Minutes for Trustee Regular Session – January 29, 2015

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

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

$8,279,769.05.

  1. General Constructors, Inc. of the Quad Cities out of Bettendorf, IA for a final bid of $6,185,693.00.
  2. 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.

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