Minutes from March 2, 2017

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, March 2, 2017

6:30 pm

Lake Delhi Trustees Administration Building

Delhi, IA


The combined regular and special 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, Kramer, Burger, Herman, Havertape (phone), Colgan (phone), Gifford (phone)

Trustees absent: None

Public present: Dave Larson, Jason Wenger, Nancy Hurt, Pete Buschmann, Doug Camp, Larry Aschbrenner

Recording secretary: Shelley Kallenbach

Motion to approve the meeting agenda as read made by Burger, seconded by Herman, motion approved.

The public hearing for the FY 2017/2018 budget was opened at 6:30 pm. Kramer presented a budget listing estimated expenditures and revenue sources for fiscal year 2017/2018. This includes a proposed taxation rate of $4.00 for the General Fund and 7.13909% for Debt Service. It was noted that the Debt Service taxation rate went from 7.4775 to 7.13909 due to increased valuations.  Kramer also noted that the property tax revenue will increase from $253,065 to $265,212 due to increase property valuations. It was reiterated that the budget numbers for 2017/2018 are estimates.

The floor was opened for public comment.

Nancy Hurt asked if the proposed taxation rate of 11.13909 was broken down by the General Fund and Debt Service Funds. It was confirmed that this amount was the combined total between the applicable funds and would be the number that would be seen on a resident’s property taxes. Debt service rates decrease as property valuation increases and the community has seen a significant property value increase since the completion of the dam.

Motion to close the public hearing was made by Herman, seconded by Burger, motion approved, public hearing closed at 6:37 pm.

Motion to adopt and file the FY 2017/2018 budget as presented by Kramer made by Burger, seconded by Herman, motion approved.

Motion to approve the January 19, 2017 meeting minutes made by Herman, seconded by Burger, motion approved.

Kramer presented claims for payment. Claims in the amount of $11,960.58 from the General Fund for utilities, ice eaters, dam operation services, warrants, recording fees, lobbyist expenses, publication expenses, signage, legal fees, and miscellaneous supplies were presented. Claims in the amount of $16,050.99 from the Debt Service Fund for engineering services were presented. Burger motioned to approve the payments as presented, Herman seconded, motion approved.

Kramer presented the financial reports. For January, the General Fund had revenues of $2,407.38 and expenditures of $12,432.99, ending January at $268,733.97. The Debt Service Fund had revenues of $4,539.78 and no expenditures, ending January at $189,985.66. The Dam/Spillway Project Fund had revenues of $1,288.64 and expenditures of $123,757.94, ending January at $1,602,616.62. Herman motioned to receive and file the financial reports as read, Burger seconded, motion approved.

The Board considered possible action on mitigation and beach repair work at Lost Beach. This is in reference to the large rainfall event in 2016 that created a rise in the upper portion of the lake. Some damages were sustained to several areas, including Lost Beach. Rich Hughes was asked to be a part of plans for the restoration of Lost Beach as he is an adjoining property owner. The Board is exploring potential reimbursement options for restoration and future mitigation of damages sustained in all portions of the lake, including Lost Beach. The rainfall event was officially declared a federal disaster, and as the District is now considered an eligible entity, it can apply for assistance from FEMA. This assistance means 75% of the funds for repair work would be paid by FEMA, 15% by the State of Iowa, and 10% by the District. In addition, FEMA would allow and fund a plan to protect Lost Beach from future disasters. Herman stated he was reasonably comfortable that FEMA would approve the District’s request for assistance, but the Board must follow FEMA requirements in order to receive assistance, including obtaining three applicable bids for projects.

Rich Hughes outlined his proposal for Lost Beach repair and mitigation work, including repairing the damages and installing a larger drainage ditch and mitigation blocks to prevent future erosion. This proposal is only valid for two weeks, as after two weeks his equipment will be moved and depending on weather may not be available again until late summer 2017. He states he would have the project completed as proposed in 3 days and has all necessary product available.

The Board considered two options: immediately hiring Hughes to complete the proposal and forgo any possibility of FEMA assistance, or obtain two additional bids for the same work in a short time period followed by a special meeting to award the project to allow for FEMA assistance. Opinions on which strategy to select were obtained from each board member. Herman, Kramer, Havertape, Gifford, and Leonard felt it would be fiscally responsible to obtain the two bids necessary to allow for FEMA assistance. Colgan and Burger felt that the bid was such that the Board should move forward with Hughes’ offer.  Colgan also said that the bid from Hughes was representative of the cost of the work to restore the beach and if time was truly of the essence to do the work as presented by Rich Hughes now, that we should proceed with his bid to ensure the beach was restored for the coming recreational season.  Colgan also said that a more detailed study of erosion damage should be done and mitigation resulting form the study should be considered in the future. There is no guarantee that the fix proposed by this proposal would not result in a similar erosion problem in the future.

It was confirmed that Burrington Group would be able to assist with obtaining alike bids in the required two-week timeframe. Concerns about FEMA’s timetable were expressed. Using FEMA for other areas of repair and mitigation but not the Lost Beach requirements was also discussed.

Motion to obtain 2 additional bids, then to hold a special meeting on Wednesday, March 8th at 5 pm made by Herman, seconded by Kramer. Individual votes were sought.

Herman: Yes

Burger: Yes

Kramer: Yes

Gifford: Yes

Havertape: Yes

Colgan: Yes

Leonard: Yes

Motion approved.

The Board heard committee updates.

The Beach Maintenance Committee states that a survey regarding North Beach is yet to be completed to determine the exact location of property lines and District ownership at North Beach. Randy Rattenborg has been waiting for amenable weather to complete this survey.

The Lake Recreational Maintenance Issues Committee states that the ice has caused a great deal of debris to be loosened up and to collect in the labyrinth. This debris does not impact dam operations and removal can be postponed until November to prevent a lake drawdown during boating season.

Also, significant progress between the DNR and Burrington Group has been made regarding the Rocky Nook docks and lifts design. A verbal agreement by the DNR for the Rocky Nook boat lifts and docks has been reached and the District will work toward getting the permitting process completed quickly.

Some individuals voiced concerns related to flooding upstream in the upper portion of the lake. It was reiterated that Stanley Consultants did comparisons of doing a drawdown of the lake prior to a predicted flood event and this had little to no value to preventing flooding in the far upstream portions of the lake. However, the District has asked the DNR to obtain data on what impact a 2-foot drawdown would have on the upstream portions of the lake prior to a predicted flood event.

The Dam Operations Committee states that the dam’s first winter has been a success operationally, with no sustained ice damage or changes to lake level. The volunteers who complete daily dam inspections were recognized for their work. Also, Colgan informed the Board that the Lake Delhi Dam won the Top Engineering Award from the ACEC for the state of Iowa in 2016, finished 3rd in the state of Minnesota, and were in the top 24 engineering projects nationally for the year.

The Board is working with Burrington Group to create text alerts for lake residents in the event of heavy rainfall or potential flooding.

The Water Quality Committee states that the Maquoketa River Watershed Authority has been progressing nicely with more signed parties wanting to participate.

The Funding/Finance Committee pointed out the need to obtain insurance for certain entities as soon as possible. It was stated that a planning workshop for long-term District goals and needs would be good to hold.

The Legislative Committee states that next week there will be a legislative day in Des Moines to increase the voice of the Maquoketa River Watershed Authority regarding water quality and to educate state legislatures about funding for these needs. Also, the law change request to allow the Board to refinance bonds at a lower interest rate if desired has been progressing well.

The floor was opened to public comment.

Larry Aschbrenner informed the Board that on March 19th, The Pizza Place will host the annual guest bartenders event from noon to five pm. There will be a DJ, 50/50, and drink specials. All tips will go toward dam operations and future dredging.

Pete Buschmann introduced himself as a new member of the Delaware County Board of Supervisors.

Dave Larson asked if the DNR would be stocking the lake with crappies. It was stated that they have done some stocking but have more to do. It was confirmed that within two to three years, the fishing in the lake should be very good.

Burger motioned to adjourn, Herman seconded. The meeting was adjourned at 8:00 pm.

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