The Combined Lake Delhi Recreational Facility and Water Quality District
Board of Trustees Meeting
Thursday, August 21, 2014 – 7:00 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 7:12 PM at the Maquoketa Valley Middle School Conference Room.
Trustees present: Leonard, Kramer, Davidson, Gifford, Kray, Burger, Colgan
Trustees absent:
Visitors: Larry Peter, Eve Peter, Chris Stender, Sue Christiansen, Lou Christiansen, John Carbaugh, Dave Larson, Barb DeKlotz, Ken DeKlotz, Ed Schmidt, Jim Locke, Bob Galiher, Lola Galiher, Dan Stabell, Larry Aschbrenner
Agenda was reviewed by Leonard. Motion by Kramer to approve agenda plus an item for consideration of requesting reimbursement of an invoice for DNR approval, Burger second, all ayes, motion passed.
Leonard introduced Cyndi DeMoss who is our volunteer for recording secretary.
Kray requested approval of 7/17/14, 7/24/14 and 8/1/14 minutes. Motion by Burger to approve Gifford second, all ayes, motion passed.
Kramer reviewed the claims for August. The requests for payment from the General Fund are Alliant Engergy – $14.39; Delaware County Auditor’s office – $74.00; Delaware County Treasurer’s office – $4,698.00; Kramer Lawn Care – $300.00; L&L Consulting – $2,000.00; Simmons Perrine Moyer Bergman – $80.00. Burger indicated that we will still have to pay taxes for one more year because legislative bill that states our tax exempt status wasn’t in place
until July 2014. Kramer details claims for the Dam/Spillway fund which are Burrington Group – $1,902.50; Lunda Construction – $344,937.55; Simmons Perrine Moyer Bergman – $272.75. Burger made motion to approve all payments in both funds and keep Lobbyist billing at $2000/mo, Davidson second. Leonard presented a 6 month billing statement from the Lobbyists because there was discussion about not making their billing monthly. Kray indicated the agreement at the meeting Burger, Colgan and herself had with Lobbyists the previous week was that the billing would remain the same until after the Trustee goal setting session. Davidson asked if this was the final billing for Burrington Group and Kramer said she believes this is it. There is a question as to whether Burrington Group will work through construction phase. All ayes to approve payments, motion passed.
Leonard indicated that now that the Lunda payment had been approved for payment, the board could now request the DNR for payment for the $344,937.55. Leonard read the letter for the DNR. Motion to approve Leonard signing the letter for reimbursement from the DNR by Burger, Davidson second. All ayes, motion passed.
Kramer gave review of the Financial report for month ending July 31, 2014. The General Fund began with a balance of $117,361.91 and after revenues and expenses, ended with a balance of $115,203.21. The Debt Service Fund began with a balance of $21,505.98 and after revenues ended with a balance of $23,109.78. The Dam/Spillway fund started with a balance of $4,710,809.20 and after revenues and expenses, ended with a balance of $4,9772,739.99. Kramer also presented reports maintained by the County. Motion to file all financial reports by Burger, Gifford second. All ayes, motion passed.
Kray advised the Finance Committee had approved funds for the purchase of a PC for the District and made a motion to purchase a PC for the District, Burger second. Giffords said the real key is for storage and retention of our data and documents and believes we should use more current technology to accomplish that and not on a PC. There was discussion regarding how to accomplish this. Gifford advised he has 2 spare computers at his business and will donate one. Kray changed motion to accept Giffords offer of a donated PC for District use and to begin utilization and purchase storage for district documents, Burger second. Colgan believes we should discuss more details in policy session. The motion passed with all ayes.
Change order #4 for Lunda was introduced by Leonard. This change order was for modification of existing gates for a subcontractor of Lunda Construction and has already been approved by 3 Board members. Leonard asking for formal approval from the full board. Motion by Colgan to approve, Kramer second, all ayes, motion passed.
Burger presented a new schedule for the LDRA bond payment. Leonard made motion to recommend to the LDRA to review the options and suggest moving forward with the 7 year rate adjustment and the District to file the appropriate documentation for our records, Gifford second. Leonard reminded the board that the Debt is not the legal responsibility of the District but of the LDRA and that the District cannot encumber future funds for such an obligation. The District will have the responsibility to review any potential payments for this each and every fiscal year. Burger explained how changes in the economy could affect the rate as the adjustment will not occur until a principle payment is made and the principal payment is scheduled currently for June 2015. Kray asked if the $20,000 principal payment could be made sooner to lock in the rate and Burger advised he would ask the question of the bank. Burger also noted that Speer Financial is not being paid for this transaction – this is volunteer work he is doing on our behalf. The city of Delhi does have to have another public hearing for this debt and it will be held September 13, 2014. All ayes, motion passed.
Kramer explained the 28E agreement between the District and the Maquoketa Valley Schoold District for use of the building across the street. The School District is requesting a yearly donation of $250/$300. Kramer checked and our liability insurance rates would not be affected for the additional coverage. Kramer made a motion to enter into a 28E agreement for use of the Maquoketa Valley administration building, Kray second. Burger said the document needs to detail our District title and the School District should name us as additionally insured on their policy. Leonard summarized that we won’t be able to use this conference room going forward and our choices for meetings rooms are either the dam building or the admin building across the street. The administration building provides easier access, especially in the winter and the School District will be providing heating and cooling, etc. Burger suggested we should do 30 minutes of attorney time to review the document. Kramer also advised that she had the wall looked at to see if we could expand the main room and it is a load bearing wall so couldn’t take it out. Kramer changed motion to enter into the 28E agreement with the Maquoketa Valley Schoold District with the change to our board’s formal name, add liability insurance to both parties and ask for attorney review of the document, Kray second. All ayes, motion passed.
Committee updates
Finance – nothing additional
Dam Construction – Colgan said the biggest question for him is when do we go out for bids on Phase II. Three tasks need to be done by Lunda Construction before we go out to bid. One – all of the inspection, demolition and refurbishing of the concrete of the existing powerhouse to the flood line needs to be completed; two – the required rock anchors need to be completed; three – rebuild the piers for the new gates. All of those tasks are being worked and Lunda is being very thorough. Colgan believes we will go out for bids for Phase II about Labor Day and work will start around Nov. 1, and Lunda should be able to pass water through the powerhouse by December 1, 2014. Gifford asked what changed from our 7/24/2014 meeting when the board approved the bids to go out. Colgan indicated Stanley Engineering still had to finalize a report with their recommendation raegarding the overlay concrete work. Colgan said there is a recommendation to not do an overlay but to patch where necessary. Lunda Construction did loose 3 weeks because of the heavy rain event and would not agree to a December 1 date without the required Stanley report.
Legislative – The Lobbyists sent their monthly update report to all Trustees. Leonard said individuals will be organizing efforts for key legislators but it will not be considered offical action by the board.
Property Management – Burrington Group and Leonard have been working with the leadership team at the Rocky Nook and they have received the approved design of the water mains and where they are to be placed. There is not an exact start date yet but will be coming now that this item is detailed. Some property owners on the upside of the dam are planning to construct sea walls and have asked to utilize the boat ramp there. Leonard has handled each request and asked them to be careful with our adjoining properties.
There being no public comment, Davidson made motion to adjourn, Burger second. All ayes, motion passed and meeting adjourned at 8:16 pm.