These minutes are unofficial until approved at the next Trustee regular session.

The Combined Lake Delhi Recreational Facility and Water Quality District Trustee Regular Meeting

April 16, 2015—6:30 PM

Lake Delhi Trustees Administration Building

Delhi, IA

The regular trustee meeting of the Lake Delhi Recreational Facility and Water Quality District was called to order by President Steve Leonard at 6:30 PM at the Lake Delhi Trustees Administration Building in Delhi, IA.

Trustees Present: Leonard, Kray, Davidson, Kramer, Colgan (Skype)

Trustees Absent: Burger, Gifford

Recording Secretary: Shelley Kallenbach

Visitors: Larry Peter, Eve Peter, Ed Schmidt, John Carbaugh, Pauletta Carbaugh, Don Dede, Pat Dede, Mark Brewer, Dan Reyner, Jim Locke, Larry Aschbrenner

Motion to approve the posted agenda was made by Kramer, seconded by Kray, motion passed.

Motion to approve the posted minutes from the March 19, 2015 meeting was made by Kramer, seconded by Kray, motion passed.

Claims for payment approval were presented by Kramer. Claims for payments in the amount of $2,322.59 for office electricity, copier maintenance, warrants, and lobbyist expense were presented from the General Fund. Claims for payment in the amount of $354,546.25 for bond principal and interest was presented from the Debt Service Fund. Claims for payment in the amount of $395,763.28 for the Turtle Creek project, Phase 1 payment, and engineering services from the Dam Spillway Project Fund were presented. Kramer confirmed that the Dam Spillway Fund does not currently have the funds for this presented payment because the property tax draw that will cover the payment comes at the end of April. Once the funds are available, the check will be released to Bankers Trust by the County Auditor. Kray moved to approve the claims for payment, Davidson seconded. Motion to approve claims for payment was passed.

Motion to request reimbursement in the amount for $365,731.35 from the DNR for invoices paid by the District was made by Kray, seconded by Kramer, motion passed.

The financial report was reviewed by Kramer. The General Fund had revenues from Delaware County and interest in the amount of $62,495.45, and miscellaneous expenses in the amount of $797.11, ending March at $205,703.31. The Debt Service Fund had revenues in the amount of $146,365.32 from the Delaware County Treasurer and interest and no expenditures, ending March at $329,614.52. The Dam Spillway Project Fund had revenues of $275,197.63 from the DNR and interest, and expenditures of $551,323.91 for project payments, ending March at $4,748,733.22. Davidson motioned to approve the posted financial report, Kray seconded, motion passed.

Motion to authorize Delaware County to conduct the upcoming Trustee election on the date the County selects was made by Kramer, seconded by Kray, motion passed.

The Board considered a resolution to authorize the Delaware County Auditor to make payments for the District. This resolution is to allow the Auditor to pay certain bills for the District without requiring a formal meeting in order to better meet payment cycles and avoid finance charges. The resolution also requires that bills paid before the regular meeting be submitted at the next regular board meeting for approval. Kray motioned to approve the resolution, Davidson seconded. It was noted that the resolution does not include contractor payments. Motion to approve posted resolution passed.

The Board considered a modification to Stanley Engineering Change Order #16. The previously approved change order was an estimate and this revision covers

additional grouting needed at the southwest wing wall by the Phase 1 contractor. The proposed change is to allow for payment to cover the full grouting expense by adjusting the previously approved amount of $53,167.34 to $61,891.79. Leonard motioned to approve the revised change order, Kramer seconded, motion passed.

The Board heard committee updates.

Leonard presented updates on behalf of Gifford from the Lake Bed Cleanup Committee. A map of debris and tree cleanup areas was presented. The real-time map will also be kept on the Trustee website for the public to review. Each area marked on the map is considered a subproject to the whole lake bed cleanup project and may require different work. Some areas only have two years of tree growth, while others have growth that has happened since the dam breach. It will be important to consider steps to cut and ultimately remove this growth. Help from the community is requested to confirm that no areas are missed. The map and contact information to report areas will be on both the Trustee website and in the Lake Delhi Voice. Leonard expressed thanks to property owners who have taken care of their existing growth during this dam rebuild process, which has made the lake bed cleanup a manageable process.

The Dredge Committee presented updates.

The Board previously authorized Braun to do borings and identify the depth of the lake for dredge permitting purposes. Stanley Construction is near to completing a final draft with Colgan’s assistance for this process. If the proposed budget for the work falls within the budget, work will begin within two weeks. A special meeting will be called if the proposed cost does not fit within the budget. This work will allow for the Board to meet permit requirements to allow possible future dredging without obtaining a new permit. The work is expected to take one week once it is begun.

Leonard stated that an agreement for individual dredging around docks and lifts has been finalized and will be available for view on the Trustee website and in the Lake Delhi Voice in the next few days. The Dredge Committee urges all property owners to complete this permitting process to allow for individual dredging up to lake fill should property owners later wish to dredge.

Colgan presented updates from the Dam Construction Committee.

Two contractors are currently working on separate sides of the river. The Phase 1 contractor, Lunda Construction, is near the end of their work. Concrete was just poured for the base of the new north dam to replace the original north dam that was removed after the dam breach. Rebar is currently being placed for the main wall. When the north dam is done in approximately three weeks, the gates will be able to be delivered. The piers and gate guides are finished. The three new flood gates will each come in two pieces from New York and will be connected on site to allow the gates to be moved up and down with augurs. The contractor is responsible for coming out to verify gate dimensions. This process is expected to be complete in May, with Lunda mobilizing in June. The wicket gates have been lubricated and are now fully functional, allowing for manual opening and closing by hand.

The Phase 2 contractor mobilized on April 1^st. Rock on the south bank has been removed and used for a causeway across the river. The causeway will be used for the sheet pile crane to build the temporary cofferdam. Sheet pile is expected in two weeks, at which point the temporary cofferdam will begin.

Colgan stated that all dam construction is currently proceeding very well.

The Water Quality Committee stated that a piece will be coming in the Lake Delhi Voice reminding property owners that septic inspections need to be completed this year if a letter regarding inspection was received.

The Funding/Finance Committee had no updates.

The Legislative Committee stated that the response approved by the Board at the last meeting to Speaker Paulsen was sent and to date no further questions have been received.

Leonard presented additional updates. The septic system updates at Rocky Nook are going well. It had been written into the contract that this work needed to be completed by May 1^st. However, due to significant truck activity on the road, final gravel and grating will not be finished by this date. Burrington Group is expected to submit a contract change for approval to allow for an additional 30 days for completion to the Board.

The Turtle Creek Project has been proceeding well. The new boat ramp concrete pour is anticipated next week, with the bridge expected to be complete in the next few weeks and the road anticipated to be open by June 1^st. The whole project, including public restrooms, parking areas, beach, and recreational facility is expected to be complete before lake fill. In addition, some of the dirt from the cove was used to build up the new bridge, which will allow taller boats to go under the bridge.

Leonard also reminded the community that boat dock permits have expired during the dam rebuild process. All boat dock owners need to go through the permit process for these docks. Most of these permit requests will fall under Classification Class 1. The process needs to be completed online, as soon paper applications will not be accepted. Step-by-step instructions and images will be in the Lake Delhi Voice. The process is simple and very short. Previous permit numbers will be required and can be obtained by calling ahead if necessary. Permits are needed before water is beneath the docks. In addition, permits and contractors for any planned shoreline work need to be obtained soon as time is running short.

Lastly, Leonard stated he recently presented updates on the dam rebuild to the Lions Club in Manchester and thanked them for their support. The Lions Club wished to express thanks to the community and Board for their hard work that will benefit the entire region.

The floor was opened to public comment.

Pat Dede asked which trustees were up for election. It was confirmed that Larry Burger and Mary Kray are up for election.

Jim Locke asked for updates on the office work completed at the Trustee lake house currently being used as shelter for contractor workers during inclement weather. It was confirmed that the water has been hooked up and the house is now functional for contractor use.

Jim Locke also asked if there was any way to simulate the water pressure on the gates prior to lake fill. Colgan stated that there was not, but that he does not feel this is an issue as stop logs are required and three different measurements will be made to make sure all gates fit and are watertight.

No further public comment.

Kray motioned to adjourn, Davidson seconded. The meeting was adjourned at 7:26 PM.

These minutes are unofficial until approved at the next Trustee regular session.

The Combined Lake Delhi Recreational Facility and Water Quality District Trustee Regular Meeting

Thursday, March 5, 2015 – 6:30 PM

Lake Delhi Trustees Administration Building

Delhi, IA

The regular trustee meeting of the Combined Lake Delhi Recreational Facility and Water Quality District was called to order by President Steve Leonard at 6:30 PM in the Lake Delhi Trustees Administration Building in Delhi, IA.

Trustees Present: Leonard, Kramer, Davidson, Kray (Skype), Burger (phone)

Trustees Absent: Colgan and Gifford

Recording Secretary: Shelley Kallenbach

Visitors: Larry Peter, Ed Schmidt, Ben Pasker, Jim Locke, Dave Larson, Larry Aschbrenner

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

The public hearing for the FY 2015/2016 Budget was opened. Kramer stated that the tax rate for the lake debt service for FY will decrease to $9.10329 from last year’s rate of $9.37 as the tax rate on the debt service goes down as valuations increase. Valuations on the lake increased by about $2 million in FY15. It was also noted that property tax levied from the $4.00/$1000 increased from $202,058 in FY15 to $207,926 for FY16.

Kramer also reviewed the estimated revenues and expenditures for FY16 with the Board. The District’s revenues include monies from the State, County, and Community Fund, along with property taxes. Expenditures including utilities, insurance, operation, and maintenance are expected to increase. Budget numbers were set high to avoid having to amend the budget later. Input for the proposed budget came from the Finance Committee, Carla Becker, Pat Colgan and Steve Leonard.

The hearing was opened to the public for comment. The Board expressed appreciation to Kramer for the hard work put into the creation of the budget. There was no comment from the public. Burger moved to close the public hearing on the budget, Leonard seconded, motion passed.

Leonard motioned to approve the FY 2015/2016 Budget as presented by Kramer, Davidson seconded, motion passed.

Motion to approve the January 29, February 5, and February 13, 2015 meeting minutes was made by Kramer, seconded by Leonard, motion passed.

Motion to approve payments out of the General Fund totaling $410.46 and payments out of Fund 81002 for $225,505.04 was made by Kray, seconded by Burger. The Board confirmed that roughly $2 million is left to be paid to Lunda Construction. Motion passed.

The Board considered possible action on a request to Delaware County for reimbursement for invoices paid by the District for the spillway rebuild. At the last Board meeting, a request to ask for reimbursement from Delaware County for Phase 2 spillway work was approved. An invoice was included in the reimbursement request for work Stanley Consultants had done prior to state permit issuance for Phase 2, which precluded reimbursement from the county and so was removed from the request. Leonard moved to approve the amended request to Delaware County for reimbursement for invoices paid by the District for the spillway rebuild, Kramer seconded, motion passed.

Motion to approve a request from the DNR for reimbursement in the amount of $268,116.00 for invoices paid by the District for the dam rebuild was made by Leonard, seconded by Kray, motion passed.

The Board heard the review of the financial report from Kramer. The General Fund received a small property tax draw of $965.07 and expenditures of $37,502.08, ending January at a balance of $137,484.28. The Debt Service had an increase of $2,290.91 from property taxes and ended at $167,944.84. The Dam Spillway Project Fund had interest and a DNR reimbursement for total revenue of $140,915.31, and expenditures of $348,868.27 for an ending balance of $5,019,906.34. Davidson moved to approve the financial report, Kray seconded, motion passed.

The Board considered possible action on Stanley Engineering Supplemental Agreement #29. This agreement is for an on-site engineer for Phase 2 to begin early April . Kramer motioned to approve Stanley Engineering Supplemental Agreement #29, Kray seconded. Discussion was opened regarding Stanley Engineering Supplemental Agreement #29. Davidson expressed concern that this was an amendment to previous amendments. Leonard responded that this is a supplemental agreement to the original contract. The construction committee will be working with Stanley to monitor the costs associated with the on-site services. No further discussion. Motion passed.

The Board considered possible action on Stanley Engineering Supplemental Agreement #30 in the amount of $10,000. This agreement will provide additional engineering support for permitting, dredging and property easement issues on an “as requested” basis and includes approximately $5000 of work already performed by Stanley Engineering, and an additional $5000 of work that may additionally be required. Burger moved to approve, Kramer seconded. Discussion followed. Kray asked for more specificity regarding the work that was done. Davidson questioned who was communicating with Stanley on cost overruns. Kramer stated that she works closely with Bill Holman regarding over-budget agreements and that invoices regarding this task have been held until the board received this supplemental agreement for approval. Due to the nature of the concerns, Leonard asked for a roll call vote to approve Supplemental Agreement #30.

Burger: Yes

Kramer: Yes

Davidson: Yes

Kray: Yes

Leonard: Yes

Motion passed.

The Board considered possible action on Stanley Engineering Supplemental Agreement #31 in the amount of $19,000. This amount covers the revision and preparation of bid documents for the rebid of Phase 2. Kramer moved to approve Supplemental Agreement #31, Burger seconded. Larry Peter, member of the Construction Team, stated that this amount includes the redesign of the cofferdams. Motion passed.

Committee updates were heard.

Todd Gifford, of the Lake Bed Cleanup Committee, was not present but Leonard shared that the team is getting ready to work with individuals who have committed to volunteer their time for the cleanup effort. Davidson mentioned that he had concerns about cleanup efforts downstream as well and feels that issue needs to be addressed as well.

Leonard provided an update regarding agreements with the DNR that included boat dock dredging and silt removal. Leonard explained that he has been working with the DNR, County, and Corps of Engineers to allow property owners to remove silt and self-dredge around their dock and lift areas through a simplified permit approval process. A draft of this process that has been approved by the county engineer and is currently waiting for Corps of Engineers’ final approval was presented. This plan allows for property owners to remove up to 25 cubic yards of siltation from their boat lifts or docks (approximately 2.5 large dump trucks), or move up to 10 cubic yards of silt (approximately 1 large dump truck), within 100 feet of the current river channel via a simple permit from the Delaware County Engineer taking about a week to process. Larger amounts can still be removed using the more extended permit process. Kray expressed thanks to Leonard for his hard work on this. Leonard recommends that all property owners apply for a permit once this is approved to have one available should they want to remove silt in the future.

Larry Peter provided the update from the Dam Construction Committee. Peter updated that the new concrete piers that will support the three flood gates are near completion, the subcontractor for the grouting is seeing progress in the reduction of outflow and is continuing work, Bluegrass has removed all the operating deck, B and G Excavating is removing the north end of the dam, the U-shaped wall will be the replacement of the north end of the dam, materials for the operating deck are expected March 16^th, rebar for the U-shaped wall is being fabricated, sheet pile for the existing powerhouse and forms for the U-shaped wall and concrete is on site, construction trailers have been moved to the north side park, flood gates are scheduled for delivery as early as April, and the U-shaped wall will be done with top priority.

The Water Quality Committee had no updates.

The Funding/Finance Committee had no updates.

The floor was opened to public comment.

Larry Aschbrenner asked if the borings were complete. It was confirmed that they were still in progress.

Jim Locke asked if the on-site engineer had been included in the original estimated cost. It was believed that it was not.

Jim Locke asked if the Board had finished renegotiation the LDRA loan modification. It’s believed that it was completed with a new interest of 3.26%.

Dave Larson asked for an update on FEMA. It was stated that there have been personnel changes at Homeland Security so it is still in progress. In addition, the District’s FEMA authorized representative is continuing to do research and is working with Homeland Security.

Jim Locke stated that the Turtle Creek work is going well.

Leonard added that he has followed up with the engineer (Burrington Group) on the water and sewer line work, which was nearly completed prior to the winter. Approximately 2 weeks worth of work remains to complete the sewer lines once it is warm enough to finish.

The question was asked if the Board was being charged rent for the material storage on the farm on the north side. It is believed that Lunda Construction worked out an agreement for material storage and the cost was included in the contract amount.

Jim Locke expressed surprise that the on-site engineer was not included in the construction estimate.

Burger moved to adjourn, Kramer seconded. The meeting was closed at 7:43 pm.

These minutes are unofficial until approved at the next Trustee regular session.

The Combined Lake Delhi Recreational Facility and Water Quality District

Board of Trustees Special Meeting

Friday, February 13, 2015 – 1:00 p.m.

Heritage Bank Conference Room

Delhi, IA 52223

The special meeting of the Combined Lake Delhi Recreational Facility and Water Quality District Board of Trustees was called to order by President Steve Leonard at 1:00 p.m. at the Heritage Bank Conference Room.

Trustees present: Kramer with Leonard, Kray and Gifford participating by phone

Trustees absent: Davidson, Burger, Colgan

Visitors: Marcheta Cooey

The agenda was reviewed by Leonard. Motion to approve the agenda was made by Kray, second by Kramer. Motion carried.

Kramer made a motion to set the Public Hearing Date to review and approve the FY2016 budget for Thursday, March 5, 2015 at 6:30 p.m. to be held at the Lake Delhi Administrative Office. Kramer noted that this is a change from the previously scheduled public hearing that was to have been held on February 26. The change was due to a publication error by the Manchester Press. Kray second the motion. Motion carried.

Leonard made a motion to adjourn, Kramer second. Motion carried. Meeting adjourned at 1:03 p.m.