Lake Improvement District Annual Meeting - August 24, 2019 - - PowerPoint PPT Presentation

Lake Shamineau Lake Improvement District Annual Meeting - August 24, 2019

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Lake Shamineau LID Annual Meeting

Welcome and Introductions Bob Koll, Chair LSLID Board

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Lake Shamineau LID Annual Meeting

Meeting Agenda

• 1. Welcome and Review of Code of Conduct
• 2. Approval of Minutes of 2018 Annual Meeting
• 3. Treasurer’s Report
• 4. Review of 2019 LID Activities
• 5. Proposed 2020 Work Plan
• 6. Review of 2020 Budget
• 7. Candidate Forum
• 8. Questions and Comments
• 9. Other Business
• 10. Annual Meeting Vote (Deadline to put Voting

Cards in Ballot Box)

• Election of Board Directors
• 2020 Budget Items
• 11. Motion to Adjourn

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Lake Shamineau LID Annual Meeting

• Meeting Code of Conduct –

 Participants should wait to be recognized and

speak one at a time.

 Mute all cell phones and please be quiet so the

audience can hear the speakers.

 Be respectful and wait your turn to speak. Be

brief and please keep your questions to the topic under discussion.

 When asking questions, participants should

state their name and their property address on Lake Shamineau.

 Should any participant become disrespectful or

distracting, they will be asked to leave the meeting.

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Lake Shamineau LID Annual Meeting

• Comments from Morrison County
• Deb Gruber, County Administrator
• Commissioner Mike LeMieur

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Lake Shamineau LID Annual Meeting

Establishment Order On August 20, the County Commissioners voted to approve revisions to the Establishment Order. The new Establishment Order is available on the website. There are a number of changes in this new order, including:

• revisions to the calculation of charges to commercial, common interest and

association properties with riparian access;

• clarification of the qualifications and terms of Directors and method of election,

removal and filling Director vacancies;

• clarification of notice process for the annual meeting and of voting process for

Directors, budget, projects, programs and other material matters; and

• additional delegation authorities to the LSLID.

The revised processes have been used for the mail-in voting process, voting for directors, publishing of meeting information and will be used for conducting business the Annual Meeting. Charge rate estimates for 2020 have been revised and are included in your 2020 budget handout.

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Lake Shamineau LID Annual Meeting

Review Handouts:

• Annual Meeting Mailing sent July 31, 2019
• Agenda and Treasurer’s Report
• High Water Project Tasks and Revised 2020 Budget
• Frequently Asked Questions

Approval of Minutes of 2018 Annual Meeting:

• Copies available
• Minutes available on website

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Lake Shamineau LID Annual Meeting

Treasurer’s Report (Fred Comb) Revenue

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REVENUE Y-T-D BUDGET Tax Assessment - 1st half 78,997.78 $ 76,505.50 $ Morrison County Misc Payment(s) 161.93 $ MCIT - Insurance Dividend/Refund

• $

Tax Assessment - 2nd half

• $

76,505.50 $ MN-DNR FDR Grant 65,000.00 $ Morrison County AIS Grant 3,655.00 $

• $

Total Revenue 82,814.71 $ 218,011.00 $

Lake Shamineau LID Annual Meeting

Treasurer’s Report (Fred Comb) Expense

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NON-PROJECT EXPENSE Liability Insurance 861.00 $ 1,500.00 $ Water Quality Testing

• $

1,000.00 $ Public Access Cooperative Projects

• $

3,000.00 $ Admin Expense - Legal, Printing, Postage, Publish, etc. * 7,764.26 $ 7,000.00 $ Bank Service Charge - Interest - Checks -Etc.

• $

Reserves 5,002.00 $ Floating Bog Mitigation

• $

500.00 $ Morrison County Quad Lakes AIS Grant Expenses 826.96 $ 4,000.00 $ Total Non-Project Expense 9,452.22 $ 22,002.00 $ AIS PROJECT EXPENSE AIS - SCUBA-Herbicide-Survey-Testing-Rental-Etc. 15,525.00 $ 31,000.00 $ HIGH-WATER PROJECT EXPENSE High Water - Eng-Geo-Surv-Test-Consult-Legal-Admin 35,000.00 $ 165,000.00 $ TOTAL YEAR TO DATE EXPENSES 59,977.22 $ 218,002.00 $

Lake Shamineau LID Annual Meeting

Review of 2019 Activities Aquatic Invasive Species (AIS)

• Chemical Treatments for EWM
• SW Bay Treated in 2018
• NW Bay Treated in 2019
• Scuba Diving in both 2018 and 2019 to hand pull

remaining Eurasian Water Milfoil by the roots Note: EWM stands for Eurasian Water Milfoil

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Lake Shamineau LID Annual Meeting

This is a chart from the EWM delineation survey completed Sept 2018

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Lake Shamineau LID Annual Meeting

These are the areas treated with a new herbicide which has less impact on native plants.

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Lake Shamineau LID Annual Meeting

Review of 2019 Activities Aquatic Invasive Species (AIS) cont.

• Morrison County Quad Lakes Grant
• NEW in 2019 - Ambassador Program
• Brochures and Signs at the Landings
• Public Access Signage
• Annual Sampling for Zebra Mussels and Spiny

Waterflea – Results Show No Infestations

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Lake Shamineau LID Annual Meeting

Review of 2019 Activities Communications

• Board of Directors Board meetings
• Meetings are announced on the website, held at a local location or

through an online conference tool, are open to the public, and notes are posted on the website.

• In February we sent out the first electronic newsletter
• We have sent out newsletters monthly and we currently have 176
• subscribers. Sign up to subscribe at the back of the room. (Who

receives it now?)

• Four mailings sent out to Property Owners over the past year
• LID website has been reorganized and includes:
• Information on Board and LID meetings, engineering reports, RFP

information, financial information and reports, and other information that may be of interest to property owners.

• Send email to LSLIDBD@gmail.com with questions or comments

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Lake Shamineau LID Annual Meeting

Review of 2019 Activities Financial Information

• Budget information at each Annual Meeting
• Property owners are provided with the budget for the following year for

approval.

• Morrison County Board approval
• Approved budget is posted on the LID website.
• Financial Report is completed at the end of each calendar year
• Provided to Morrison County and report is posted on the LID website.
• Copies of the 2018 Financial Report are available at the back of the room.
• Monthly expenses
• Reviewed and approved at Board Meetings. These amounts are included in

meeting minutes which are posted on the LID website.

• Inquiries regarding financial detail
• If you have questions or are looking for specific financial information send an

email to LSLIDBD@gmail.com.

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Lake Shamineau LID Annual Meeting

Review of 2019 Activities New Processes

• Director Nominations
• Mailing to all Property Owners with Nomination Deadline
• Voting
• Voting Cards
• Mail-in Process (no Proxy)
• Secrecy Envelopes
• Write-in Candidates
• Detailed Voting Information Provided
• Online Conference Tool for Board Meetings
• Constant Contact Newsletter

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Lake Shamineau LID Annual Meeting

Review of 2019 Activities

High Water Project

• RFP issued for Engineering Services January 2019
• WSN selected, agreement approved April 2019
• Gravel Pit Identified for Infiltration with Testing
• Preliminary Engineering Report Completed June 2019
• Agreement signed with DNR for $65,000 Grant

June 2019

• Project Construction Details Developed
• Project Team Formed for Input on Project

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Lake Shamineau LID Annual Meeting

Review of 2019 Activities

High Water Project (cont.)

• Informational Meeting Held July 6, 2019
• Work Completed on Design and Route Alternatives in

July

• Meetings with DNR, Soil/Water, BWSR, Corp of

Engineers, Morrison County

• High-Water Outlet Project Cost Estimates
• In-Process: Modeling, Surveys, Operations Plan,

Wetland Delineation

• Fall 2019: Environmental Assessment Worksheet,

Permitting, Utilities, Right of Way and Easements

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Lake Shamineau LID Annual Meeting

Review of 2019 Activities Brian Ross, Project Manager Widseth, Smith, Nolting Review of the High-Water Outlet Project

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Lake Shamineau LID Annual Meeting

2020 Work Plan Aquatic Invasive Species (AIS)

• Continued Chemical Treatments (SW and NW Bays)
• Continued Hand Pulling (SW and NW Bays)
• Continue Ambassador Program
• Apply for AIS Morrison County Grant for Quad Lakes
• Aquatic Vegetation Survey
• Public Access Signage and Brochures
• Treatment Control
• Ambassador Program
• We appreciate the County considering the funding of

de-contamination stations

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Lake Shamineau LID Annual Meeting

High Water Project Timeline and Costs

Note: this chart is included as a handout

Task Description Timeline (Estimated) Cost (Estimated)

Step 1 - Route Alternative Analysis (amended feasibility report)  Determine most feasible, cost- effective and timely alternative  Data review and hydrogeology analysis Completed June 3, 2019 $35,000 (per Agreement with WSN and included in 2019 Budget) Step 2 - Surveying and Preliminary Design Tasks (For Infiltration to Gravel Pit to the NE of the Lake)  Hydrogeological Modeling  Long term plans and Operation Plan, including cost estimate for long term solution  Wetland delineation, design for drainage corridor, engineering design August 2019 In-process $103,714 (per Agreement with WSN and included in 2019 Budget) Approvals and Public Hearing  Seek approval from Morrison County

• n 2020 budget and to enter the 429

Finance Process  Hold 429 Public Hearing Fall 2019 Step 3 - Plans and Permitting (For Infiltration to Gravel Pit to the NE of the Lake)  Environmental Assessment Worksheet (EAW), Permitting, Utilities Agreement  Right of Way and Easements November 19, 2019 $26,286 (per Agreement with WSN and included in 2019 Budget)

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Lake Shamineau LID Annual Meeting

High Water Project Timeline and Costs cont.

Final Design, Bidding, Initial Operations (For Infiltration to Gravel Pit to the NE of the Lake)  Prepare final plans and specifications, bid and contract documents, bid review and permit costs  Finalize permitting, legal, fiscal, administrative and right-of-way, land easements  Initial Operations and Maintenance budget January to October 2020 $156,034 (included in Vote 3 for 2020 Budget) Issue bond and project financing  Issue bonding to finance project based

• n construction bids, to allow for

payment over time (8 to 12 years) February to April 2020 Construction  Project Construction estimate based on Lowest Cost Route Alternatives  Construction Engineering  LSLID legal, fiscal, administrative May to September 2020 (estimated start of pumping Fall 2020) $2,091,475

(estimated cost from WSN Preliminary Opinion of Probable Construction Cost, 7/18/19. Vote 4)

Final High Water Project Assessments  Hold Public Hearing and adopt project assessment roll  Finalize assessment and certify annual budget for 2021 Fall of 2020 The applicable charges are estimated to begin in 2021

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Lake Shamineau LID Annual Meeting

High Water Project Timeline and Costs cont.

• The estimated timeline depends on:
• timing of receipt of funds, permitting, right of way easements,

weather, and other unforeseeable conditions.

• Engineering Firm will be providing oversight of

construction firm, billing and payments

• The estimated costs do not include any possible DNR

grants that may be available for of up to 50% of future costs including construction.

• The High-Water Outlet Project is on list of Flood Hazard

Mitigation Needs

• Final grant information may not be available until the spring of 2020

and may be dependent on approval of the DNR’s 2020 bonding request.

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Lake Shamineau LID Annual Meeting

2020 Work Plan Other Items of Interest

• Bylaw Changes
• To accommodate revisions to Establishment Order
• Committee Sign-Up
• (eg. Bylaws, Communications, Website Maintenance, Operations Plan, Inflows)
• Use index card to let us know you are interested in volunteering. Please

include name, address, phone number and email address AND area of interest.

• We will also seek volunteers as needs arise.
• Newsletter Communications
• Sign Up to Subscribe
• Accounting and Finance
• Explore Outside Assistance
• New Website
• Continued use of Online Conference Tool

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Lake Shamineau LID Annual Meeting

Review of 2020 Budget

Note: Revised Charge Rates are included in the handout

Vote 1

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25 1 Non-Project Operations Budget:

Administrative Expense – including: 8,000  Mailings to members – (e.g. printing, envelopes, labels, postage)  Meetings – (e.g. handouts, publishing notices)  Communications and Finance – (e.g. comm tools, accounting, PO Box) Legal and Liability Insurance (MCI) expense 4,500 Water Quality Testing – RMB Laboratory 1,000 Floating Bog Mitigation 500 Inflow Study – (i.e. study wetlands, culverts, ditches, that flow into Lake Shamineau) 4,000 Reserves and contingencies 4,515 Total 2020 Non-Project Operations Budget $22,515 Estimated annual per Parcel Charge rate (based on estimated 373 parcels) = $53.80 $56.00* Association annual per User Density Charge (20% of Parcel Charge) = $11.00* Commercial annual per User Density Charge ($35 20% of parcel Charge) = $18.83 $11.00*

* Revised Parcel Charges due to adoption of revised Establishment Order August 20, 2019

Lake Shamineau LID Annual Meeting

Review of 2020 Budget

Note: Revised Charge Rates are included in the handout

Vote 2

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AIS Project costs include:  Eurasian Milfoil Control including SCUBA pulling and Herbicide treatment 23,000  Planning, permits, public notice, pontoon rental, 1,028  AIS surveys 3,500  Ambassador program 7,000 AIS Project Expense 34,528 Less Estimated County AIS Grant (8,000) Total 2020 Aquatic Invasive Species (AIS) Project Budget $26,528 Estimated annual per Parcel Charge rate (based on estimated 373 parcels) = $61.00 $66.00* Association annual per User Density Charge (20% of Parcel Charge) = $13.00* Commercial annual per User Density Charge (35% 20% of Parcel Charge) = $21.35 $13.00*

*Revised Parcel Charges due to adoption of revised Establishment Order August 20, 2019

Lake Shamineau LID Annual Meeting

Review of 2020 Budget

Note: Revised Charge Rates are included in the handout

Vote 3

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3 High-Water Outlet Project Budget for Pre-Construction and Operations

Pre-construction and operational costs include:  Prepare final plans and specs, bid and contract documents, bid review and permit costs 37,000  Finalize permitting, legal, fiscal, administrative and right-of-way 39,850  Land easements 50,000  Initial Operations and Maintenance budget (assuming pumping Operations begin in the summer of 2020 15,000  Contingency 10% 14,184 Total High-Water Outlet Project Budget for Pre-Construction and Operations $156,034 Estimated annual per Parcel Charge rate (based on estimated 373 parcels) = $373 $389* Association annual per User Density Charge (20% of Parcel Charge) = $78 Commercial annual per User Density Charge (35% 20% of Parcel Charge) = $130 $78* * Revised Parcel Charges due to adoption of revised Establishment Order August 20, 2019

Lake Shamineau LID Annual Meeting

Review of 2020 Budget

Note: Revised Charge Rates are included in the handout

Vote 4

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High Water Project cost includes:

 Project Construction (based on Lowest Cost Route Alternative as of August 2019) 1,811,475  Contingency 10% 181,000  Construction Engineering 74,000  LSLID legal, fiscal, administrative 25,000 Establish Project to Construct High-Water Outlet1 $2,091,475 Estimated per Parcel Charge rate (based on estimated 373 parcels) = $4,998 $5,203* Association per User Density Charge (20% of Parcel Charge) = $1,041* Commercial per User Density Charge (35% 20% of Parcel Charge) = $1,749 $1,041* * Revised Parcel Charges due to adoption of revised Establishment Order August 20, 2019

Lake Shamineau LID Annual Meeting

Review of 2020 Budget

Vote 5

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5: Does the voter authorize the LSLID Board of Directors to seek delegation of authority from the Morrison County Board of Commissioners to exercise the powers of a city to finance a Lake Shamineau High-Water Outlet Project (such powers may include 1- the levy of special assessments; 2- the imposition of rates and charges; and 3- the issuance of bonds) according to MN statutes chapters 429 and 444?1

1Note: This voting item will allow the LSLID to seek approval from the County Board to bond and finance

the High-Water Outlet project and also provide flexibility to determine the charge methodology and to allow property owners to pay their charge over an estimated 8 to 12 years. The High-Water Outlet Project requires approval at the August 2019 Annual Meeting and the approval of the County Board and may be financed by a combination of user charges, ad valorem taxes or special assessments. Approval

• f this item is required to provide the ability to seek approval of the County Board to establish the

funding mechanism for construction of the High-Water Project outlet as early as 2020.

Lake Shamineau LID Annual Meeting

Candidate Forum – Each candidate (or representative) will speak for up to 3 minutes.

• Ardis Sandstrom (Ardis is not able to join us

today so a prepared statement will be read by Mark Murphy)

• Herb Bloomquist
• Bob Koll

Note – Vote for up to 2 candidates (including write-ins)

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Lake Shamineau LID Annual Meeting

Open Forum for Comments/Questions

• Step up to the microphone to speak
• Sign your name and address on sheet
• Speakers are also asked to state their Name and

Address to the audience

• Be concise and respectful
• Limit comments to 2 minutes

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Lake Shamineau LID Annual Meeting

Other Business

• Next Annual Meeting to be held on Saturday,

August 29, 2020

• Visit the LID website for more information.

Documents and notes are posted on the website.

• Sign Up to Subscribe to the Newsletter to

receive periodic email update

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Lake Shamineau LID Annual Meeting

Voting

• Vote for up two Director (2) candidates
• Vote Yes or No on 5 Budget Items
• Place your 2 Voting Cards in your (stamped )

Secrecy Envelope

• Put your Secrecy Envelope in the ballot box at the back of

the Room

• Vote Tally will be tabulated with oversight and assistance

from Morrison County. Note - When you leave put any omments/questions OR Committee Sign-up on your index card and drop in the Designated Box at the back of the room

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Lake Shamineau LID Annual Meeting

• Voting Results
• Director Candidates
• 2020 Budget

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MEETING ADJOURNMENT