he Combined Lake Delhi Recreational Facility and Water Quality District
Board of Trustees Meeting
Thursday, September 18, 2014 – 6:30 p.m.
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 6:31 PM at the Heritage Bank Conference Room.
Trustees present: Leonard, Davidson, Kray, Burger, Colgan by Skype and Kramer and Gifford by phone
Trustees absent:
Visitors: Larry Peter, Eve Peter, Pat Dede, Don Dede, Jean Vance, JoAnn Motter, Dorothy Thomas, Shirley Christensen, Ed Schmidt, Jim Locke, Lou Christiansen, Sue Christiansen, Barb DeKlotz, Ken DeKlotz, Marcheta Cooey Lux, Bob Klima
Agenda reviewed by Leonard and requested to add consideration of the DNR reimbursement letter after the financial reports and move the election of officers to after the Lunda Construction change orders to enable Gifford to participate as he will be 15 minutes late. Motion to approve Leonard’s requested changes to the agenda by Davidson, Burger second. All ayes, motion passed
Kray requested approval of minutes for 8/21/14 and 9/4/14. Motion by Burger to approve, Davidson second. All ayes, motion passed.
Kramer reviewed the claims for September. Requests for payment from the General Fund are Alliant Energy – $18.16; ICAP (annual premium for blanket insurance) – $4,262.46; Kramer Lawn Care – $300.00; L&L Consulting – $2,000.00; Simmons Perrine Moyer Bergman – $100.00. Kramer advised we have one payment for the Dam/Spillway Fund which is Lunda Construction for $190,075.07. Burger made motion to approve payments of both funds, Kray second. All ayes, motion passed.
Kramer reviewed Financial report for month ending August 31, 2014. The General Fund began with a balance of $115,203.21 and after revenues and expenses, ended with a balance of $133,333.09. The Debt Service Fund began with a balance of $23,109.78 and after revenues ended with a balance of $82,324.54. The Dam/Spillway fund started with a balance of $4,972,739.99 and after revenues and expenses, ended with a balance of $4,633,876.25. Kramer also presented reports maintained by the County. Motion to file all financial reports by Burger, Davidson second. All ayes, motion passed.
Leonard read the letter to the DNR requesting reimbursement for the Lunda Construction billing and asked for approval to forward. Davidson made the motion, Burger second, all ayes, motion passed.
Committee updates. Lake bed cleanup – Jim Locke gave update and advised Chris Stender, Todd Gifford, Brian Hughes and himself had a committee meeting and Gifford has taken the lead position on this committee. Gifford did traverse the river a couple weeks ago and mapped the areas. The 4 then went out to the river bed and looked at the crucial areas that need immediate attention. Stender has volunteered his machine and they are checking for other volunteers. The biggest area of concern is upriver from Jim Locke where the willow trees are thick, big and tall. Burger asked if road associations will be contacted for assistance and for volunteer work and Locke indicated yes.
Gifford joined at 6:53 pm.
Dredge Committee – Leonard said Colgan, Gifford and himself will wait to meet until the Supplemental Agreement with Stanley on the borings is done.
Dam Construction – Colgan indicated everything seems to be going well. We have gone out for bids on Phase II and had the contractors meeting on Monday. Phase II is more standard work and there is a bigger variety of people who can do this type of work but the coffer dam is the most critical piece. Phase II bids are due October 2nd. Lunda Construction should be able to pass water on December 1st..
Water Quality – Kray advised a request for a meeting was sent and we plan to discuss the future of water quality and what it means to Lake Delhi. In addition she advised she received a draft letter from the DNR and County Sanitation as to next steps in the septic system survey. There will be more information to follow.
Funding/finance – Leonard indicated a group of individuals were hosting an event at Lamont Davidson’s home and that the Governor would be in attendance on September 26th. Burger advised he met with the Delhi City Council and discussed the readjustments by the bank for the LDRA loan. The City Council vote was unanimous to allow the changes. Burger also advised the bank has agreed to allow us to make a principal payment on the loan earlier in order for us to take advantage of the lower rate sooner. He suggests looking at it in October as he says that is usually when a dip takes place in the rate.
Leonard reviewed the Rocky Nook septic and water system implementation. There has been a delay because of interpretation of 2 different Iowa codes about distance between a well and a septic system. This issue has now been resolved and implementation should start very soon. Colgan and Leonard have agreed that Colgan will act as Project Manager of this installation going forward.
Change Order #5 from Lunda Construction was discussed. This handles some irregular bed rock and the cost is $4,026.83. Motion to approve by Burger, Kray second. All ayes, motion passed.
Change order #6 from Lunda Construction was introduced by Leonard. This change order covers additional drilling and adding an additive to the grout in anchor #8. The cost of this change order is $4,730.17. Motion by Davidson to approve, Burger second, all ayes, motion passed.
Election of officers was introduced. Burger made motion to re-elect the slate of officers as they are today (President – Leonard; Vice President – Burger; Clerk – Kray; Treasurer – Kramer) Colgan second, all ayes, motion passed.
Kramer introduced the 2 documents for the agreement between the Maquoketa Valley School District and the Lake Delhi Trustees. Initially a 28E agreement was used, however Hatala (our attorney) prefers a lease agreement. Kramer indicated Doug Tuetken, the school district Superintendent has agreed to use a lease agreement if that is what we prefer. Leonard made motion to agree to use lease agreement between the District and the Maquoketa Valley School District, Burger second. Kramer advised the School Board will approve in October. All ayes, motion passed.
Colgan introduced Stanley Engineering Supplemental Agreement #24 and advised it provides surveying and boring so we understand where and how much we can dredge. As part of our permit from the Army Corp of Engineers, we have an agreement that we will stay at least one foot above the old lake bottom. We need to understand what the measurements for allowable dredging are within the lake bottom before we start a dredging plan. The amount of the Supplemental Agreement is a not to exceed amount of $8,650. Motion by Davidson to approve agreement, second by Burger. All ayes, motion passed.
Colgan explained the change in contract document with Groth Services who we contracted with to implement the Rocky Nook Association water and septic system upgrade. Groth was supposed to start September 8th but the issue regarding the Iowa code and the spacing between wells and septic systems delayed them by 2 weeks. The change order will allow a longer completion date but we need to discuss what the dates should now be. Leonard made motion to approve a contract change order that enables a December 1, 2014 completion date for an extension of 30 days. Burger second the motion for discussion purposes. Colgan would like to make a proposal of 2/3 completion by November 1 and final completion as soon as possible but complete by May 1, 2015. This work does not impact the dam or spillway construction. In our contract with the Rocky Nook Association it indicates hookups to the new systems have to be done 30 days after completion of the work and that would not be possible with a December 1, 2014 date. Davidson said Colgan’s proposal makes sense because we boxed ourselves in with the dates on the original bid request and he feels we need to give this contractor flexibility. Burger asked if the Rocky Nook Association knows of the change and Colgan said Burrington Group communicates with the Rocky Nook contacts. There was additional discussion about giving Groth more time to complete two thirds of the work. Leonard will revise motion to allow Groth Services to have work 2/3 done by November 30, 2014 and the remainder to be completed no later than May 1, 2015 and requests the Rocky Nook Association sign off on the change as well, Burger second. All ayes, motion passed.
Public comment – Bob Klima asked about dredging and can property owners do it themselves. Leonard said some road associations are discussing dredging in the dry in their area but the first step is to do the core drillings. Kray cautioned residents to not dig more than one foot above the old lake bed as that is our agreement with the Corp of Engineers. Locke asked when would the mapping be completed and Colgan said should know in about 30 days.
Jean Vance asked when pledges are due to the Community Fund and Kramer advised letters are going out tomorrow.
Don Dede asked how many change orders have been under $5000 or less? Colgan said the money amounts on the change orders reflect good management. Leonard wanted all to know that change order #2 was approved for approximately $6,000 and the actual amount was around $3,700. Colgan also indicated that change orders have eliminated larger charges so these changes have been used to help save money on the overall project.
Motion to adjourn by Burger, Davidson second. All ayes. Meeting adjourned at 7:57 pm.