The Combined Lake Delhi Recreational Facility and Water Quality District
Board of Trustees Meeting
Thursday, June 19, 2014 – 6:30 p.m.
Maquoketa Valley Middle School 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 6:38 PM at the Heritage Bank Conference Room.
Trustees present: Leonard, Kramer, Davidson, Schneider, Gifford, Kray and Burger by phone
Trustees absent: n/a
Visitors: Ed Schmidt, Don Dede, Pat Dede, Larry Peter, Ken Kray, Sue Christiansen, Lou Christiansen, Barb DeKlotz, Ken DeKlotz, Dave Larson, Bob Galiher, Lola Galiher, Chip Hughes, Jim Locke, Jason Wenger, Carla Becker, Pat Colgan, Chloe Colgan, Dan Staebell, Clark Gochenour, Nancy Gochenour, Dan Zumbach
Agenda was reviewed by Leonard. Motion by Schneider to approve agenda, Kramer second, all ayes, motion passed.
Kray requested approval of 5/21/14 and 6/5/14 minutes. Motion by Davidson to approve, Gifford second, all ayes, motion passed.
Kramer detailed billings for the General Fund. Alliant Energy – $43.11; Kramer Lawn Care – $300.00; L&L Consulting – $2000; Simmons Perrine Moyer Bergman – $520.05. Billings for the Bond Fund are Lunda Construction – $82,210.93; Burrington Group – $4,208.01; Simmons Perrine Moyer Bergman – $641.25; Delaware County Abstract – $955.00; Delaware County Transfer (demolition of Peck Property) – $6,399.40. Kray made motion to pay billings for the General and Bond funds, Kramer second, all ayes, motion passed.
Kramer gave review of the Financial report for month ending May 31, 2014. The General Fund began with a balance of $155,193.51 and after revenues and expenses, ended with a balance of $116,862.73. The Debt Service Fund began with a balance of $355,013.70 and after revenues and expenses ended with a balance of $13,360.28. The Dam/Spillway fund started with a balance of $5,244,522.43 and after revenues and expenses, ended with a balance of $4,972,661.09. Kramer also introduced reports provided by Delaware County Auditor’s office to assist us in understanding the flow of funds from our multiple sources of monies. Motion to file financial reports by Schneider, second by Gifford, all ayes, motion passed.
Kramer discussed the submission of $531,600.70 in expenses for Phase II construction to Delaware County. According to the agreement we are allowed a 50% reimbursement. In addition,the terms and conditions of our agreement with the County allows for a one time opportunity to request funds for expenses already paid on Phase II (spillway) within 45 days of permit receipt. Carla Becker indicated the County Supervisors have amended their budget to allow for this request. These expenses have already been paid for by the bond fund but have not been reimbursed from the State. Motion to approve request of $531,600.70 to be submitted to the Delaware County Supervisors for Phase II work by Schneider, Gifford second. All ayes, motion passed.
Leonard explained that originally we appealed our property tax billing as we believed we were tax exempt. Since then, legislation was passed to confirm the District was tax exempt. This resolution indicates that we are dismissing our appeal as the legal cost to continue the appeal would be more than the tax bill itself. Motion to approve resolution 6.19.14a by Davidson, Schneider second. Individual roll call requested, all ayes, motion passed.
Kramer advised Superintendent Tuetken approached her regarding the possibility of the District using the old Maquoketa Valley Administrative Building across the street as a permanent site for the District. Kramer indicated each Trustee should view the office before a decision is made and look at the pros and cons of this site compared to the office building down by the dam. This item will be discussed again at the next regular meeting.
Burger made motion to modify Resolution 5.21.14 passed last month by the District Trustees. The original resolution indicated the method for emergency change orders, however, there was a reference to approval by email that needed to be removed. Motion was seconded by Gifford to approve Resolution 6.19.14b, individual roll call requested, all ayes, motion passed.
Jason Wenger reviewed updated specs for the Rocky Nook Waste Water Treatment bid. The changes requested by the Board now reflect a purely performance based specification that gives quantity of flow that the new system must adhere to. The bid also indicates that at a minimum of 14 days before the final submission date the contractors must submit their proposed design so the county can give conditional approval. Three days before the final submission date, an addendum will be written to indicate which systems have been approved. Kramer made motion to approve the new bid specs with a bid opening date of July 24th at 4pm at the Delaware County Courthouse and an award date of August 1 at 3pm, Schneider second. All ayes, motion passed.
Leonard explained the need for the Storage Water Permit. Since our dam is a rebuild, it was originally thought we did not need to request this permit. After investigation by the DNR, it was found that a storage permit was never signed when the dam was first constructed so the DNR is asking us to request this permit at this time. It is simply administrative and has a $75 fee. Motion to approve $75 fee and to allow the President to sign the permit request by Davidson, Gifford second, all ayes, motion passed.
Bob Galiher gave presentation regarding the Water Quality team. He read their mission statement and gave the history of the team. The team originally started as their own entity and has always been staffed by volunteers. Galiher says there are 3 concerns: this is a hypertrophic lake which means more nutrients come in than needed; sedimentation; and bacterial and chemical pollution. The team has also participated in meetings with the NRCS on watershed projects. Traditionally the Water Quality Team has granted $50 for septic pump outs and $500 for shoreline improvements and their expenses have been between $3500 to $4000/year. Their revenues were provided via grants and by payments from the LDRA which ranged from $2000 to $3500/year. The Water Quality Team’s current balance is $3268 but there are 3 approved shoreline projects that have not yet been paid as they are not completed. The members of the Water Quality Team recently met and agreed they would like the District Board to consider acting as the leadership arm of the team and the funding source. The team feels the work done is far too important and strongly feels it should continue. Gifford said that approximately 10 people took the IoWater training last summer. Lola Galiher advised that there will be training needed to continue the bacterial tests as Lou Christiansen is the only trained member of the team in this category. The current members will be there to assist but just can’t physically get to some of the locations to test. Gifford indicated that the current team holds a huge amount of knowledge and gives us a good template to start from. All agreed that water quality is necessary as we move forward and that the District will hold a work session to determine next steps and how to move forward. Leonard thanked the Water Quality Team for all they have done and thanked Bob for his presentation.
The continuation of the Lobbyist contract was on the agenda and Burger moved to table it until next month, Gifford second. All ayes, motion passed.
Leonard recognized Dan Zumbach, our Iowa Senator that was in the audience. Senator Zumbach indicated the Lake Delhi project has been successful because of all of us. The District asked for state help but only after we helped ourselves and taxed ourselves. Senator Zumbach advocated for us and received a 49-0 vote in the Senate for our funding. We are grateful to Senator Zumbach and Representative Hein for all they have accomplished for us. Leonard then asked the Senator his thoughts on the lobbyists assistance going forward. The Senator indicated that there is an election this fall and elections have consequences. He indicated he is not sure how much longer their services should be needed but we should consider their retention until the water is back and all the bills are paid.
Kramer introduced the new job description for the Recording secretary position that was agreed upon by the Finance Committee last Saturday. Kray read the job description. Davidson said the duties can be defined once the party is in place. Motion to move forward with new job description and to follow process recommended by the Finance Committee which is first to request a volunteer from the Board, then a volunteer from the Lake Delhi community and if we don’t receive a volunteer, to allow the hiring of a contract employee by Kramer, second by Kray. All ayes, motion passed.
Committee updates
Finance – Davidson wants to make sure we purchase a computer so all records aren’t on personal
computers. We will discuss this in our next work session as to what our needs are.
Dam Construction/Timeline – Colgan indicated we have had 6 weeks of work on phase I and that community members could go to lakedelhi.org for updates and construction photos. Phase I is about the concrete structure and improving the powerhouse to more modern codes. The concrete slabs under the old spillway is being inspected. The sluice gates used to divert water in 1928 were thought to be full of concrete. However today the contractor was able to shine a high intensity light through the tubes and confirm that they are not full of concrete and we should be able to use them but that will be confirmed in the next few weeks. Colgan said before we go out to bid for Phase II, 4 items need to be confirmed: 1- the sluice gates are ok; 2- the spillway floor is acceptable; 3 – the cutting of the piers to allow for new gates go as planned; 4 – the grouting of the powerhouse needs to progress satisfactorily. Lunda should be able to pass water in October so the District will most likely go out for bid on Phase II in mid July.
Colgan also wanted to reiterate that people must stay out of the construction zone on the north side of the dam. No trespassing signs will now be displayed. He also wanted to make sure that we all understand that even though Lunda Construction is from Wisconsin, the majority of the workers are from Iowa and the supplies are being purchased in Iowa.
State/County Legislature – Leonard went to last County Supervisor meeting and gave an update of the progress. Becker said the Supervisors believe we have a true partnership and we all look forward to the completion of the Turtle Creek project and the dam rebuild. Becker also reminded all of the upcoming election on July 22nd and reminded us that her office will be open for voting on July 12th. Kray said she would be sending an email blast this weekend reminding the community of the election and pertinent dates.
Property Mgt – Kramer advised the old Peck property was deconstructed.
Public comment – Nancy Gochenour asked why the District is working with septic systems at Rocky Nook property and Leonard advised as part of the agreement for the land needed there, the Rocky Nook Association requested assistance with their water treatment system.
Dave Larson asked how long to get Turtle Creek done. Leonard indicated should be 2-3 months. Becker indicated the goal is to not impede our progress.
Clark Gochenour asked if the water quality will be better with new dam. Colgan said channel is cleaned out but we will still have sediment accumulation.
Bob Galiher reminded all that our lake is a public body of water that people like to visit to boat and fish. The rebuild is not only for ourselves but for others who love Lake Delhi as well.
Larry Aschenbrenner said the DNR letter indicated that if there was any development below the dam in the future, it could change the status of our dam. Colgan said this is typical language in every dam permit and it is highly unlikely that a permit would be granted to build in a flood plain.
Chip Hughes asked what is the projected date for completion. Colgan said it is based on weather but a cautious estimate is July 4, 2014.
Jim Locke said the LDRA has $22,000 for the rebuild effort. He will work with Kramer to determine how that money can be used.
Bob Galiher said people are putting in big sea walls and putting rip rap out in front of them so waves are broken up. He feels the District should put a recommendation in our newsletter that the rip rap is needed to preserve the walls. Gifford said the DNR has documentation that explains it and he will add it in the next Voice.
Motion to adjourn by Davidson, Schneider second. All ayes, motion passed. Meeting adjourned at 8:48 pm.