The Combined Lake Delhi Recreational Facility and Water Quality District Board of Trustees

Regular Meeting

November 19, 2015

6:30 PM
Lake Delhi Trustees Administration Building

Delhi, IA

The regular meeting of the Combined Lake Delhi Recreational Facility and Water Quality District Board of Trustees was called to order by Vice President Todd Gifford at 6:32 PM.

Trustees present: Gifford, Davidson, Burger, Colgan, Kramer, Herman, Leonard (by phone)

Trustees absent: None

Recording secretary: Shelley Kallenbach

Visitors present: Larry Peter, Eve Peter, Ed Schmidt, Jim Locke, Becky Willey, Jim Willey, Don Dede, Pat Dede

Motion to approve the posted agenda as read was made by Herman, seconded by Davidson, motion approved.

Motion to approve the October 15, 2015 and November 4, 2015 meeting minutes was made by Burger, seconded by Herman, motion approved.

Kramer presented payment claims for approval. From the General Fund, a total of $2,256.13 for electricity, lobbyist, and furnace inspection expenses was presented. From the Debt Service Fund, a total of $421,312.43 for payments to GCI and Stanley Consultants was presented. Herman motioned to approve the payments as read, Colgan seconded, motion approved.

Motion to approve a request to Delaware County for reimbursement for invoices paid by the District for the spillway rebuild in the amount of $208,137.59 made by Burger, seconded by Davidson, motion approved.

Motion to approve a request to the Community Fund to Rebuild Lake Delhi for reimbursement for invoices paid by the District for the dam rebuild in the amount of $188,796.70 was made by Colgan, seconded by Davidson. A rough estimate of the balance remaining in this fund was requested. It was estimated to have $700,000 remaining after this request. Motion approved.

Motion to approve a request to the Lake Delhi Recreation Association for reimbursement for invoices paid by the District for the dam rebuild in the amount of $22,967.14 was made by Colgan, seconded by Herman. It was confirmed that these are donations that were made after the breech designated for the dam rebuild, and it includes the full balance of the account. Motion approved.

Kramer read the financial reports. The General Fund had revenues of $14,326.63 from Delaware County and interest, and expenditures of $32,634.93 for LDRA donations, miscellaneous expenses already approved, and the Turtle Creek West/Linden Acres cost-share, ending October at $254,470.92. The Debt Service Fund had revenues of $32,601.22 from Delaware County and no expenditures, ending October at $277,345.60. The Dam/Spillway Project Fund had revenues of $1,059,239.66 from Delaware County, the DNR, and the Community Fund to Rebuild Lake Delhi, and expenditures of $1,281,901.03 for Phase 2 payments and engineering payments, ending October at $3,423,208.01. Burger motioned to file the financial reports as read, seconded by Herman. A rough estimate of the dam rebuild costs once finished was made at approximately 15.1 million, and a rough estimate of funds remaining after the rebuild was made at approximately $400,000. It was confirmed that a draft of a high-level summary of project cost totals and remaining balances has been made and a finished product will be available at the next meeting. Motion approved.

The Board considered possible action on filing a Declaratory Judgment action related to the dredge site. This has to do with the need to transfer the lake dredge site from the LDRA to the District as required by FEMA. The owner of the land has the right of first refusal in the event of a resale and desires to exercise this right regarding the transfer. It is the Board’s opinion that this transfer is not a resale, and negotiations to this effect with the owner have been unsuccessful. A Declaratory Judgment would be a civil action and the legal costs associated with it would depend on the owners’ response to it. However, the district stands to lose money from FEMA if this transfer does not occur, it is in the Districts best interest to pursue the issue. Herman motioned to hire the attorney that has assisted the District in the past to file a Declaratory Judgment that the owners’ right of first refusal does not apply to the transfer of the dredge site from the LDRA to the District, seconded by Colgan. It was confirmed that if the judge rules in favor of the owners, the District will not be responsible for the owners’ legal fees per Iowa law. It was stated that FEMA has been cooperative in waiting for a resolution to this situation, but as all attempts have been unsuccessful, it is necessary to issue this judgment to keep the process moving in the case. Motion approved.

The Board considered possible action on a matching request from Turtle Creek Cove.

Dan Reyner presented the Turtle Creek Cove project proposal. The proposal currently presented to the Board is a project that would dredge the cove to a depth of 8 feet, totaling an estimated 10,000 cubic yards of material at $6.50 per cubic yard, as well as create a sediment trap at the entrance to the Cove to prevent sediment from the creek from entering the lake. The seventeen property owners involved in this proposal are willing to contribute $1,200 each to the project as their 20% of the project and request the Board to match the project at 80%. The Cove also proposes that the Board take over maintenance of the sediment trap. Reducing the dredge to 6 feet would make the project costs approximately $60,000 as another landowner is willing to take much of the sand for an existing private project. It is the Cove’s opinion that the Cove should be considered a sediment trap, and the proposed project would present considerable sediment reduction and management for the entire lake.

Colgan motioned to enter into discussion regarding the proposal, Davidson seconded. Discussion was opened.

General thanks to the Turtle Creek Cove for the work to present this proposal and unify so many property owners. It was agreed that the Board was in favor of the sediment trap as it relates to preventing sediment from entering the lake, assuming appropriate easements and rights to reach the trap, as it would benefit all residents. The isolated cost of creating just the sediment trap was identified to be $25,000.

Leonard expressed the opinion that though some may consider this a private cove, the Board should support efforts at siltation control at a lower price than what would be possible after lake fill, which would save taxpayer funds in the future. Others expressed concerns about the dredging portion of the project beyond what is required for the siltation trap only as being an expense that does not benefit the entire lake. Others believed that in return for the Cove’s cooperation on building the sediment trap, the Board should also do something for the Cove itself. Reyner expressed the opinion that the Cove itself is a sediment trap for the entire lake in reference to a 50-year or 100-year weather event, and as such dredging of the Cove would benefit the entire lake. It was confirmed that the lake has been dredged in the past, and that dredging in 2005 included the coves.

Herman motioned that the District contribute a sum not to exceed $40,000 to the Turtle Creek Cove proposed project, paying for the sediment trap first, with the remaining balance to contribute to Cove dredging upon the conditions that the residents contribute $1,200 each and the necessary easements for the District to clean out the sediment traps as necessary, Davidson seconded.

Several board members disliked the percentage split for this motion at 33%. Herman believed that the percentages should be different because the project has greater benefits to the residents of the Cove than to the residents of the entire lake. Leonard stated he wanted to see an 80-20% cost share.

A vote was held regarding Herman’s motion. Votes were tallied as follows:

Colgan: No

Burger: Yes

Davidson: Yes

Herman: Yes

Gifford: Yes

Kramer: No

Leonard: No

Motion approved.

Reynar was asked his opinion regarding the residents’ willingness to accept this proposal. Reynar stated that the residents would not be interested in the project with these terms at a 33% cost share when the difference is $8,000.

Burger stated that other dredge projects at the 80-20% split added to the recreational and safety value of the lake, and he does not feel that is the case in the Cove.

Colgan motioned for a project total not to exceed $60,000 that would cover the sediment trap first to a depth of 8 to 10 feet, then go toward other Cove dredging at their discretion, bearing in mind that 4-5 feet is sufficient for recreational boating, with the project at an 80-20% split with the Cove residents, Kramer seconded. Jim Willey from the public requested that the Board do an 80-20% split and pay for the sediment trap.

Colgan amended his motion to be a 80-20% split project not to exceed $50,000 paying for the sediment trap first followed by dredging of the Cove with the expectation of appropriate easements for the Board to access and maintain the sediment trap, Leonard seconded. Individual votes tallied as all yeses, motion passed.

Herman rescinded his original motion, Kramer seconded, all approved, motion rescinded.

The Board considered possible action on Bruce Schneider’s matching request in the amount of $32,100. This is for a dredge project that has already been completed and yet to be done.

Davidson motioned for a funded amount not to exceed $30,000 for work completed and work yet to be done using an 80-20% split, Herman seconded.

It was agreed that the work remaining for this dredge project amounts to approximately 4,000 cubic yards of sediment in order to create an average of between 7 to 12 feet depth. Concern was expressed regarding the recreational and safety benefits for this project, as well as the fact that it is asking for reimbursement after the fact, which sets a new precedent. A desire for additional sediment amount measurements by Lidar was expressed.

Davidson amended his motion to table possible action on Bruce Schneider’s matching request until more information can be obtained by Lidar, Herman seconded, motion approved.

The Hartwick West project was not yet prepared to present regarding their project match request. Burger motioned to table the Hartwick West project, Kramer seconded, motion approved.

The Board considered possible action on the North Beach cleanup and stump removal. This area has had some mechanical and hands-on cutting, but there are still a great deal of willow stumps that will be a significant safety hazard once the lake fills as the water will only go 2 feet above them. An estimate of $1,500 to remove the stumps has been obtained, assuming the ability to use non-asphalt roads to travel to the site.

Herman motioned to approve project funding not to exceed $2,000 for North Beach cleanup and stump removal if the Board can get agreeable access to the site location, Leonard seconded, motion approved.

The Board heard committee updates.

The Lake Bed Cleanup Committee had a hand-cutting day a few weekends ago in areas that are not machine accessible. It was very successful, and appreciation was expressed to those who came and helped. Cleanup is going very well with only a few small pockets remaining.

The Dredge Committee recognized a property owner who has done shoreline work and removed 200 dump trucks of sediment from the lake at his own expense and at no cost to the community.

The Dam Construction Committee states that construction is ongoing 6 days a week with lights to work into the evening. GCI will only take one day off for Thanksgiving, one and a half for Christmas, and one for New Year’s Day. The stop log hoists have arrived and will soon be placed. The emergency diesel generator will be started on December 14^th. Colgan estimates the project completion date to be in January.

The Water Quality Committee has sent in a packet of information with proposed thoughts regarding a water quality initiative going forward, which will be reviewed and looked at in more depth in the coming month. The Board is going down the path of creating the Maquoketa River Watershed Management Authority in cooperation with many different stakeholders along the Maquoketa River to create agreements for high water quality.  This Authority would help water quality to be a more connected effort and not just a “Lake Delhi” effort. Lobbyists will be engaged next session for funding regarding the Authority.

The Funding/Finance Committee had no updates.

The Legislative Committee had no updates.

The floor was opened for public comment.

Ed Schmidt asked what the large white x’s in his fields were. It was confirmed that those were for spotting for the upcoming flyover mapping.

Jim Willey stated that there is information regarding 5 feet being the appropriate depth range for recreational boating and believes the Board should not pay for dredging beyond that. He stated that the Board needs to be fair to all taxpayers and consider what has been done in the past.

Larry Peter stated that if the Board opens up cost shares to retroactive projects, it will be a bad precedent. He also asked regarding easements to put lines across the dredge site property should it be transferred to the District, and it was confirmed there is a legal easement for the pipeline and outflow.

Jim Willey stated he remembered there being language that said the dredge site could be transferred between organization types. Such language has not yet been found, and it was suggested to look into past meeting minutes.

No further public comment.

Davidson motioned to adjourn, Kramer seconded, meeting adjourned at 9:02 PM.

The Combined Lake Delhi Recreational Facility and Water Quality District

Special Meeting

October 5, 2015

6:30 PM

Lake Delhi 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 6:35 PM.

Trustees Present: Leonard, Colgan, Davidson, Burger, Kramer

Trustees Absent: Gifford, Herman

Recording Secretary: Absent

Visitors: Larry Peter, Eve Peter, Pat Dede, Don Dede, Ed Schmidt, Jim Locke, Lou Christiansen, Sue Christiansen, Jim Willey, Becky Willey, Ben Pasker, Ben Kindred, Randy Rattenborg, Chip Hughes, Bob Galiher, Chloe Colgan, Dan Reyner

President Leonard reviewed the agenda noting that two timely additions were added. Those were a consideration of payment to General Constructors and consideration to request reimbursement from the County for invoices related to the spillway rebuild.

Motion to approve the amended agenda made by Davidson, seconded by Kramer, motion approved.

Leonard asked Pat Colgan to present the proposal from Burrington Group for services required for Lake Delhi startup and operations management. Colgan reminded those in attendance that the District’s operating plan was approved in May of 2014. At last month’s meeting Colgan received approval from the Board to get a proposal put together from Burrington Group. This proposal would be for the administrative part of operating the dam. Colgan has also reached out to Lunda Construction for a proposal for the mechanical operation of the dam as well as Price Electric and Jetco who would cover the software operations of the dam.   Burrington Group would be responsible for all recordkeeping, providing an Emergency Action Plan and 24/7 monitoring of the dam. The proposal includes a provision to adjust the contract every three months based on the needs of the District. Colgan than asked for formal approval of the Burrington Group Proposal. Motion made by Burger, second by Davidson. Leonard asked for comments from Randy Rattenborg, President of Burrington Group. Rattenborg said he has three employees on staff that will be trained to operate the dam and they will be ready to start when the District asks that of them. Colgan mentioned that the way this dam is going to operate is that water will flow over the dam 365 days a year. Operating flow will be between 100 cfs and 400-500 cfs which is about 2-3” above the spillway and that will occur about 85% of the time. 85% of the time the gates will be closed given that the top of the spillway is 1” below lake level. In other words, 85% of the time the operations of the dam will be daily walk-throughs to make sure no incidents have occurred like boats being hung up near the spillway, vandalism, etc. Colgan also explained that once water flows exceed 500 cfs there’s a protocol that the gates will automatically begin to open in one inch increments depending on the flow. Even with the automation of the lake, there are requirements for people onsite. This is what was required for our permit with the State. It was reiterated that the proposal with Burrington Group will be reviewed every three months since this is a new operation and it’s understood the proposal may need to be adjusted as we move forward. It is not a contract at this point and will need to be reviewed by the DNR for us to move forward. Leonard asked for a vote from the Trustees. All ayes, motion carried.

Kramer asked for consideration to pay the interest due on our GO Bond Debt Service which is due 12/1/15. The interest is in the amount of $115,323.75 along with a $250 bond registrar fee. Motion by Burger, second by Davidson. Motion carried.

Kramer asked for consideration for Payment #6 from General Constructors in the amount of $1,088,273.91. Colgan explained that GCI is under the gun to get done this fall. The coffer dam needs to be removed as well. GCI has been working two shifts six days a week to keeping things moving. As has been discussed in previous meetings, the failure of the first cofferdam caused about a 3 ½ week delay. There was also a lot more earth and dike material required. To give some perspective as to what is left to do, in September there were 25 concrete pours completed. There’s another 40 left to go. GCI, along with Brian Monk, and other crews are working hard to keep things moving quickly. The major expenses included in this invoice include downstream training wall work, soil removal and embankment fill. There’s still an expectation that we will be $400,000 under-budget with the GCI contract.   Leonard asked for motion to approve. Colgan motioned to approve, Burger seconded. Motion carried.

Kramer asked for approval for a request to the Delaware County Supervisors for 50% of the approved GCI invoice in the amount of $544,136.95. Colgan made the motion to approve, Kramer seconded. Motion carried.

Leonard presented a request from that he received from Deer Run Lane for reimbursement for lake bed work done in their area. He mentioned that at the last board meeting we had approved a couple different association requests for reimbursement in the form of an 80/20 match for lake bed work/and or sand removal. Deer Run Lane stated they restored depths in a 600 ft. by 200 ft. distance from 1-2 feet down to a level of 4-7 feet. The cost to the association was $4,860.00. In their letter they are requesting an 80% reimbursement or $3,888.00. Leonard asked for a motion to approve the Deer Run Lane request. Colgan made the motion to approve, Burger seconded. Motion carried.

Leonard shared additional information regarding the 2009 estimated dredge costs done by Brennan. The general rule of thumb is the further the area is away from the dredge site, the more costly it would be to dredge based on a per cubic. For example, Hickory Hollow near the dam would cost $42.00 per cubic yard versus way upstream where the cost would be $7.00 per cubic yard at the Cedars.   The cost difference is significant. At our last meeting we went through an evaluation process to develop criteria moving forward in anticipation of other road association requests. They included cost effectiveness, safety, high public recreational area and distance from docks. Leonard presented a complete mapping of the results of the most recent soil borings that were done a few weeks ago. Borings were taken from the dam area all the way up past the Maples but not including the Cedars area. Those borings will be done in the next few weeks.   He pointed out that at Hickory Hollow near the dam most of the sediment is 6+ feet and depths range from 2-4 feet. The Hickory Hollow Association is working with a contractor to take deal with the sand and take the depths from 2-3 feet up to about 6-8 feet at a cost of about $10,000. The work is scheduled to start in the next couple of days. In addition, Trustees have reached out to a number of different associations to let them know about this opportunity to remove siltation based on the criteria the District has outlined. Some areas could take advantage of this but others will probably have to wait until we can dredge with hydraulic equipment.   Hydraulic dredging will probably be most cost effective for those areas closer to the dredge site. One of those areas is Linden Acres. They have a between 6 and 10’ of sand-based sedimentation. They have a contractor looking at the area and hope to make a presentation to the District at our next board meeting. This area also has stumps from the tree cutting that was done in August at creates a safety concern. A bulldozer may need to be used to removed those stumps as there around 500-1000 stumps and they range in size from 1- 2 ½ inches thick. Leonard indicated that the key to the mapping various areas of that lake is that that we know the depths of the lake and the siltation levels. We need to continue to evaluate very closely the cost effectiveness versus hydraulic dredging, the high recreational value of the area and whether there are public safety concerns.

Hickory Hollow asked Leonard to formally present their request for approval for to do work in their area since they have a contractor lined up to do the work very soon.   The cost is not to exceed $10,000. Colgan made the motion to approve, Kramer seconded followed by discussion. Colgan asked if $10,000 was the total cost. Leonard indicated that was correct so with an 80/20 split the District would pay $8,000. Kramer asked if Hickory Hollow would present the District with actual costs as was done by Deer Run Lane. Leonard said that was correct. Colgan said he felt with the additional boating and public access there is a legitimate concern for boating safety in the shallow areas. He also said that given the location of Hickory Hollow, the cost to hydraulically dredge versus what their association proposes to do would be extremely more expensive. This is a great opportunity to take the sediment out. In two months, these opportunities will go away. Leonard said that it the Dredge Committee including himself, Doug Herman and Todd Gifford, have been working to develop a complete dredge strategy along with a watershed management strategy. They have been working with the NRCS, the DNR, the Corp of Engineers and all other regulatory authorities.   The common theme is that we need a very large siltation trap – about 300 yards long and about 100 yards wide to manage the amount of siltation coming in. This is much larger than we’ve had in the past. The recommended place is in the Cedars area, close to the current dredge site. There has also been contact with the quarry upstream. Bard Concrete recently purchased the quarry and has been doing some small level dredging. The plan is a long way from being finalized but the main focus right now is to take care of areas that are most cost effective and have safety concerns.   There being no further discussion, Leonard asked for a vote on the motion. All ayes. Motion carried.

Leonard also indicated he had been in contact with Bob Galiher regarding the Freddie’s Beach area. Currently there doesn’t seem to be a creative solution to help those areas. He also mentioned that Oasis Well Drilling has offered to do is lend us their laser equipment so we can now get down to the inch of depths. This equipment was used at Linden Acres and will be used at other potential sites like the Cedars in the near future. It will confirm the accuracy of our lidar results.

Leonard asked for other comments. Burger asked that any future considerations from associations be forwarded to all the Trustees. Davidson presented a request from Bruce Schneider for work he did in his area. Leonard asked Davidson to give a short overview of the area. There was a short discussion of the depths in that area. Leonard asked that the Schenider request along with the request from Linden Acres be put on the October 15^th agenda.

Public Comment:

There was a concern raised over the work done at Deer Run Lane and how much material was removed. Leonard said that anyone who went out to the site could see the difference in the depth from before the work began. There was also a question regarding where the money was coming from to pay for the work done by the road associations. Kramer stated the money is being paid from the money the District receives from the $4.00/$1000 taxes.

A question was raised regarding the use of state, county or bond funds for dredging. Leonard replied that neither state or county funds can be used for dredging. The bond funds or our general fund can be used to pay for dredging expenses.

Another question that was asked is if the District knows how much dredging the whole lake would cost. Leonard indicated that we don’t have that information at this time. Another lidar test will be done in the next 30 days to confirm the accuracy of what we had after the breach of the dam. Soil borings were done very recently.

A concern was raised that the Board needs to understand what the costs are to dredge throughout the entire lake and where those dollars are going to come from before spending any dollars on current lake bed projects. There were also concerns about moving materials rather than removing the same.

A question was concerned about hydraulic dredging given the current dredge site is not been transferred.

A request was asked that the Board reconsider their motion to pay Deer Run Lane until information regarding the amount of material removed is obtained.

A question was asked about the estimated cost of for using Burrington Group for the day-to-day operations of the dam. Leonard said the current number is $27,000 per year for the on call service portion.

There was a question regarding debris removal from the lake. Colgan indicated that the District will be asking for proposals as he currently has three bidders interested in the job.

A concern was raised about the safety process for removing debris and maintenance of the flood gates. Burger explained that this a brand new dam and it’s a new process. Old procedures do not apply.

A question was asked about how much money has been set aside for road association dredge projects. Leonard responded that we don’t have a set budget.   Given the fact that there are time restrictions, we can only hope more associations come forward.

There was discussion regarding the Turtle Creek Park project. A concern was raised that members of that association didn’t have full understanding of the proposal that was submitted to the District. Leonard said concerns should be addressed to the association’s officers as the District is only receiving proposals and are not involved in the decisions made by the association.

A concern again was raised that the Deer Run Lane project was approved without a cost based on the cubic yards removed. Leonard said the basis doesn’t always have to be about the yards removed. He believes the Board approved what they believe to be a cost effective project to spend $3,888 to now have 6-7 feet depths of recreational level for the public to use.

A question was asked if one of the criteria for approval of an association’s proposal was to have the material removed. The Board responded no.

It was asked again to have the motion to rescind the motion to approve payment to Deer Run Lane. Leonard asked the Board if any one of them would like to rescind the motion. No board member asked for the motion to rescinded.

It was suggested that the spending of these dollars could be construed as a mis-appropriations of funds. Burger said he did not feel that was the case. He suggested that in the future the District possibly consider asking for the quantity of cubic yards being removed but he felt the proposal the District approved tonight is still cost effective. There was no action by the Board that the quantity of cubic yards taken were required.

Leonard suggested that we consider adding additional criteria for association proposals for reimbursement to the next agenda.

Kramer moved to adjourn, second by Burger. Motion approved.

The Combined Lake Delhi Recreational Facility and Water Quality District

Regular Meeting

September 17, 2015

6:30 PM

Lake Delhi 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 PM.

Trustees Present: Leonard, Gifford, Davidson, Burger, Kramer, Herman, Colgan

Trustees Absent: None

Recording Secretary: Shelley Kallenbach

Visitors: Wanda Davidson, Larry Peter, Eve Peter, John Carbaugh, Pauletta Carbaugh, Pat Dede, Don Dede, Ed Schmidt, Jim Locke, Ken DeKlotz, Barb DeKlotz, Dave Larson, Mike Ryan, Lou Christiansen, Sue Christiansen, Larry Aschbrenner, Ben Pasker, Dan Reyner, Tom Mahoney, Dan Staebell

Motion to add consideration on a request to the Community Fund to Rebuild Lake Delhi for reimbursement for invoices paid by the District for the dam rebuild to the agenda was made by Davidson, seconded by Burger, motion approved.

Motion to approve the amended agenda made by Herman, seconded by Colgan, motion approved.

Motion to approve the August 6, 2015 and July 23, 2015 meeting minutes as posted made by Herman, seconded by Gifford, motion approved.

Kramer presented claims for payment. Claims in the amount of $8,803.40 for copier maintenance, election expense, liability insurance coverage, and lobbyist expense were presented from the General Fund. Claims in the amount of $307,923.46 for Phase 2 construction, engineering services, and legal real estate services were presented from the Fund 81002. Burger motioned to approve payments as presented, Gifford seconded, motion approved.

The Board considered a request to Delaware County for reimbursement for invoices paid for the spillway rebuild. The County Supervisors had questions about the August 6^th request regarding miscellaneous incidentals, which were confirmed to be rent and utilities payments for the on-site supervisor. The County requested an amended request by the District for $209,797.68. Davidson motioned to approve the amended request for reimbursement, Gifford seconded, motion approved.

A motion to request reimbursement from Delaware County for invoices paid for the spillway rebuild in the amount of $105,557.23 was made by Herman, seconded by Burger, motion approved.

A motion to request reimbursement from the DNR for invoices paid for the dam rebuild in the amount of $122,249.91 was made by Gifford, seconded by Burger, motion approved. Kramer noted that this will be the last of the $5 million funds available from the State of Iowa /DNR.

Since the Iowa/DNR funds are now expended, a motion to request reimbursement from the Community Fund to Rebuild Lake Delhi in the amount of $31,217.32 for invoices for the dam rebuild was made by Herman and seconded by Gifford. This will be the first amount requested from the Community Fund. Reimbursement requests and payments from the fund go through the Community Fund Advisors and the County Auditor. Our understanding is that there is approximately $1.5 million is available in the Community Fund. All ayes, motion approved.

Kramer presented the financial reports from July and August. In July, the General Fund had interest income and minor expenses for utilities and copier maintenance to end at $187,526.40. The Debt Service Fund had $6.48 of interest income from Delaware County to end at $22,718.22. The Dam/Spillway Project Fund had income from interest and County reimbursement for $157,251.99 to end at $4,086,778.64. In August, the General Fund had income from the County and interest of $25,356.97, and costs for office maintenance as well as lobbyist and attorney fees of $3,496.60 to end August at $209,386.77. The Debt Service Fund had income of $57,456.30 from the County and interest to end August at $80,174.52. The Dam/Spillway Project Fund had income of $359.405.49 from the DNR and interest, and expenditures of $681,940.97 for Phase 1 and 2 payments as well as engineering expense, ending August at $3,764,243.16. Colgan motioned to file the financial reports as presented, Burger seconded, motion approved.

The Board considered action on Stanley Supplemental Agreement #36 in the amount of $5,000. Colgan explained that this is an amount added to the soil borings budget to make a sediment trap per Stanley Engineering’s recommendation. This sediment trap would be significantly cheaper in that it removes sediment from the river bas to be dredged later. Herman motioned to approve Supplemental Agreement #36, Kramer seconded, motion approved.

The Board considered action on Stanley Supplemental Agreement #37 in the amount of $18,000. Colgan and Leonard explained this is the cost of an aerial survey to map lake bottom contours to be completed just before lake fill to map the lake bottom. This data will be kept on file in the event of any future FEMA needs, as this is important information for any future funding requirements. Davidson motioned to approve Supplemental Agreement #37, Herman seconded, motion approved.

Colgan presented information regarding the Emergency Action Plan and the Operation and Maintenance Plan for the Lake Delhi Dam once opened. The DNR has already approved the operation and maintenance plan pending official dates. The new dam will have flow over the labyrinth spillway. In addition, 85% of the time the floodgates will be closed and there is no operation necessary other than daily routine inspections.  Floodgate operation is automated up to the full design flood. The lake will no longer store water. A flood plain permit and water storage permit are already issued from the DNR, so once the dam is completed, we are approved to fill the lake once we finalize the operating plan adding names of who is responsible to operate the dam. Therefore, it is necessary to now contract for a full-time operator for the lake’s operation and maintenance to meet DNR requirements.

In addition, it is necessary to have an emergency action plan prepared for public safety. The DNR also approved this emergency action plan pending official dates. Other important items to be aware of as we go forward include, the floodgates will nearly always be closed, and water will pass over the spillway which will be marked with buoys with solar lights and a cable system. A warning horn will sound prior to the floodgates opening. The DNR also approved this emergency action plan pending official dates.

The DNR requires the District to be responsible for observation, recordkeeping, and maintenance of Lake Delhi, including daily inspections, annual inspections, random DNR inspections, and 5-year formal inspections. It is necessary to hire another firm to handle these administrative tasks.

Colgan proposed that the Board request a bid proposal from the Burrington Group in Manchester to handle these administrative tasks. This would include 24-7 coverage with on-duty personnel, recordkeeping, and overnight emergency call services. This will also include a time and materials contract from Lunda for maintenance services, Price Electric for electrical services, Jetco who is responsible for the dam computer (PLC) software design on retainer for technology services. None of these firms will have any decision-making capability other than what is contracted by the District; they will simply be maintaining the dam per the District’s specifications. Motion to approve the request for a bid proposal from the Burrington Group for an emergency action plan and operation and maintenance plan with a special meeting called to consider such proposal when received was made by Burger, seconded by Kramer, motion approved.

Gifford presented a request for reimbursement for sedimentation removal. Bill Havertape wrote a proposal to share or reimburse a dry dredge project on the Turtle Creek South area. This is a popular boating and recreational location, primarily for boat turn-arounds. This proposal includes a dredge area of 60,000 square feet and a prepared free disposal to a farm within an eighth of a mile. Without dredging, this area will be very shallow or above water after lake fill. The Turtle Creek Camp Road Association has already agreed to contribute $3,500 toward the project, which is proposed to cost a total of $18,680. Leonard highlighted that traditional dredge proposal estimates prior to the dam breach listed costs to dredge this area at $110,000, making the proposal a significant cost savings to dredging after lake fill. The area is 30 to 50 feet off shoreline, so thus not privately used property. The Board considers this an opportunity for this particular association and other associations desiring to complete projects, for example dredging, prior to lake fill at a cheaper cost. It was agreed that a cost share would be most appropriate as these projects will be the various associations’ responsibility, with only financial assistance from the Board. It was agreed that an 80-20% cost share would be implemented. The Board will consider all project proposals for cost shares by considering the cost effectiveness, the areas’ distance from the shoreline, safety and the public’s recreational use of the area. This has not been done earlier since it was not known until recently whether funds would be available after the dam build to accommodate such a cost share program. The Board applauded the efforts of the Turtle Creek Camp Road Association to create a full proposal to the Board.

Leonard presented a request from the Deer Run Lane project manager for a cost-share project with what is called the Hartwick Dredge Area as shown by the dredge map that Stanley provided and Leonard presented to the Board. The project manager provided Leonard a proposal for lake bed work to create an approximate depth of 6 feet in this area and has made all the contractor arrangements. The estimated cost is expected to be around $6,000. Per the previous discussion, an 80-20% split was agreed upon. Colgan motioned to approve an 80-20% cost share split for these proposed dry dredge projects pending trustee confirmation of work performed, Davidson seconded, motion approved.

The Board heard committee updates.

The Lake Bed Cleanup Committee gave updates. Some machine cutting on the south side of the lake will happen this weekend with one large machine and possibly with two. The north side of the lake will be done prior to snowfall. Another hand cutting event to be determined will be held in October. Road management is asked to take over brush management. It is possible that it may be too dry for brush burns.

The Dredge Committee presented updates. Stanley Construction recommends a siltation trap as large as possible in the upper portion of the lake to minimize siltation further down the lake.

The Legislative Committee is also working to capitalize on all the information available to make a good recommendation for facility management funding.

The Dam Construction Committee presented updates. In Phase 2, the earthen dam has been completed and concrete is now being poured. The contractor is working 6 days a week to complete work. It looks good for a late fall finish.

The Water Quality and Funding/Finance Committees had no updates.

The floor was opened for public comment.

Barb DeKlotz stated there will be an LDRA annual meeting on Sunday, September 20, in Delhi, with the agenda to be determined.

It was asked how to determine the water level when considering potential boating problems in various areas. It was recommended to use laser measurement/GPS elevation levels.

A question was raised regarding siltation depth removal and permits. The soil boring work was done to allow for siltation removal for one foot above virgin ground. The Board would work with associations making proposals regarding this.

Jim Locke asked if anything could be done with the quarry in regards to the dredge trap. It was confirmed that this was being considered by the Board but the Board had no immediate answers. The Board confirms this looks like a good opportunity and will look into potential options.

Jim Locke asked for a Quaker Mill project update. The Board had no updates on this project.

Leonard reiterated the important takeaways from this meeting: The Board approved a 80-20% cost share for projects for lake bed work by considering cost analysis, high recreational use areas that could also present a safety concern, and locations far enough off the shoreline to not be of personal benefit. He also reminded those interested to get himself or another Trustee involved if a reimbursement will be requested for a project.

Davidson motioned to adjourn, Burger seconded, motion approved. The meeting was adjourned at 8:02 PM.