URBANDALE-WINDSOR HEIGHTS SANITARY DISTRICT MEETING MINUTES

URBANDALE-WINDSOR HEIGHTS SANITARY DISTRICT MEETING MINUTES Minutes for Special Meeting December 17, 2024 Called to Order Trustee Tillinghast, President, at 3:00 p.m. at the Windsor Heights City Hall. Roll Call: Dave Tillinghast and John Garvey. Also present: Paul A. Drey, Attorney for the District; Grant Hyland, Associate Attorney; Rachelle Swisher, Finance Director for the City of Windsor Heights and a resident of the District. Trustee Tillinghast announced that this meeting was being held pursuant to the Notice published in the Des Moines Register on December 2, 2024, for the purpose of electing a Trustee for the term beginning January 2, 2025 and expiring on January 1, 2031. Moved by Garvey, seconded by Tillinghast, to appoint Rachelle Swisher, the Windsor Heights Finance Director, as Election Official. On roll call: Ayes, Tillinghast and Garvey. Nays, none. Motion carried. The Attorney presented an Affidavit for Nomination as a candidate for the office of Trustee for the term expiring January 1, 2031, which had previously been filed by David Tillinghast, a resident of the District. A call was made for further nominations and there were none. Moved by Garvey, seconded by Tillinghast, for nominations to cease. On roll call: Ayes, Tillinghast and Garvey. Nays, none. Motion carried. A motion was made and seconded by residents for the election of David Tillinghast for the office of Trustee for the term beginning January 2, 2025 and expiring January 1, 2031. On a show of hands, all residents including the Trustees voted in favor of the motion. No nay votes were received. Motion carried. Rachelle Swisher, as Election Official, determined that David Tillinghast had received all of the votes so cast at such election and that there were no votes objected to or disputed. The Attorney then presented and read Resolution No. 1-12-17-24 with respect to the election of David Tillinghast to the office of Trustee for the term beginning January 2, 2025 and expiring January 1, 2031. Moved by Garvey, seconded by Tillinghast, to adopt the Resolution as presented to the Trustees. On roll call: Ayes, Tillinghast and Garvey. Nays, none. Motion carried. A copy of Resolution No. 1-12-17-24 is attached to the minutes of this meeting. Moved by Tillinghast, seconded by Garvey, to adjourn at 3:10 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 January 21, 2025 The Board of Trustees of the Urbandale-Windsor Heights Sanitary District met at Windsor Heights City Hall on January 21, 2025, commencing at 3:00 p.m. 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, Brick Gentry P.C.; John Larson, City Engineer for the City of Urbandale; Tim Stovie, Assistant Director of Public Works; Adam Plagge, City Administrator of Windsor Heights; Matt Stoffel, Financial Advisor with PFM Advisors, LLC; and Carrie Swartz, with PFM Advisors, LLC. Garvey moved, seconded by Fife, to approve the minutes of the regular meeting held on December 17, 2024. Roll call: Dave Tillinghast, John Garvey and Darren Fife. Nays, none. Motion carried. Garvey moved, seconded by Fife, to approve the minutes of the special election meeting held on December 17, 2024. Roll call: Dave Tillinghast, John Garvey and Darren Fife. Nays, none. Motion carried. Garvey moved, seconded by Tillinghast, to approve the payment of bills and checks numbered 5723 through 5732, all as described on the following bill list dated January 21, 2025: CHECK NO. PAYEE AMOUNT 5723 BRICK GENTRY P.C. December 2024: Regular Legal – $4,230.00; Retainer – $500.00 $4,730.00 5724 BRICK GENTRY P.C. December 2024: Joint Legal $757.50 5725 CITY OF URBANDALE Monthly Report – December 2024 $9,420.28 5726 GANNET IOWA LOCALiQ Des Moines Register – Publication Fees $598.20 5727 USI INSURANCE SERVICES, LLC Public Official Bond-Tillinghast; #5328564 $525.00 5728 DENMAN CPA, LLP Audit Services – Final Invoice $3,400.00 5729 DAVID TILLINGHAST Trustee Fees – 2nd Qtr. FY 2025 $300.00 5730 JOHN GARVEY Trustee Fees – 2nd Qtr. FY 2025 $500.00 5731 DARREN FIFE Trustee Fees – 2nd Qtr. FY 2025 $100.00 5732 CITY OF DES MOINES WRA Budget Share – February 2025; #138672 $65,592.50 On roll call for the approval of payment of bills: Ayes, Dave Tillinghast, John Garvey and Darren 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. Matt Stoffel with PFM Financial Advisors presented the District's cashflow update. The Trustees discussed the projected cashflow and the future necessity for rate changes. Matt Stoffel discussed his thoughts on such proposed rate changes. The Attorney and the Trustees also discussed the upcoming budget process and the upcoming budget working session to work on the budget, which has been set for Monday, February 10, 2025 at 11:30 a.m. at the Brick Gentry law offices. The Attorney announced the next item of business was the appointment of District Officers, District Engineer & Attorney for the 2025 calendar year. Moved by Garvey, seconded by Fife, for the District Officers to hold the following positions: David Tillinghast as President of the District, John Garvey as Clerk of the District, and Darren Fife as Treasurer of the District. On roll call: Ayes, Tillinghast, Fife and Garvey. Nays, none. Motion approved. Moved by Garvey, seconded by Fife, to retain Bob Veenstra, with Greenwood Consulting, LLC, as District Engineer for the 2025 calendar year. On roll call: Tillinghast, Fife and Garvey. Nays, none. Motion carried. Moved by Garvey, seconded by Fife, to retain Paul A. Drey, with Brick Gentry P.C., as legal counsel for the 2025 calendar year. On roll call: Ayes, Tillinghast, Fife and Garvey. Nays, none. Motion carried. The Attorney announced the next item of business was the appointment of District representatives for the 2025 year. Moved by Garvey, seconded by Tillinghast, to appoint John Garvey to serve as the WRA representative and David Tillinghast to serve as the WRA alternate; Paul Drey to serve as the WRA Finance Committee representative, with John Garvey to serve as alternate; Paul Drey to serve as the WRA Steering Committee representative, as well as the WRA Governance Committee representative; John Larson to serve as the WRA Technical Committee representative, with Darren Fife to serve as the WRA Technical Committee alternate, for the 2025 calendar year. On roll call: Ayes, Tillinghast, Fife and Garvey. Nays, none. Motion approved. 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 3:50 p.m., with the next regular meeting to be held on Tuesday, February 18, 2025 commencing at 3:00 p.m. A special budget working session will be held on Monday, February 10, 2025 commencing at 11:30 a.m. at Brick Gentry law offices. On roll call: Ayes, Tillinghast, Garvey and Fife. Nays, none. Motion carried. David Tillinghast, President ATTEST: John Garvey, Clerk BOARD OF TRUSTEES SPECIAL BUDGET MEETING February 10, 2025 The Board of Trustees of the Urbandale-Windsor Heights Sanitary District met in special session on February 10, 2025 commencing at 11:30 a.m. at the offices of Brick Gentry P.C. The meeting was called to order with Trustee Tillinghast presiding. Roll call: John Garvey and David Tillinghast. Also present were Paul A. Drey, Attorney for the District; and John Larson, City Engineer for the City of Urbandale. The Attorney presented the current budget documents for fiscal year ending June 30, 2025, and the proposed budget documents for fiscal year ending June 30, 2026. The Trustees and Attorney reviewed and discussed the budget documents and District financials. The Trustees and Attorney also discussed short term and long term cash flow needs. The Attorney announced the next item of business was to set the public hearing on the proposed Amendment to the current Budget for Fiscal Year ending June 30, 2025. Moved by Tillinghast, seconded by Garvey, to approve for filing and publication the Amendment to the Budget for Fiscal Year ending June 30, 2025 as presented by the Attorney and to fix March 6, 2025 at 3:00 p.m. at Windsor Heights City Hall, as the time and place for the public hearing, as required by law. On roll call: Ayes, Garvey and Tillinghast. Nays, none. Motion carried. The Attorney announced the next item of business was to set the public hearing on the proposed Budget for Fiscal Year ending June 30, 2026. Moved by Tillinghast, seconded by Garvey, to approve for filing and publication the proposed Budget for Fiscal Year ending June 30, 2026, as presented by the Attorney and to fix March 6, 2025 at 3:00 p.m. at Windsor Heights City Hall, as the time and place for the public hearing, as required by law. On roll call: Ayes, Garvey and Tillinghast. Nays, none. Motion carried. Garvey moved, seconded by Tillinghast, to adjourn at 1:00 p.m. with the next regular meeting to be held on Tuesday, February 18, 2025, immediately following the public hearing on the proposed Amendment to Budget for Fiscal Year ending June 30, 2025 and the public hearing on the proposed Budget for Fiscal Year ending June 30, 2026, commencing at 3:00 p.m. On roll call: Ayes, Garvey and Tillinghast. Nays, none. Motion carried. David Tillinghast, President ATTEST: John Garvey, Clerk BOARD OF TRUSTEES REGULAR MEETING February 18, 2025 The Board of Trustees of the Urbandale-Windsor Heights Sanitary District met at Windsor Heights City Hall on February 18, 2025, commencing 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; John Larson, City Engineer, City of Urbandale; and Adam Plagge, City Administrator, City of Windsor Heights. Tillinghast moved, seconded by Garvey, to approve the minutes of the regular meeting held on January 21, 2025. On roll call: Ayes, Dave Tillinghast and John Garvey. Nays, none. Motion carried. Garvey moved, seconded by Tillinghast, to approve the minutes of the special budget working session held on February 10, 2024. On roll call: Ayes, Dave Tillinghast and John Garvey. Nays, none. Motion carried. Tillinghast moved, seconded by Garvey, to approve the payment of bills and checks numbered 5733 through 5736, all as described on the following bill list dated February 18, 2025: CHECK NO. PAYEE AMOUNT 5733 BRICK GENTRY P.C. January 2025: Regular Legal – $4,286.00; Retainer – $500.00 $4,786.00 5734 BRICK GENTRY P.C. January 2025: Joint Legal $510.00 5735 CITY OF URBANDALE Monthly Report – January 2025 $6,588.94 5736 CITY OF DES MOINES WRA Budget Share – March 2025; #139060 $65,592.50 On roll call for the approval of payment of bills: Ayes, Dave Tillinghast and John 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 Trustees discussed the projected cashflow and the future necessity for rate changes, as presented by PFM. The Attorney and the Trustees also discussed budget matters and the upcoming public hearings on the Amendment to the Budget for FY2025 and on the Proposed Budget for FY2026, which will be held on Thursday, March 6, 2025 at 3:00 p.m. The Notices of Public Hearing are scheduled to be published with the Des Moines Register – Central Iowa Edition on February 24, 2025, within the notice timeframe of no greater than 20 days and no less than 10 days prior to the public hearings. 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 then discussed the 2025 Sanitary Sewer Lining Program. Bids for this project will be opened on April 1, 2025, and will be presented to the District for consideration at their April 15, 2025 meeting. 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 Thursday, March 6, 2025, immediately following the public hearing on the Amendment to the Budget of FY2025 and the public hearing on the Proposed Budget of FY2026, 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 March 6, 2025 The Board of Trustees of the Urbandale-Windsor Heights Sanitary District met at Windsor Heights City Hall on March 6, 2025, commencing at 3:00 p.m. Moved by Tillinghast, seconded by Garvey, to open the Public Hearing on the Amendment to the Budget for Fiscal Year ending June 30, 2025, 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 budget. No public comments had been received regarding the proposed budget. Moved by Tillinghast, seconded by Garvey, to close the Public Hearing. On roll call: Ayes, Tillinghast and Garvey. Nays, none. Motion carried. Moved by Tillinghast, seconded by Garvey, to open the Public Hearing on the Proposed Budget for Fiscal Year ending June 30, 2026, 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 budget. No public comments had been received regarding the proposed budget. Moved by Tillinghast, seconded by Garvey, to close the Public Hearing. On roll call: Ayes, Tillinghast and Garvey. Nays, none. Motion carried. 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; John Larson, City Engineer, City of Urbandale; and Adam Plagge, City Administrator, City of Windsor Heights. Garvey moved, seconded by Tillinghast, to approve the minutes of the regular meeting held on February 14, 2025. 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 5737 through 5740, all as described on the following bill list dated March 6, 2025: CHECK NO. PAYEE AMOUNT 5737 BRICK GENTRY P.C. February 2025: Regular Legal – $4,739.76; Retainer – $500.00 $5,239.76 5738 BRICK GENTRY P.C. February 2025: Joint Legal $360.00 5739 GANNETT IOWA LOCALiQ Publication Fees $199.72 5740 CITY OF DES MOINES WRA Budget Share – April 2025; #139411 $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 Trustees discussed the projected cashflow and the future necessity for rate changes, as presented by PFM. The Attorney and the Trustees discussed the public hearing held prior to the regular meeting concerning the Amendment to the Budget for Fiscal Year Ending June 30, 2025. Moved by Tillinghast, seconded by Garvey, to approve the Amendment to the Budget for Fiscal Year 2025, as it is presented today. On roll call: Ayes, Garvey and Tillinghast. Nays, none. Motion carried. The Attorney and the Trustees discussed the public hearing held prior to the regular meeting concerning the Proposed Budget for Fiscal Year Ending June 30, 2026. Moved by Garvey, seconded by Tillinghast, to approve the Proposed Budget for Fiscal Year 2026 as it is presented today. On roll call: Ayes, Garvey and Tillinghast. Nays, none. Motion carried. The Trustees and the Attorney briefly discussed the recent WRA meeting issues. The City Engineer then presented to the Trustees the 2024 Sanitary Sewer Operations Report and addressed any questions or comments raised by the Trustees. Moved by Garvey, seconded by Tillinghast, to accept and file this report in the District's records. On roll call: Ayes, Garvey and Tillinghast. Nays, none. Motion carried. There were no further items to discuss from the City Engineer. Tillinghast moved to adjourn at 3:20 p.m., with the next regular meeting to be held on Tuesday, April 15, 2025, 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 LIOW0363917