URBANDALE-WINDSOR HEIGHTS SANITARY DISTRICT MEETING MINUTES

URBANDALE-WINDSOR HEIGHTS SANITARY DISTRICT MEETING MINUTES BOARD OF TRUSTEES REGULAR MEETING September 17, 2024 The Board of Trustees of the Urbandale-Windsor Heights Sanitary District met at Windsor Heights City Hall on September 17, 2024, commencing at 3:00 p.m. Moved by Tillinghast to open the Public Hearing on the Proposed Severance of Property to the City of West Des Moines, which Notice was timely published in the Des Moines Register. On roll call: Ayes, Tillinghast, Garvey and Fife. 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 of property. 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, Brick Gentry P.C., Attorney for the District; Grant Hyland, Associate Attorney, with Brick Gentry P.C.; Jason Roberts, Public Works Director, from the City of Windsor Heights; and John Larson, City Engineer for the City of Urbandale. Garvey moved, seconded by Fife, to approve the minutes of the regular meeting held on August 20, 2024. On roll call: Ayes, Tillinghast, Garvey and Fife. Nays, none. Motion carried. Tillinghast moved, seconded by Garvey, to approve the payment of bills and checks numbered 5700 through 5703, all as described on the following bill list dated September 17, 2024: CHECK NO. PAYEE AMOUNT 5700 BRICK GENTRY P.C. August 2024: Regular Legal – $4,050.00; Retainer – $500.00 $4,550.00 5701 BRICK GENTRY P.C. August 2024: Joint Legal $330.00 5702 CITY OF URBANDALE Monthly Report – August 2024 $16,594.68 5703 CITY OF DES MOINES WRA Budget Share – October 2024; #137125 $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 the certificate of deposit with Freedom Financial maturing in the near future. After discussion, it was decided to renew the certificate of deposit for an additional 12 months. 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, as well as the public hearing held before the regular meeting on the severance of certain property currently in the District to the City of West Des Moines. 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 Engineers. Tillinghast moved to adjourn at 3:40 p.m., with the next regular meeting to be held on Tuesday, October 15, 2024 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 October 15, 2024 The Board of Trustees of the Urbandale-Windsor Heights Sanitary District met at Windsor Heights City Hall on October 15, 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, John Garvey and Darren Fife. Also present were Paul A. Drey, Attorney for the District; Grant Hyland, Associate Attorney; John Larson, City Engineer for the City of Urbandale; and Adam Plagge, City Administrator for the City of Windsor Heights. Tillinghast moved, seconded by Fife, to approve the minutes of the regular meeting held on September 17, 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 5704 through 5712, all as described on the following bill list dated October 15, 2024: CHECK NO. PAYEE AMOUNT 5704 BRICK GENTRY P.C. September 2024: Regular Legal – $3,390.00; Retainer – $500.00 $3,890.00 5705 BRICK GENTRY P.C. September 2024: Joint Legal $270.00 5706 CITY OF URBANDALE Monthly Report – September 2024 $88,667.38 5707 GANNET IOWA LOCALiQ Des Moines Register – Publication Fees $296.20 5708 DENMAN CPA LLP Audit Services for FY2024 – Interim Invoice $6,000.00 5709 DAVID TILLINGHAST Trustee Fees – 1st Qtr. FY 2025 $500.00 5710 JOHN GARVEY Trustee Fees – 1st Qtr. FY 2025 $400.00 5711 DARREN FIFE Trustee Fees – 1st Qtr. FY 2025 $200.00 5712 CITY OF DES MOINES WRA Budget Share – November 2024; 137514 $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. 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 the auditor anticipates being ready to present the audited financials to the Trustees at an upcoming meeting. 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. Moved by Tillinghast, seconded by Garvey to approve Resolution No. 1-10-15-24, Severing the District's boundaries in that certain territory set forth in the resolution and transferring the responsibilities of maintenance, supervision, and any other sanitary sewer responsibilities and/or services to the City of West Des Moines. On roll call: Ayes, Tillinghast, Garvey and Fife. 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 Engineers. Tillinghast moved to adjourn at 3:40 p.m., with the next regular meeting to be held on Tuesday, November 19, 2024 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 November 19, 2024 The Board of Trustees of the Urbandale-Windsor Heights Sanitary District met at Windsor Heights City Hall on November 19, 2024, commencing at 3:06 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 Grant Hyland, Associate Attorney with Brick Gentry P.C.; John Larson, City Engineer for the City of Urbandale; Tim Stovie, Assistant Director for Public Works; and Andy Larson, Director of Public Works for the City of Windsor Heights. Garvey moved, seconded by Tillinghast, to approve the minutes of the regular meeting held on October 15, 2024. On roll call: Ayes, Tillinghast and Garvey. Nays, none. Motion carried. Tillinghast moved, seconded by Garvey, to approve the payment of bills and checks numbered 5713 through 5718, plus an ACH payment, all as described on the following bill list dated November 19, 2024: CHECK NO. PAYEE AMOUNT 5713 BRICK GENTRY P.C. October 2024: Regular Legal – $4450.00; Retainer – $500.00 $4,950.00 5714 BRICK GENTRY P.C. October 2024: Joint Legal $277.50 5715 CITY OF URBANDALE Monthly Report – October 2024 $11,320.75 5716 GANNET IOWA LOCALiQ Des Moines Register – Publication Fees $75.40 5717 IOWA COMMUNITIES ASSURANCE POOL Annual Insurance Premium $7,103.00 5718 CITY OF DES MOINES WRA Budget Share – December 2024; #138090 $65,592.50 ACH 12/1/24 STATE REVOLVING FUNDS SRF Revenue Bonds – Interest $5,652.50; Service Fee $807.50 $6,460.00 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 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 Trustees directed the Associate Attorney to reinvest the CD at TruBank. The Associate Attorney then updated the Trustees on the upcoming audit of the District's financials for Fiscal Year ending June 30, 2024. The Associate Attorney indicated that the auditor plans to present the audited financials to the Trustees at the December meeting. The Associate Attorney and the Trustees then discussed the upcoming election process. Trustee Tillinghast's term expires January 1, 2025, and a Trustee will need to be elected for the term beginning on January 2, 2025 and expiring January 1, 2031. Moved by Tillinghast, seconded by Garvey, to approve Resolution No. 1-11-19-24 to set a special meeting on December 17, 2024 at 3:00 p.m. for the purpose of electing a Trustee for the term beginning on January 2, 2025, and expiring January 1, 2031. On roll call: Ayes, Tillinghast and Garvey. Nays, none. Motion carried. Garvey gave a brief report concerning the recent WRA Management Agency meeting. The Trustees and the Associate Attorney briefly discussed the recent WRA meeting issues. The City Engineer then presented the 2024 Sanitary Sewer Lining Program and recommended final approval. Moved by Garvey, seconded by Tillinghast, to accept the 2024 Sanitary Sewer Lining Program as constructed. The total cost of this project is $120,987.62. On roll call: Ayes, Tillinghast and Garvey. Nays, none. Motion carried. There were no items to discuss from the City Engineers. Tillinghast moved to adjourn at 3:30 p.m., with the next regular meeting to be held on Tuesday, December 17, 2024 immediately following the special meeting for trustee election commencing at 3:00 p.m. On roll call: Ayes, Tillinghast and Garvey. Nays, none. Motion carried. David Tillinghast, President ATTEST: John Garvey, Clerk BOARD OF TRUSTEES REGULAR MEETING December 17, 2024 The Board of Trustees of the Urbandale-Windsor Heights Sanitary District met at Windsor Heights City Hall on December 17, 2024, commencing immediately following the special election meeting that commenced at 3:00 p.m. 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, Brick Gentry P.C.; John Larson, City Engineer for the City of Urbandale; and Dave Ellis, with Denman CPA, LLP. Garvey moved, seconded by Tillinghast, to approve the minutes of the regular meeting held on November 19, 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 5719 through 5722, all as described on the following bill list dated December 17, 2024: CHECK NO. PAYEE AMOUNT 5719 BRICK GENTRY P.C. November 2024: Regular Legal – $3,995.00.00; Retainer – $500.00 $4,495.00 5720 BRICK GENTRY P.C. November 2024: Joint Legal $367.50 5721 CITY OF URBANDALE Monthly Report – November 2024 $7,544.20 5722 CITY OF DES MOINES WRA Budget Share – January 2025; #138292 $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 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 Attorney then welcomed auditor, Dave Ellis. He indicated that he and his staff have completed the District's audit for Fiscal Year Ending June 30, 2024 and presented it to the Trustees. He presented the audited financials report and answered questions from the Trustees. After discussion, moved by Garvey, seconded by Tillinghast, to approve the audited financials for fiscal year ending June 30, 2024. On roll call: Ayes, Garvey and Tillinghast. Nays, none. Motion carried. The Attorney and Trustees discussed dates for the upcoming budget meetings. The Trustees will notify the Attorney if there are any conflicts with the proposed meeting dates. The Attorney and Trustees congratulated Dave Tillinghast, who was re-elected at the special election meeting which was held immediately preceding the regular meeting and who will serve as Trustee for the District for the term beginning January 2, 2025 through January 1, 2031. The Associate Attorney and Trustees discussed the boundary issues. Moved by Tillinghast, seconded by Garvey, to approve Resolution No. 1-12-17-24 Setting Boundaries of the Urbandale-Windsor Heights Sanitary District Within Polk County. On roll call: Ayes, Garvey and Tillinghast. Nays, none. Motion carried. Garvey gave a brief report concerning the recent WRA Management Agency meeting. The Trustees and the Attorney briefly discussed the recent WRA meeting issues. The City Engineer presented the proposed budget prepared by Urbandale for sanitary sewer for the 2025-2026 fiscal year. These items will be discussed further through the District's budget process. There were no items to discuss from the City Engineers. Tillinghast moved to adjourn at 3:50 p.m., with the next regular meeting to be held on Tuesday, January 21, 2025, immediately following the special meeting for trustee election commencing at 3:00 p.m. On roll call: Ayes, Tillinghast and Garvey. Nays, none. Motion carried. David Tillinghast, President ATTEST: John Garvey, Clerk September 9 2025 LIOW0363903