Minutes for Trustee Regular Meeting for February – March 5, 2015

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 16th, 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.

Comments are closed.