Minutes for Trustee Special Session – October 2, 2014

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The Combined Lake Delhi Recreational Facility and Water Quality District

Board of Trustees Meeting

Thursday, October 2, 2014 – 1:30 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 1:32 PM at the Heritage Bank Conference Room.

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

Trustees absent: Gifford

Visitors: Larry Peter, Eve Peter, Lou Christiansen, Sue Christiansen, Barb DeKlotz, Ben Pasker, Chip Hughes

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

Colgan discussed the opening of the bids that were originally due today. The bids are now due on October 16th.. Leonard made motion to extend bid package opening date to October 16th at 1pm to be delivered at the Delaware County Court House with the opening at 1:30 and the Clerk to republish the notice, Davidson second.  All ayes, motion passed.

Burger discussed  the LDRA dredge loan and the plan to receive a lower payment and interest rate.  The rate will be determined by a treasury figure and Burger says this rates seems to go down in the latter part of the year.  He is requesting the ability to pay the $20,000 principal early so we can lock in a lower rate.  Burger made motion to give Kramer authorization to work with the County Auditor to cut a check for $20,000 so Burger can move forward with locking in rate when applicable, Kramer second.  All ayes, motion passed.

Colgan has a list of key initiatives for 2014/2015 and would like to review those with the board.  He would like to assign project managers as much as possible so these items won’t be forgotten as we move forward with filling the lake.  Kray will attach the list to the minutes of this meeting.  There was a discussion of the list of tasks.

Leonard advised the public that Lake Delhi had opportunity last Friday to host the Governor, Lt. Governor and other state representatives at Wanda and Lamont Davidson’s home.  They were given a tour of the Turtle Creek area, the marina location and the dam.  The Governor and his team were impressed with the progress we have made and look forward to the finish of the dam. 

Public comment – Chip Hughes asked how high the water will get once the coffer dam is constructed.  Colgan advised since sluice gates are open, water can be diverted through them.  The water level will remain as it is today unless we have a high water event.  At that time, the water would be high for a few days and then go down to the current level.

Motion to adjourn by Burger, Kramer second, all ayes.  Meeting adjourned at 2:29 pm.

Planning Session – Thursday, September 4, 2014

Lake Delhi Trustees

(Updated October 2, 2014)

Key Initiatives for 2014 and 2015

Finish the Dam Construction Issues

Phase 1 work, schedule and cost

Phase 2 work, schedule and cost

Additional Phase 2 work

  • Archeological Study (Leonard will lead)

  1. Cave protection

  2. Fish Weir Protection

  3. Shoreline protection on one private property

  • Rocky Nook issues related to land acquisition (Colgan will lead)

  1. Remove 2 trees on Rocky Nook property

Restore the lake to recreational use

Operations and Maintenance (Colgan will lead)

  • Fill Reservoir with existing stream flow while releasing minimum flow

  • Secure, train and schedule operating and maintenance staff prior to operating dam

  • Manage and discharge floating debris during refilling reservoir

  • Test new flood gates under full load of water pressure following lake filling

  • Install safety cables in front of spillway

  • Safety training for lake users for different spillway design and mark shallow areas of lake

Lakebed Preparation Issues

(Gifford will lead)

  • Vegetation clean up prior to refilling

  • Trees

  • Grasses and other plant material

  • Final removal of non organic debris

Dredge Plan strategy for short term and long term lake needs (Colgan, Leonard and Gifford)

 

  • Develop dredge policy for where, what, when and who

 

 

 

 

Sediment Removal (Colgan, Leonard, Gifford)

  • Complete survey of sediment depths (fall 2014) for COE and SHPPO (Colgan)
  • Removal before lake refilling including lake access, haul roads and disposal sites
  • Removal after lake refilling including dredge bond issues

 

Existing Dredge Pond Issues (Colgan)

  • Transfer Ownership to Trustees
  • Legal issues related to operation
  • Complete construction and inspection
  • License/Permit issues

 

 

Recreation Amenities

(Burger will lead with LDRA)

 

  • Lost Beach operations
    1. PortaPotty Service
  • North Beach Development
  • Canoe Portage maintenance
  • Turtle Creek
  • Other areas; development of restaurants/bars/lodging/camping, etc.

 

 

Board Governing/Administrative

 

  • Trustee Board Organization and communication per Open Meeting Requirements
  • Management Style and Synergy between Board Members
  • Work Flow Methods – Committees/Teams/Project Managers
  • Organizing and using volunteers effectively
  • Communication techniques with lake stakeholders; policies, methods and style
  • Email Questionnaire responses

 

Fund Raising (Leonard)

  • Collect remainder of pledges
  • New fund raising initiatives
  • Private funds
  • Public funds
  • Matching public and private

 

 

Cost Budgeting and Cash Flow Management (Kramer and Burger)

  • Existing Dredge Debt
  • Operating and Maintenance Budgets and paid personnel

 

 

Operation and Maintenance of Dam

  • Future Inspections – Pat
  • Maintenance Contracts – Pat
  • Preventative Maintenance – Pat
  • Spring and Fall Debris issues – Pat
  • Existing Work Barge Future use if any – Lamont
  • New john boats for dam maintenance and spillway cleaning
    1. Purchase before July 1, 2015

 

Future Role of LDRA at Lake Delhi

  • Fishing Club
  • Christmas in Summer
  • Picnics/Social Events etc.
  • Fireworks

 

Liaison with Governmental Agencies

  • County Supervisors
  • DNR
  • COE
  • FEMA – Doug Hermann

 

Office Building Space lease from School Board – Kramer and Kray

  • Furniture Furnishings
  • Transfer existing and new Documents to new space (Colgan to identify documents)
    1. Coordinate ½ day with Maggie Burger
  • Computers and policy use

 

 

Land/Real Estate

  • Office and old operator house structures future

  • Selling off Trustee owned land policy

  • Managing shared land, e.g. Rocky Nook boat area

Waste Water Survey Results (Kray)

  • Manage results with County and DNR

Mary Kray

Thursday, October 2, 2014

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