The Combined Lake Delhi Recreational Facility and Water Quality District

Special Meeting

Thursday, August 6, 2015

6:30 PM

Lake Delhi Trustees Administration Building

Delhi, IA

The special 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, Kramer, Gifford, Davidson, Colgan, Herman

Trustees Absent: Burger

Recording Secretary: Shelley Kallenbach

Visitors: Larry Peter, Eve Peter, John Carbaugh, Ed Schmidt, Don Dede, Pat Dede, Nancy Hurt, Bob Galiher, Lola Galiher, Dan Reyner, Larry Aschbrenner

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

The Board held the yearly election of officers.

Gifford motioned to combine the clerk and treasurer role into one role and nominated Kramer for the new combined position, Leonard seconded.

Discussion was opened. Colgan expressed several concerns about the motion. He stated that he feels it is important for the mail including bill receipt and payment to be by separate people as is now the case with a separate secretary and treasurer positions. This organization was set up four years ago to have appropriate oversight and build integrity into the organization. Leonard explained that this combination is not permanent and can be switched back at any time depending on the trustee or the Board needs. In addition, Leonard stated that Carla Becker and the district attorney have been consulted regarding the combination. Becker stated that it would be much simpler to work with one person in the combined role and reminded the Board that the County Auditor provides oversight as the audit processor of all the Board’s payments. The District Attorney also stated that there were no restrictions or segregation issues in the Iowa Code to prevent such a change. Concern was expressed about the additional workload for Kramer. Kramer explained that the recording secretary now fulfills the majority of the clerk role, so this would not be a significant workload increase but would increase role efficiency. Leonard stated that the responsibilities of the roles would not change, the County provides oversight, and Kramer has been responsible for many clerical functions for some time. Herman stated that he does not feel this is a checks and balances problem, and also that he has worked previously with organizations that have combined these roles. It was reiterated that this change does not need to be permanent and can be modified at any point. Leonard asked if any other trustee had an interest in taking the clerk position and no one showed an interest. Kramer added that the only additional duties added would be the posting of the agenda and the minutes. Gifford amended his motion to combine the clerk and treasurer role for one year, and to nominate Kramer for the new position, Leonard seconded, all ayes, motion approved.

Colgan motioned to nominate Leonard for the president position, Gifford seconded. It was agreed that Leonard does a significant amount of work for the lake that no one else could do. All ayes, motion approved.

Leonard motioned to nominate Gifford for the vice-president position, Kramer seconded. Leonard stated that the vice-president role is not mandated by the Iowa Code, but was created to have an alternate individual to run meetings in the absence of the president. However, he feels the role has grown to have an alternate individual aware of the vision and goals of the Board to step into place in the president’s absence. He also stated that he feels that Gifford has earned a promotion to this position due to his significant involvement with the lake, including work with the legislature that obtained more than 5 million for the project, leading the lake bed cleanup, and taking on a significant time commitment, and as such feels that Gifford would be appropriate for the role.

Discussion was opened. Concern was expressed that this changed the power balance on the Board, and that it may not be appropriate to do in Burger’s absence. It was stated that Burger runs a good meeting in Leonard’s absence, but it was felt that the role should be about more than just running the meeting. It was confirmed that all trustees have had to make significant time sacrifices to be available for meetings and other work. Gifford stated that he would be happy to help with any opportunity to contribute to the lake restoration and is interested in the role if it was felt it would strengthen the Board. All ayes, motion approved.

Colgan motioned to approve the July 23, 2015 meeting minutes as posted, Davidson seconded, motion approved.

The Board considered possible action on Stanley Supplemental Agreement #35 in the amount of $15,000. Colgan stated that this is due to some additional work Stanley completed that already resulted in a credit that was discussed at the last meeting. Some engineering work was required for the storm sewer reroute and the elimination of the downstream retaining wall. This led to an overall cost savings to the Board. Kramer motioned to approve Stanley Supplemental Agreement #35, Leonard seconded.

Discussion was opened. Davidson expressed concerns about seeing the billable work hours for these supplemental agreements. Kramer advised that the billable hours are on the invoices. Possible options to make the invoices and other information about the supplemental agreements easier to follow were discussed. All ayes, motion approved.

Kramer presented claims for payment. Claims in the amount of $2770.27 from the General Fund for electricity, auditor warrants, storm water discharge permit, recording secretary, entrance keys, lobbyist, and legal fees were presented. Claims in the amount of $306,340.70 from the Dam Spillway Fund for the Turtle Creek project, two Phase 1 payments, and engineering services were presented. Claims in the amount of $375,600.27 from the Dam Spillway Fund for Phase 2 payment were presented.

Discussion was opened. More detail was requested regarding incidentals, and it was confirmed that Stanley Engineering should be able to provide that information. A test audit of incidental expenditures was suggested. It was asked if a storm water discharge permit was still necessary if it was not currently used for that purpose. It was believed it was important to renew this so that it would not be unavailable once the dam reopens. Herman may call the DNR to confirm the necessity. Kramer motioned to approve the payments, Davidson seconded, motion approved.

Kramer presented the financial report for the month of June. The financial report for the month of July will be presented at the next meeting. The General Fund had revenues from Delaware County and previously approved general expenditures to end the month at $187,716.94. The Debt Service Fund had revenues from Delaware County and ended the month at $22,711.74. The Dam/Spillway Project Fund had revenues totaling $1,164,580.92 from the DNR and Delaware County, and expenses totaling $665,104.73 for Phase 1 and Phase 2 payments, as well as engineering expense, ending the month at $3,929,526.65. Leonard motioned to approve the financial report as presented, Herman seconded, motion approved.

Colgan motioned to approve a request to the DNR for reimbursement in the amount of $186,481.85, Gifford seconded, motion approved.

Herman motioned to approve a request to Delaware County for reimbursement for the spillway rebuild in the amount of $210,577.28, Davidson seconded, motion approved.

The Board considered approval of Hunt & Associates for the FY15 compilation report. This is the same firm that the county uses, which allows for significant cost savings since the firm is already used to the Board’s formatting. This is the same firm that the Board has used previously. Colgan motioned to approve using Hunt & Associates for FY15, Gifford seconded, motion approved.

The Board considered possible action on changing the Agent of Record from TrueNorth to PDCM Insurance. TrueNorth has been the insurance agent of record to communicate with the trustees regarding their ICAP insurance. However, the Board has begun working with PDCM Insurance out of Waterloo during Phase 2 via the Phase 2 contractor, and the Board feels they provide products and services that better fit the District needs.   The switch will not change the insurance policy coverage. Leonard motioned to approve the transfer, Kramer seconded. Herman expressed issues he has had previously with ICAP as an insurer, and the trustees will look into potential cost savings with a different provider. Motion approved.

The Board considered possible action on Resolution #8.6.15 to reconfirm the prior appointment of the LDRA as the administrator of the 2008 FEMA grants. This was done years ago following the 2008 floods, but the paperwork regarding this is not available and is needed to finish up these FEMA grants. Action is required to give the necessary information to FEMA. Leonard motioned to approve Resolution #8.6.15, Colgan seconded, motion approved.

The Board heard committee updates.

The Finance Committee had no updates.

Colgan presented Dam Construction updates. Phase 1 is now complete, as Lunda has installed the stop logs and has demobilized. Phase 2 is ongoing. Clay from a nearby farm is currently being delivered and compacted in preparation for sheet pile cutoff wall which is the next step. Leonard stated that he and Gifford had a meeting with the GCI project manager and reiterated that the Board and the community’s expectation is that the dam will be complete and ready for lake fill by this fall despite the 4-week setback from the temporary cofferdam breach. The Board wants to make sure that GCI is doing everything they can to meet this expectation and also deliver high-quality results. The project manager and GCI owner have been on site the past two days and they are very mindful of the timetable. Progress has been going very well since the last update.

Leonard presented Legislative Committee updates. The Committee is currently working on the preliminary stages of obtaining additional funds for siltation mitigation, and will work to move that forward as quickly as possible.

The Property Management Committee had no updates.

Gifford presented the Lake Bed Cleanup Committee updates. The Committee had a great volunteer event with over 100 volunteers bringing in their own equipment to take down trees and debris. More machine cutting will be done in early fall. Another large event to clean up what is left will be held at a later date. Gifford was pleased with the turnout and thanked the community for their great show of support.

The floor was opened to public comment.

Bob Galiher asked if the $350,000 available from the county for the Turtle Creek project is part of the $2,999,999 million total. It was confirmed that it is in addition to the $2,999,999 million.

Bob Galiher asked about the status of the use of the community-raised donations. It was confirmed that those funds have not been expended at this point. However, the state allocations are almost fully expended. The community will soon see their donations being put to use in the very near future. Requests to use this money will be made in a similar manner as the DNR and county fund requests. The fund advisers will be consulted to any request. When funds begin to be used, the community will be able to see the amounts on the Trustee website. Reimbursement from the Community Fund will also goes through the county auditor’s office. It was noted that plans are also underway for the Wall of Recognition design and placement. The community is encouraged to donate in the near future if they would like to be included on this wall.

Eve Peter asked how many pledges were outstanding. Kramer stated that the community has collected 1.5 million of the requested 1.7 million, with 80% pledge fulfillment.

Lola Galiher asked for an update on the status of the old office. It is currently being used as the Phase 2 project office, but some LDRA material is still inside.

Lola Galiher asked about the status of the direction of the LDRA. The Board reiterated that they are ready to meet over any proposal for roles that the LDRA wishes to present in the near future. There are many tasks required and the Board will do them out of necessity if no proposal is made. Time is running out to make any plans, so the Board is waiting for any proposals from the LDRA.

Dan Reyner from the LDRA stated that they have met partially but not as a whole to make a proposal. They are hoping for input from the community, possibly with a survey, but this has not occurred yet. They will look into publicizing their meetings in the Lake Delhi Voice.

Davidson motioned to adjourn, Gifford seconded. The meeting was adjourned at 7:45 PM.

The Combined Lake Delhi Recreational Facility and Water Quality District

Regular Meeting

Thursday, July 23, 2015

6:30 PM

Lake Delhi Trustees Administration Building

Delhi, IA

The regular meeting of the Lake Delhi Recreational Facility and Water Quality District was called to order by Vice President Larry Burger at 6:30 PM.

Trustees Present: Burger, Kray, Davidson, Colgan, Leonard (via phone)

Trustees Absent: Kramer, Gifford

Recording Secretary: Shelley Kallenbach

Visitors: Jim Locke, Larry Peter, Eve Peter, Don Dede, Pat Dede, Gordon Anderson, Pat Anderson, Sue Christiansen, Lou Christiansen, Chloe Colgan, Marcheta Cooey-Lux, Bill Lux, Bob Galiher, Lola Galiher, Ken DeKlotz, Barbara DeKlotz, Diann Hansen, Bud Hansen, Ken Kray, Larry Aschbrenner, Ben Pasker, Wanda Davidson

Motion to approve the posted agenda was made by Davidson, Kray seconded, motion approved.

Motion to approve the June 18^th, 2015 meeting minutes was made by Colgan, Leonard seconded, motion approved.

Colgan presented Payment Request #16 to Lunda Construction in the amount of $166,191.18 for contract line item payment and remaining storm sewer and gate installation payment. After demobilization next week, it appears that Lunda Construction should come in under their bid. Colgan motioned to approve payment to Lunda Construction, Kray seconded, motion approved.

The presentation of the financial reports will be tabled until the August 6^th meeting.

The request to the DNR for reimbursement for invoices paid by the District for the dam rebuild will be tabled until the August 6^th meeting.

The unofficial election results were presented by Kray. These results are unofficial until the county has canvassed the results. Larry Burger and Doug

Herman were elected to fill the two open spots, including the spot that will be vacated by Kray. Motion to receive and file the unofficial election results was made by Davidson, seconded by Kray, motion approved.

The Board heard committee updates.

Colgan presented updates from the Dam Construction Committee.

Phase 1 is essentially complete. Phase 1 has been inspected for final details and Lunda is working to finish these remaining tasks. The stop log and hoist will be installed next week, after which Lunda will demobilize. The three dam flood gates, including gate lifts, are installed. When the entire project is completed including the labyrinth spillway, the new dam will be able to pass 69,000 cfs of flood water. All other contractual structure work has also been completed. Colgan thanked Lunda Construction for their continual work over the past 15 months, excluding two weeks for Christmas, and their expertise in constructing a superior dam. The new floodgates will be fully automated and activated by pressure sensors located at the dam that will help maintain lake depths by lifting or lowering the gates as needed. The gate lifts will be able to lift the gates fully in twenty minutes. They can also be lifted by a diesel generator, hand drill, or hand crank in an emergency.

Phase 2 work by GCI continues to get back on track after the temporary cofferdam breach on June 14. The cofferdam repairs were completed the week of July 6^th, allowing for contract work on the dam spillway to resume. Unsuitable riverbed soil has been removed and structural granular material has been used to fill these areas allowing for clay from a nearby farm to begin being brought in to build the earthen care of the new dam. The temporary cofferdam can now protect the work area to a flood of 8000 cfs. The current water flow is 140 cfs. To date, GCI has been working very diligently to complete work as soon as possible. They plan to begin using two crews when the concrete portion is ready to begin.

Leonard shared several updates. Updates on Homeland Security and FEMA issues should be available in the next few weeks. There is also a federal grant for projects with significant economic impact that the District may qualify for and more information should be available soon. There will be a piece on the lake in the Monticello Express that will showcase the hard work the community has put into rebuilding the dam. There will also be a community volunteer lake bed cleanup event that will also showcase the community’s efforts.

The Lake Bed Committee presented updates. On August 1^st, the Trustees will be holding a volunteer lake bed cleanup day in order to clean up remaining debris and cut trees. Volunteers will meet at Hartwick Marina. More information will be coming regarding this day and work locations.

The Dredge Committee presented updates. The information obtained from soil borings have been submitted to the Corps of Engineers and are waiting on their resolution. This information will allow for future dredging on the lake without additional permit applications.

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

The floor was opened to public comment.

Larry Burger expressed the Board’s thanks to Mary Kray as this was her last meeting as clerk. Colgan said that she had great integrity, an eye for the small details, and was always willing to make sure things were done correctly. Mary Kray said that it had been a pleasure to serve the community, especially those who have been so diligent about participating in the rebuild efforts. She has truly enjoyed working with the Board and the community to make the lake happen.

Marcheta Cooey Lux asked what places the work on August 1^st will occur and what the plans are for feeding the volunteers. There is no definitive answer on the locations just yet, but they will be coming out in the next few days and a request will be made to email that information to allow for food planning.

Pat Anderson asked if it is possible to remove remaining debris from the lake without the owners’ permission. The Board opinion is that if the debris has not been claimed, it can be removed, as it has been unclaimed now for five years.

Larry Aschbrenner stated that several members of the public would like to calculate the amount of personal funds put into the dam reconstruction by members of the public and inform the county of this number to show how much work the community has accomplished.

Leonard reminded the community to get their dock permits if they have not done so already, and also to respond as soon as possible if they have received a sanitation letter as enforcement will begin soon.

A time with cookies to thank Mary Kray for her time was shared.

Davidson motioned to adjourn, Colgan seconded. The meeting was adjourned at 7:05 PM.

Below represents the minutes from the most recent Trustee meeting.  These minutes are unofficial until approval at the next board meeting.

The Combined Lake Delhi Recreational Facility and Water Quality District

Regular Meeting

Thursday, June 18, 2015

6:30 PM

Lake Delhi Administration Building

Delhi, IA

The regular meeting of the Lake Delhi Recreational Facility and Water Quality District was called to order by President Steve Leonard at 6:30 PM.

Trustees present: Leonard, Kramer, Burger, Gifford, Kray, Davidson, Colgan

Trustees absent: None

Recording Secretary: Shelley Kallenbach

Visitors: Larry Peter, Evelyn Peter, Jim Locke, Pat Dede, Don Dede, Ken Kray, John Carbaugh, Pauletta Carbaugh, Sue Christianson, Lou Christianson, Ken DeKlotz, Barb DeKlotz, Nancy Hurt, Doug Herman, Larry Aschbrenner, Bob Galiher, Lola Galiher, Dan Staebell, Chris Stender, Wanda Davidson, Chloe Colgan, Jen Colgan

Motion to approve the posted agenda was made by Kramer, seconded by Gifford, motion approved.

Motion to approve the May 21, 2015 meeting minutes made by Colgan, seconded by Davidson, motion approved.

Kramer presented claims for payment. Claims in the amount of $2,805.84 for electricity, website renewal, lobbyist expense, office rent, and LP tank repairs were made from the General Fund. Claims in the amount of $665,104.73 for Phase 1 and 2 payments and engineering services were made from the Dam Spillway Fund. Davidson motioned to approve the presented claims for payment, Colgan seconded, motion approved.

Motion to approve a request for reimbursement to the DNR in the amount of $356,196.52 for expenses paid by the district was made by Davidson, seconded by Gifford, motion approved.

Motion to approve a request for reimbursement to Delaware County in the amount of $154,138.10 due to the county’s repayment rate of 50% was made by Kray, seconded by Leonard, motion approved.

Kramer presented the financial reports. The General Fund had revenues from Delaware County and interest in the amount of $3,574.43, and expenditures of $32,042.59 for an LDRA donation and other administrative expenses, ending May with a balance of $188,776.44. The Debt Service Fund had revenues from Delaware County in the amount of $8,560.74 and no expenditures, ending May with a balance of $16,290.00. The Dam Spillway Fund had interest income of $3,994.15 and expenditures totaling $1,502,298.69 for Phase 1 and 2 payments and payments for the Turtle Creek project, RNA septic project, and engineering expense, ending May with a balance of $3,430.050.46.

Kramer presented an update on a monthly budget report. Kramer will be presenting a monthly budget plan at the July meeting once the June reports are complete and numbers for the rest of the fiscal year are final.

Leonard motioned to approve a donation of $1,000 to the Delhi Fire Department, Kramer seconded. This donation is in regard to several services given by the Fire Department. The donation has no restrictions for use. It will help cover the cost of the dry pump installations on the lake. It will also express appreciation for the Fire Department’s willingness to assist with control burns for lake bed cleanup as well as to come and use chainsaws in difficult to reach areas. No further discussion, motion approved.

Colgan presented GCI Change Order #1 in the amount of $2,512.65. This change order is for materials and labor to move dam lighting to a better location given the installation of the new dam gates. Burger motioned to approve, Davidson seconded. Gifford asked if there is any process of oversight into GCI subcontractors to confirm the subcontractors are using the best bid for this and future change orders. Colgan stated that all change orders are reviewed by Stanley Consultants to confirm the bid specifications are appropriate for the work done. Stanley Consultants also has an individual on-site to monitor time sheets for accurate reporting. No further discussion, motion approved.

Kray presented the first draft of a list of tasks required prior to dam completion. This list was created with assistance from Larry Peter. The list will continue to be added to and edited so task assignments can be made for all tasks requiring completion before lake fill. Leonard motioned to approve filing of the task list, Burger seconded, motion approved.

The Board heard committee updates.

Gifford presented updates from the Lake Bed Committee. The Lake Bed Committee has met and catalogued further problem areas, which have been updated on the real-time cleanup map on the website. The Committee is in the process of taking volunteers and assigning people and dates to clean specific areas. Chris Stender was recognized for cutting from the Hartwick Marina to Hartwick Beach with heavy equipment. Stender stated that cleanup with this equipment goes quickly. Gifford affirmed that certain areas are not accessible by this equipment and chainsaws will be required to clear these areas. Cleanup dates and volunteer needs will be released to the public as soon as they are available.

Leonard presented updates from the Dredge Committee. Leonard stated that the Committee will be working with the NRCS, lobbyists, and the DNR to look for resources available for the mitigation of siltation on the lake. Some of the siltation on the lake is coming from property owners along the river and not just from upstream. The Committee will be working to create short-term and long-term plans to reduce existing siltation and reduce siltation accumulation in the future. A plan to distribute siltation removal equitably around the lake is also being discussed. Initiatives to fund these dredging projects will be considered as plans become available.

Colgan presented updates from the Dam Construction Committee.

Phase 1 construction is nearing completion, and Lunda Construction is expected to be finished and withdrawn by July 4^th. Two of the three dam gates are now installed and the third is expected in the next week. These gates can be raised multiple ways, including with the use of a ¾ inch drill. These gates will be the major way to control the lake level at flows over 400 cfs.. The lake overflow spillway will be constructed at one inch below lake level, so the lake level can never go above one inch below normal lake level. These gates have lake level sensors that will automatically begin to lift the dam gates in one inch increments up to 17 feet to control lake level as necessary. The lake will no longer be able to store any water. The new dam will be able to pass up to 69,000 cfs of river flow. A emergency diesel generator has also just been installed to provide electricity to the dam controls in the event of a power outage on the lake. In a worst-case scenario, the gates can be lifted manually with a ¾ inch drill. Use of stainless steel for strategic components and sealed bearings will result in very little maintenance required for the future. There is no future date for when to expect 100 year flood plain adjustments. However, improvements to individuals’ flood plain classifications may be expected in nearly all cases.

Phase 2 construction with GCI began on April 1^st. 15 dewatering wells that go 50 feet below ground have been installed to lower the water table under the dam spillway behind a temporary cofferdam to allow work on the dam spillway. This temporary cofferdam breached on Sunday, June 13 between the temporary cofferdam wall and the original dam concrete wing wall due in part to heavy rains. Within 24 hours GCI had a report on the failure available and made plans to make the failed cofferdam stronger, including new cofferdam sheets, attaching the steel sheets to the concrete wing wall at the point of breach, sealing, and large rocks to additionally bolster the repaired temporary cofferdam. These repairs will begin once the river level has lowered enough to allow access. The dewatering wells will then be used to remove the overflow water. Colgan stated that the most important things to know about the temporary cofferdam breach are as follows:

1. No work had yet been done within the dam spillway, so no work was lost as a result of the temporary cofferdam breach.
2. GCI is contractually responsible for 100% of the cost of the breach, so this has no financial implications for the District.
3. The temporary cofferdam was designed by a licensed professional engineer and was required to be reviewed by both Stanley Consultants and the State of Iowa. This was simply the result of a weak link and the significant amount of rain.
4. Cofferdams do commonly breach, and this is not the first time a cofferdam has breached in the area. Other recent cofferdam breaches include two in Waterloo, and also breaches in Waverly and Minneapolis.
5. CGI has assumed responsibility and is insured to cover all costs associated with the breach. They are now more committed to going forward as quickly as possible and to putting additional measures in place to the temporary cofferdam that are not contractually obligated in order to protect and maintain their reputation. All parties involved are moving forward.

Kray presented updates from the Dam Water Quality Committee. Kray contacted Dennis Lyons for updates on the water septic survey. Lyons stated they have issued 14 permits and about 10-15 people have called about the survey next steps. Lyons reiterated that if residents received a letter regarding septic inspection, to contact him as soon as possible to record time frames for completion.

The Funding/Finance Committee had no updates.

Leonard gave updates on the septic systems in the Rocky Nook area. These systems are nearly complete and are going through the review process prior to signing off on the system. One hookup is still being looked at, and once it is complete sign off and payment to the contractor will be finished.

Leonard gave updates from the Legislative Committee. The legislative session is over, but the governor is going through the bills approved to look for those he may wish to veto. Applicable funds that increased funding, pending governor veto, include an increase to lake restoration funding to a total of 9.6 million and an increase to the CAT grant program to a total of about 5 million dollars. This is good for future funding opportunities. The Board will seek to have the governor visit the lake this summer for updates on the dam’s progress and to discuss funding opportunities.

Leonard also stated that three Board members have been going to homeowners’ association meetings to present updates on dock permits, the individual dredging process, the community fund, fish stocking, the wall of recognition, the septic system updates, and other pertinent information. He stated that if residents have an upcoming homeowners’ association meeting, the Board is offering to participate to give updates and answer questions from the public. He also expressed thanks to the homeowners’ associations that the Board has been able to meet with so far.

The DNR wishes to inform the public that an Open House will be held on Saturday, June 20, to assist individuals with the permitting process in person and answer questions. The DNR also wishes to thank those who have come in during the week to allow more time for individuals who must come on Saturday. Please contact the DNR for a Saturday appointment if desired.

The floor was opened for public comment.

Bob Galiher requested an update on the dredge site owned by the LDRA. Leonard stated that the dredge strategy has to include that dredge site. Bill Holman from Stanley Consultants, along with Dave Finks, have reviewed the site and the history of the site to make a report on what is necessary to make the area operational.

Larry Peter reminded residents of the option to use the LOMA process to exempt from force-placed flood insurance. This process allows mortgage holders to apply for a flood insurance waiver following a survey of the property if you feel your property should not fall in the flood plain. Burrington Group out of Manchester is familiar with this process. Also, for residents wishing to contribute to the Delhi Fire Department, there is can recycling at the Delhi Fire Department site that gives proceeds to the Fire Department for additional funding.

Sue Christensen stated she would like to give her paperwork and financial statements regarding water quality to the Board now that the Board will be taking over water quality management. The Board accepts and thanks her for her work.

Pat Dede requested additional information about the septic inspection letters Dennis Lyons sent. The Board is unaware of how many letters were sent and how many inspections are remaining. The Board believes it is in residents’ best interest to call and discuss scheduling inspections with Dennis Lyons as soon as possible, as lack of response would count as evidence leading toward forced inspection. The Board states to call Lyons with questions regarding the inspections, and he has been working with all who communicate with him.

Bob Galiher requested more information regarding the coring for dredging process occurring in certain areas of the lake. The Board discussed that these soil samples are being taken to determine the location of virgin ground in strategic areas of the lake, which will allow for mapping necessary to dredge in the future. By taking these samples now, the Board will not need to apply for a dredge permit in the future to conduct any dredging.

Bob Galiher also asked about how to permit dredging on personal property. The Board discussed the individual property dredging permitting process that was developed to allow property owners to remove or move siltation from their property through a simplified permit application. Additional information on the process is available on the Trustee website and in past issues of the Lake Delhi Voice.

Barb DeKlotz asked the Board to make the Delaware County Sheriff aware of contact information in the event of an emergency. The Board discussed how well the emergency management plan worked during the temporary cofferdam breach, and agreed to give updated information to the Delaware County Sheriff department.

Barb DeKlotz also asked about transitioning the LDRA back to active status with the lake fill approaching. The Board is happy to meet to begin that transition.

No further public comment.

Davidson motioned to adjourn, Gifford seconded, meeting adjourned at 7:39 PM.

Below represents the minutes from the most recent Trustee meeting.  These minutes are unofficial until approval at the next board meeting.

The Combined Lake Delhi Recreational Facility and Water Quality District

Regular Meeting

Thursday, May 21, 2015

6:30 PM

Lake Delhi Trustees Administration Building

Delhi, IA

The regular meeting of the Lake Delhi Recreational Facility and Water Quality District was called to order by President Steve Leonard at 6:33 PM.

Trustees present: Leonard, Kramer, Davidson, Kray, Burger, Colgan

Trustees absent: Gifford

Visitors: Larry Peter, Eve Peter, Pat Dede, Don Dede, Ed Schmidt, Ken Kray, Mike Steuck, Jim Locke, John Carbaugh, Pauletta Carbaugh, Ben Pasker, Marcheta R. Cooey Lux, Bill Lux, Wanda Davidson, Nancy Hurt, Joe Vorwald, Mr. McMurrin

Recording secretary: Shelley Kallenbach

Motion to approve the posted agenda was made by Burger, seconded by Kramer. Leonard requested to add Mike Steuck from the DNR for an update to the agenda. Burger motioned to approve the addition, seconded by Kramer, motion approved.

Joe Vorwald, Delhi Fire Department Chief, made a presentation regarding dry hydrant installation on the lake. The Fire Department is planning to install dry hydrants in eight strategic places around the lake to allow fire trucks to refill using lake water instead of driving back to Delhi to refill. The hydrants go four feet deep into the lake to avoid freezing. Property owners will therefore have quicker access to emergency water, and the hydrants may potentially lower homeowner’s insurance costs. The Fire Department will cover labor costs, leaving only the cost of $6,400 for the hydrants to be distributed evenly in a method yet to be determined. The Fire Department looks to begin installation in two weeks.

Mike Steuck from the DNR made a presentation regarding dock permit applications. The online dock permitting process is going well. The DNR staff intends to hold an after-hours date the Friday or Saturday after the next Board meeting for residents to fill out dock permits in person at the DNR office if they prefer. In addition, DNR staff will be at the next Board meeting to provide dock information and answer resident questions regarding the permit application process. Steuck also gave an overview of the existing DNR rules and processes in place to prevent the infestation of invasive species such as zebra mussels in the lake once it is opened, as well as the DNR’s readiness to repopulate the lake’s fish supply when the lake is filled.

Colgan motioned to approve the April 16, 2015 and May 7, 2015 meeting minutes, Burger seconded, motion approved.

Kramer presented claims for payment approval. Out of the General Fund, claims for the amount of $3,296.96 were made for copier, recording secretary, auditing, website, lobbyist, and furnace cleaning services. Out of the Dam/Spillway Rebuild Fund, claims in the amount of $1,115,421.19 were presented for the Turtle Creek project, wastewater/water main work, engineering services to Stanley, Phase 1 payments to Lunda Construction, and Phase 2 payment to GCI. Kray motioned to approve the presented claims for payment, Burger seconded, motion passed.

Motion to approve a request to the DNR for reimbursement for invoices paid by the District for the spillway rebuild in the amount of $231,815.92 for Phase 1 payment to Lunda Construction was made by Kramer, seconded by Burger, motion approved.

Motion to approve a request to Delaware County for reimbursement for invoices paid to GCI and Stanley for the spillway rebuild in the amount of $396,610.22 due to the County reimbursement rate of 50% was made by Colgan, seconded by Davidson, motion approved.

A final report for FY 2014 by Hunt and Associates was presented to the Board, breaking down expenditures, assets, and liabilities. The report states that the Board did not make disbursements exceeding their FY 2014 certification. Burger motioned to receive and file the final report, Kray seconded, motion approved.

Colgan presented five change order requests from Lunda Construction to the Board as follows:

1. Lunda Construction Change Order #20 in the amount of $39,750.36 for the necessary removal of two concrete walls from the original dam that did not appear on drawings;
2. Lunda Construction Change Order #21 in the amount of $1,866 for freight charges spent to ship additional sheet pile for the north side of the dam due to unexpected lower rock levels;
3. Lunda Construction Change Order #22 for a credit of $1,223 as the planned gate hoist was no longer available and the alternative was cheaper than the amount budgeted;
4. Lunda Construction Change Order #23 for $5,782.13 for the necessary reduction of the Ogee gate sills in preparation for the new gates as they were 4 inches taller than the drawings indicated;
5. Lunda Construction Change Order #24 for $5,763.07 for contractual obligation for payment after the existing wall concrete was found to require less work for rehabilitation, which necessitated a change in unit cost.

Colgan motioned to approve the Lunda change orders for a total sum of $51,958.56, Kramer seconded, motion approved.

The Board heard committee updates.

Leonard presented Gifford’s update from the Lake Bed Cleanup Committee detailing the list of areas that have been mowed and cut down. The real-time map of cleanup areas can be found on the Lake Delhi website. Heavy equipment will soon be starting in the thicker areas, and volunteers to assist continue to be assembled.

The Dredge Committee stated that the new dredge permitting process has been working well with all current requests being approved. Appreciation for those applying and doing individual dredging was expressed. Shallow Soil borings to map the sediment depths is scheduled to begin the week after the Memorial Day holiday. Thirteen areas will be surveyed in the areas most in need to future lake dredging. Boring dredging to determine pre-dam levels for future dredging permits is scheduled to begin after the Memorial Day holiday. A request has been made to Stanley for a proposal quote for a plan to help develop an ongoing dredging strategy to maintain acceptable lake depths requiring any future dredging .

The Water Quality Committee had no updates.

The Dam Construction Committee gave updates on the construction. Colgan stated that work is going very well, especially given the reduced river flow so far this year. The Phase 2 cofferdam is up, and the downstream cofferdam is about 2/3 done. Dewatering piping to lower the groundwater tables is being laid following significant sand removal. Colgan also explained the importance of the new automatic gates, which can sense changes in water backup and adjust height as necessary to mitigate pressures. As such, it would require about three times the highest amount of water flow that has ever been recorded at the lake to ever cause another dam breech again.

The Funding and Finance Committee had no updates.

The Legislative Committee heard updates from the Board’s lobbyists, Gary Grant and Larry Murphy. Unfortunately, the Iowa House and Senate continue to be unable to reach an agreement on budget priorities and may be in session as late as June 30^th. The lobbyists monitor existing bills that may impact various aspects of the dam rebuild and notify the Board of these bills’ progress. They will also go before the DNR to discuss funding opportunities for remaining needs as necessary. Several different potential options for legislative monies exist pending the outcome of budget negotiations.

Kray expressed the need to create a consolidated list of efforts remaining to be done before lake fill that solicits ideas from the public and the Board. Timelines and task assignments will be determined after the creation of this list. Kray will begin compiling this list using existing information, and will be the current point of contact for the public to notify the Board of tasks requiring attention before the lake is complete.

The floor was opened to public comment.

Larry Peter stated that there was much to do, so the Board will need a lot of volunteers to complete all required tasks. He stated that it is exciting that the new dam monitoring systems will allow the future dam supervisor to detect problems with the dam before they happen, which has not been possible in the past. Peter also presented a list of remaining tasks to the Board that he has compiled.

Kray motioned to adjourn, Burger seconded. Meeting adjourned at 8:12 PM.