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06/21/2013 MinutesSevern Trent Services, Management Services D'on `' ^F� 210 North University Drive, Suite 702 — Coral Springs — Florida I Qom, (954) 753 -5841 — (954) 345 -1292 Fax �, 4?9 '006,, /9 July 23, 2013 Memorandum To: Mr. Robert Dick Severn Trent Services, Inc. 5911, Country Lakes Drive Fort Myers, Florida 33905 Reference: Minutes of Meeting Held June 21, 2013 and Approved July 19, 2013 From: Calvin Teague District Manager Enclosed for your records is a copy of the Minutes and corresponding attachments from the above - referenced meeting of the Port of the Islands Community Improvement District's Board of Supervisors. Please be sure to make these documents available for public access during normal business hours. If you have any questions, please contact Janice Swade at (954) 753 -5841. Cc: For informational purposes only: /Ms. Crystal Kinzel Director Clerk of the Circuit Court/Finance Department 3299 Tamiami Trail East Suite 403 Naples, Florida 34112 -5746 Mr. Leo Ochs, Jr. Collier County Manager 3299 Tamiami Trail East Suite 202 Naples, Florida 34112 MINUTES 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, June 21, 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 Richard Ziko Assistant Secretary Also present were: Calvin Teague District Manager Daniel Cox District Counsel Ronald Benson District Engineer Robert Dick Severn Trent Services Operations Robert Edge Lead Operator, Severn Trent Operations Jean Kungle POI Realty Tom Mack Resident Torn Mills Resident The following is a summary of the discussions and actions taken at the June 21, 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. SECOND ORDER OF BUSINESS Approval of the Minutes of the May 17, 2013 Meeting Mrs. Dillon stated each Board member received a copy of the Minutes of the May 17, 2013 Meeting requesting any additions, corrections or deletions. Friday, 6 -28 -2013 June 21, 2013 Port of the Islands CID • The Board made a minor change which will be reflected in the amended minutes. There being no further discussion, On MOTION by Mr. Bissell seconded by Mr. Davis with all in favor, the Minutes of the May 17, 2013 Meeting were approved as amended. THIRD ORDER OF BUSINESS Public Comment Period • Ms. Kungle commented from her discussions with the Fire Chief, that construction of the fire station at the marina is moving along. • Effective July I", new legislation requires any decision made by the Board requires input from audience members first. • Mr. Tom Mack commented his ice cubes are not crystal clear and is concerned there is something wrong with the water. ➢ Mr. Edge will investigate the lines in his area to determine whether or not they need cleaning. FOURTH ORDER OF BUSINESS Old Business A. Review of Landscape Maintenance Performance 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. • Most trees are trimmed. • Location of Coconut Palms and mulch on and off CID property were discussed. ➢ Mr. Edge will examine the survey to make a determination. • Mr. Teague reported on landscape planning considerations. None of the local universities offer a landscape internship program. ➢ No responses were received from the job posting to volunteer for this type of program. ➢ Mr. Teague's staff will continue to look into this and any plans will be coordinated with Ms. Kehlmeier. ➢ Mr. Teague will seek landscape companies which have a landscape architect on staff and present details at the next meeting. Friday, 6 -28 -2013 2 June 21, 2013 Port of the Islands CID FIFTH ORDER OF BUSINESS New Business A. Discussion of Request for Assessment Reduction at 199 Evening Star Cay B. General Discussion of ERC Rules • Mr. Cox offered to send a letter along with the rule for ERCs to the owner. There are going to be issues with remaining ERCs once the community is fully built out. There being no further discussion, On MOTION by Mr. Davis seconded by Mr. Ziko with all in favor, the request from the property owner at 199 Evening Star Cay to reduce the number of ERCs on his two properties was denied; and the existing ERC Transfer Policy shall be reaffirmed with no amendments to be made at this time. SIXTH ORDER OF BUSINESS District Manager's Report A. Approval of the May 31, 2013 Financial Statements and Check Register Mr. Teague presented the May 31, 2013 Financial Statements and Check Register for the Board's review and approval; copies of which will be entered into the official record. The General Fund is in great shape. • The Water & Sewer Fund is suffering as a result of the Motwani case. EIGHTH ORDER OF BUSINESS Attorney's Report A. Update on North Hotel Bankruptcy Proceedings • The judge dismissed the bankruptcy and adversarial proceedings contingent upon the debtor paying the outstanding court trustee fees. The time has passed for them to file for any reconsideration on the dismissal. Mr. Cox explained the process if the CID decides to pay the court trustee fees. The trustee will drop the motion for bankruptcy if this fee is paid. Mr. Ziko MOVED to pay the outstanding court trustee fees in the amount of $678. Mr. Cox will notify the trustee at the hearing the CID will pay the fee and they will have a check by the end of next week if Mr. Motwani's attorney does not pay first. Friday, 6 -28 -2013 June 21, 2013 Mr. Davis SECONDED the prior motion as discussed. There being no further discussion, Port of the Islands CID On VOICE vote with all in favor, Severn Trent Services was authorized to pay the outstanding court trustee fees associated with the North Hotel bankruptcy settlement in the amount of $678. SIXTH ORDER OF BUSINESS District Manager's Report (Continued) A. Approval of the May 31, 2013 Financial Statements and Check Register (Continued) • $123,702 is uncollected; $119,639 of which is associated with Mr. Motwani. • The June payment included some tax certificate sales. There being no further discussion, On MOTION by Mr. Davis seconded by Mr. Ziko with all in favor, acceptance of the May 31, 2013 Financial Statements and Check Register was approved. B. Report on Number of Registered Voters — 469 Mr. Teague presented a letter from the Collier County Supervisor of Elections indicating there are 469 registered voters within the CID; a copy of which will be entered into the official record. C. Questions and Comments on the Modified Tentative Budget for Fiscal Year 2014 Mr. Teague presented the Modified Tentative Budget for Fiscal Year 2014 for discussion; a copy of which will be entered into the official record. • Assessments cannot be increased at this point. • Money is being set aside for capital improvements which were put on hold. • Mr. Teague advised transferring some assessment dollars to the Water & Sewer Fund for next year. • This version shows the most recent actuals. D. Acceptance of the Fiscal Year 2012 Audit Mr. Teague presented the Audit for the Fiscal Year ended September 30, 2012 for the Board's discussion and acceptance; a copy of which will be entered into the official record. Friday, 6 -28 -2013 4 June 21, 2013 • Page 7 identifies the fact the CID is meeting its debt. There being no further discussion, Port of the Islands CID On MOTION by Mr. Bissell seconded by Mr. Ziko with all in favor, the Audit prepared by Berger, Toombs, Elam, Gaines & Frank for the Fiscal Year ended September 30, 2012 was accepted. Mr. Teague discussed miscellaneous issues. • Check #53825 for insurance is for a special policy regarding diesel fuel storage for the generators which is outside of the normal insurance policy, to be paid on an annual basis. • More trees were trimmed than necessary. SEVENTH ORDER OF BUSINESS Field Manager's Report A. Discussion of June 2013 Operations Report Mr. Edge presented the June 2013 Operations Report for discussion; a copy of which will be entered into the official record. B. Update on Sidewalk Repairs Mr. Edge distributed bids for the sidewalk repairs; copies of which will be entered into the official record. • The bids are broken down by street, with the worst one being Sunset Cay. • Venus Cay was not included on Custer Construction's bid. • This is a Repair & Maintenance item in the General Fund. Mr. Bissell MOVED to accept the bid from Severn Trent Services for sidewalk repairs as detailed on Work Authorization No. 44682 in the amount of $13,312.79 and Work Authorization No. 44681 in the amount of $6,371.90 for Venus Cay. • Mrs. Dillon does not believe all of this work needs to be done immediately. • Curbs and gutters were discussed. • Mr. Edge would like to examine Severn Trent's bid for Venus Cay. • Mr. Edge commented the Board may approve one sidewalk project today, at a time. Friday, 6 -28 -2013 5 June 21, 2013 Port of the Islands CID • The Board will examine the bids and do a walk- through of the areas in question, for consideration at the next meeting. ➢ Mr. Davis and Mr. Edge will do the walk - through. Mr. Edge addressed miscellaneous issues. • Mr. Edge presented a Partnership Proposal between the CID and SFWMD to Support the Water Conservation Hotel and Motel Program; a copy of which will be entered into the official record. ➢ SFWMD will provide hotel rooms with aerators which reduce water flow, as well as brochures to the hotel rooms. ➢ The brochures cost approximately $100 per year to distribute. Mr. Ziko MOVED to approve the Partnership Proposal with SFWMD to Support the Water Conservation Hotel and Motel Program; and Mr. Davis seconded the motion. ➢ Mr. Bissell believes the motion should include the cost. There being no further discussion, On VOICE vote with all in favor, the prior motion was approved to include the cost of approximately $100 for the brochures included in the program. C. Update on Repair and Maintenance Budget Report • There are only three jobs on the report this month. • Staff is trying to give a more detailed description of each item on the report. • The report is broken down by each budget item and each item by date. • A new report will be color -coded for the Board's benefit for ease of reading and understanding. Mr. Edge continued to address miscellaneous issues. • The MBR blower which failed and was replaced will be repaired and serve as a back -up. • The Board authorized Mr. Edge to have the 40- horsepower pump re -wired to continue to serve as a spare. Friday, 6 -28 -2013 6 June 21, 2013 Port of the Islands CID • Any items in reserve which need to be disposed of should be inventoried for the Board to declare as surplus equipment to be sold. • Mr. Edge was reminded to get with Ms. Kungle regarding the signage request for Newport. • The third estimate from Soto was for tree removal and was paid. • Mr. Edge will get pricing of membranes for the RO plant. • Mr. Benson will investigate Coconut Palms to be trimmed at the sales center. • Mosquito spraying is being done two times per week. EIGHTH ORDER OF BUSINESS Attorney's Report (Continued) B. Update on Liquidated Damages from Xlyem Water Solutions USA (ITT Technologies) Mr. Cox presented a letter to Mr. Steven Clements of Xylem, Inc. in connection with the settlement for liquidated damages for discussion; a copy of which will be entered into the official record. • Damages will be reduced from $95,000 to $70,000, which leaves a balance owed them of $68,946.80. • The Board is in favor of adhering to the details of the attached letter. Mr. Cox addressed miscellaneous issues. • New legislative issues were discussed. ➢ The Ethics Commission can impose fines on personal property. ➢ The financial disclosure only has to be filed once annually. ➢ An amendment must be filed on any omissions on financial disclosure forms. ➢ Elected officials with a voting conflict must file a Conflict of Interest Form prior to the vote being taken. ■ The form should be filed before the meeting. ■ If conflicts are indicated after the meeting has started, the person has 15 days to file the form. Friday, 6 -28 -2013 7 June 21, 2013 Port of the Islands CID NINTH ORDER OF BUSINESS Engineer's Report A. Update on Lot 45 Drainage Swale Agreement • The owner is waiting for his wife to return from out of town to sign the easement form. TENTH ORDER OF BUSINESS Supervisors' Requests • Mrs. Dillon presented an e-mail exchange with Ms. Janet Starnes regarding the Picayune Strand Restoration Project; a copy of which will be entered into the official record. ➢ The weir at the dam will not be removed, but they still need a deeper bay for the manatees. ➢ They want to meet with the homeowners in the CID, and Mrs. Dillon recommended they wait until November or December when more residents will be present. • Mrs. Dillon commented the Picayune Strand Park at the dam will be upgraded. • Mr. Ziko commented the retention ponds need better maintenance. ELEVENTH ORDER OF BUSINESS Public Comment Period Hearing no comments from the public, the next item followed. 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 :21 p.m. Friday, 6 -28 -2013 8