The Combined Lake Delhi Recreational Facility and Water Quality District
Regular Meeting
Thursday, June 16, 2016
6:30 PM
Lake Delhi Trustees 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: Herman, Davidson, Burger (call-in), Leonard, Kramer, Colgan, Gifford
Trustees absent: None
Visitors: Chip Hughes, Pat Dede, Don Dede, Ken DeKlotz, Barb DeKlotz, Jim Locke, Wanda Davidson, Tom Cook, Marilyn Cook, Bruce Schneider, Margie Schneider, Ken Kray, Mary Kray, Ed Schmidt, Ron Cook, Hayley Cook, Ben Pasker, Dave Larson, Lou Christiansen, Sue Christiansen, Thayne Short, Brenda Short, Carol Pohlman, Wayne Garvin, Randy Rattenborg, Nancy Hurt, Larry Aschbrenner, Chloe Colgan, Gordon Anderson
Recording secretary: Shelley Kallenbach
Leonard read the agenda as posted with the addition of agenda item 8.5 to consider an estimate from Oasis Pump Service for raising the wellhead at the lake house. Davidson motioned to approve the agenda with the 8.5 addition, Gifford seconded, motion approved.
Kramer asked for approval of the May 19th, 2016 and June 7, 2016 meeting minutes. Gifford motioned to file the minutes, Herman seconded, motion approved.
Kramer read the claims for approval. From the General Fund, claims in the amount of $4,087.87 for electricity, internet, printer maintenance, lake bed reimbursement, lobbyists, insurance, and operational and miscellaneous supplies were read. From the Dam and Spillway Rebuild Fund, claims in the amount of $463,376.56 for dam operations, Phase 2 payments, engineering services, and fire extinguisher equipment were read. Herman motioned to approve the payments as read, Davidson seconded. It was confirmed that the purchase from Dubuque Fire & Equipment covered what was required for fire protection and that the stream and tide gauges monitor the lake water levels. Motion approved.
Kramer read the financial reports. The General Fund had revenues of $5,450.43 and expenditures of $3,406.07, ending May at $269,953.64. The Debt Service Fund had revenues of $12,497.43 and no expenditures, ending May at $24,602.58. The Dam/Spillway Project Fund had revenues of $2,189.08 and expenditures of $395,503.61, ending May at $2,945,932.60. Colgan motioned to file the financial reports as read, Gifford seconded, motion approved.
The Board heard change order requests from GCI. Colgan presented 3 change orders.
GCI Change Order #15 for $72,000 was for clay brought in for the earthen dam portions due to insufficient amounts of clay found in excavations compared to what was anticipated. Colgan motioned to approve Change Order #15, Herman seconded, motion approved.
GCI Change Order #16 for $2,630 was for additional buoys. Davidson motioned to approve Change Order #16, Gifford second, motion approved.
GCI Change Order #17 for $7,500 was for a special concrete to connect the old and new dam walls, which will change unit price amounts in the anticipated budget. The overall change to the bottom line due to this change order would be approximately $2,000. Herman motioned to approve Change Order #17, Kramer seconded, motion approved.
Bruce Schneider presented updates on work done on lakebed cleanup for his reimbursement request. Schneider stated he has removed about 2.5 to 3 feet of material from where the cove empties into the river. Roughly 2,592 yards of material has been removed, which can be compared to stump height that is now visible for confirmation. Burger motioned to approve Schneider’s previous request for 80/20% reimbursement of $5/yard for 2,500 yards, totaling a reimbursement of $10,000, Kramer seconded. Leonard expressed thanks to Schneider for his work and everything previous to this request and found great value in the work. Motion for reimbursement approved.
The Board heard updates on an asbestos removal quote. Environmental Management Services of Iowa was asked to present an asbestos removal quote for the demolition of the lake house. The quote listed the total abatement cost at $5,725.00, which includes DNR permitting, work, and inspection. Herman motioned to approve the removal quote, Davidson seconded. It was confirmed this was the only bid obtained, as there are few companies available for this type of work and board members have had good history with the company in the past. Motion approved.
The Board heard updates on a quote on wellhead lifting from Oasis Pump Services. The lake house houses the water pump for the office building. This pump must be moved to the office and the well head needs to be raised before the lake house is demolished. A quote for this work from Oasis Pump Services is for $2,500. Kramer motioned to approve the quote from Oasis Pump Services, Gifford seconded. Clarification regarding the necessity of the office building was requested. This building houses the off-site computer for dam operations and may also be a potential visitors’ center. It was confirmed that the wellhead will need to be protected from the parking lot. Motion approved.
Herman presented the competitive bids received for the lake house demolish. He confirmed that the bids were for comparable work and were fair to compare with each other. Four bids were received: Harbach for $10,000, Mark Fink for $9,000, Jerry McElmeel for $7,800, and Josh Lahr for $6,531. Herman believes this was a fair process and recommended approving Lahr’s bid based on recommendations from past contractors. Herman motioned to approve the Lahr bid, Gifford seconded, motion approved.
The Board heard information on the possible purchase of a mobile trailer for the dam site. Ideas were sought for storage of tools and safety equipment at the dam site as the existing area beneath the dam was too damp for storage. A trailer was suggested. A 7×14 2-axle trailer was found in Cedar Rapids. Burrington Group and Price Electric offered cost savings if their company logos were included on the trailer. Schneider offered a larger trailer for sale. Kramer motioned to approve the 7×14 trailer as presented, Herman seconded. Gifford would like to make sure the Board does not have indefinite rules on sponsorship so to avoid an inconsistent precedent. Motion approved.
Colgan presented information on a maintenance agreement with Kohler for the diesel generator. This generator provides power to run the dam if electrical power is lost. Colgan recommended a service agreement with Kohler for 5 years, which includes maintenance, required testing, and a major/minor visit per year. He stated this was important for state licensure. No other bids were sought as this was the company the generator was originally purchased from. Colgan motioned to approve the 5-year maintenance agreement, Herman seconded. It was felt that this was not unreasonable due to past experience with generator maintenance plans. Motion approved.
Stump removal and siltation removal at North Beach was discussed. Additional work is necessary on this district-owned property than what was previously approved would allow. Additional equipment would be required for an additional cost of $6,500 that does not include the $1,000 that was already approved previously. Material removed will be used to create a rough road for access to North Beach. Gifford motioned to approve a not-to-exceed amount of $7,500 for North Beach material removal, Davidson seconded. It was confirmed that there may be some sand in this removal that could be used for the beach creation. Motion approved.
Chip Hughes presented requests for reimbursement.
The first was for work done to complete groins at Lost Beach to prevent the current from washing away beach material. The work has been completed as previously approved and the bill for the work was presented. Davidson motioned to approve the bill from Delaware Transfer as presented. Herman seconded, motion approved.
Hughes presented another claim for reimbursement. This invoice would be for removing the dirt required to recreate Lost Beach and does not include any other charges. This work was completed with a DNR and Corps of Engineers permit. Only full hours worked by machine and operator were counted for a total of $175/hour worked. This reimbursement request would be for a total of $16,525.00. Herman motioned to table the request until Hughes could bring board members to view the work completed, Davidson seconded, motion to table until board members have had the opportunity to do due diligence approved.
The Board heard committee updates.
The Lake Bed Cleanup Committee states that Scott Wall will take a brush hog to some more challenging places.
The Dredge Committee states that they will be going to the property to look at easement sites and river dredge sites to work for a resolution to the LDRA property conveyance lawsuit.
The Dam Construction Committee stated that after 6 years of extensive work by many parties and today’s significant meetings with the DNR, DNR approval to fill the lake was obtained on Thursday, June 16, 2016. The dam is now substantially complete and the lake is ready for water. The DNR was surprised at the level of preparation for the meeting. The Board is looking to close the sluice gates next Thursday or Friday to begin lake fill next weekend.
The Water Quality Committee had a Watershed Management Authority meeting in Manchester last week.
The Funding/Finance Committee had no updates.
The Legislative Committee stated the lobbyists are actively pursuing funding through the Watershed Management Authority and meeting with senators to put the lake on the Iowa Public Lakes list.
The Celebration Committee states that a celebration is planned for July 23-24th with multiple sites on the lake having food vendors, kids’ activities, public parking, fireworks, and a Sunday ceremony to mark 6 years since the dam breach. Corporate sponsorships are sought by Monday to allow for marketing materials. A meeting a week from Tuesday will be held at the Administration Building at 6:30 for those interested in helping.
There was no public comment.
Gifford motioned to adjourn, Herman seconded, meeting adjourned at 8:10 pm.