Trustee Agenda – Thursday, February 15, 2018

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, February 15, 2018

6:30 p.m.

Lake Delhi Trustees Administration Building

Delhi, IA

  1. Call to Order
  2. Approve Agenda
  3. Consideration and approval of minutes of Previous Meetings
  4. Consideration and approval of Payments
  5. Review Financial Reports
  6. Review the FY 2018/2019 proposed budget
  7. Discussion regarding drainage improvement plan for the south side of the dam as presented by Burrington Group
  8. Consideration and possible action on quote from B & J Hauling & Excavation, Inc. for rip rap work downstream from the powerhouse
  9. Consideration and possible action on a pledge to provide funding for the Maquoketa Watershed Authority in partnership with other WMA members for the purpose of creating a watershed management plan for the Maquoketa River
  10. Consideration and possible action on procedure for creating policies by the Trustees
  11. Consideration and possible action on consolidation of committees and committee structure
  12. Committee Updates – Beach Maintenance, Lake Recreational Maintenance Issues, Dredge, Dam Operations, Water Quality, Funding/Finance, Legislative
  13. Public Comment
  14. Adjourn

 

Minutes – Thursday, January 18, 2018

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, January 18, 2018

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 6:34 pm.

Trustees present: Kramer, Leonard, Staebell, Burger, Herman, Gifford (call-in)

Trustees absent: Havertape

Visitors present: Jason Wenger, Dan Recker, Larry Aschbrenner, Mitch Tanner

Recording secretary: Shelley Kallenbach

Staebell motioned to approve the meeting agenda as read with the adjustment of moving Colgan’s dam operations presentation to #8, Burger seconded, motion approved.

Burger motioned to approve the December regular meeting minutes, Staebell seconded, motion approved.

Kramer read the claims for payment. Claims for payment in the amount of $6, 126 for dam and office electricity, dam operations, printer maintenance, lobbyist expense, dam LP tanks, and internet/phone service were presented from the General Fund. Burger motioned to approve the claims for payment, Staebell seconded. Gary Grant forwarded a note looking to change the watershed authority’s name in the state legislature and the lobbyists continue to work to get the lake eligible for state funding. Motion approved.

Kramer presented the financial reports. The General Fund had revenues of $14,809.09 and expenses of $17,628.15, ending December at $1,808,344.77. The Debt Service Fund had revenues of $25,00.91 from interest and the county, and no expenditures, ending December at $98,237.36. The Dam Improvement Fund had no changes, remaining at $10,000. Staebell motioned to receive and file the financial reports, Burger seconded. Kramer will find out if the Dam Improvement Fund receives interest. Motion approved.

The Board considered action on a public hearing date for approving the FY 2018/2019 budget. The budget is due March 15th. Staebell motioned to approve a special meeting to approve the budget to be posted in the paper for March 1st at 6:30 pm, Burger seconded, motion approved.

The Board considered possible action on a proposed contract with Burrington Group for services required for Lake Delhi operations management. The dam operating permit requires 24/7 service, a brick and mortar building with a telephone line and people to answer it, and daily operations of the dam. Burrington Group has been providing these services since September 2015 with a two-year agreement and it is time for that agreement to be reviewed. Burrington Group provides 24/7 monitoring, dam permit requirement fulfillment, catastrophe plans and monitoring, volunteer management, dam and SKATA building visits, and necessary phone line management. They are offering to continue this with a $2500 monthly fee to have someone available within 30 minutes 24/7, with any daytime work at the regular hourly rate. Kramer motioned to approve the contract as presented with an annual review in January, Herman seconded, motion approved.

Colgan presented updates from the Dam Operations Committee. The dam is in winter operation with low water flows. Two of the three gates are off due to low water flows and the remaining gate is on automatic with a system to prevent ice buildup. A request was heard from a volunteer for an aerosol can of deicer for one of the doors and additional snow shovels.

The Board considered possible action on approval for the Hartwick Huskies to utilize Lost Beach for a 2018 ski show. Mitch Tanner made a presentation requesting Saturday July 14, 2018th as the date for the show and a need for access to Lost Beach that day, as well as Monday and Wednesday night for practice, and an interest in making an event by allowing Smokey’s to expand a beer tent onto Lost Beach property. Property behind the campground is owned by Tanner and Marty Pottebaum for use for parking using golf carts to move visitors. Burger motioned to provide the Hartwick Huskies to access Lost Beach on July 14th from 2-7 pm and from 5:30 to dark Monday and Wednesday prior with delivery of the appropriate required insurance policy, Herman seconded, motion approved. Herman motioned to approve authorizing Smokey’s to utilize some portion of the Lost Beach property deemed necessary via proposal from Smokey’s for a beer garden subject to Smokey’s meeting all state and county requirements on July 14th until bar closure with a specific designated area approved by the Board with delivery of an appropriate insurance policy, Staebell seconded, motion approved.

The only committee updates were that the Finance Committee is waiting on some things from Carla Becker to finish the budget, and there are a lot of locations around the lake without high-speed internet service and it would be good for the lobbyists to push for funding for high-speed internet in the area.

The floor was opened to public comment.

A member of the public pointed out there is a great deal of seaweed at water level by the Cedars across from North Beach. There is no current update on removing this seaweed other than considering potential dredging.

A member of the public asked if the LP tanks are pre-booked. It was confirmed that the LP tanks do get the pre-book rate.

Motion to adjourn the meeting made by Staebell, seconded by Kramer, motion approved. Meeting adjourned at 7:42 pm.

Trustee Agenda – Thursday, January 18, 2018

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, January 18, 2018

6:30 p.m.

Lake Delhi Trustees Administration Building

Delhi, IA

 

  1. Call to Order
  2. Approve Agenda
  3. Consideration and approval of minutes of Previous Meetings
  4. Consideration and approval of Payments
  5. Review Financial Reports
  6. Consideration and possible action on establishing a date for a public hearing to approve the FY 2018/2019 budget
  7. Consideration and possible action on proposed contract from Burrington Group for services required for Lake Delhi Startup and Operations Management
  8. Consideration and possible action on approval for the Hartwick Huskies to utilize Lost Beach for a 2018 ski show
  9. Committee Updates – Beach Maintenance, Lake Recreational Maintenance Issues, Dredge, Dam Operations, Water Quality, Funding/Finance, Legislative
  10. Public Comment
  11. Adjourn

Work Session

Work Session to discuss trustee committees and tasks based on the work session held in August

Minutes – Thursday, December 21, 2017

The Combined Lake Delhi Recreational Facility and Water Quality District

Regular Meeting

Thursday, December 21, 2017

6:300 p.m.

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 p.m.

Trustees present: Leonard, Kramer, Gifford, Staebell, Burger, Herman & Havertape by phone

Absent: None

Visitors: Ed Schmidt, Deb Burger and Larry Aschbrenner

A motion was made by Herman, second by Burger to approve the agenda. Motion carried.

Motion to approve the Minutes from November 16, 2017 and November 19, 2017 was made by Staebell, seconded by Gifford. Motion carried.

Kramer presented claims for payment. Claims for payment in the amount of $17,628.15 from the General Fund for electricity, internet service, dam operation services, printer maintenance, lobbyist expense, new furnace and air units for Scada office, new heater for powerhouse, postage and supplies. Herman motioned to approve the claims for payment as read, Staebell seconded. Motion carried.

Kramer presented the financial reports. The General Fund had revenues of $6,676.25 from Delaware County and expenditures of $36,840.62, ending November at $1,811,163.83. The Debt Service Fund had revenues of $9,018.34 from Delaware County and no expenditures, ending November at $73,166.45. The Dam Improvement Fund had no activity, ending November at $10,000.00. The Bone Refunding Fund had no revenue and expenditures of $2,250.00, ending November at $1,482.52. Staebell motioned to receive and file the financial reports as read, Gifford seconded. Motion approved.

Leonard presented a resolution to authorize the County Auditor to transfer the remaining funds in the Bond Refunding Fund of $1,482.52 to the Debt Service Fund as all expenses for the GO Refunding have been paid. Motion by Burger, second by Herman to approve said resolution. Motion carried.

The Board heard brief committee updates regarding beach maintenance, dredging, FEMA and finance & budget. Comments were raised concerning the need to padlock the gates on the south side of the spillway. Kramer will contact Burrington Group to address the situation. A concern was also raised regarding snowmobiling on the lake this winter. It was noted that the fireworks for 2018 will be held on the Schmidt property located across from Freddies’ Beach and there are plans to hold Christmas on the Lake this coming summer as well.

Public Comment: Larry Aschbrenner raised a concern that padlocking the south gates would prevent fisherman from having access to the downstream area. It was noted that there are other access areas.

Motion by Burger, second by Staebell to adjourn. Motion carried.

 

 

Trustee Agenda – Thursday, December 21, 2017

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, December 21, 2017

6:30 p.m.

Lake Delhi Trustees Administration Building

Delhi, IA

 

  1. Call to Order
  2. Approve Agenda
  3. Consideration and approval of minutes of Previous Meetings
  4. Consideration and approval of Payments
  5. Review Financial Report
  6. Consideration and possible action on resolution to transfer remaining balance in the Bond Refunding Account to the Debt Service Account
  7. Committee Updates – Beach Maintenance, Lake Recreational Maintenance Issues, Dredge, Dam Operations, Water Quality, Funding/Finance, Legislative, Community Fund & Wall of Recognition, Policy & Procedure Handbook
  8. Public Comment
  9. Adjourn

 

Minutes – Sunday, November 19, 2017

The Combined Lake Delhi Recreational Facility and Water Quality District

Special Meeting

Sunday, November 19, 2017

11::00 a.m.

Lake Delhi Trustees Administration Building

Delhi, IA

 

A special meeting of The Combined Lake Delhi Recreational Facility and Water Quality District was called to order by President Steve Leonard at 11:00 a.m.

Trustees present: Leonard, Kramer, Herman, Staebell, Burger, (Gifford& Havertape by phone)

Trustees absent: None

Visitors: Ed Schmidt, Jim Locke, Ed Winfield, Larry Aschbrenner, Bill & Marcheta Cooey-Lux

Leonard asked that the agenda be modify to include Resolution 11.19.17. Motion to approve agenda with that modification was made by Gifford, second by Burger. Motion carried.

Leonard gave an overview of the proposed resolution regarding a FEMA closeout agreement on projects 5422 and 10029. The District received $1,116,319.58 for PW5422. It was determined by FEMA and Homeland Security that an additional $1,101.41 was due the District. The District received $1,528,407.45 for PW10029 which was for dredging. It was determined by FEMA and Homeland Security that the District was overpaid by $13,537.65. The remaining amount due from the District is $12,436.24. Herman added that the reason we owed money was because the money from FEMA was given to the District up front and the money being returned was not expended by the District or was used for non-eligible expenses such as payment for trees.

Gifford asked if Herman, who is the District’s FEMA administrator, if he was reasonably sure that by the District taking action to pay back the $12,436.24, the projects would be closed out. Herman said he felt very confident that this would complete the projects. He stated there maybe some paperwork to finish with Homeland Security and that is normal because the state doesn’t finalize their closeout until FEMA is finished. Burger asked if the state looks at the projects differently than FEMA. Herman said that the state has been involved since the beginning so they wouldn’t be starting over with another review.

Leonard mentioned that there is an agreement that was reached with DCCI some time ago that allowed for the owner, Dave Fink, to build a position to get additional funding from FEMA for any un-recovered expenses but in conversations with Dave Fink he has stated he wants to have the closeout completed for the benefit of the community and himself and would not be pursuing further FEMA funds.

Burger and the Board thanked Herman for all the work he has done to get these projects closed out.

A motion was made by Burger, second by Kramer to approve Resolution 11.19.17 authorizing the Delaware County Auditor to issue payment of $12, 436.24 to Homeland Security that relates to PW 5422 and PW 10039, Federal Disaster #1763.   Motion carried.

Leonard opened the meeting up for public comment. Jim Locke said he thought the total cost for the 2008 projects was around $4,000,000. Herman stated that these two projects were for a little over $2.6 million and that PW6125 for riprap had been closed out some time ago. There were a couple of other small projects that have also been closed out. The total amount was around $3.5 million.

Larry Aschbrenner asked if the District is now done with FEMA. Herman stated there a couple of small projects that the District has applied for FEMA funding relating to repair of rip rap and repair at Lost Beach. Those two projects received initial approval but it’s too early to tell if the District will receive any funds for them.

With no other public comment, a motion was made by Burger, second by Staebell to adjourn. Motion carried.

 

 

 

 

 

 

Minutes – Thursday, November 16, 2017

The Combined Lake Delhi Recreational Facility and Water Quality District

Regular Meeting

Thursday, November 16, 2017

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 6:32 pm.

Trustees present: Leonard, Gifford, Staeblell, Burger, (Herman & Havertape by phone)

Trustees absent: Kramer

Visitors: Ed Schmidt, Dan Recker, Pat Paul, Larry Aschbrenner

Motion to approve agenda by Burger, second by Gifford. Motion carried.

Burger motioned to approve the October meeting minutes, Gifford seconded. Motion carried.

Leonard read the claims for payments. Claims in the amount of $24,423.56 for electricity, contracted services for dam operations, double doors for lower powerhouse, lobbyist expense, internet and phone service, copier contract, beach maintenance and dam supplies were presented from the General Fund. Gifford motioned to approve the claims for payments as read, Staebell seconded. Motion carried.

Leonard read the financial reports for October. The General Fund had revenues of $20,078.43 from Delaware County and interest and expenditures of $36,809.89, ending October at $1,841,328.20. The Debt Service Fund had revenues of $32,968.73 from Delaware County and expenditures of $221,728.58, ending October at $64,148.11. The Dam Improvement Fund remains at $10,000. The GO Bonding Account had refunding expenses of $68,675.00 ending October at $3,732.52. Gifford motioned to receive and file the financial reports, Staebell seconded. Motion carried

The Board discussed the possibility of paying down the LDRA dredge debt. Havertape said he was interested in finding out what our options are in terms of paying the debt in advance of the current debt schedule since the payments go up considerably toward the end of the payment schedule. Leonard stated that since this is the LDRA debt it would be necessary to visit with Dan Reyner, LDRA treasurer with regard to exploring options and that it would be the LDRA who would have to have conversations with the bank. Burger stated that the debt couldn’t be paid ahead of schedule until the “call provision” had been met. Burger made a motion to refer these questions to the finance committee and visit with both our attorney and the bonding attorney to make sure any decision made meets their approval. Gifford seconded the motion. Motion carried.

Committee updates:

Leonard spoke regarding dredging. He stated that the Dredge Committee had a good session with Bill Holman from Stanley Engineering. Bill is going to provide information regarding the borings near the Cedars and do a revised drawing of where a siltation trap would go by North Beach.

Leonard noted that Pat Colgan was unable to attend tonight but did provide the trustees with his dam operations update.

Gifford gave an update on the Wall of Recognition. He stated that he and Steve had met with both Jon Garton from the IDNR and Bill Holman from Stanley Engineering with regard to the placement of the wall. Once the DNR signs off on the design the next step would be to present to the trustees at an upcoming meeting for approval.

Public Comment:

Ed Schmidt questioned the invoices from Rotork. His concern was that we have a maintenance contract with them and yet the District has been billed for items that possible fall under the maintenance contract. Leonard stated he would verify with Pat Colgan regarding the invoices and have him touch base with Ed.

Pat Paul asked if there was a date set for dredging. Leonard said not at this time. He also stated that the Dredge Committee is still doing research on a various items that would have to be determined before any dredging could be done. Paul asked if there may be money from the DNR and/or State to help with the dredge expense. Leonard stated that the District will be lobbying for funds in the next legislative session.

Pat Paul also asked if the dam gates were adjusted when we had the last high water event. Leonard said that the District is held to specific requirements with the IDNR in regard to releasing water. He also mentioned that, unfortunately, even if there were no requirements from the IDNR, raising the gates to release water would have no impact on the upper portion of the lake because of all the restrictions with every curve of the river. He noted that in 2013 when there was no dam, people way upstream had high water levels and there was no dam holding any water back. Burger noted that the District has put in place an early warning system to help notify people in case of any concerning weather event.

Larry Aschbrenner asked why the District is putting money into the stop logs. Leonard stated that an issue came up and something was not done to the right specifications and it needed to be taken care of. Larry questioned the use of the stop logs and Leonard said they were always going to be used. Leonard suggested to Larry to visit with Pat Colgan about this as Pat has more details.

A motion to adjourn was made by Burger, second by Staebell. Motion carried.

 

Trustee Agenda – Thursday, November 16, 2017

The Combined Lake Delhi Recreational Facility and Water Quality District

Thursday, November 16, 2017

6:30 p.m.

Lake Delhi Trustees Administration Building

Delhi, IA

 

  1. Call to Order
  2. Approve Agenda
  3. Consideration and approval of minutes of Previous Meetings
  4. Consideration and approval of Payments
  5. Review Financial Report
  6. Consideration and possible action on paying down the LDRA dredge debt
  7. Committee Updates – Beach Maintenance, Lake Recreational Maintenance Issues, Dredge, Dam Operations, Water Quality, Funding/Finance, Legislative, Community Fund & Wall of Recognition, Policy & Procedure Handbook, Confirmation of Committee Heads
  8. Public Comment
  9. Adjourn