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04/19/2013 MinutesMINUTES OF MEETING PORT OF THE ISLANDS COMMUNITY IMPROVEMENT DISTRICT The regular meeting of the Board of Supervisors of the Port of the Islands Community Improvement District was held Friday, April 19, 2013 at 10:00 a.m. at the Orchid Cove Clubhouse; 25005 Peacock Lane; Naples, Florida 34114. Present and constituting a quorum were: Norine Dillon Chairperson Theodore Bissell Vice Chairman Anthony Davis Assistant Secretary Dale Lambert Assistant Secretary Richard Ziko Assistant Secretary Also present were: Calvin Teague District Manager Daniel Cox District Counsel (Via Telephone) Ronald Benson District Engineer Robert Dick Severn Trent Services Operations Robert Edge Lead Operator, Severn Trent Operations Bert Underwood Severn Trent Services Operations Jean Kungle POI Realty Dan Kelly Resident Sam Marchand Resident The following is a summary of the discussions and actions taken at the April 19, 2013 Port of the Islands Community Improvement District's Board of Supervisors Meeting. FIRST ORDER OF BUSINESS Call to Order and Roll Call Mrs. Dillon called the meeting to order and Mr. Teague called the roll. 04/30/2013 April 19, 2013 Port of the Islands CID SECOND ORDER OF BUSINESS Approval of the Minutes of the March 15, 2013 Meeting Mrs. Dillon stated each Board member received a copy of the Minutes of the March 15, 2013 Meeting requesting any additions, corrections or deletions. • The Board made minor changes which will be reflected in the amended minutes. Mr. Lambert MOVED to approve the Minutes of the March 15, 2013 Meeting; and Mr. Bissell seconded the motion. • Mrs. Dillon made an additional change. There being no further additions, corrections or deletions, On VOICE vote with all in favor, the prior motion was approved as amended. THIRD ORDER OF BUSINESS Public Comment Period • Ms. Kungle commented the boat ramp is going to be closed for refurbishment as of May 1, 2013. • The new fire station was briefly discussed. The work on U.S. 41 at Collier Boulevard will commence in October. FOURTH ORDER OF BUSINESS Old Business A. Review of Landscape Maintenance Performance Mrs. Dillon and Mr. Edge discussed the monthly ride - through inspection with Mr. Soto and distributed notes for the Board's information and discussion; copies of which will be entered into the official record. • Mr. Bissell is still not receiving the report even though he is on the distribution list. Mr. Edge will ensure Mr. Bissell is copied. • The sprinklers were repaired. The well pump referred to is at the wastewater treatment plant. • Mr. Edge will look at the two Palm Trees at the Newport entrance which are in poor condition. 04/30/2013 2 April 19, 2013 Port of the Islands CID • The trees on Cays Drive which belong to the Villages still need to be trimmed; Mr. Edge contacted the Association and did not receive a response, but will do so again. • The coconuts need to be removed from the Palms to prepare for hurricane season. • Other hurricane trimming was already done. B. Update on U.S. 41 Median Flooding • The area has been staked for ingress and egress. • This item should be removed from the agenda until further updates are received. C. Update on Sidewalk Power Washing • Some areas need to be re -done. • One of the sidewalks in Sunset Cay has several cracks which need to be repaired. ➢ Mr. Edge will mark the sidewalks which need to be repaired; an estimate for repairs will be presented once the Board looks at them. Any sidewalks raised by a half -inch or more present a safety hazard and need to be grinded down or replaced. ➢ Severn Trent staff will seek bids for the repairs. ➢ Mr. Lambert suggested seeking the services of Mr. Doug House, who is a resident. FIFTH ORDER OF BUSINESS New Business • An e-mail from Ms. Kehlmeier to the Board requesting enhanced landscaping at the Newport entrance was discussed; a copy of which will be entered into the official record. This was previously discussed and the Board did not want to proceed without a landscape plan. The median belongs to the CID with the exception of the sales center. Mr. Lambert suggested the CID budget and solicit proposals from other landscaping companies to prepare and submit an architectural plan. ➢ The pricing for the plan may be as much as $10,000 and will be good for approximately five years. ➢ The Board suggested Ms. Kehlmeier be the point person for this project; Mrs. Dillon will speak to her. 04/30/2013 3 April 19, 2013 Port of the Islands CID ➢ Staff at Severn Trent will compile specifications for an RFP for the Board's consideration at the next meeting. SIXTH ORDER OF BUSINESS District Manager's Report Mr. Teague distributed a report of the Non -Ad Valorem Special Assessments for the Board's information and discussion; a copy of which will be entered into the official record. • The Board asked that an analysis be done as to where the CID stands from a collection standpoint. • Mr. Motwani represents only 7.6% of the total assessment base and is based on the current year. • A tax certificate cannot be sold on a property in which bankruptcy was declared. ➢ Mr. Cox expanded upon this issue and that of Mr. Motwani. • This issue should become part of the proposed budget. Mr. Teague distributed a breakdown of costs and requisitions related to construction of the new water treatment plant; a copy of which will be entered into the official record. A. Approval of the March 31, 2013 Financial Statements and Check Register Mr. Teague presented the March 31, 2013 Financial Statements and Check Register for the Board's review and approval; copies of which will be entered into the official record. • Funds used for the construction of the water treatment plant should be paid back to the General Fund. EIGHTH ORDER OF BUSINESS Attorney's Report A. Update on North Hotel Bankruptcy Proceedings • A decision is expected no later than May 21, 2013. • One of two things will happen by the next meeting. ➢ They may acknowledge they cannot do the reorganization the way it was contemplated and allow the case to be dismissed; at which time Mr. Cox will analyze the ramifications; or ➢ A final plan will be presented to the Board for approval. • The effects were briefly discussed if Sunstream does not come through with a proposal with Bacardi regarding the ERCs. 04/30/2013 4 April 19, 2013 Port of the Islands CID SIXTH ORDER OF BUSINESS District Manager's Report (Continued) A. Approval of the March 31, 2013 Financial Statements and Check Register (Continued) • Check #53801 should be charged to the General Fund for landscaping as opposed to R&M. • The expense for Irrigation Wet Checks was discussed. ➢ This expense is part of the contract. Y A line item for R &M Irrigation should be included in the financial statements. • The charge for Bottled Water for the Open House should be charged to Severn Trent Services as opposed to POI. ➢ The CID will be credited back the amount. • Mr. Teague will find out the details of Check #53812 to Century 21 Sunbelt Realty Inc. for an account refund. • Mrs. Dillon asked about the increasing charges for Sodium Hypochlorite and Sodium Hydroxide. ➢ Mr. Edge indicated water usage has increased and the two chemicals are directly proportionate to the amount of water being sold. ➢ The chemicals are associated with disinfection of the water. There being no further discussion, On MOTION by Mr. Davis seconded by Mr. Lambert with all in favor, acceptance of the March 31, 2013 Financial Statements and Check Register was approved. B. Discussion of Proposed Fiscal Year 2014 Budget Mr. Teague presented the proposed Fiscal Year 2014 Budget for discussion; a copy of which will be entered into the official record. • The budget should be approved to be sent to the county at the May meeting, which may be continued if necessary. • The Public Hearing will occur on August 16rn • The assessments can be decreased, but not increased. 04130/2013 5 April 19, 2013 Port of the Islands CID • Mr. Teague does not see the need to increase assessments assuming Mr. Cox is going to be able to settle with Mr. Motwani. • Mr. Lambert would like the Board to budget for projects which were not done last year as well as those anticipated for next year even if it means an increase in assessments, which requires a letter be sent to every homeowner. ➢ Mr. Teague believes the CID has a healthy fund balance in the General Fund to cover these expenses without having to increase assessments. • The Motwani situation is reflected as being collected in this version of the budget. ➢ This is really a small portion of the overall collections. This will not negatively impact the fund balance. • There should be no capital projects associated with the Water & Sewer Fund. • There is enough to cover replacement of MBR membranes. ➢ Mr. Benson recommended creating an account for the new water treatment plant to replace membranes when needed, as replacement is anticipated in approximately 10 years. ➢ The Board may wait until next year's budget to do this. ➢ The amount of $20,000 should be saved each year. ➢ Mr. Edge will find out the cost of a membrane. • The CID may have to spend $200,000 for the Motwani case which includes legal fees. • Under R &M- Renewal and Replacement, the difference between $10,000 and $30,000 represents balancing of the budget. • Mr. Teague asked Mr. Cox to prepare a cash flow analysis for future payments regarding the Motwani case. • Mr. Ziko asked Mr. Teague to e-mail any changes to the budget between now and the next meeting. SEVENTH ORDER OF BUSINESS Field Managers' Report A. Discussion of April 2013 Operations Report Mr. Edge presented the April 2013 Operations Report for discussion; a copy of which will be entered into the official record. 04/30/2013 April 19, 2013 Port of the Islands CID • Mr. Ziko recommended the information on Page 3 regarding corrective work done around the plant contain more information, especially the cost of the work. ➢ Mr. Dick and Mr. Ziko will discuss concerns regarding the cap summary at the end of this meeting. • Mr. Edge is not certified to inspect or repair backflow preventers. ➢ Mr. Ziko is under the impression this should be part of Severn Trent's contract and suggested he get certified. EIGHTH ORDER OF BUSINESS Attorney's Report (Continued) B. Update on Lot 45 Drainage Swale Agreement • Mr. Cox met with the property owner who had some technical questions. ➢ Mr. Benson is going to meet with the owner regarding grading issues after this meeting, as there may be a miscommunication issue between the owner and the builder. ➢ Mr. Benson will report back at the next meeting. C. Update on Liquidated Damages from Xlyem Water Solutions USA (ITT Technologies) • They have not responded to Mr. Cox's letter. • The CID will continue to hold the funds. NINTH ORDER OF BUSINESS Engineer's Report • A county employee doing an inspection expressed concern regarding the reuse pond, but Mr. Benson spoke to him and the issue was settled. • Mr. Benson assured the Board the permit for storm water improvements for the water plant has been taken care of and closed out. TENTH ORDER OF BUSINESS Supervisors' Requests • The fire station was briefly addressed. • Mr. Davis commented on the need for signage stating Wrong Way on Newport at the real estate office to prevent vehicles from driving down the wrong way on that street. ➢ The Stop Sign needs to be relocated closer to the intersection of Newport. 04/30/2013 7 April 19, 2013 Port of the Islands CID ELEVENTH ORDER OF BUSINESS Public Comment Period • Ms. Jean Kungle indicated some taxes on certain properties have not been paid. • Ms. Kungle will ask landscape companies to prepare plans for review. TWELFTH ORDER OF BUSINESS Adjournment There being no further business, On MOTION by Mr. Bissell seconded by Mr. Davis with all in favor, the meeting was adjourned at 12:39 p.m. Calvin Teague Secretary 04/30/2013 8 orine Dillon Chairperson