{"id":631,"date":"2013-09-19T20:42:35","date_gmt":"2013-09-20T01:42:35","guid":{"rendered":"http:\/\/lakedelhi.org\/?p=631"},"modified":"2013-09-30T20:43:46","modified_gmt":"2013-10-01T01:43:46","slug":"minutes-for-trustee-regular-meeting-september-19-2013","status":"publish","type":"post","link":"http:\/\/lakedelhi.org\/?p=631","title":{"rendered":"Minutes for Trustee Regular Meeting – September 19, 2013"},"content":{"rendered":"

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

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

Thursday, September 19, 2013 \u2013 6:30 p.m. <\/span><\/span><\/span><\/p>\n

Maquoketa Valley Middle School Conference Room<\/span><\/span><\/span><\/p>\n

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

\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 6:30 PM at the Maquoketa Valley Middle School Conference Room.<\/span><\/span><\/span><\/p>\n

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Trustees present: Leonard,\u00a0 Kramer, Burger, Davidson, Kray, Schneider and Gifford by phone <\/span><\/span><\/span><\/p>\n

Trustees absent:\u00a0 N\/A<\/span><\/span><\/span><\/p>\n

Visitors: Greg Bandfield, Larry Peter, Clark Gochenour, Nancy Gochenour, Jerry Ries, Tom Cook, Marilyn Cook, Barb DeKlotz, David Larson, Diane Bauers, Lou Christiansen, Sue Christiansen, Marcheta Cooey Lux, Bill Lux, Bill Hughes, Bonnie Hughes, Bob Galiher, Lola Galiher, Doug Ricklefs, Nancy Ricklefs, Jim Willey, Pat Colgan, Chloe Colgan, Carol Stachura, John Hess<\/span><\/span><\/span><\/p>\n

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Agenda reviewed by Leonard. Motion made by Kray to approve agenda, Davidson second.\u00a0\u00a0 All ayes, motion passed.<\/span><\/span><\/span><\/p>\n

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Kray requested approval of minutes for the 8\/15\/13, 8\/28\/13 and 9\/5\/13 meetings.\u00a0\u00a0 Burger made motion to approve, Kramer second. All ayes, motion passed.<\/span><\/span><\/span><\/p>\n

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Kramer covered billings requiring approval for payment.\u00a0 Payments for the General Fund are Alliant Energy – $19.07; ICAP (Insurance Liability Coverage) – $3,657.00; L&L Consulting (Lobbyist) – $2,000.00; Simmons Perrine Moyer Bergman (Attorney) – $4,802.14 for a total of $10,478.21.\u00a0 Payments for the Bond Fund are Simmons Perrine Moyer Bergman (Attorney) – $149.86; Delaware County Abstract – $388.00; Stanley Engineering – $93,817.33; Stanley Enginnering (FEMA) – $12,765.90 for a total of $107,121.09.\u00a0 Burger\u00a0 made motion to approve\u00a0 all payments as presented, Schneider second.\u00a0 Individual roll call requested, all ayes, motion passed.\u00a0 <\/span><\/span><\/span><\/p>\n

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Kramer indicated the beginning balance of the General fund as of August 31, 2013 is $20,018.85 and an ending balance of $113,351.04.\u00a0 The transfer of monies from the bond fund took place this month.\u00a0 That transfer is due to the attorney fees paid from the general fund that should have been paid from the bond fund.\u00a0 The Dam Spillway fund had a beginning balance of $5,702,101.03 with an ending balance of $5,719,137.73 as we received some DNR reimbursement monies this month.\u00a0 Burger made motion to receive and file the financial report, Davidson second.\u00a0 <\/span><\/span>All ayes, motion passed.<\/span><\/span><\/span><\/span><\/span><\/p>\n

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Leonard said in a previous meeting the board approved the agreement with the LDRA, DCCI and the District based on mediation concerning the lien by DCCI.\u00a0 The agreement stated that the payment to DCCI would be for a total of $30,000, the District paying $25,000 and the LDRA paying $5,000.\u00a0 In addition, upon completion of the property transfer to the district, the district will pay $2,500 back to the LDRA. Burger made motion\u00a0 to make a payment of $25,000 to DCCI now and $2,500 to the LDRA when the transfer of property is complete, Kramer second. Individual roll call requested, all ayes, motion passed.\u00a0 <\/span><\/span><\/span><\/p>\n

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Burger discussed the insurance levels for the construction bids and advised Stanley will no longer recommend levels for the contracts due to legal reasons.\u00a0 Burger did research with insurance companies, ICAP and other sources and the majority of the recommendations were for the District to carry an insurance level at $1,000,000 and a $5,000,000 umbrella policy.\u00a0 He does have the question with a liability carrier right now and they will give recommendations. Burger asked Bill Holman to give him the information on the last dam that Stanley worked on.\u00a0 We will also name the county and state as additionally insured on the policies. Once all of the information is accumulated, Burger will email\u00a0 the details out to the board for email approval.\u00a0 Colgan\u00a0 said we have to complement what we already have and whatever levels we come up with, the contractor will cover in his bid.\u00a0 Burger said that builder’s risk insurance is in the specs that Bill Holman sent out and it asks the contractor to provide builder’s risk insurance, however, Burger is also asking ICAP for a quote on this type of insurance.\u00a0 Kray asked Colgan if it was his opinion that the district should pay for builder’s risk insurance. Colgan said a contract is a risk and that risk should be assigned to the best party that can take it.\u00a0\u00a0\u00a0 Burger said Cardinal Construction in Waterloo usually does the builder’s risk insurance.\u00a0 Colgan said we need to make sure the risk is covered and it is only for one year. Burger made a motion to table the insurance issue for this evening and take action on the insurance amounts via email before Thursday, September 26<\/span><\/span>th<\/span><\/sup><\/span>, but authorize the action at the next board meeting\u00a0\u00a0 Davidson second, all ayes, motion passed.<\/span><\/span><\/span><\/span><\/span><\/p>\n

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Colgan began discussion regarding the bid documents by saying the construction is routine but there is always risk and if things go well we will be done by November of next year.\u00a0 Our risk is weather and the contractor.\u00a0 Colgan would like to get as many as possible involved and for the next 12 months lets just focus on getting the lake back because it will take all of our collective efforts to get it done.\u00a0 The good news is the cost estimate is $4.4 million for phase 1.\u00a0 There are 6 good capable contractors that are interested in this work.\u00a0 We will have open bidding which allows the bid documents to hit national exchanges and newspapers so other contractors besides these 6 can place a proposal.\u00a0 The documents are pretty strict as the contractor and superintendent has to have experience in this kind of work.\u00a0 The contractor will pick the vendors but he will be the overall responsible party for the work.\u00a0 Our Stanley engineer will be our field representative and full time field support to make sure of quality and that things get done according to design.\u00a0\u00a0 The engineer will verify quantity and quality and will recommend to us how to pay. The Dam Construction committee is diverse and has a lot of ideas and we will use their expertise.\u00a0 The contractor will read through the first 7 pages of the ‘instructions to bidders’ document and decide if they are interested in the project which for Phase I is focused on mechanical and electrical.\u00a0 Davidson asked if we will make our decision on price?\u00a0 Colgan said will evaluate based on low bid, but evaluated bid.\u00a0 If all the bids are equal, we will go with the low bid.\u00a0 Colgan further explained how the bid process will work.\u00a0 We will decide what day and time the bids need to be returned.\u00a0 The District will then take the sealed bids from the court house to the conference room at the bank and as soon as we get there, we will open the bids.\u00a0 We will note the name of the contractor’s name, the amount bid and then Stanley will immediately go into the evaluation phase which will take one week.\u00a0 After Stanley’s evaluation, the board will vote to accept a bid.\u00a0 The clock starts with the contractor on the ‘notice to proceed’ date which we are currently looking at possibly November 4<\/span><\/span>th<\/span><\/sup><\/span>. If we have issues with the permits and\/or construction easements and we are not ready, there could be an owner caused delay.\u00a0 Colgan would prefer to avoid that so the District can’t be accused of the contractor falling behind on his schedule.\u00a0 Colgan feels good about the permits and the easements, however we just need to be cautious. After awarding the contract, we will have an all day administrative meeting with the successful contractor.\u00a0 Each month we will have a progress meeting and we expect the contractor to be organized because he is the main contact for us.\u00a0 Stanley Engineering will act as a consultant for us on the build and make sure the work is done.\u00a0 <\/span><\/span><\/span><\/span><\/span><\/p>\n

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Leonard indicated we need the insurance numbers and the bid dates to move forward.\u00a0 The first type of work that will be done on the bid is to order the gates and other equipment needed, however, we could say the field work won’t start until December 4<\/span><\/span>th<\/span><\/sup><\/span> for example.\u00a0 We can also do addendums to the contract during the bid period up to the last week before the letting date (for example we could change the start date).\u00a0\u00a0\u00a0 Colgan said most of the work this year is removal of debris and forming up, etc.\u00a0 Colgan said Larry Peter will help a lot because he is here and will be his eyes and ears.\u00a0\u00a0 <\/span><\/span><\/span><\/span><\/span><\/p>\n

\n

Colgan also said the Army Corp of Engineers and SHPO might be changing to a programmatic\u00a0 agreement and may have more items for us to work out. There is a new director at SHPO and we are having a conference call with them on Monday and will know more then and see if there are further delays.\u00a0\u00a0 <\/span><\/span><\/span><\/p>\n

\n

Burger made motion to accept the complete bid package, Kramer second.\u00a0 All ayes, motion passed.<\/span><\/span><\/span><\/p>\n

\n

Burger made motion to authorize the board to send out the bid on Phase I to rebuild the Lake Delhi Dam with Colgan being the lead on establishing the dates, Davidson second.\u00a0 Davidson said we are relying heavily on Colgan’s opinion and his help is greatly appreciated.\u00a0 Colgan said stepping into unknown and is exciting.\u00a0 All ayes, motion passed.<\/span><\/span><\/span><\/p>\n

\n

Kramer discussed the possibility of purchasing a fire proof filing cabinet because of the need to file abstracts just received.\u00a0 Kramer went to the old LDRA office and there is a fire proof cabinet so she indicated we can table this for now.\u00a0 Burger said we received the equipment in the property transfer but they maintain old records and we may need to purchase some new filing cabinets.\u00a0 Colgan said will be important to keep records.\u00a0 Kramer made motion to table, Burger second.\u00a0 All ayes, motion passed.<\/span><\/span><\/span><\/p>\n

\n

Leonard reviewed committee assignments and the majority of the committees will stay the same.\u00a0 Colgan said there is a pre-construction meeting within 2 weeks of notice to proceed with the contractor and the Finance Committee should come to that meeting and possibly Carla Becker, the County Auditor.\u00a0 This meeting will discuss how the money is to flow and then there will be progress meetings bi-weekly.\u00a0 <\/span><\/span><\/span><\/p>\n

\n

Dam Construction Committee roles and responsibilities were put in writing by Colgan to explain what will be done what the committee won’t do. Colgan read his member’s names and their expertise and said he was very happy with the variety of background we have.\u00a0 <\/span><\/span><\/span><\/p>\n

\n

Colgan said once the concrete is done in Phase I, the coffer dam will be installed and the river will rise about 20 feet down by the dam. This means all debris and tree removal is the most critical thing to be done this fall.\u00a0 Kramer said ATI is going to volunteer to assist by allowing us the use of equipment they would like to test.<\/span><\/span><\/span><\/p>\n

\n

The timing and number of meetings was discussed as there is a a lot of work to be done and it may be beneficial for us to meet on a more frequent basis.\u00a0 Kramer said another\u00a0 issue is with our approval of payments and when we get that approval to the County to pay the bills.\u00a0\u00a0 We would need to have our meeting on the first Tuesday of the month to approve the claims.\u00a0 Burger said maybe the Finance Committee should approve in their meetings and then send them to Carla earlier and then the full board would approve the payments. Kramer said her concern is when the construction bills come in it will be important to be timely.\u00a0 Burger said he has an issue with meeting 2 nights a month and would rather have special meetings when we need to meet.\u00a0 Kramer said to table this issue and she will speak with the County Auditor again.\u00a0 <\/span><\/span><\/span><\/span><\/span><\/p>\n

\n

Committee update \u2013 FEMA \u2013 there is a meeting set up with FEMA and Homeland Security on October 1<\/span><\/span>st<\/span><\/sup><\/span> to go over the 2008 issues.\u00a0 Legislative committee \u2013 met with the County Supervisors at their regular meeting and gave an update of our withdrawal from FEMA.\u00a0 The MOA with the LDRA has been signed and the deed is prepared and in the hands of the LDRA attorney.\u00a0 Property Management Committee has nothing to update.<\/span><\/span><\/span><\/span><\/span><\/p>\n

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Public comment – Bob Galiher advised the Water Quality committee is going to meet on September 28<\/span><\/span>th<\/span><\/sup><\/span> at 9am at the Heritage Bank in Delhi.\u00a0 <\/span><\/span><\/span><\/span><\/span><\/p>\n

\n

Jack Hess said there were old records at\u00a0 the old LDRA building and he feels it is important to keep those records for historical reasons.\u00a0 Hess also said he is anxious for the lake bed management information as they are waiting to be told what to do.<\/span><\/span><\/span><\/p>\n

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Nancy Gochenour asked where does the different monies come from and Leonard explained they are from the state, our bond and general fund (which is the 4% tax).\u00a0 The debt service fund is to pay down the bond so it shows the tax collected and is more of a monies in and monies out account.\u00a0 <\/span><\/span><\/span><\/p>\n

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Bill Lux asked Colgan what will be the interaction between Stanley and the contractor if the work being done is subpar.\u00a0 Colgan advised he will have a say in that and to enforce the contract.\u00a0 He will be depending on the construction committee to go out and see those things. That is one reason it is imperative that we get a good contractor.<\/span><\/span><\/span><\/span><\/span><\/p>\n

\n

Burger made motion to adjourn, Davidson second.\u00a0 All ayes, motion passed.<\/span><\/span><\/span><\/p>\n","protected":false},"excerpt":{"rendered":"

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