The Combined Lake Delhi Recreational Facility and Water Quality District

Board of Trustees Meeting

Thursday, February 7, 2013 – 5:30 p.m.

Maquoketa Valley Middle School Conference Room

The meeting of the Combined Lake Delhi Recreational Facility and Water Quality District Board of Trustees was called to order by President Steve Leonard at 5:30 PM at Maquoketa Valley Middle School Conference Room.

Trustees present: Kramer, Peter, Davidson, and Kray via Skype and Leonard by phone

Trustees absent:  Schneider, Burger

Visitors: Jim Locke, Dave Larson

Agenda reviewed by Kramer. Motion made to approve agenda by Davidson, second by Kramer.  All ayes, motion passed.

Kramer advised Financial Committee has met several times and worked through the budget that has been shared with the Trustees this evening.  Kramer briefly reviewed elements of the budget.  She also explained that the budget overall total is the number that needs to be met.  If certain buckets do not meet their budgeted number that is acceptable as long as the overall total number is not exceeded.

Motion to set public hearing date of March 7, 2013 at Maquoketa Valley Middle School at 5:30 pm for review and adoption of Fiscal Year 2013/2014 operating budget by Kramer, Kray second.  Davidson would prefer to change to 6:30 pm.   Kramer changed motion to set public hearing date of March 7, 2013 at 6:30 pm for review and adoption of 2013/2014 operating budget, Kray second.  All ayes, motion passed.

Davidson made motion to adjourn, Peter second.  All ayes, motion passed.

The Combined Lake Delhi Recreational Facility and Water Quality District

Board of Trustees Meeting

Thursday, January 17, 2013 – 6:30 p.m.

Maquoketa Valley Middle School Conference Room

The meeting of the Combined Lake Delhi Recreational Facility and Water Quality District Board of Trustees was called to order by President Steve Leonard at 6:36 PM at Maquoketa Valley Middle School Conference Room.

Trustees present: Leonard,  Kramer, Peter, Davidson, Schneider, Burger and Kray via Skype

Trustees absent:  N/A

Visitors: Eve Peter, Garlyn Glanz, Jerry Ries, Dwayne Donels, Robert Klima, Tom Cook, Marilyn Cook, Dan Reyner, Dave Larson, Bob Galiher, Al Wulfekuhle, Kathy Wulfekuhle, Craig Witry, Sheree Witry, Donna Kunde, Ann Fry, Dan Kimball, Travis Niehaus, Marty Pottebaum, Dave Vorwald, Jason Vorwald, Mari Vorwald, and Pat Colgan, Matt Hektoen, Bob Hatala and Gary Grant by phone.

Agenda reviewed by Leonard. Motion made to approve agenda by Peter, second by Schneider.  All ayes, motion passed.

Kray requested approval of minutes for 12/20/12, 1/10/13 and 1/12/13.  Burger made motion to approve all 3 as presented, Schneider second.  All ayes, motion passed.

Kramer reviewed bills for payment – L&L for $2,000, Alliant for $53.46 and the attorney billing for $3,134.30.  The Finance committee met last Saturday and recommended payment of these items.  Motion by Davidson to approve payments, second by Kramer, all ayes, motion passed.

Kramer covered the financial report and advised the Financial committee discussed how to handle this report in the future but will continue to use this format for now.  As of December 31, 2012,  the ending balance for the Operating Fund is $61,225.02, the ending balance for the Debt Service Fund is $140,915.35 and the ending balance for the Dam/Spillway Project fund is $5,896,571.28.  Kramer noted that interest in the Dam/Spillway Project fund shows only $21.39 in interest earned.  Carla Becker, the Delaware Co. Auditor informed Kramer that an additional $4,712.02 in interest was earned but not posted until after Janauary 1 due to the holiday timelines.

Kramer said additionally when the Finance Committee met they would like the Board to approve 2/7/13 as the meeting date for the Committee to give an overview of the budget and then to approve a date of the Public Hearing for the budget.  Requirements are that we must have the budget certified by the 15^th of March.  Once the budget is published, we have to have a public hearing witihn 10-20 days and the Finance committee would like to have the public hearing on March 7^th.  Motion to set date for overview of budget to the Trustees to be 2/7/13 made by Kramer, second by Burger.  All ayes, motion passed.

Kramer advised she would now like to accept a motion to approve March 7, 2013 for the public hearing for the Fiscal Year 2013/2014 budget.  Motion made by Burger, Schneider second, all ayes, motion passed.

Leonard asked Hatala to speak on resolutions 1.17.13(a) and (b).   Real estate option agreement is the only thing that has changed along with the addendum and legal description.  There is a deed restriction that the Trustees can only pass on the property to a public entity and the addendum is the quit claim deed.    Hatala reviewed the issue regarding whether the District could legally transfer real estate to a county or other governmental agency.  Hatalla believes the District has the authority to do that even though it is not expressly stated but he stands by his opinion.  There seemed to be a continuing argument by County Conservation that raised this issue and rather than continue arguing this issue, this document allows the District to have the option to purchase the Turtle Creek property for up to 5 years until 2018,  for $10 and  likewise the District has the option to assign this to any governmental agencies.  Motion to approve Resolution 1.17.13(a) was made by Schneider and second by Peter.  Individual roll call requested,  all ayes, motion passed.

Consideration of Resolution 1.17.13(b) was covered by Hatala explaining it gives the President of the District the ability to perform the needed funtions to complete the transaction to include the amended resolutions.  Motion to approve Resolution 1.17.13(b) by Schneider, second by Kramer.  Individual roll call requested, all ayes, motion passed.

Colgan gave an overview regarding the  FEMA administration proposal for  assistance in grant management services that the District sent out for RFPs for the 2008 and 2010 FEMA disasters.  Colgan and Dave Fry have evaluated the proposals and narrowed it to the two that are located in Iowa which are ECIA and JJG Grant Management LLC.  During this process Homeland Security  advised the District to wait until we receive additional information from FEMA regarding our dam project.  Just as a reminder the District has been re-obligated as an eligible applicant by FEMA but we are waiting to hear if the dam projects will be approved. Colgan spoke to both firms today and they both advised that their  rates will stay the same if we wait to award the contracts at a later date.  Colgan’s recommendation is to put this decision on hold.  Colgan and Fry will come back to the board with a specific recommendation after approval of our project by FEMA.  Burger asked if Fry or Colgan was working with FEMA now and Colgan said nothing now except for final project requests and information on projects.

Burger made motion to table next agenda item which is “Consideration and Possible action on FEMA Administrative person, second by Kramer.  Burger said would like to hear recommendation by Dave Fry as well to confirm he doesn’t need help now.  Davidson suggested the 3 Trustees on the  FEMA committee could meet and give a report back to the Trustees.  Vote taken on the motion to table agenda item, all ayes, motion passed.

Committee updates – Larry Burger said the Finance Committee met last Saturday and is working on the budget.  They are meeting again on January 26^th at 9AM at Buliceks.   Committee update for FEMA was just done in our last agenda item.  The Dam Construction committee will be meeting this evening right after the Trustee meeting.  The task that needs to be completed shortly is meeting with the County to go over the Commercial and Contractural conditions for our RFPs.

The Legislative update was given by Gary Grant and he indicated the first week of the Legislative session was pretty uneventful.  The good news is that the second $2.5 million for Lake Delhi has been included in the Governor’s budget.  The House and Senate leadership is not expecting any difficulties as this amount will need to be approved again by them.  The Trustees will need to be prepared to give a project progress report to the Legislators in the next couple of weeks.  Some of the Legislators have been asking about our progress and asking for updates and they are asking some very pointed questions about cooperation with the DNR.  Grant has advised that the project is not moving as quickly as we would like but thinks we are making progress and the Trustees want to keep a positive relationship with the DNR.  The Property Management Committee has nothing to report.  Kramer asked if we should consider a committee for grants and Leonard indicated it might be something to consider in the future.

Colgan advised that there was no update to the dam timeline document but he is still receiving names of volunteers.  The letter for our waiver request for the fish ladder is moving forward since the Trustee board approved it last week.  Holman just sent the final version of the documents to Leonard so Leonard will send to Director Gipp shortly.

Public comment – Dan Kimball indicated that sometimes front end documents for contracts can take awhile and he wanted the Trustees to be aware of that as they determine when they would approve the proposal for the FEMA Administrative person.

Jim Locke said last year the LDRA received a grant from Rockwell for $2,500 for lake bed clean up and Rockwell has agreed to allow us to carry that over to this year and not return it.  This year’s application deadline is February 15^th and Jim reached out to Brian Hughes and Jim thinks we need to spend some time and see what the projects would be for 2013.  Galiher put the request in last year and received the grant through the LDRA and Kray said the Rockwell Grant goes to a non-profit so the LDRA would be the eligible applicant..  Leonard asked if the Finance Committee could review at their 1/26/13 meeting.

Bob Klima said there was a retaining wall put up in his neighborhood and they were advised by the DNR they could move dirt as long as they did not put it back in the lake bed.  Klima said there is 30 to 40 loads of the dirt behind their neighborhood.

Burger made motion to adjourn, Davidson second.  All ayes, motion passed.

The Combined Lake Delhi Recreational Facility and Water Quality District

Board of Trustees Meeting

Saturday, January 12, 2013 – 11:00 a.m.

Maquoketa Valley Middle School Conference Room

The meeting of the Combined Lake Delhi Recreational Facility and Water Quality District Board of Trustees was called to order by President Steve Leonard at 11:02 AM at Maquoketa Valley Middle School Conference Room.

Trustees present: Leonard,  Kramer, Peter, Davidson, Burger and Kray via Skype and  Schneider via phone.

Trustees absent:

Visitors:  Dan, Reyner, Dave Reyner, Rich Reysack, Ed Schmidt, Pat Anderson, Gordon Anderson, Eve Peter, Chip Hughes, Todd Boone, Doug Camp, Richard Camp, Tom McLaughlin, Annette Mohling, Bill Decker, Bob Galiher, Mark Schultz, Linda Schultz,  Jim Gudenkauf, Sharon Gudenkauf, Don Dede, Pat Dede, Jim Locke, Phil Thompson. Pat Colgan via Skype.  Bob Hatala and Matt Hektoen by phone.

Agenda reviewed by Leonard. Motion was made by Burger, second by Kramer, to approve meeting agenda.  All ayes, motion passed.

Leonard asked Hatala to review where we are at with transfer of the land between the LDRA and the District.  Hatala said Resolution 1.12.13a is to approve an amendment to the Memorandum of Agreement because of the need to wait to complete the ‘right of first refusal’ with Kevin Harbach and the easement with the Strausser family for North Beach.  Once that amendement is approved then Resolution 1.12.13b can be voted on to approve the acquisition of land and allows the President of the District to sign the bill of sale and quit claim deed to complete the transaction.  Hektoen explained that the LDRA will maintain the containment site and the Harbach land because there has been no agreement finalized with Harbach.  There is also a portion of land that is outside of the boundary of the District, within track 89 and 90, and the parcels have no offical description to confirm their exact boundaries so we won’t transfer that as well.  Leonard thanked Hektoen and Hatala for work done into late last night.  Hektoen also indicated the easement for public access to North Beach was not completed due to one of the Strausser family has passed away without signing the agreement and there is some difficulty with that estate.  Parcel JJ was involved with this easement so it will not be transferred as well.  Jim Locke wanted to make sure it was understood that the easement was for maintenance purposes and not public access.  Leonard asked Resolution 1.12.13a to be approved.  Burger made motion and Davidson second to approve revised Memorandum of Agreement.  Kramer wanted to confirm this is everything and Hatala said yes.  Hatala also indicated that there is nothing in the 357E agreement that says the District cannot own real estate outside of its geographic boundary and if there was an issue, only the state can challenge it.  Kramer then asked if Hektoen could describe at a high level what is excluded.  Hektoen said the containment site, North Beach properties and easements (Parcel JJ), properties outside of the district because they lack a legal description, and the Harbach frontage.  Leonard wanted to confirm the District will have to work with the County Sanitation department to agree to cap the house and office septic or get an inspection done before final deeds are recorded.  Hektoen indicated he sent an email to Dennis Lyons last night and believes that will be the case.  We may need to delay inspection due to the cold weather or there is also a possibility, because the property exchanged hands without any funds, that the inspection may not need to be done.  Hektoen will know more once he talks to Lyons.  Locke confirmed Hektoen and Mitvalsky will follow up with each other and Hektoen agreed.  Individual roll call requested on acceptance of amendment with Memorandum of Agreement.  Hatala interjected that there had been a title examination of the dam but would need to be done on the other properties.  Locke said the LDRA had a concern of whether the District can convey the Turtle Creek property to the County without a bid process and that the LDRA would be willing to transfer directly to the County.  Hatala looked at this issue earlier and the only time disposal of property has a restriction is in the city and county code, a 357E does not have a like requirement.  Even if the 357E did have the same requirement, a transfer to another governmental agency is exempt in this type of transfer.  Individual roll call again requested on motion to accept Resolution 1.12.13a, all ayes, motion passed.

Leonard introduced Resolution 1.12.13b to now be addressed.  Hatala said he had no addditional commentary, this resolution just gives authorization for the President to do what is necessary to complete the Memorandum of Agreement that we just passed.  Burger made motion to approve Resolution 1.12.13b and Kramer second.  Individual roll call requested, all ayes, motion passed.  Next step is now to get the document to the LDRA to get their signatures and they are having a meeting directly after the Trustee meeting.  Leonard asked Hatala if he should sign the additional documents and Hatala indicated he should wait to sign until the LDRA approves.

Colgan reviewed the timeline document and explained it is a management list of activities in order to allow us to track and stay within schedule the work that needs to be done to bring the dam back.  The Trustees already have established committees and each committe has 3 members of Trustees.  The intent will be then to break each committee into a number of subcommittees to handle the detailed activities as each item has about 50 to 60 work activities underneath it.  This enables the Board to be aware of what each subcommittee is doing and enables the District Board to have oversight.  Colgan commended Larry Peter because he sent Colgan an email this morning with activities for the construction committee and Colgan really appreciates the work Peter has done on this.  The normal Trustee meetings will not get to this level of detail but the subcommittees will.    Burger said if Colgan sees any other committees that should be formed to please let us know.  Burger also indicated that other members from the community are involved in the committees and more can be added.

Budget/Finance Committee along with the Legislative Committee will need to decide how the monies are spent.  Permits need to be done by 2Q.  We have 2 levels of regulation, Federal, which is the Army Corp of Engineers and the State is the DNR.   Corp sees the rebuild as repair and they put us on a streamline permit process.  A Memorandum of Agreement now needs to be done between the Corp and the District regarding the results of the Archeology study to get the permit from  the Corp and we are on course to receive the Corp permit in February.

This time line document details who is responsible for duties and what is the delivery date.  In January it will be essential to address the General Construction contracts with the county so we know what the front end requirements and conditions of our construction documents will be.  This meeting will include County personnel, Stanley Engineering, some Trustees and Bob Hatala.  Also in January we need to develop our bidders list and the County and Stanley have a list of contractors.  Phase I is ready to go out to bids but the funding and permits need to be better understood.

Kray said she feels we need to address the items that need to be worked on in January and Colgan said the general conditions of the contract are the most important.  There is a 5 or 6 page questionaire that needs to be filled out and Colgan has taken care of about 80% of it but there are questions that will need to be answered by the Finance and Dam Construction Committees.  We also need to address how we plan to pay as the construction begins.  The Contractor will want significant dollars to begin the work so the Finance Committee needs to understand how monies will come in and how they will be spent.  Burger asked Colgan if Stanley will have recommendations with limits of liability and such and Colgan said Stanley won’t give those kind of recommentdations, it is up to our attorneys and the District.  The County will have a menu of choices and enough expertise to help us decide what we want.   Colgan will keep us posted on the meeting with the County Engineer and get everyone involved that needs to be present

Leonard said in the last memo to the public, we requested volunteers again.  He recommended that if we have neighbors and family with expertise that would be useful, please ask then to volunteer.

Burger asked Colgan that if possible, can he carbon the rest of the board when you he emails requests so that all Trustees are aware of what is going so that we can relate to the citizens what is happening and what we have seen.  Colgan said he would do that.

Public comment – Bill Thompson had a question on water level for permitting and any progress on easements.  Leonard indicated still working through issues with the DNR. but water level will stay the same.

Dan Raynor asked about public access.  Leonard said County Conseration was at our meeting Thursday and the Legislative Committee is working as a team with several county members and the DNR.  We are trying to complete plans for an additional boat ramp, a fishing area, a beach and additional parking.  Currently the focus area for enhancement is the Turtle Creek area.  We are working jointly with the DNR and the County on a grant application by Jan 31, 2013  for a 75% assistance with a 25% local match.

Gordon Anderson asked if we will be using the Peck property for  public access.  Leonard said the Peck property had some unique boundary line issues that are adjacent to the spillway and it allows better access for construction.  We may look at the area for public access if it is deemed ‘safe’ by our Engineering firm and the State.  Burger said we may also use this area as portage for canoe and kayaking but that has not been confirmed yet.

Kramer made motion to adjourn, Peter second, motion passed.