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08/23/2013 MinutesPort of the Islands Community Improvement District Severn Trent Services, Management Services Division 210 North University Drive, Suite 702 — Coral Springs — Florida 33071 (954) 753 -5841 — (954) 345 -1292 Fax October 1, 2013 Memorandum To Reference: From: Mr. Robert Dick Severn Trent Services, Inc. 5911 Country Lakes Drive Fort Myers, Florida 33905 Minutes of Meeting Held August 23, 2013 and Approved September 20, 2013 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: Ws. 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 N o < c-) rn n --� Minutes of Meeting Held August 23, 2013 and Approved September 20, 2013 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: Ws. 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, August 23, 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 (Via Telephone) Theodore Bissell Vice Chairman (Via Telephone) Anthony Davis Assistant Secretary Dale Lambert Assistant Secretary /Acting Chairman Richard Ziko Assistant Secretary Also present were: Calvin Teague District Manager Daniel Cox District Counsel Ronald Benson District Engineer Robert Edge Lead Operator, Severn Trent Services Bert Underwood Severn Trent Services Operations Dan Summers Collier County Emergency Services Robert Fuentes Collier County Emergency Services Caleb Morris Ochopee Fire Control District Jean Kungle POI Realty The following is a summary of the discussions and actions taken at the August 23, 2413 Port of the Islands Community Improvement District's Board of Supervisors Meeting. FIRST ORDER OF BUSINESS Call to Order and Roll Call Mr. Teague called the meeting to order and called the roll. 9 Mr. Teague asked the Board to authorize Mrs. Dillon and Mr. Bissell to exercise their voting rights since it was necessary for both to attend via telephone. There being no comments or questions, Friday, 08 -30 -2013 August 23, 2013 Port of the Islands CID On MOTION by Mr. Lambert seconded by Mr. Ziko with all in favor, Mrs. Norine Dillon and Mr. Theodore Bissell were authorized to exercise their voting rights via telephone. • A motion to authorize a Board member to act as Chairperson is in order. There being no comments or questions, On MOTION by Mr. Ziko seconded by Mr. Davis with all in favor, Mr. Dale Lambert was authorized as the Acting Chairperson for this meeting allowing him to execute all documents on behalf of the CID. SECOND ORDER OF BUSINESS Update by the Fire Chief Regarding Progress of Fire Station • Mr. Dan Summers introduced himself on behalf of Chief McLaughlin who was unable to attend to discuss the new fire station. • The project duration is approximately 210 days. • All contracts were executed by the Board of County Commissioners. • The project is expected to be complete by March 1, 2014. • Fire protection will be out to the marina. • The fire station will house four firefighters for sleeping purposes. • The drawings will be sent to Mr. Davis and Mr. Teague. THIRD ORDER OF BUSINESS Approval of the Minutes of the July 19, 2013 Meeting Mr. Lambert stated each Board member received a copy of the Minutes of the July 19, 2013 Meeting and requested any additions, corrections or deletions. • The Board made a couple of minor changes which will be reflected on the amended minutes. There being no further discussion, On MOTION by Mr. Ziko seconded by Mr. Davis with all in favor, the Minutes of the July 19, 2013 Meeting were approved as amended. Friday, 08 -30 -2013 2 August 23, 2013 Port of the Islands CID FOURTH ORDER OF BUSINESS Public Comment on Agenda Items Hearing no comments from audience members, the next item followed. FIFTH ORDER OF BUSINESS Public Hearing to Adopt the Budget for Fiscal Year 2014 • For the record, there is no increase in the budget and the same version has been posted to the website. Mr. Lambert opened the Public Hearing for audience comments at 10:38 a.m. There being no comments from the audience, the Public Hearing was closed at 10:39 a.m. A. Consideration of Resolution 2013 -4 Adopting the Budget for Fiscal Year 2014 Mr. Lambert presented Resolution 2013 -4 for the Board's review and adoption; a copy of which will be entered into the official record. Mr. Bissell MOVED to adopt Resolution 2013 -4 Relating to the Annual Appropriations of the District and Adopting the Budget for the Fiscal Year Beginning October 1, 2013, and Ending September 30, 2014; and Referencing the Maintenance and Benefit Special Assessments to be Levied by the District for Said Fiscal Year; and Mrs. Dillon seconded the motion. Mr. Cox made minor modifications before presenting this Resolution. There being no further discussion, On VOICE vote with all in favor, the prior motion was approved. B. Consideration of Resolution 2013 -5 Levying Assessments for Fiscal Year 2014 Mr. Lambert presented Resolution 2013 -5 for the Board's review and adoption; a copy of which will be entered into the official record. Mrs. Dillon MOVED to adopt Resolution 2013 -5 Levying and j Imposing a Non -Ad Valorem Maintenance Special Assessment for the District for Fiscal Year 2014; and Mr. Bissell seconded the motion. On Page 1 under the fourth WHEREAS clause and under Section 4, and benefit should be added before special assessments. Friday, 08 -30 -2013 3 August 23, 2013 There being no further discussion, Port of the Islands CID On VOICE vote with all in favor, the prior motion was approved as amended. SIXTH 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. • The timing on the lights and photo cells was discussed. SEVENTH ORDER OF BUSINESS New Business There being no new business, the next item followed. EIGHTH ORDER OF BUSINESS District Manager's Report A. Approval of the July 31, 2013 Financial Statements and Check Register Mr. Teague presented the July 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 Motwani situation is impacting the budget. • The question regarding the invoice from the last meeting was answered. • Mr. Teague will check the $1,000 refund to Brooke Baxter and $148.24 refund to Donald Crigger. There being no further discussion, On MOTION by Mr. Davis seconded by Mr. Ziko with all in favor, acceptance of the July 31, 2013 Financial Statements and Check Register was approved. B. Discussion of Maintenance Cap Accounting • The CID has a cap of $15,000 for repair and maintenance. • There are timing issues with the report. • Any items handled by Frank Branch or Robert Migdal are separate from the contract. • The Board would like more detailed information in the report in a timely manner. Friday, 08 -30 -2013 4 August 23, 2013 Port of the Islands CID • The description of each item will be expanded upon. • Mr. Lambert will work with Severn Trent to review the invoices to ensure they are consistent with the report, but payment of the invoices shall not be delayed. C. Meeting Schedule for Fiscal Year 2014 Mr. Teague presented the Fiscal Year 2014 Meeting Schedule for the Board's review and approval; a copy of which will be entered into the official record. Mrs. Dillon MOVED to approve the Fiscal Year 2014 Meeting Schedule; and Mr. Bissell seconded the motion. • Mr. Davis will request use of the clubhouse. There being no further discussion, On VOICE vote with all in favor, the prior motion was approved. Mr. Teague discussed follow -up items. • Staff is holding on to the landscape design proposals until the Board is ready to address them at the October meeting. • Frank was told to commence with the backflow preventer certifications. NINTH ORDER OF BUSINESS Field Manager's Report A. Discussion of August 2013 Operations Report Mr. Edge presented the August 2013 Field Manager's Report for discussion; a copy of which will be entered into the official record. record. B. Discussion of Sidewalk Repairs Mr. Edge gave the Board an update; a copy of which will be entered into the official • Mr. Lambert recommended staff get a few more estimates and table this item to the next meeting; to which the rest of the Board concurred. C. Review of Surplus Equipment Inventory Mr. Edge addressed the Surplus Equipment Inventory on Page 2 of his report; a copy of which will be entered into the official record. • A majority of the items are no longer needed. Friday, 08 -30 -2013 5 August 23, 2013 Port of the Islands CID • Mr. Benson recommends keeping most of these items to be used for a back -up while any repairs are being done. • Mr. Edge will go through this list and present items to be declared as surplus inventory at the next meeting. Miscellaneous items were addressed. • Mr. Edge and Mr. Benson are working on submitting an application for state excellence awards for the water and wastewater plant. • Mr. Benson distributed a report on water savings due to reuse of reclaimed water which is to be used as part of the application submission; a copy of which will be entered into the official record. TENTH ORDER OF BUSINESS Attorney's Report A. Update on North Hotel Foreclosure Proceedings • The Judge entered an Order of Foreclosure against Mr. Motwani's Port of the Islands Hotel and Resort Naples, LLC entity, which includes the dormitory. • The CID must wait until September 17th to file a Summary Judgment because the opposing party has a 30 -day right of redemption which is part of the foreclosure process. B. Update on Liquidated Damages from Xlyem Water Solutions USA (ITT Technologies) • This issue is to be left with the new Comptroller who will contact Mr. Cox. C. Discussion of Rules of Procedure • Mrs. Dillon commented she understood the Board wanted to wait until October to take action. • The Board will comment on the draft and send them to Mr. Cox to finalize. Mr. Cox addressed follow -up issues. • The owners of Lots 3 and 4 want to get rid of their ERCs, which are being moved to the property owned by Mr. Shucart. ➢ The Board must approve the transfer in order for the Assessment Department to move the ERCs before the roll goes to the Property Appraiser. There being no further discussion, Friday, 08 -30 -2013 6 August 23, 2013 Port of the Islands CID On MOTION by Mrs. Dillon seconded by Mr. Davis with all in favor, the District Attorney was authorized to proceed with the transfer of ERCs as discussed. • The Board commented the property at the North Hotel is unkempt and needs to be addressed. ➢ Mr. Cox will a -mail Mr. Bacardi's attorney regarding the state of the property lest the Board report it to Code Enforcement. ➢ The Right of Rescission Period ending on September 17, 2013 will delay any action. i ELEVENTH ORDER OF BUSINESS Engineer's Report A. Update on Lot 45 Drainage Swale Agreement There being no report, the next item followed. TWELFTH ORDER OF BUSINESS Supervisors' Requests Hearing no requests from Supervisors, the next item followed. THIRTEENTH ORDER OF BUSINESS Public Comment Period • Ms. Kungle mentioned the property which needs to be mowed will probably be done next week; and will check another property which Mr. Ziko commented on. • Another Do Not Enter sign was posted at the real estate office. FOURTEENTH 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 12:12 p.m. Calvin Teagu`t'°w,,, J Secretary Friday, 08 -30- 2013 7 "alG Lal11UG1L Acting Chairperson