The Combined Lake Delhi Recreational Facility and Water Quality District<\/p>\n
Board of Trustees Special Meeting<\/p>\n
September 20, 2012 \u2013 6:30 p.m.<\/p>\n
Maquoketa Valley Middle School Conference Room<\/p>\n
Delhi, IA<\/p>\n
\n
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 6:35 PM at the Maquoketa Valley Middle School Conference Room in Delhi, IA.<\/p>\n
Trustees present: Peter, Kray, Schneider, Leonard, Davidson, Burger, Kramer<\/p>\n
Visitors: Pat Dede, Don Dede, Sue Christiansen, Lou Christiansen, Ken DeKlotz, Barb DeKlotz, Bob Galiher, Lola Galiher, Ed Schmidt, Bill Lux, Marcheta Cooey-Lux, Chip Hughes<\/p>\n
<\/p>\n
Burger made motion to approve agenda,\u00a0 Schneider second.\u00a0 Motion passed.<\/p>\n
<\/p>\n
Kray requested approval of minutes.\u00a0 Motion to approve minutes of 8\/16\/12, 8\/30\/12 and 9\/13\/2012 by Schneider, second by Burger.\u00a0 Motion passed.<\/p>\n
<\/p>\n
Kramer reviewed payments.\u00a0 Motion to approve payments for $93,489.71 by Burger, Schneider second.\u00a0 Kray asked about B&J Hauling and if this was a final billing and Peter indicated yes.\u00a0 Leonard asked about Workmans\u2019s Comp and Kramer explained why LDRA carried Workman\u2019s Comp.\u00a0 Burger explained that if call in list was activated, workmen\u2019s comp was needed.\u00a0 Hughes said in earlier years the insurance company wouldn\u2019t insure volunteers so had to make the call in list.\u00a0 Leonard said no problem paying but wants to make sure it is adequate because we have so many volunteers.\u00a0 Burger made motion to table this billing and said we need to call agent.\u00a0 Kramer and Burger will talk to agents, Kramer second, motion passed.<\/p>\n
<\/p>\n
Leonard said wants to table payment to B& J Hauling to see if FEMA and Homeland Security will give us direction on what funds to use to pay for it.\u00a0 As we approve payments going forward we have to dictate what fund they will come from.\u00a0 Peter talked to Colgan and Colgan talked to FEMA personnel and they never got back to them.\u00a0 Peter made motion to table B&J Hauling billing, Davidson second. Motion passed.\u00a0 Burger made a motion to pay the Boss payment from the General Fund, Kramer second, motion passed.\u00a0 Leonard discussed Abstract Services bill and said it was for the dam transfer for $254.00.\u00a0 Kray made motion to pay out of General Funds, Schneider second, motion passed.\u00a0 Kramer made motion to pay L&L Consulting out of General Fund, second by Burger.\u00a0 Davidson asked if we have detail of what we get from them.\u00a0 Leonard suggested we make them part of our regular monthly meeting either in person or by phone.\u00a0 Motion passed.\u00a0 Motion to approve Attorney bill by Burger and second by Davidson.\u00a0 Burger sent out breakdown based on what could be broken out and paid by the bond fund and by the general fund.\u00a0 $6004.83 can be paid out of bond fund, and $860.70 out of the general fund.\u00a0 Leonard said some could be reimburseable and maybe we should table payment of this bill.\u00a0 Burger asked Fry if FEMA reps would advise us as to what we think is reimburseable.\u00a0 Fry said Iowa Homeland Security will tell you what they think will happen because FEMA makes the final decision but Homeland Security will give guidance.\u00a0 Burger made motion to table bill, Kramer second.\u00a0 Motion passed.\u00a0 Motion was made to table Stanley Engineering bills by Burger, Kramer second.\u00a0 Motion passed.<\/p>\n
<\/p>\n
Kramer indicated there was a tree down at the house and the LDRA has approved to pay.\u00a0 There is also a mowing billing but it is not on the agenda and will table until next meeting.<\/p>\n
<\/p>\n
Kramer reviewed the Financial report and Stanley Engineering budget by task.<\/p>\n
<\/p>\n
Burger went through Organizational structure document he formulated to indicate how we operate and how board members are elected. \u00a0The document discusses the individual roles.\u00a0 He is also trying to find a simpler method of rules of order.\u00a0 Burger made motion to adopt structure with rules of order coming later,\u00a0 Davidson second.\u00a0 Kramer said do we want to do first Thursday of the month and discussion was focused regarding what new board may want.\u00a0 Burger made motion to approve but to eliminate blank rules of order, Kray second, motion passed.\u00a0 Burger made motion to accept rules for office of President, Kramer second.\u00a0 Kramer said she wants to include that if board member wants something on agenda they should discuss with President first.\u00a0 Davidson said wrong to assume that President sets the agenda, however he can propose the agenda.\u00a0 Kramer not saying can\u2019t put something on agenda she believes nothing should be on agenda without the President\u2019s knowledge.\u00a0 Burger said this concern should be taken care of in last paragraph.\u00a0 Kramer said we are all on the same page and discussion takes care of her question.\u00a0 Leonard asked for vote, motion passed.\u00a0\u00a0 Burger made motion to approve rules for \u00a0Vice President duties, Kramer second.\u00a0 Leonard asked when President is absent and action taken how does signing occur.\u00a0 Burger said the board gives the authority for documents to be signed and this document will give the Vice President the approval in the President\u2019s absence. Kray asked if need delegation of authority and Burger said operational document is the authority.\u00a0 Fry said these documents should be shared with FEMA and Homeland Security.\u00a0 Motion to approve Vice President document passed.\u00a0 Burger made motion to approve Secretary document, Schneider second.\u00a0 Leonard asked if Kray was ok with the responsibilities detailed for later secretaries as well.\u00a0 Kray said yes okay with document, motion passed.\u00a0 Burger moved to approve responsibilities of the Treasurer, Kramer second.\u00a0 Kramer said all items were okay for later Treasurers.\u00a0 Motion passed.<\/p>\n
<\/p>\n
Leonard introduced Custody Agreement which is required by the bank that bought our bonds.\u00a0 Document worked out by our bond counsel, bank and our broker.\u00a0 Suggested that we approve it first and then we can advise county we have approved it.\u00a0 Motion to approve by Davidson, Kray second.\u00a0 Burger summarized that because it is a $6 million bond and we are a volunteer board the bank wanted to see an employed person distribute the money and make the bond payment.\u00a0 Usually a trustee is hired to do this but when Speer Financial advised the bank that the county pays our bills that satisfied their issue. This document just takes care of the agreement between the county and us specifically regarding the bonds.\u00a0 Individual roll call requested, all ayes, motion passed.<\/p>\n
<\/p>\n
Schneider discussed the work platform and that it is currently on the Hawker property and rent is paid until the end of the month.\u00a0 He spoke with Darrel Hogan and he will store on his property for 2 years rent free and Schneider advised Hogan there was no guarantee that Hogan would be able to purchase it at the end of this length of time.\u00a0 Hogan is aware of this.\u00a0 Schneider said to move the work platform we would have to have a lift with a crane and move with a semi. He received a quote from Jesse Tegeler for $125\/hr and thought it would take about 3 hours but he can\u2019t guarantee the amount of time.\u00a0 Schneider also contacted Randy Tooman and he said he would move it from Hawker\u2019s property to Hogan\u2019s property for $150.\u00a0 The work platform is under a tree and it needs to be pulled out.\u00a0 Schneider said he will have to slide it out with a couple of tractors.\u00a0 Leonard said the work platform was paid by FEMA.\u00a0 Peter asked if Colgan received response from FEMA about movement of the work platform.\u00a0 Peter said we could move the stop gate and there are 3 assemblies on the north side of the dam we could move as well.\u00a0 When he helped with the movement of the Steel Fab equipment he thought it would make sense to do it at the same time. Fry said if don\u2019t need it right away should leave it alone.\u00a0 Anthony Bardgett said he thought we could use the north side as a stop area and maybe use park area as well.\u00a0 Key to most is to follow procurement policy.\u00a0 Davidson made motion to spend up to $1200 for crane service and to move the work platform, and get written bid and agreement from Darrel Hogan, Peter second.\u00a0 Motion passed.<\/p>\n
<\/p>\n
Public comment \u2013 Hughes asked why DNR, Corps of Engineers and FEMA updates were not on the agenda? Kray indicated we will be doing that on upcoming agendas.\u00a0 Leonard gave update on the Corp of Engineers and that the archeology work near is completion.\u00a0 Permit requests are in to both the Corp and the DNR for Phase I just waiting for final archeologic reports so they can be sent to the DNR and the Corp.\u00a0 Hughes asked about the inpoundment permit.\u00a0 Our Attorneys are working with the DNR attorneys to come up with acceptable language.\u00a0 All has been submitted and is in DNR\u2019s hands for review.\u00a0 Leonard said it is hard to tell how soon we will hear on this.\u00a0 Fry gave a FEMA updated by saying we are having preliminary discussions and not much since last week.\u00a0 We are expecting a team from FEMA to come in next week to spend quality time at dam to begin assessing damage.\u00a0 We have had requests for information from FEMA and Fry and Colgan has given some of their requests to them and there is more to forward.\u00a0 We have 4 full time FEMA personnel designated for Lake Delhi.\u00a0 They will go through and re-evaluate damage form 2008 and 2010.\u00a0 Homeland Security and FEMA will assemble a project worksheet and go through reviews and changes and ask for additional information.\u00a0 They will be improved for submission to FEMA and they may have more questions.\u00a0 FEMA will then determine if we are funded and obligated. \u00a0Homland Security said the District won\u2019t see anything this year and will most likely be next year.<\/p>\n
<\/p>\n
Bob Galiher asked the status on the upcoming payment that is due to bank.\u00a0 \u00a0The Finance Committee will be looking at this prior to the next meeting.\u00a0 Will get information for next meeting.\u00a0 LDRA will be included.\u00a0 Galiher said there is a rumor that the District is canvassing folks on the lake and asking to sign off on flooding document and he feels the District needs to be aware of this.\u00a0 Leonard said the legal teams are\u00a0 reviewing and there is no canvassing.\u00a0 Fry said if not getting information from Trustees then people will make up stuff.\u00a0 He said he believes the information from the Trustees need to have more detail and information. \u00a0Leonard suggested bulletin could say look at minutes.\u00a0 We will take this as an action item for the Communications Team.\u00a0 Galiher said since the county is holding our money and he wondered if any chance they are earning interest.\u00a0 Advised yes, we are earning interest and the amount is on the financial reports.<\/p>\n
<\/p>\n
Motion by Davidson to go into closed session for the purpose of discussion regarding terms for acquisition of property and property rights for purposes of restoring the lake and dam.\u00a0 This is pursuant to Iowa Code Section 21.5, Peter second.\u00a0 Individual roll call, all ayes, motion passed.<\/p>\n
<\/p>\n
<\/p>\n
Kramer made motion to go out of closed session, Schneider second.\u00a0 Individual roll call requested, all ayes, motion passed.<\/p>\n
<\/p>\n
Schneider made motion to adjourn, Kramer second.\u00a0 Motion passed.<\/p>\n
<\/p>\n","protected":false},"excerpt":{"rendered":"
The Combined Lake Delhi Recreational Facility and Water Quality District Board of Trustees Special Meeting September 20, 2012 \u2013 6:30 p.m. Maquoketa Valley Middle School Conference Room Delhi, IA The meeting of the Combined Lake Delhi Recreational Facility and Water … Continue reading