The Combined Lake Delhi Recreational Facility and Water Quality District
Board of Trustees Meeting
Thursday, May 1, 2014 – 2:00 p.m.
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 2:04 PM at the Heritage Bank Conference Room.
Trustees present: Leonard, Kramer, Schneider, Burger, Kray, Gifford by phone
Trustees absent: Davidson
Visitors: Jim Locke, Dave Larson, Larry Peter, Pat Dede, Bill Lux, Marcheta Cooey Lux, Pat Anderson, Gordon Anderson, Tom Cook, Marilyn Cook, Jason Wenger, Sara Millhouse (Dyersville Commercial)
Agenda reviewed by Leonard He requested to add a timely change for approval of the President signing the document for terrorism insurance included in our business risk insurance. Motion made by Schneider to approve agenda with timely addition, Kramer second, all ayes, motion passed.
Leonard advised we added terrorism insurance in our builders risk insurance. The document he needs to sign is simply to say we have this added insurance. Kramer made motion to approve Leonard to sign the form as we approved the policy at the last meeting, Schneider second. All ayes, motion passed.
Leonard introduced the document he needed to sign as President that allows for temporary electric service to be installed for the benefit of Lunda Construction. The district, as the owner of the dam, needs to sign the form allowing the electric service, however, Lunda Construction will be paying for it. Kramer made motion to approve Leonard to sign the form, Kray second, all ayes, motion passed.
Burger arrived at 2:09 p.m.
Kramer advised the debt service interest only payment for the LDRA for $36,625.00 was due June 1st . The payment is made to the LDRA to allow them to make their payment to Bank Iowa. Kramer made motion to approve, Burger second, all ayes, motion passed.
Kramer presented the payment of $674.52 for Pat Colgan’s travel expense (flight and rental car) on his 2/16/2014 trip. Schneider made motion to approve, Kramer second, all ayes, motion passed.
Kramer discussed the need for grounds keeping at the building site by the dam. The LDRA paid her husband, Randy Kramer last year as grounds keeper. Her question is if we want him to continue as grounds keeper this year. His charge is $75/time for mowing. Motion to approve Randy Kramer to mow the dam building property on an as needed basis at his discretion for $75/event by Burger, Schneider second. Kramer abstained from voting, remainder all ayes, motion passed.
The Safety and Operations Plan was discussed by Colgan and Holman. Holman indicated this document is required to allow for a permit to impound water. It describes operating procedures and monitoring and inspection of the dam and is a living document. As we move forward through Phase I and work into Phase II there will be tweaks to this plan but fundamentally it won’t change. Colgan said that we can’t finish the operational plan until we receive the gates as we will need more detail. This document now gives the DNR an opportunity to review it. Colgan recommends the draft document as written. Motion to approve Lake Delhi Dam Draft Operation Plan dated May 1, 2014 by Kray, Burger second. Colgan said 95% of the time there is nothing to do, it will operate like a fire department for example. Basically, the dam and gates will operate based on the options we pick. We will need to depend on people to move the gates and that is the seriousness of the plan but in typical summer life, there won’t be much to do but monitor the dam. Leonard requested a vote on the motion, all ayes, motion passed.
Holman explained the Phase II designs were forwarded to us as they need to be sent to the DNR for permit issuance. These are essentially the drawings that are ready to go out for bid. Stanley Engineering will keep the DNR abreast of any changes that will be made, if any, prior to going out to bid. Motion to approve Lake Delhi Dam Phase II designs by Kramer, Burger second, all ayes, motion passed.
Jason Wenger from Burrington Group spoke regarding the Rocky Nook Waste Water Treatment and Water Main Project. Because of the proximity to the river, a traditional system cannot be used so the design is 3 different systems that will connect to up to 7 or 8 cabins each to provide sewage service. Wenger said he would like to advertise the contracts and solicit bids and then hold a public hearing after the bids are received. Burger believes according to Iowa code that we have to hold a public hearing first and then notify the bidders. Wenger said they have done it both ways. It was agreed to set the public hearing for May 21st. The Bid letting date will be June 10th at the Delaware County Courthouse at 2PM and then we will award the bids at our regularly scheduled meeting on June 19th. Designs and drawings will be distributed to the Trustees prior to the May 21st meeting. Motion authorizing Burrington Group to set the public notice for the bids on May 21st at 6:30 at the Maquoketa Valley Middle School for the public hearing for the Rocky Nook Water Waste Water Treatment and Water Main Project by Burger, Schneider second, all ayes, motion passed.
Public Comments was added to the meeting and Larry Peter asked if the state tax issue was approved last night. Leonard advised yes. Peter also asked what was the feedback like from the DNR letter. Leonard said there were a few responses that voice concern but the DNR will be responding to them shortly. Peter than asked if the DNR has to sign off on change orders. Colgan advised no, only if we were changing something fundamentally.
Motion to adjourn meeting by Burger, Kramer second, all ayes, motion passed. Meeting adjourned at 2:48 pm.