblo, CO for a final bid of $7,782,905.00.

Burger moved to send the 4 bids to Stanley Engineering for review with an expected response by February 5, 2015. Kramer seconded, motion passed.

Burger moved to approve the 12/18/14, 12/30/14 and 1/14/15 minutes, Davidson seconded, motion passed.

Kramer covered the General Fund claims for payment of $877.08 and the Dam/Spillway Project Claims for payment of $348,868.27 for a total of $349,745.35. Davidson motioned to approve payment of claims, Burger seconded, motion passed.

Kramer reviewed the December financial statements. The General Fund ended December 2014 at $174,021.29. The Debt Service Fund received the $6123.53 from the Delaware County Treasurer, ending December 2014 at $165,653.93. The Dam/Spillway Project Fund received the expected DNR reimbursement, ending December 2014 at $5,227,859.30. Colgan motioned to approve financial report, Kramer seconded, motion passed.

The Board heard Committee Updates.

The Lake Bed Cleanup Committee had no updates.

The Dredge Committee updated information on discussions with the Corps of Engineers regarding property owners and dredging. The Board is working with the Corps of Engineers and DNR to approve a process that would simplify obtaining permits to allow property owners to a) remove up to 25 cubic yards of material from boat docks, or b) spread up to 10 cubic yards of material around their boat docking area. Details are expected within a week.

The Dam Construction Committee stated that they have had delivery of the embedments including the new gate silt plates and vertical guides. The gates are scheduled to be delivered in April/May 2015 after the operator bridge and lifting equipment have been installed, installed silt plates for the new flood gates and stop logs, and are currently aligning the horizontal and vertical guides for the new flood gates and stop logs. Next will be removal of the concrete operator’s bridge, replacement of the concrete walkway with the new galvanized steel operators bridge for the gate actuators. This is progressing well. Time frame for completion on Phase 1 is in April or May, with initial flood gate testing in the summer. This time frame will not impact Phase 2.

Phase 1 work remains under budget.

The Water Quality committee had no updates.

The Funding and Finance Committee stated the Board would be approving dates for budget approval meetings for the fiscal year 2016.

The Board considered possible action on Lunda Construction Change Order #16. This is a proposal from Lunda at the Board’s request. This proposal is in regards to GEC, the subcontractor for Phase 1, providing grouting and dewatering of the SW wing wall. GEC is returning from a job in Rapids City, SD in the next few days. Lunda Construction agreed to have them stop in Delhi on their return to complete this grouting process in order to both save money and also reduce risk to Phase 2 by completing the dewatering of sand and gravel areas impacting Phase 2. This process

would cost $53,176.34. Leonard motioned to approve the service and payment, Kramer seconded, motion passed.

The Board considered a possible date change to the regularly scheduled February meeting and also approve date to review and award bid for Phase II. Leonard moved to set a special meeting for February 5 at 6:30 PM at the Lake Office to review the bid recommendations from Stanley Engineering and potentially award a contractor and set February 26 as the date for the regular meeting to combine with possible public hearing on the FY16 budget. Burger seconded, motion passed.

Burger moved to set the public hearing date to approve the financial budget for Fiscal Year 2016 for February 26, 2015 at 6:30 PM at the Lake Office, Kramer seconded, motion passed.

The floor was opened for public comment.

Larry Ashbrenner asked what the cost estimation for Phase 2 from Stanley Engineering had been previously. This was confirmed to be approximately $6.9 million. This estimate was made in the fall of 2011. Market changes and increased interested contractors have changed bid estimates.

Dave Kruse asked how much tolerance over the $6.9 million Stanley Engineering estimate from 2011 would be allowed, and if there is available funding to match the received bids. The Board stated that it will look less at the $6.9 million estimate and instead consider going market rates and whether the bids are quality and responsible. The Board also stated that all funding for the project and pledges will be required to meet the received bids and contingencies.

Bob Sack asked if the permits regarding dredging of material on personal property would expect dredging to be leveled perpendicular to the property. The Board stated those details are still being discussed between the DNR and the Corps of Engineers, but currently the discussion is about being perpendicular to docks with some sensitivity around the river and not putting silt into the river current. Sack advised the board that the trenches in the lake bed needed to be filled prior to lake fill.

Jim Locke asked if the current cofferdam would remain in place because it would be enough underwater. The Board stated this is a temporary cofferdam that would be removed. Locke asked if the Board would consider keeping the cofferdam in place as a potential fish reef. The Board stated that the current cofferdam is both sheet pile and dirt, and that the contractor would want to keep the sheet pile because it is reusable, but it can discuss with Stanley Engineering the benefits and safety specifications of using the soil as a fish reef.

Larson asked if the completion date was still in October, and if the incentive program is on top of the bid amounts. The Board stated that the bid specifications

call for a completion date (with completion defined as water over the dam towards lake fill) by October 23, 2015, with the incentive package on top of that for each week earlier than October 23 the Phase 2 contractor achieves completion.

Davidson motioned to adjourn the meeting, Burger seconded, motion passed. The meeting was adjourned at 4:49 PM.

The Combined Lake Delhi Recreational Facility and Water Quality District

Board of Trustees Meeting

Thursday, December 18, 2014 – 6:30 p.m.

Lake Delhi Trustee Office

Delhi, IA

The meeting of the Combined Lake Delhi Recreational Facility and Water Quality District Board of Trustees was called to order by President Steve Leonard at 6:30 PM at the Lake Delhi Trustee Office.

Trustees present: Leonard, Kray, Burger, Kramer, Gifford and Colgan by Skype

Trustees absent: Davidson

Visitors: Larry Peter, Eve Peter, Ken Kray, Jim Locke, Chris Stender, Shelley Kallenbach, Ben Pasker. Larry Aschbrenner

Agenda was reviewed by Leonard and motion to approve the agenda by Kramer, Gifford second. All ayes, motion passed.

Kray asked for approval of minutes from 11/20/14. Burger made motion to approve, Gifford second, all ayes, motion passed.

Kramer reviewed the claims for November. Request for payment from the General Fund is Alliant Energy – $45.37. The requests for the Dam Spillway Fund are Simmons Perrine Moyer Bergman – $80.00; Dorsey & Whitney – $1,164.78; Groth Services – $24,240.00; Lunda Construction – $136,457.73; Stanley Consultants – $1,954.44. Burger made motion to approve payments of both funds, Gifford second. Leonard advised he asked the President of the Rocky Nook Association to confirm the work by Groth Services was completed as promised and they did confirm that. All ayes on the motion to approve payments for both funds, motion passed.

Kramer reviewed Financial report for month ending November 30, 2014. The General Fund began with a balance of $192,108.09 and after revenues and expenses, ended with a balance of $191,464.59. The Debt Service Fund began with a balance of $48,150.78 and after revenues ended with a balance of $159,530.40. The Dam/Spillway fund started with a balance of $4,830,349.34 and after revenues and expenses, ended with a balance of $4,221,197.07. Kramer also presented reports maintained by the County. Motion to file all financial reports by Burger, Gifford second. Gifford asked for a review of the funds presented and Kramer gave explanations. All ayes, motion passed. Leonard and Kramer then presented report requested by Kray at last meeting. Advised this is a template and the board should decide if these reports work. All members advised will look at further and give input.

The letter to the DNR requesting reimbursement for Phase I costs of $136,457.73 was discussed by Leonard explaining charges are for Lunda Construction and Stanley Engineering invoices with the exception of any dredging expense. Gifford made motion to approve reimbursement request, Burger second, all ayes, motion passed.

Committee Updates

Lake Bed Clean Up – Gifford advised no updates since last meeting.

Dredge – Colgan advised Stanley Engineering hired Burringon Group to do survey work for dredging. The purpose of the survey work is to document the bottom of the lake and see what changes in sediment have occurred since 2010. Stanley Engineering will come back with a proposal for soil borings of areas we are interested in. Colgan reminded us that our agreement with the Corps of Engineers and the DNR is that we cannot dredge below the native soil.

Water Quality – nothing to report

Funding – Gifford, Leonard and Kramer met with Grant from our lobbyist firm. They are in the initial stages of discussion and ramping up for the Legislative session. Any funds requested will be non-matching.

Finance – Once the Phase II bids are in the committee will have a good idea of our needs. They plan on an initial meeting on the budget in January 2015.

Dam Construction – Lunda Construction has continued to work through the cold and they are specifically working on the patching currently. Lunda has brought in a millwright company to make sure the tolerances are set correctly on the gates as they want no leakage and the work is very precise The downstream side is complete and Lunda will be able to meet the requirements necessary for Phase II to begin.

Kray introduced Shelley Kallenbach as the new Recording Secretary for the District. Kray advised Hatala approved our contract employee document and Kallenbach had no changes. Burger made motion to approve contract, Kramer second. All ayes, motion passed.

Colgan discussed the Phase II bids and explained that some changes were made to the bids so there should be a wider group of contractors that can do this work. The District took shallow soil borings by the dam and at the Turtle Creek area and we found we will be able to use the materials found at those 2 sites. Secondly, we changed the timing of the work which lends itself better to spring and fall work. Third, we found additional contractors that can do work and that will receive the plans. The bids have also been updated with 2016 requirements which requires the Contractors to provide for flood insurance. The bids will go out on January 5, 2015; Pre-Bid conference will be held on January 14^th or 15^th; Bids are due back on January 29^th ; Awarding of the bids on Februay 5, 2015. Construction should begin early March and completion is set for November , 2015. Leonard made motion to approve final bid package with review and completion by the Construction committee, Kramer second. Burger is not sure if he is willing to just give the Committee the approval authority as he wants to understand the ramifications of any date changes. His concern is that if changes affect the number of bidders or the cost, all board members should vote on those changes. Colgan said these are the best dates to receive the best bids and believes we should leave them as is. Leonard amended the motion to approve the bid package with a review by the construction committee and if the dates remain the same no new board approval is necessary. Kramer second. All ayes, motion passed.

Kramer explained the Canon copier she would like to purchase for the District administration building. It is a Model C103 for $699 and has a maintenance agreement for 3 years at $11/mo. The maintenance agreement covers parts, labor and toner. Leonard made motion to acquire Cannon copier Model C103 for $699, Burger second. All ayes, motion passed.

Leonard advised the wrong agenda was printed and approved. Will table the consideration of the Stanley Supplemental Agreement until the next meeting.

Public Comment

Jim Locke asked what the District was going to do with the LDRA printer and Kramer said would use as back up.

Jim Locke feels if the Nov, 20, 2015 date gives the contractors more time and improves the cost and the number of contractors, that the Board should leave the date as is.

Larry Peter asked when the Board will begin work on manpower requests. Colgan said has been thinking through that and after the Phase II bids are out and awarded he will focus on this issue. Peter advised he has produced a report on ongoing maintenance of the dam and will share with Kramer as she needs to understand expenditures. Kramer will share with the Dam Committee members.

Motion to adjourn by Kray, Burger second, all ayes, motion passed. Meeting adjourned at 7:32 pm.

The Combined Lake Delhi Recreational Facility and Water Quality District

Board of Trustees Meeting

Thursday, November 20, 2014 – 6:30 p.m.

Lake Delhi Trustee Office

Delhi, IA

The meeting of the Combined Lake Delhi Recreational Facility and Water Quality District Board of Trustees was called to order by President Steve Leonard at 6:32 PM at the Lake Delhi Trustee Office.

Trustees present: Leonard, Davidson, Kray, Burger, Kramer, Colgan by Skype, Gifford by phone

Trustees absent:

Visitors: Ed Schmidt, Dave Larson, Larry Aschbrenner, Jim Locke, Chris Stender, Marcheta Cooey Lux, Dan Reyner, Sara Millhouse (Dyersville Commercial)

Agenda was reviewed by Leonard and motion to approve the agenda by Burger, Davidson second. All ayes, motion passed.

Kray asked for approval of minutes from 10/23/14, and 11/6/14. Kramer made motion to approve, Burger second, all ayes, motion passed.

Kramer reviewed the claims for November. Requests for payment from the General Fund are Alliant Energy – $20.45; Simmons Perrine Moyer Bergman – $240.00; News Publishing – $59.50; Tegeler Body & Frame (payment for moving barge) – $612.50; Three Rivers FS – $17.50; Delaware County Auditor’s office (warrant expense) – $30.00. Kramer advised of payments for the Dam/Spillway Fund are Lunda Construction – $272,207.78; Delaware Co. Secondary Roads Dept (50% share of Turtle Creek work) – $68,235.19; Groth Services (Septic work for Rocky Nook Assoc.) – $77,444.95; Stanley Consultants – $195,980.73. Burger made motion to approve payments of both funds, Davidson second. Davidson noted that the board should consider shutting down the buildings down by the dam due to the continuing expense. All ayes on the motion to approve payments for both funds, motion passed.

Kramer reviewed Financial report for month ending October 31, 2014. The General Fund began with a balance of $194,927.70 and after revenues and expenses, ended with a balance of $192,108.09. The Debt Service Fund began with a balance of $242,165.84 and after revenues and expenses ended with a balance of $148,150.78. The Dam/Spillway fund started with a balance of $5,336,890.52 and after revenues and expenses, ended with a balance of $4,830,349.34. Kramer also presented reports maintained by the County. Motion to file all financial reports by Kray, Burger second. Kray requested report to show overall big picture of what funds we have left and what commitments are outstanding. Colgan agreed and said it would be a type of management report. Leonard indicated he and Kramer will put a report together for the next meeting. All ayes on the motion to file reports, motion passed.

The letter to the DNR requesting reimbursement for Phase I costs of $465,272.51 was discussed by Leonard explaining charges are for Lunda Construction and Stanley Engineering invoices with the exception of any dredging expense. Kray made motion to approve reimbursement request, Burger second, all ayes, motion passed.

Committee Updates

Lake Bed Clean Up – Gifford advised no updates since last meeting as the weather turning colder much earlier than expected set back any cutting of trees.

Dredge – We are currently trying to quantify the amount of material in the lake bed and work is being done by Burrington Group and then sent back to Stanley Engineering. Our agreement with the Corp of Engineers is that if we document all the sediment on the lake we won’t have to request a permit every time want to dredge. Once we get the sediment amounts documented, we won’t have to do this task again.

Dam Construction – Lunda is still working in cold weather -all the wall patching is complete and the old piers have been removed. The gate guides from Linita should be delivered in early December. We previously approved a change order to change the operator’s deck to steel instead of concrete. Lunda is making preparations to take out the old deck and will install the new deck in January. Phase II will go out for re-bid. We hired Braun Co to do additional soil testing in the field. We believe there may be sediment available around the dam and in the Turtle Creek area that will assist in reducing cost. We have also asked Stanley Engineering to do a value engineering study to see if there are areas where we may change design and assist in cost reduction. Colgan is scheduling the pre-bid meeting for January 12 or 13^th and we should award Phase II at the end of January.

Water Quality – Nothing to report until next year.

Funding/Financing – Nothing to update since last meeting. Burger said we need to start on the budget for next year. They will be calling a meeting shortly to start the process.

Kray advised the board that Davidson and herself interviewed 2 candidates for the recording secretary position and have decided on one of the candidates. Leonard made motion to pay on contract basis to do minutes each month at a rate of $45/mo which is less than $600/year and that the candidate would be responsible for her own mileage and her own computer, Kramer second. The $45/mo amount was chosen so we don’t have to go through the 1099 process. Davidson said we talked loosely about pay but that we would have a 2 hour minimum for meetings and then she would track her hours for further work. Davidson said the 1099 should not be an issue as they are not hard to complete. Kray said she would rather see a less complicated pay basis of just $12/hour for work completed with a 2 hour minimum for meetings. Kray agreed to contact our attorney Hatala for advice on use of the Trustee computer and a document for the contracted employee. Leonard amended the motion to hire candidate as a contract employee for $12/hour with a 2 hour minimum for meetings and $12/hour for work completed after with approval at the December meeting after Kray provides the contract document. All ayes, motion passed.

Public Comment – Chris Stender asked why pre-bid conference will be January 12^th or 13^th ? Colgan explained that after the bids are released about 10 days after a pre-bid meeting is held for contractor questions. Result of soil borings should be done next week. Stender asked if soil boring reports aren’t what we want, what then? Colgan said we will have to go with what we had before but another key issue is when work is actually done and moving from winter work should help. Earthwork is also a major component. Stender asked if there was only one earth work contractor on the previous Phase II bids. Colgan said he wasn’t looking at bids so hard to answer.

Ed Schmidt asked what the $12,000 lobbyist payment was for and Kramer explained it was 6 months of normal payment of $2,000/mo.

Stender asked how long the construction will take and Colgan said 150 days and should be complete fall of 2015.

Jim Locke asked about the letter regarding septic systems and Kray advised status and that letter was sent to those who needed inspections.

Dan Reyner said he thought the opening at Turtle Creek looks narrower than is safe. Colgan said is just earth work for now and is not the final configuration.

Motion to adjourn by Burger, Davidson second. All ayes, motion passed. Meeting adjourned at 7:31 pm.