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10/18/2013 Minutesy. O� MINUTES OF MEETING PORT OF THE S C� COMMUNITY IMPROVEMENT ISLANDS he regular meeting of the Board of Supervisors of the Port of the Islands Community 1%provement District was held Friday, October 18, 2013 at 10:00 a.m. at the Orchid Cove Clubhouse; 25005 Peacock Lane; Naples, Florida. Present and constituting a quorum were: Norine Dillon Chairperson Theodore Bissell Vice Chairman Richard Ziko Assistant Secretary Anthony Davis Assistant Secretary Dale Lambert 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 Field Manager Robert Migdal Severn Trent Services Operations Jean Kungle POI Realty Kathryn Kehlmeier Resident The following is a summary of the discussions and actions taken at the October 18, 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; Mr. Teague called the roll. SECOND ORDER OF BUSINESS Approval of the Minutes of the September 20, 2013 Meeting Mrs. Dillon stated each Board member received a copy of the Minutes of the September 20, 2013 Meeting; and requested any additions, corrections or deletions. Wednesday, 10 -30 -13 October 18, 2013 There not being any, Port of the Islands CID On MOTION by Mr. Bissell seconded by Mr. Davis with all in favor, the Minutes of the September 20, 2013 Meeting were THIRD ORDER OF BUSINESS Public Comment on Agenda Items • Ms. Kungle commented widening of U.S. 41 will commence March 2014. • Completion of the fire station has been delayed until the end of January 2014 due to issues with the marina store. FOURTH ORDER OF BUSINESS Old Business A. Review of Landscape Maintenance Performance Mrs. Dillon presented a report on the walk - through by Mr. Robert Soto for the Board's information and discussion; a copy of which will be entered into the official record. • The Cays need to be mowed more often. • Mr. Edge will determine when aquatic maintenance was done last. • Ms. Kehlmeier's Committee will review the landscape bids; and Mr. Bissell will serve as a Liaison to the Committee. B. Discussion of Maintenance Cap Accounting • The Board is satisfied with the format and this item will be removed from future agendas. FIFTH ORDER OF BUSINESS New Business There being no new business, the next item followed. SIXTH ORDER OF BUSINESS District Manager's Report A. Approval of the September 30, 2013 Financial Statements and Check Register Mr. Teague presented the September 30, 2013 Financial Statements and Check Register for the Board's review and approval; copies of which will be entered into the official record. • Recertification of the backflow preventers in the amount of $20,000 is for the entire year. ➢ There is a new rule going into effect allowing the recertification to be done every two years. Wednesday, 10 -30 -13 2 October 18, 2013 Port of the Islands CID ➢ The Board is considering dividing the cost and having half of them done each year. There being no further discussion, On MOTION by Mr. Bissell seconded by Mr. Lambert with all in favor, the September 30, 2013 Financial Statements and Check Register were approve. B. Motion to Assign Fund Balance Mr. Teague presented the Operating Reserve in the amount of $103,815 as of September 30, 2013 for the Board's consideration; a copy of which will be entered into the official record. • Anything to be designated out of Reserves in the General Fund must be done via motion. There being no comments or questions, On MOTION by Mr. Bissell seconded by Mr. Ziko with all in favor, assignment of the fund balance as of September 30, 2013 was approve as presented. Mr. Teague discussed the Financing Plan as requested by the Board; a copy of which will be entered into the official record. • The Severn Trent Services Chief Accountant for the District met with the Auditors who determined that transferring funds from the General Fund to the Wastewater Fund is permissible without changing the budget. • The total assessment may be reduced in the General Fund and increased in the Wastewater Fund in next year's budget. • Mr. Cox commented on the report in relation to the Motwani case. There being no further discussion, On MOTION by Mr. Bissell seconded by Mr. Ziko with all in favor, transfer of $368,000 from the General Fund to the Water /Sewer Fund was ntaroved as discussed. Mr. Teague provided a response regarding the two seemingly identical Hole Montes invoices; a copy of which will be entered into the official record. Wednesday, 10 -30 -13 3 October 18, 2013 Port of the Islands CID SEVENTH ORDER OF BUSINESS Field Manager's Report A. Discussion of October 2013 Operations Report Mr. Edge presented the October 2013 Operations Report for discussion; a copy of which will be entered into the official record. • Mr. Edge presented an estimate from Gross Site Development Inc. to grade the roadway; a copy of which will be entered into the official record. Upon further discussion, On MOTION by Mr. Ziko seconded by Mr. Bissell with all in favor, the estimate from Gross Site Development Inc. in the amount of $1,400 to grade the roadway was approved as discussed. • Mr. Lambert suggested this type of work be done on a regular basis. • The road to the well field is in poor condition and the CID has an easement in this location. ➢ It was suggested to get this work done at the same time. Upon further discussion, On MOTION by Mr. Lambert seconded by Mr. Ziko with all in favor, the Field Manager was authorized to have the roadway leading to the well field graded in the same manner as the other well field by Gross Site Development, Inc. in an amount not to exceed $2,500. • Mr. Teague will check on the insurance refund for lightning damage. • Mr. Edge would like to have the lift stations cleaned out. There being no further discussion, On MOTION by Mr. Davis seconded by Mr. Ziko with all in favor, the Field Manager was authorized to have all of the lift stations vacuumed out in an amount not to exceed $2,500. • Mr. Benson discussed upcoming requirements for backflow preventers. • Water and sewer lines for Sunset Cays Lakes were conveyed to the CID and only include the underground utilities. Wednesday, 10 -30 -13 4 October 18, 2013 Port of the Islands CID • The Stop Signs by the entrance to the development were required and put in by the county. EIGHTH ORDER OF BUSINESS Attorney's Report B. Update on Liquidated Damages from Xlyem Water Solutions USA (ITT Technologies) • Mr. Cox just received the check which will be forwarded to ITT Technologies. A. Update on North Hotel Foreclosure Proceedings • Mr. Cox filed a motion for summary judgment. • The CID is on the docket for February 2, 2014; and Mr. Cox has two hours to argue the CID's side in the case. C. Discussion of Rules of Procedure • Mr. Lambert suggested coming up with something more informal than a Resolution. • Any items not on the agenda mandate that audience members be given the opportunity to discuss before voting on it. • The Board discussed audio issues when audience members speak at meetings. • The Board discussed the possibility of holding a workshop or starting the next meeting earlier to address this item. There being no further discussion, On MOTION by Mr. Davis seconded by Mr. Ziko, with Mrs. Dillon, Mr. Bissell, Mr. Davis, and Mr. Ziko voting aye; and Mr. Lambert voting nay, commencement of the next Board meeting at j 9:00 a.m. to address the Rules of Procedure was approved. NINTH ORDER OF BUSINESS Engineer's Report • Mr. Benson presented a list of items required by the Ochopee Fire District regarding the water system. ➢ Mr. Benson will gather these items and respond to the Fire District. • Mr. Benson will meet with DEP to ensure all of the sampling events are up to date and that the DEP has all results. TENTH ORDER OF BUSINESS Supervisors' Requests • Code Enforcement was contacted regarding the North Hotel property condition. Wednesday, 10 -30 -13 5 October 18, 2013 Port of the Islands CID • Mr. Edge will contact the DOT regarding the light at the intersection which is stuck on red. The generator behind the canal has a bad fuel pump which is currently being repaired. ELEVENTH ORDER OF BUSINESS Public Comment Period • Ms. Kehlmeier was told by Mrs. Dillon she has not heard anything back regarding the presentation on manatees. 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 12:03 p.m. Wednesday, 10 -30 -13