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09/20/2013 MinutesPort of the Islands Community Improvement District Severn Trent Services, Management Services Division F�� 210 North University Drive, Suite 702 — Coral Springs — Florida 3 , 1 n TY43 (954) 753 -5841 — (954) 345 -1292 Fax October 25, 2013 Memorandum To: Reference: From: ct FRk ofi Py 4:48 4 y ��l/RTS 0� Mr. Robert Dick Severn Trent Services, Inc. 5911 Country Lakes Drive Fort Myers, Florida 33905 Minutes of Meeting Held September 20, 2013 and Approved October 18, 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: Is. 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, September 20, 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 Ronald Benson District Engineer Robert Edge Field Manager Bert Underwood Severn Trent Services Operations Jean Kungle POI Realty The following is a summary of the discussions and actions taken at the September 20, 2013 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. SECOND ORDER OF BUSINESS Approval of the Minutes of the August 23, 2013 Meeting Mrs. Dillon stated each Board member received a copy of the Minutes of the August 23, 2013 meeting and requested any additions, corrections or deletions. There not being any, Monday, 10/07/2013 September 20, 2013 Port of the Islands CID On MOTION by Mr. Davis seconded by Mr. Ziko with all in favor, the Minutes of the August 23, 2013 Meeting were approved. THIRD ORDER OF BUSINESS Public Comment on Agenda Items Hearing no comments from the public, the next item followed. FOURTH ORDER OF BUSINESS Old Business A. Review of Landscape Maintenance Performance • Mr. Edge did a ride - through on Monday and determined there are no landscape issues. • A report was not submitted. B. Discussion of Maintenance Cap Accounting • Mr. Teague submitted an updated report for discussion; a copy of which will be entered into the official record. • The Board indicated this report fulfills their expectations. • Mr. Lambert will continue to monitor the invoices. C. Discussion of Sidewalk Repairs • Mr. Edge presented Work Authorizations 44670, 44680 and 44682 for the Board's review and approval; copies of which will be entered into the official record. Mr. Bissell MOVED to approve hiring of Severn Trent Services to do the sidewalk repairs and approve Severn Trent Work Authorization 44670 in the amount of $937.42 at Cays Drive; 44680 in the amount of $2,666.55 at Windward Cay and 44682 in the amount of $10,051.25 at Sunset Cay; and Mr. Davis seconded the motion. • There is an approximate difference of 50 cents per square foot from the other vendor. • These repairs will not remove every crack. • Root problems were discussed. • There may be additional costs at Sunset Cay due to the settling of the curbing. • The area will be slightly sloped once the repair is done, which may become an ADA issue. Monday, 10/07/2013 2 September 20, 2013 Port of the Islands CID • Mr. Edge suggested an addendum to the Work Authorization in order to make it level. There being no further discussion, On VOICE vote with all in favor, the prior motion was approved as discussed. FIFTH ORDER OF BUSINESS New Business • Mr. Lambert discussed the need for grading on the gravel road from the North Hotel to the plant. ➢ Mr. Edge will find a local contractor who has the appropriate equipment to do this work. ➢ Mr. Benson commented the road is to remain gravel because the owners on both sides have the right to relocate the road at their cost to build to county standards. ➢ Mr. Edge will present proposals at the next meeting. • Mr. Benson commented there are issues with the paved road by the North Hotel. ➢ The CID owns the road straight up Union Road to the front door of the hotel; after which there is a 90 degree turn to the right only, not the left. SIXTH ORDER OF BUSINESS District Manager's Report A. Approval of the August 31, 2013 Financial Statements and Check Register Mr. Teague presented the August 31, 2013 Financial Statements and Check Register for the Board's review and acceptance; a copy of which will be entered into the official record. • The first and last item on the Check Register represents what the Sewer Fund owes the General Fund. ➢ Board action is not required to transfer funds. ➢ There appears to be a miscoding on the last item since it is not possible the CID received that amount in tax receipts for the month of August. ➢ Mr. Teague will check on this, but it appears this covers the past three months. • There are two invoices for Hole Montes which appear to be identical regarding permit renewal. Monday, 10/07/2013 3 September 20, 2013 Port of the Islands CID ➢ Mr. Teague will check on this and get back to the Board next month. • Mrs. Dillon commented there are two checks for the Notice of Closed Executive Session for the Naples Daily News; which Mr. Cox commented was correct. • Mr. Teague discussed the cash flow projections. EIGHTH ORDER OF BUSINESS Attorney's Report A. Update on North Hotel Foreclosure Proceedings • Mr. Cox explained the Summary Judgment process. • Mr. Cox expects the Hearing to take place during the first full week of November. • An order may be entered by the middle of November, but Mr. Cox is hoping to have this resolved by November 151H • The Board discussed methods of paying this back if the CID is unsuccessful. ➢ This can be done through a combination of special assessments and rate increases. Rate increases would have to be announced at a Public Hearing. SIXTH ORDER OF BUSINESS District Manager's Report (Continued) A. Approval of the August 31, 2013 Financial Statements and Check Register (Continued) There being no further discussion, On MOTION by Mr. Lambert seconded by Mr. Davis with all in favor, acceptance of the August 31, 2013 Financial Statements and Check Register was approved. Mr. Teague discussed follow -up items. • The $1,000 refund was discussed. ➢ One person was paying the bill in error for another owner's meter. ➢ The other owner has paid his bill, but owes a small amount. • The ERC transfer was discussed. ➢ Mrs. Dillon suggested giving Mr. Shucart the CID's excess ERCs. ➢ Mr. Cox will check into this. A direct billing can be done. ➢ This can be done through the bidding process. Monday, 10/07/2013 4 September 20, 2013 Port of the Islands CID • The clean-up at the North Hotel was discussed. ➢ Mrs. Dillon is going to contact Code Enforcement as a fellow resident and not as a Board member. ➢ Mr. Davis will call on behalf of Orchid Cove. SEVENTH ORDER OF BUSINESS Field Manager's Report A. Discussion of August 2013 Operations Report Mr. Edge presented the August 2013 Operations Report for discussion; a copy of which will be entered into the official record. B. Review of Surplus Equipment Inventory • The items not needed will have to be declared as surplus property. • Mr. Cox commented any items which are valued at less than $5,000 can be disposed of in the most efficient and cost effective means. • Anything valued at over $5,000 requires a public auction or sealed bids. There being no further discussion, On MOTION by Mr. Lambert seconded by Mr. Davis with all in favor, the items as listed on the Surplus Equipment Inventory list shall be declared as surplus property and disposed of in the most efficient and cost effective means since the value is under $5,000. A. Discussion of August 2013 Operations Report (Continued) • Mr. Edge presented Work Authorization No. 44782 to enhance well field grounding systems for the Board's review and approval. ➢ This will provide more protection from lightning strikes. ➢ Replacement of the equipment damaged by the recent lightning strike will cost approximately $6,000. ➢ There are no engineering costs involved. ➢ An insurance certification is not necessary. ➢ A lengthy discussion ensued, as there were conflicting opinions on the total cost of the project. There being no further discussion, Monday, 10/07/2013 5 September 20, 2013 Port of the Islands CID On MOTION by Mr. Davis seconded by Mr. Lambert with Mrs. Dillon, Mr. Davis and Mr. Lambert voting aye; and Mr. Bissell and Mr. Ziko voting nay, Work Authorization 44782 in the total amount of $8,468 for Gulf States Electric, Inc. to install grounding and Severn Trent Services to enhance the well field ground systems was approved as discussed. • All backflow preventers are in the process of being certified. EIGHTH ORDER OF BUSINESS Attorney's Report (Continued) B. Update on Liquidated Damages from Xlyem Water Solutions USA (ITT Technologies) • Mr. Cox has still not heard back from them. • This item will remain on the agenda. • Performance Bonds expire after one year. • Mr. Cox suggested the CID just send the undisputed amount as a settlement by the end of this month. C. Discussion of Rules of Procedure • Mr. Lambert sent comments to Mr. Teague. • Once everyone sends in their comments, it will be addressed at the next meeting. NINTH ORDER OF BUSINESS Engineer's Report • Mr. Benson is going to meet with DEP to discuss issues relative to the sampling and testing program on the blended irrigation water. • The lift station for the hotel was shut down. • Mr. Benson distributed an update regarding water conservation; a copy of which will be entered into the official record. TENTH ORDER OF BUSINESS Supervisors' Requests • Mr. Davis commented the new fire station is ahead of schedule by four to six weeks. ➢ It may possibly be done by Christmas. • Residents can log onto LCEC and check home electricity usage. ELEVENTH ORDER OF BUSINESS Public Comment Period Hearing no comments from the public, the next item followed. Monday, 10/07/2013 6 September 20, 2013 TVWLFTH ORDER OF BUSINESS Adjoumment There being no further business, jCalvin Tea Secretary Monday, 10/0V2013 Port of the Islands CID On MOTION by Mr. Bissell seconded by Kin Davis with all in favor, the meeting was adjourned at 12:35 p.m.