URBANDALE-WINDSOR HEIGHTS SANITARY DISTRICT MEETING MINUTES

URBANDALE-WINDSOR HEIGHTS SANITARY DISTRICT MEETING MINUTES BOARD OF TRUSTEES REGULAR MEETING June 18, 2024 The Board of Trustees of the Urbandale-Windsor Heights Sanitary District met at Windsor Heights City Hall on June 18, 2024, commencing at 3:00 p.m. Moved by Tillinghast to open the Public Hearing on the Proposed Vacation of Easement, which Notice was timely published in the Des Moines Register. On roll call: Ayes, Tillinghast and Garvey. Nays, none. Motion carried. There were no residents present, for or against the proposed vacation of easement. No public comments had been received regarding the proposed vacation of easement. Moved by Fife, seconded by Tillinghast, to close the Public Hearing. On roll call: Ayes, Tillinghast, Garvey and Fife. Nays, none. Motion carried. The Board of Trustees of the Urbandale-Windsor Heights Sanitary District then held their regular monthly meeting. The meeting was duly noticed by the posting of the Agenda at Windsor Heights City Hall. The regular meeting was called to order with Trustee Tillinghast presiding. Roll call: Dave Tillinghast, John Garvey and Darren Fife. Also present were Grant Hyland, associate attorney, and Lorelei Auen-Ryan, law clerk, both with Brick Gentry P.C.; Jason Roberts, Public Works Director, from the City of Windsor Heights; John Larson, City Engineer for the City of Urbandale; Tim Stovie, Assistant Director of Public Works for the City of Urbandale; and Adam Plagge, City Administrator for the City of Windsor Heights. Fife moved, seconded by Garvey, to approve the minutes of the regular meeting held on May 21, 2024. On roll call: Ayes, Tillinghast, Garvey and Fife. Nays, none. Motion carried. Tillinghast moved, seconded by Fife, to approve the payment of bills and checks numbered 5683 through 5685, all as described on the following bill list dated June 18, 2024: CHECK NO. PAYEE AMOUNT 5683 BRICK GENTRY P.C. May 2024: Regular Legal – $5,864.88; Retainer – $500.00 $6,364.88 5684 BRICK GENTRY P.C. May 2024: Joint Legal $496.86 5685 CITY OF URBANDALE Monthly Report – May 2024 $35,567.48 On roll call for the approval of payment of bills: Ayes, Tillinghast, Garvey and Fife. Nays, none. Motion carried. Tillinghast announced that the next item of business was the Citizens Forum and asked if any citizen present wished to discuss any matters. No items were presented for discussion. The Associate Attorney and the Trustees reviewed the District's financial information and the monthly revenue information that was included with this month's bill list. The Associate Attorney and the Trustees then discussed the public hearing on the vacation of easement of sewer right-of-way that was held prior to the regular meeting. After discussion, and upon recommendation from the District's Engineer, moved by Fife, seconded by Garvey, to approve Resolution No. 1-6-18-24 to approve the vacation of easement of sewer right-of-way, and to approve the President and Clerk to sign any necessary documents to facilitate the vacation of easement of sewer right-of-way. On roll call: Ayes, Tillinghast, Garvey and Fife. Nays, none. Motion carried. The Associate Attorney then presented an update to the Trustees on the work being done by Urbandale, Windsor Heights, the Urbandale Sanitary Sewer District, the Urbandale-Windsor Heights Sanitary District and Polk County, with respect to defining and updating the District's boundaries and the boundaries of the other municipalities. The Associate Attorney and the Trustees then discussed the ongoing boundaries matters, involving annexation and severance matters. Moved by Garvey, seconded by Fife, to approve Resolution No. 2-6-18-24, Setting a Public Hearing for July 16, 2024, on the Proposed Severance of Certain Property in the Aurora Area from the District to the Urbandale Sanitary Sewer District, and Approval of the Notice Thereof. On roll call: Ayes, Tillinghast, Garvey and Fife. Nays, none. Motion carried. Garvey gave a report on the WRA management agency meeting and items discussed. Fife gave a report on PFAS regulation, PFAS contamination in certain waterways, and potential future impacts on the District and the WRA. There were no items to discuss from the City Engineer. Tillinghast moved to adjourn at 3:40 p.m., with the next regular meeting to be held on Tuesday, July 16, 2024, immediately following the public hearing on the proposed severance and transfer, commencing at 3:00 p.m. On roll call: Ayes, Tillinghast, Garvey and Fife. Nays, none. Motion carried. David Tillinghast, President ATTEST: John Garvey, Clerk BOARD OF TRUSTEES REGULAR MEETING July 16, 2024 The Board of Trustees of the Urbandale-Windsor Heights Sanitary District met at Windsor Heights City Hall on July 16, 2024, commencing at 3:00 p.m. Moved by Garvey, seconded by Fife, to open the Public Hearing on the Proposed Severance of Property in the Aurora Area from the District to the Urbandale Sanitary Sewer District, which Notice was timely published in the Des Moines Register. On roll call: Ayes, Tillinghast, Fife and Garvey. Nays, none. Motion carried. There were no residents present, for or against the proposed severance of property. No public comments had been received regarding the proposed severance. Moved by Tillinghast, seconded by Fife, to close the Public Hearing. On roll call: Ayes, Tillinghast, Garvey and Fife. Nays, none. Motion carried. The Board of Trustees of the Urbandale-Windsor Heights Sanitary District then held their regular monthly meeting. The meeting was duly noticed by the posting of the Agenda at Windsor Heights City Hall. The regular meeting was called to order with Trustee Tillinghast presiding. Roll call: Dave Tillinghast, John Garvey and Darren Fife. Also present were Paul A. Drey, Attorney for the District; Grant Hyland, Associate Attorney; and Tim Stovie, Assistant Director of Public Works for the City of Urbandale. Garvey moved, seconded by Fife, to approve the minutes of the regular meeting held on June 18, 2024. On roll call: Ayes, Tillinghast, Garvey and Fife. Nays, none. Motion carried. Fife moved, seconded by Garvey, to approve the payment of bills and checks numbered 5686 through 5694, all as described on the following bill list dated July 16, 2024: CHECK NO. PAYEE AMOUNT 5686 BRICK GENTRY P.C., June 2024: Regular Legal–$3,118.00; Retainer–$500.00, $3,618.00 5687 BRICK GENTRY P.C., June 2024: Joint Legal, $157.50 5688 GANNETT IOWA LOCALiQ, Des Moines Register – Publication Fees, $1,142.40 5689 CITY OF URBANDALE, Monthly Report – June 2024, $37,703.96 5690 DAVID TILLINGHAST, Trustee Fees – 4th Qtr FY 2024, $300.00 5691 JOHN GARVEY, Trustee Fees – 4th Qtr FY 2024, $600.00 5692 DARREN FIFE, Trustee Fees – 4th Qtr FY 2024, $100.00 5693 CITY OF DES MOINES, WRA Budget Share – July 2024; #136317, $65,592.50 5694 CITY OF DES MOINES, WRA Budget Share – August 2024; #136333, $65,592.50 On roll call for the approval of payment of bills: Ayes, Tillinghast, Garvey and Fife. Nays, none. Motion carried. Tillinghast announced that the next item of business was the Citizens Forum and asked if any citizen present wished to discuss any matters. No items were presented for discussion. The Attorney and the Trustees reviewed the District's financial information and the monthly revenue information that was included with this month's bill list. The Associate Attorney provided an update on the current investments and those that will be coming due in the near future. The Attorney then updated the Trustees on the upcoming audit of the District's financials for Fiscal Year ending June 30, 2024, and the preparation underway to have the District files and documents ready to provide to the auditor for examination at the end of the fiscal year. The District has received a proposed engagement letter from Denman CPA, LLP for audit services Fiscal Year ending June 30, 2024. After discussion, the Trustees directed the Attorney to facilitate the execution of the engagement letter with Denman CPA, LLP for audit services for fiscal year ending June 30, 2024. The Attorney, the Associate Attorney and the Trustees then discussed the ongoing boundary matters involving the annexation and severance of certain properties within the District, and discussed the public hearing on the severance of property in the Aurora Area from the District to the Urbandale Sanitary Sewer District that was held prior to the regular meeting. The Attorney, the Associate Attorney and the Trustees then discussed the severance of certain property currently in the District to the City of West Des Moines. After discussion, moved by Fife, seconded by Tillinghast, to approve Resolution No. 1-7-16-24, Proposing the Severance of Property from the District to the City of West Des Moines. On roll call: Ayes, Tillinghast, Garvey and Fife. Nays, none. Motion carried. The Attorney and the Trustees discussed the WRA Annual Certificate for Participating Community for fiscal year ending June 30, 2025. Moved by Garvey, seconded by Tillinghast, to authorize the execution of the certificate on behalf of the District. On roll call: Ayes, Garvey, Tillinghast and Fife. Nays, none. Motion carried. Garvey gave a brief report concerning the recent WRA Management Agency meeting was given. The Trustees and the Attorney briefly discussed the recent WRA meeting issues. There were no items to discuss from the City Engineer. Tillinghast moved to adjourn at 3:40 p.m., with the next regular meeting to be held on Tuesday, August 20, 2024, commencing at 3:00 p.m. On roll call: Ayes, Tillinghast, Garvey and Fife. Nays, none. Motion carried. David Tillinghast, President ATTEST: John Garvey, Clerk BOARD OF TRUSTEES REGULAR MEETING August 20, 2024 The Board of Trustees of the Urbandale-Windsor Heights Sanitary District met at Windsor Heights City Hall on August 20, 2024, commencing at 3:00 p.m. The meeting was duly noticed by the posting of the Agenda at Windsor Heights City Hall. The regular meeting was called to order with Trustee Tillinghast presiding. Roll call: Dave Tillinghast and John Garvey. Also present were Paul A. Drey, Attorney for the District; Grant Hyland, Associate Attorney; and Tim Stovie, Assistant Director of Public Works for the City of Urbandale. Garvey moved, seconded by Tillinghast, to approve the minutes of the regular meeting held on July 16, 2024. On roll call: Ayes, Tillinghast and Garvey. Nays, none. Motion carried. Garvey moved, seconded by Tillinghast, to approve the payment of bills and checks numbered 5695 through 5699, all as described on the following bill list dated August 20, 2024: CHECK NO. PAYEE AMOUNT 5695 BRICK GENTRY P.C., July 2024: Regular Legal – $4,210.00; Retainer – $500.00, $4,710.00 5696 BRICK GENTRY P.C., July 2024: Joint Legal $262.50 5697 GANNETT IOWA LOCALiQ, Des Moines Register – Publication Fees $152.60 5698 CITY OF URBANDALE, Monthly Report – June 2024 $6,776.31 5699 CITY OF DES MOINES, WRA Budget Share – September 2024; #136743 $65,592.50 On roll call for the approval of payment of bills: Ayes, Tillinghast and Garvey. Nays, none. Motion carried. Tillinghast announced that the next item of business was the Citizens Forum and asked if any citizen present wished to discuss any matters. No items were presented for discussion. The Attorney and the Trustees reviewed the District's financial information and the monthly revenue information that was included with this month's bill list. The Associate Attorney provided an update on the current investments and those that will be coming due in the near future. The Attorney then updated the Trustees on the upcoming audit of the District's financials for Fiscal Year ending June 30, 2024. The audit process is proceeding smoothly at this time and a draft of the audit should be available in the coming months. The Attorney, the Associate Attorney and the Trustees then discussed the ongoing boundary matters involving the annexation and severance of certain properties within the District, and the severance of certain property currently in the District to the City of West Des Moines. After discussion, moved by Tillinghast, seconded by Garvey, to approve Resolution No. 1-8-20-24, Setting a Public Hearing for September 17, 2024 at 3:00 p.m. at Windsor Heights City Hall on the Proposed Severance and Transfer of Property from the District to the City of West Des Moines and Approval of Notice Thereof. On roll call: Ayes, Tillinghast and Garvey. Nays, none. Motion carried. The Attorney, the Associate Attorney and the Trustees then discussed the severance of property in the Aurora area from the District to the Urbandale Sanitary Sewer District. Moved by Garvey, seconded by Tillinghast, to approve Resolution No. 2-8-20-24, Severing the District's boundaries in the Aurora Area, and transferring the responsibilities of maintenance, supervision, and any other sanitary sewer responsibilities and/or services to the Urbandale Sanitary Sewer District. On roll call: Ayes, Tillinghast and Garvey. Nays, none. Motion carried. The Trustees then authorized the Attorney to carry out the necessary paperwork and recordings to effectuate this Resolution. Garvey gave a brief report concerning the recent WRA Management Agency meeting. The Trustees and the Attorney briefly discussed the recent WRA meeting issues. There were no items to discuss from the City Engineer. Tillinghast moved to adjourn at 3:40 p.m., with the next regular meeting to be held on Tuesday, September 17, 2024, immediately following the Public Hearing on Severance of Property to the City of West Des Moines, commencing at 3:00 p.m. On roll call: Ayes, Tillinghast and Garvey. Nays, none. Motion carried. David Tillinghast, President ATTEST: John Garvey, Clerk Publication Dates LIOW0363884