\u00a0The Combined Lake Delhi Recreational Facility and Water Quality District<\/p>\n
Board of Trustees Special Meeting<\/p>\n
August 30, 2012 \u2013 6:30 p.m.<\/p>\n
Maquoketa Valley Middle School Conference Room<\/p>\n
Delhi, IA<\/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 6:33 PM at the Maquoketa Valley Middle School Conference Room in Delhi, IA.<\/p>\n
Trustees present: Peter, Kramer, Kray, Schneider, Leonard, Davidson, Burger, Schneider<\/p>\n
Trustees absent: N\/A<\/p>\n
Visitors: Pat Dede, Don Dede, Darrel Berry, Pauletta Carbaugh, John Carbaugh, Chloe Colgan, Pat Colgan, Diane Bauers, Sue Christiansen, Lou Christiansen, Ken DeKlotz, Barb DeKlotz, Larry Aschenbrenner, Bill Lux, Marcheta Cooey Lux, Dwayne Donels, Chip Hughes, Dave Fry, Dan Staebell, Hatala by phone, Murphy by phone, Holman by phone.<\/p>\n
Davisdson made motion to approve agenda,\u00a0 Kramer second.\u00a0 Motion passed.<\/p>\n
Kramer discussed organizational structure and how each office election should be handled.\u00a0 The pages are the same as what we reviewed last month.\u00a0 Burger indicated Organizational structure document should also include the how to elect president and how we get board underway every year.\u00a0 Burger made motion and Davidson second to begin discussion on Organizational structure.\u00a0 He would prefer to put this in one form.\u00a0 Burger will volunteer to put in one form and bring to next meeting.\u00a0 Davidson said before that if absence of President, the Vice President should take action in the place of the President.\u00a0 Leonard said lets revise motion to combine into one page.\u00a0 Burger made motion to table until next meeting until revisons can be completed, Davidson second.\u00a0 All ayes, Motion passed.<\/p>\n
Memorandum of Agreement between LDRA and the Distirct for transfer of properties was introduced by Leonard.\u00a0 Our attorneys finalized all exhibits and attachments to the document.\u00a0 Leonard wants to bring the document to the table and discussion.\u00a0 Kramer made motion, Schneider second.\u00a0 Individual roll call requested.\u00a0 All ayes, motion passed.\u00a0 Document will move forward to LDRA for signature.<\/p>\n
Pat Colgan gave FEMA update.\u00a0 The 2008 and 2010 Flood events have been reobligated.\u00a0 Colgan and Dave Fry had their first initial meetings with FEMA last week and the kick off meeting was scheduled for September 17th <\/sup>.\u00a0 In the meeting last week with FEMA, they went through the 2008 disaster.\u00a0 The 2008 event has a monitoring\/audit report that is still an issue and needs to be addressed.\u00a0 During the meeting they went through 25 pages of the monitoring\/audit report and got a game plan.\u00a0 Homeland Security will work with us and help to work through the report.\u00a0 Iowa Homeland Security will also help us to go through the application for the 2010 flood for \u00a0FEMA this fall.\u00a0 FEMA will rule no later than April 1, 2013 of next year (soonest it could be).\u00a0 There is a lot of work ahead of us.\u00a0 Leonard thanked Fry and Colgan for their participation in working on the monitoring report.\u00a0 Leonard is thankful that we can work both issues at the same time and feels this is because Homeland Security is comfortable with our leadership team.\u00a0 Fry indicated the 2008 monitoring report will be a ton of work.\u00a0 He wants to give the District Trustees a heads up he doesn\u2019t have the time to do all that will be required.\u00a0 There is a need for a \u00a0strong engineering background to finalize this report.\u00a0 Every one one of the items is asking for a cost analysis to justify the costs that were expended.\u00a0 On top of he cost analysis requirment, there needs to have justification for the sole source contractor award. \u00a0\u00a0Fry said we may need to have an agreement with Stanley Engineering to assist. \u00a0\u00a0Colgan said that comment leads into the next item on the agenda which is Agreement #14 with Stanley.\u00a0 Colgan said he realized right away that it is a ton of work and that he and Fry would need assistance.<\/p>\n The 2010 FEMA meeting was exciting and we have an opportunity for another possible source \u00a0of funding.\u00a0 The Stanley Engineering proposal is another $26,700 to assist with the funding assistance request.\u00a0 Homeland Security said we need to have a separate estimate of how much it would cost to bring the dam back just as it was.\u00a0 Then we also need to show the cost with the changes we made.\u00a0 The summary spreadsheet in the Stanley agreement will delineate all of this.\u00a0 Another big item is silt mitigation.\u00a0 We need to study it and stop the silt before it gets in the lake.\u00a0 We will propose this to FEMA.\u00a0 Stanley has recently done mitigation work like this with Homeland Security and FEMA so they know the process.\u00a0 Burger asked if the costs within the Stanley agreement are reimburseable for 2010 and Colgan believes so.\u00a0 Fry said the key to our success is how well we prepare our application.\u00a0 A large part of the application is building the case and the costs and the reasons for it.\u00a0 Having our best foot forward is essential.\u00a0 No one knows more about the project than Stanley, especially after they produced our 600 page report.\u00a0 Leonard asked if the Trustees did not move forward with this contract, what would be the negative.\u00a0 Colgan said he and Fry don\u2019t have the time or the resources to do all of this paperwork and engineering work.\u00a0 The type of resources Stanley will provide would be more cost effective.\u00a0 Fry said time is not our friend here.\u00a0 The FEMA process is extremely combursome at best and full of land mines that can derail us.\u00a0 We need to make sure we do everything we can to maximize the amount of money we can get from FEMA. Schneider said it is critical we do it right because we are under a microscope because of the \u00a0previous audit report.<\/p>\n First thing we have to do is ask for an extension for 2008 because there is a 4 year timeframe to claim funds.\u00a0 Colgan said FEMA is very precise and it is important to work with someone who knows what they are doing.\u00a0 Pat Dede asked if the 30 day timeframe on the Stanley Agreement \u00a0is for the 2010 project.\u00a0 But no timeline on 2008.\u00a0 Davidson asked Hatala if he had anything to add since he was at the meeting.\u00a0 One thing Hatala says needs to be addressed is the record keeping and accounting.\u00a0 FEMA will be sticklers for accounting on this.\u00a0 Needs to be someone who is good at record keeping.\u00a0 We will be audited by the State of Iowa and all likely hood by FEMA as well.\u00a0 His recommendation to the board is to have someone who handles all of this.\u00a0 \u00a0\u00a0Fry says not so much accounting, but more procedural and all processes as they happen.\u00a0 They have already been asked about our contract with Stanley Engineering and how it was let.\u00a0 We need our record keeping at a very high level.\u00a0 Fry said we also have complexity because of our several funding sources.\u00a0 FEMA won\u2019t pay for items that will already be reimbursed.\u00a0 Hiring an adminstrator is a direct cost of the project and should be able to be reimbursed as well.\u00a0 Burger said needs administrator and he is aware of\u00a0 a agency called Easy Cog from Dubuque that we \u00a0may want to consider contracting with.\u00a0 In order to be eligible for FEMA reimbursement all contracts\u00a0 have to be bid and Homeland security has some other names of companies that do this work as well for our bid process.\u00a0 Colgan gave opinion that it is more important to get FEMA funding.\u00a0 We can do the construction bidding before spring 2013. \u00a0Schneider made motion to accept Stanley Agreement #14, Peter second.\u00a0 Holman was asked by Leonard how much time does Stanley need for task of 2008 flood.\u00a0 He thinks a good month should give them the time to complete most of the 2010 but it will depend on how much work is needed.\u00a0 \u00a0Davidson asked how much time will be needed for \u00a02008.\u00a0 Holman responded that it depends on how much work is required. \u00a0\u00a0Burger asked who is our designated rep for\u00a0 FEMA for 2010 event.\u00a0 Colgan said the paperwork for the 2010 flood hasn’t been done yet and the Trustees should add this as an agenda item for their next meeting.\u00a0 All ayes on motion to accept Supplemental Agreement #14, motion passed.<\/p>\n After 2010 breach, the Steel Fab was one of our contractors for 2008.\u00a0 The equipment they provided has been at Dave Fink\u2019s business property but he has now leased this space.\u00a0 Colgan worked with Rich Hughes and other people and has 3 bids for the movement of this equipment, however, Colgan does not have copies this evening.\u00a0 $3900 was the low bid and $4700 was the highest.\u00a0 We are moving it back to the dam on top of powerhouse.\u00a0 We will be blocking it, and will inventory it.\u00a0 Steel Fab will then be inspecting it for us.\u00a0 Anthony Bardgett said 3 bids is okay.\u00a0 The equipment has to be removed.\u00a0 Leonard reminded board he can approve up to $5000.\u00a0 Colgan said he hasn\u2019t had time to review the bids and see if they are bonded.\u00a0 Leonard is saying we have given him the authority before.\u00a0 Davidson made motion to give Leonard up to $4500 to approve contract based on the information we have tonight. We are only giving authority to accept the agreement so Davidson changed his motion to give Leonard authority to accept the agreement, Kramer second.\u00a0 Individual roll call rquested, all ayes, motion passed.<\/p>\n Archeology update by Colgan explaining they have completed their work.\u00a0 They are submitting their report tomorrow.\u00a0 The agreement with the Corps will need to be done and signed by the Trustees that says we will agree to do what ever the final report says.\u00a0 After that all the shore line work can begin again.\u00a0 Should still all be done by mid September.<\/p>\n In public comment, Diane Bauers confirmed no permits for dam until all this is done and that was confirmed. Chip Hughes asked what is status for the DNR permit?\u00a0 Colgan said need to get okay to refill the lake from all owners.\u00a0 Working with DNR and attorneys for legal language and we are not sure how many will have to sign.\u00a0 By mid next week we should know where DNR is.<\/p>\n Hughes asked if flood plain elevation has been determined.\u00a0 DNR says it is top of dam.<\/p>\n Schneider made otion 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 pursuant to Iowa Code Section 21.5. \u00a0Kramer second, individual roll call requested, all ayes, motion passed.<\/p>\n At close of closed session, motion to adjourn meeting by Burger, Schneider second.\u00a0 Motion passed.<\/p>\n Adjourn closed –\u00a0 Burger motion, Kramer second.\u00a0 Individual roll call, moiton passed.<\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n Work session.\u00a0 Burger moved\u00a0 all tasks to .\u00a0 Will participate as volunteer on fema committee because he has participated in fema.\u00a0 burger redid form and added what he wanted to participate in.<\/p>\n <\/p>\n Davidson \u2013 consider things don\u2019t done.<\/p>\n <\/p>\n Tuesday, September 11th<\/sup>.\u00a0 Next meeting<\/p>\n <\/p>\n","protected":false},"excerpt":{"rendered":" \u00a0The Combined Lake Delhi Recreational Facility and Water Quality District Board of Trustees Special Meeting August 30, 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