{"id":1170,"date":"2014-09-18T13:43:48","date_gmt":"2014-09-18T18:43:48","guid":{"rendered":"http:\/\/lakedelhi.org\/?p=1170"},"modified":"2014-09-29T13:44:25","modified_gmt":"2014-09-29T18:44:25","slug":"minutes-for-trustee-regular-session-september-18-2014","status":"publish","type":"post","link":"http:\/\/lakedelhi.org\/?p=1170","title":{"rendered":"Minutes for Trustee Regular Session – September 18, 2014"},"content":{"rendered":"

he Combined Lake Delhi Recreational Facility and Water Quality District<\/span><\/p>\n

Board of Trustees Meeting<\/span><\/span><\/span><\/p>\n

Thursday, September 18, 2014 \u2013 6:30 p.m. <\/span><\/span><\/span><\/p>\n

Heritage Bank Conference Room<\/span><\/span><\/span><\/p>\n

Delhi, IA<\/span><\/span><\/span><\/p>\n

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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 6:31 PM at the Heritage Bank Conference Room.<\/span><\/span><\/span><\/p>\n

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Trustees present: Leonard, Davidson, Kray, Burger, Colgan by Skype and Kramer and Gifford by phone<\/span><\/span><\/span><\/p>\n

Trustees absent: <\/span><\/span><\/span><\/p>\n

Visitors: Larry Peter, Eve Peter, Pat Dede, Don Dede, Jean Vance, JoAnn Motter, Dorothy Thomas, Shirley Christensen, Ed Schmidt, Jim Locke, Lou Christiansen, Sue Christiansen, Barb DeKlotz, Ken DeKlotz, Marcheta Cooey Lux, Bob Klima<\/span><\/span><\/span><\/p>\n

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Agenda reviewed by Leonard and requested to add consideration of the DNR reimbursement letter after the financial reports and move the election of officers to after the Lunda Construction change orders to enable Gifford to participate as he will be 15 minutes late. Motion to approve Leonard’s requested changes to the agenda by Davidson, Burger second.\u00a0 All ayes, motion passed<\/span><\/span><\/span><\/p>\n

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Kray requested approval of minutes for 8\/21\/14 and 9\/4\/14.\u00a0 Motion by Burger to approve, Davidson second.\u00a0 All ayes, motion passed.<\/span><\/span><\/span><\/p>\n

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Kramer reviewed the claims for September.\u00a0 Requests for payment from the General Fund are Alliant Energy – $18.16; ICAP (annual premium for blanket insurance) – $4,262.46; Kramer Lawn Care – $300.00; L&L Consulting – $2,000.00; Simmons Perrine Moyer Bergman – $100.00. Kramer advised we have one payment for the Dam\/Spillway Fund which is Lunda Construction for $190,075.07.\u00a0 Burger made motion to approve payments of both funds, Kray second.\u00a0 All ayes, motion passed.<\/span><\/span><\/span><\/p>\n

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Kramer reviewed Financial report for month ending August 31, 2014.\u00a0 The General Fund<\/span> began with a balance of $115,203.21 and after revenues and expenses, ended with a balance of $133,333.09.\u00a0 The Debt Service Fund began with a balance of $23,109.78 and after revenues\u00a0 ended with a balance of $82,324.54.\u00a0 The Dam\/Spillway fund started with a balance of $4,972,739.99 and after revenues and expenses, ended with a balance of $4,633,876.25.\u00a0\u00a0 Kramer also presented reports maintained by the County.\u00a0 <\/span><\/span><\/span>Motion to file all financial reports by Burger, Davidson second.\u00a0 All ayes, motion passed.<\/span><\/span><\/span><\/span><\/span><\/p>\n

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Leonard read the letter to the DNR requesting reimbursement for the Lunda Construction billing and asked for approval to forward.\u00a0 Davidson made the motion, Burger second, all ayes, motion passed.<\/span><\/span><\/span><\/p>\n

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Committee updates.\u00a0 Lake bed cleanup \u2013 Jim Locke gave update and advised Chris Stender, Todd Gifford, Brian Hughes and himself had a committee meeting and Gifford has taken the lead position on this committee. Gifford did traverse the river a couple weeks ago and mapped the areas.\u00a0 The 4 then went out to the river bed and looked at the crucial areas that need immediate attention.\u00a0 Stender has volunteered his machine and they are checking for other volunteers.\u00a0 The biggest area of concern is upriver from Jim Locke where the willow trees are thick, big and\u00a0 tall.\u00a0 Burger asked if road associations will be contacted for assistance and for volunteer work and Locke indicated yes.\u00a0 <\/span><\/span><\/span><\/p>\n

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Gifford joined at 6:53 pm.<\/span><\/span><\/span><\/p>\n

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Dredge Committee \u2013 Leonard said Colgan, Gifford and himself will wait to meet until the Supplemental Agreement with Stanley on the borings is done.<\/span><\/span><\/span><\/p>\n

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Dam Construction \u2013 Colgan indicated everything seems to be going well. We have gone out for bids on Phase II and had the contractors meeting on Monday.\u00a0 Phase II is more standard work and there is a bigger variety of people who can do this type of work but the coffer dam is the most critical piece.\u00a0 Phase II bids are due October 2<\/span>nd<\/span><\/sup>. \u00a0 Lunda Construction should be able to pass water on December 1<\/span>st..<\/span><\/sup><\/span><\/span><\/span><\/p>\n

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Water Quality \u2013 Kray advised a request for a meeting was sent and we plan to discuss the future of water quality and what it means to Lake Delhi.\u00a0 In addition she advised she received a draft letter from the DNR and County Sanitation as to next steps in the septic system survey.\u00a0 There will be more information to follow.<\/span><\/span><\/span><\/p>\n

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Funding\/finance \u2013 Leonard indicated a group of individuals were hosting an event at Lamont Davidson’s home and that the Governor would be in attendance on September 26<\/span>th<\/span><\/sup>. Burger advised he met with the Delhi City Council and discussed the readjustments by the bank for the LDRA loan.\u00a0 The City Council vote was unanimous to allow the changes.\u00a0 Burger also advised the bank has agreed to allow us to make a principal payment on the loan earlier in order for us to take advantage of the lower rate sooner.\u00a0 He suggests looking at it in October as he says that is usually when a dip takes place in the rate.<\/span><\/span><\/span><\/span><\/p>\n

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Leonard reviewed the Rocky Nook septic and water system implementation. There has been a delay because of interpretation of 2 different Iowa codes about distance between a well and a septic system.\u00a0 This issue has now been resolved and implementation should start very soon. Colgan and Leonard have agreed that Colgan will act as Project Manager of this installation going forward.\u00a0 <\/span><\/span><\/span><\/p>\n

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Change Order #5 from Lunda Construction was discussed.\u00a0 This handles some irregular bed rock and the cost is $4,026.83.\u00a0 Motion to approve by Burger, Kray second.\u00a0 All ayes, motion passed.\u00a0 <\/span><\/span><\/span><\/p>\n

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Change order #6 from Lunda Construction was introduced by Leonard.\u00a0 This change order covers additional drilling and adding an additive to the grout in anchor #8.\u00a0 The cost of this change order is $4,730.17. Motion by Davidson to approve, Burger second, all ayes, motion passed.<\/span><\/span><\/span><\/p>\n

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Election of officers was introduced.\u00a0 Burger made motion to re-elect the slate of officers as they are today (President \u2013 Leonard; Vice President \u2013 Burger; Clerk \u2013 Kray; Treasurer – Kramer)\u00a0 Colgan second, all ayes, motion passed.\u00a0 <\/span><\/span><\/span><\/p>\n

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Kramer introduced the 2 documents for the agreement between the Maquoketa Valley School District and the Lake Delhi Trustees.\u00a0 Initially a 28E agreement was used, however Hatala (our attorney) prefers a lease agreement.\u00a0 Kramer indicated Doug Tuetken, the school district Superintendent has agreed to use a lease agreement if that is what we prefer.\u00a0 Leonard made motion to agree to use lease agreement between the District and the Maquoketa Valley School District, Burger second. Kramer advised the School Board will approve in October.\u00a0\u00a0 All ayes, motion passed.<\/span><\/span><\/span><\/p>\n

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Colgan introduced Stanley Engineering Supplemental Agreement #24 and advised it provides surveying and boring so we understand where and how much we can dredge.\u00a0 As part of our permit from the Army Corp of Engineers, we have an agreement that we will stay at least one foot above the old lake bottom.\u00a0 We need to understand what the measurements for allowable dredging are within the lake bottom before we start a dredging plan.\u00a0 The amount of the Supplemental Agreement is a not to exceed amount of $8,650.\u00a0 Motion by Davidson to approve agreement, second by Burger.\u00a0 All ayes, motion passed.<\/span><\/span><\/span><\/p>\n

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Colgan explained the change in contract document with Groth Services who we contracted with to implement the Rocky Nook Association water and septic system upgrade.\u00a0 Groth was supposed to start September 8<\/span>th<\/span><\/sup> but the issue regarding the Iowa code and the spacing between wells and septic systems delayed them by 2 weeks.\u00a0 The change order will allow a longer completion date but we need to discuss what the dates should now be.\u00a0 Leonard made motion to approve a contract change order that enables a December 1, 2014 completion date for an extension of 30 days.\u00a0 Burger second the motion for discussion purposes.\u00a0 Colgan would like to make a proposal of 2\/3 completion by November 1 and final completion as soon as possible but complete by May 1, 2015.\u00a0 This work does not impact the dam or spillway construction.\u00a0 In our contract with the Rocky Nook Association it indicates hookups to the new systems have to be done 30 days after completion of the work and that would not be possible with a December 1, 2014 date.\u00a0 Davidson said Colgan’s proposal makes sense because we boxed ourselves in with the dates on the original bid request and he feels we need to give this contractor flexibility.\u00a0 Burger asked if the Rocky Nook Association knows of the change and Colgan said Burrington Group communicates with the Rocky Nook contacts.\u00a0 There was additional discussion about giving Groth more time to complete two thirds of the work.\u00a0 Leonard will revise motion to allow Groth Services to have work 2\/3 done by November 30, 2014 and the remainder to be completed no later than May 1, 2015 and requests the Rocky Nook Association sign off on the change as well, Burger second.\u00a0 All ayes, motion passed.<\/span><\/span><\/span><\/span><\/p>\n

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Public comment \u2013 Bob Klima asked about dredging and can property owners do it themselves.\u00a0 Leonard said some road associations are discussing dredging in the dry in their area but the first step is to do the core drillings.\u00a0 Kray cautioned residents to not dig more than one foot above the old lake bed as that is our agreement with the Corp of Engineers.\u00a0 Locke asked when would the mapping be completed and Colgan said should know in about 30 days.<\/span><\/span><\/span><\/p>\n

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Jean Vance asked when pledges are due to the Community Fund and Kramer advised letters are going out tomorrow.\u00a0 <\/span><\/span><\/span><\/p>\n

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Don Dede asked how many change orders have been under $5000 or less? Colgan said the money amounts on the change orders reflect good management.\u00a0 Leonard wanted all to know that change order #2 was approved for approximately $6,000 and the actual amount was around $3,700.\u00a0 Colgan also indicated that change orders have eliminated larger charges so these changes have been used to help save money on the overall project.<\/span><\/span><\/span><\/p>\n

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Motion to adjourn by Burger, Davidson second.\u00a0 All ayes.\u00a0 Meeting adjourned at 7:57 pm.<\/span><\/span><\/span><\/p>\n

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