Minutes from September 17, 2015

The Combined Lake Delhi Recreational Facility and Water Quality District

Regular Meeting

September 17, 2015

6:30 PM

Lake Delhi Administration Building

Delhi, IA

 

The regular 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, Gifford, Davidson, Burger, Kramer, Herman, Colgan

Trustees Absent: None

Recording Secretary: Shelley Kallenbach

Visitors: Wanda Davidson, Larry Peter, Eve Peter, John Carbaugh, Pauletta Carbaugh, Pat Dede, Don Dede, Ed Schmidt, Jim Locke, Ken DeKlotz, Barb DeKlotz, Dave Larson, Mike Ryan, Lou Christiansen, Sue Christiansen, Larry Aschbrenner, Ben Pasker, Dan Reyner, Tom Mahoney, Dan Staebell

 

Motion to add consideration on a request to the Community Fund to Rebuild Lake Delhi for reimbursement for invoices paid by the District for the dam rebuild to the agenda was made by Davidson, seconded by Burger, motion approved.

 

Motion to approve the amended agenda made by Herman, seconded by Colgan, motion approved.

 

Motion to approve the August 6, 2015 and July 23, 2015 meeting minutes as posted made by Herman, seconded by Gifford, motion approved.

 

Kramer presented claims for payment. Claims in the amount of $8,803.40 for copier maintenance, election expense, liability insurance coverage, and lobbyist expense were presented from the General Fund. Claims in the amount of $307,923.46 for Phase 2 construction, engineering services, and legal real estate services were presented from the Fund 81002. Burger motioned to approve payments as presented, Gifford seconded, motion approved.

 

The Board considered a request to Delaware County for reimbursement for invoices paid for the spillway rebuild. The County Supervisors had questions about the August 6th request regarding miscellaneous incidentals, which were confirmed to be rent and utilities payments for the on-site supervisor. The County requested an amended request by the District for $209,797.68. Davidson motioned to approve the amended request for reimbursement, Gifford seconded, motion approved.

 

A motion to request reimbursement from Delaware County for invoices paid for the spillway rebuild in the amount of $105,557.23 was made by Herman, seconded by Burger, motion approved.

 

A motion to request reimbursement from the DNR for invoices paid for the dam rebuild in the amount of $122,249.91 was made by Gifford, seconded by Burger, motion approved. Kramer noted that this will be the last of the $5 million funds available from the State of Iowa /DNR.

 

Since the Iowa/DNR funds are now expended, a motion to request reimbursement from the Community Fund to Rebuild Lake Delhi in the amount of $31,217.32 for invoices for the dam rebuild was made by Herman and seconded by Gifford. This will be the first amount requested from the Community Fund. Reimbursement requests and payments from the fund go through the Community Fund Advisors and the County Auditor. Our understanding is that there is approximately $1.5 million is available in the Community Fund. All ayes, motion approved.

 

Kramer presented the financial reports from July and August. In July, the General Fund had interest income and minor expenses for utilities and copier maintenance to end at $187,526.40. The Debt Service Fund had $6.48 of interest income from Delaware County to end at $22,718.22. The Dam/Spillway Project Fund had income from interest and County reimbursement for $157,251.99 to end at $4,086,778.64. In August, the General Fund had income from the County and interest of $25,356.97, and costs for office maintenance as well as lobbyist and attorney fees of $3,496.60 to end August at $209,386.77. The Debt Service Fund had income of $57,456.30 from the County and interest to end August at $80,174.52. The Dam/Spillway Project Fund had income of $359.405.49 from the DNR and interest, and expenditures of $681,940.97 for Phase 1 and 2 payments as well as engineering expense, ending August at $3,764,243.16. Colgan motioned to file the financial reports as presented, Burger seconded, motion approved.

 

The Board considered action on Stanley Supplemental Agreement #36 in the amount of $5,000. Colgan explained that this is an amount added to the soil borings budget to make a sediment trap per Stanley Engineering’s recommendation. This sediment trap would be significantly cheaper in that it removes sediment from the river bas to be dredged later. Herman motioned to approve Supplemental Agreement #36, Kramer seconded, motion approved.

The Board considered action on Stanley Supplemental Agreement #37 in the amount of $18,000. Colgan and Leonard explained this is the cost of an aerial survey to map lake bottom contours to be completed just before lake fill to map the lake bottom. This data will be kept on file in the event of any future FEMA needs, as this is important information for any future funding requirements. Davidson motioned to approve Supplemental Agreement #37, Herman seconded, motion approved.

 

Colgan presented information regarding the Emergency Action Plan and the Operation and Maintenance Plan for the Lake Delhi Dam once opened. The DNR has already approved the operation and maintenance plan pending official dates. The new dam will have flow over the labyrinth spillway. In addition, 85% of the time the floodgates will be closed and there is no operation necessary other than daily routine inspections.  Floodgate operation is automated up to the full design flood. The lake will no longer store water. A flood plain permit and water storage permit are already issued from the DNR, so once the dam is completed, we are approved to fill the lake once we finalize the operating plan adding names of who is responsible to operate the dam. Therefore, it is necessary to now contract for a full-time operator for the lake’s operation and maintenance to meet DNR requirements.

 

In addition, it is necessary to have an emergency action plan prepared for public safety. The DNR also approved this emergency action plan pending official dates. Other important items to be aware of as we go forward include, the floodgates will nearly always be closed, and water will pass over the spillway which will be marked with buoys with solar lights and a cable system. A warning horn will sound prior to the floodgates opening. The DNR also approved this emergency action plan pending official dates.

 

The DNR requires the District to be responsible for observation, recordkeeping, and maintenance of Lake Delhi, including daily inspections, annual inspections, random DNR inspections, and 5-year formal inspections. It is necessary to hire another firm to handle these administrative tasks.

 

Colgan proposed that the Board request a bid proposal from the Burrington Group in Manchester to handle these administrative tasks. This would include 24-7 coverage with on-duty personnel, recordkeeping, and overnight emergency call services. This will also include a time and materials contract from Lunda for maintenance services, Price Electric for electrical services, Jetco who is responsible for the dam computer (PLC) software design on retainer for technology services. None of these firms will have any decision-making capability other than what is contracted by the District; they will simply be maintaining the dam per the District’s specifications. Motion to approve the request for a bid proposal from the Burrington Group for an emergency action plan and operation and maintenance plan with a special meeting called to consider such proposal when received was made by Burger, seconded by Kramer, motion approved.

 

Gifford presented a request for reimbursement for sedimentation removal. Bill Havertape wrote a proposal to share or reimburse a dry dredge project on the Turtle Creek South area. This is a popular boating and recreational location, primarily for boat turn-arounds. This proposal includes a dredge area of 60,000 square feet and a prepared free disposal to a farm within an eighth of a mile. Without dredging, this area will be very shallow or above water after lake fill. The Turtle Creek Camp Road Association has already agreed to contribute $3,500 toward the project, which is proposed to cost a total of $18,680. Leonard highlighted that traditional dredge proposal estimates prior to the dam breach listed costs to dredge this area at $110,000, making the proposal a significant cost savings to dredging after lake fill. The area is 30 to 50 feet off shoreline, so thus not privately used property. The Board considers this an opportunity for this particular association and other associations desiring to complete projects, for example dredging, prior to lake fill at a cheaper cost. It was agreed that a cost share would be most appropriate as these projects will be the various associations’ responsibility, with only financial assistance from the Board. It was agreed that an 80-20% cost share would be implemented. The Board will consider all project proposals for cost shares by considering the cost effectiveness, the areas’ distance from the shoreline, safety and the public’s recreational use of the area. This has not been done earlier since it was not known until recently whether funds would be available after the dam build to accommodate such a cost share program. The Board applauded the efforts of the Turtle Creek Camp Road Association to create a full proposal to the Board.

 

Leonard presented a request from the Deer Run Lane project manager for a cost-share project with what is called the Hartwick Dredge Area as shown by the dredge map that Stanley provided and Leonard presented to the Board. The project manager provided Leonard a proposal for lake bed work to create an approximate depth of 6 feet in this area and has made all the contractor arrangements. The estimated cost is expected to be around $6,000. Per the previous discussion, an 80-20% split was agreed upon. Colgan motioned to approve an 80-20% cost share split for these proposed dry dredge projects pending trustee confirmation of work performed, Davidson seconded, motion approved.

 

The Board heard committee updates.

 

The Lake Bed Cleanup Committee gave updates. Some machine cutting on the south side of the lake will happen this weekend with one large machine and possibly with two. The north side of the lake will be done prior to snowfall. Another hand cutting event to be determined will be held in October. Road management is asked to take over brush management. It is possible that it may be too dry for brush burns.

 

The Dredge Committee presented updates. Stanley Construction recommends a siltation trap as large as possible in the upper portion of the lake to minimize siltation further down the lake.

 

The Legislative Committee is also working to capitalize on all the information available to make a good recommendation for facility management funding.

 

The Dam Construction Committee presented updates. In Phase 2, the earthen dam has been completed and concrete is now being poured. The contractor is working 6 days a week to complete work. It looks good for a late fall finish.

 

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

 

The floor was opened for public comment.

 

Barb DeKlotz stated there will be an LDRA annual meeting on Sunday, September 20, in Delhi, with the agenda to be determined.

 

It was asked how to determine the water level when considering potential boating problems in various areas. It was recommended to use laser measurement/GPS elevation levels.

 

A question was raised regarding siltation depth removal and permits. The soil boring work was done to allow for siltation removal for one foot above virgin ground. The Board would work with associations making proposals regarding this.

 

Jim Locke asked if anything could be done with the quarry in regards to the dredge trap. It was confirmed that this was being considered by the Board but the Board had no immediate answers. The Board confirms this looks like a good opportunity and will look into potential options.

 

Jim Locke asked for a Quaker Mill project update. The Board had no updates on this project.

 

Leonard reiterated the important takeaways from this meeting: The Board approved a 80-20% cost share for projects for lake bed work by considering cost analysis, high recreational use areas that could also present a safety concern, and locations far enough off the shoreline to not be of personal benefit. He also reminded those interested to get himself or another Trustee involved if a reimbursement will be requested for a project.

 

Davidson motioned to adjourn, Burger seconded, motion approved. The meeting was adjourned at 8:02 PM.

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