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12/20/2013 MinutesMINUTES OF MEETING ,Z K PORT OF THE ISLANDS CO��ZS COMMUNITY IMPROVEMENT DISTRICT �) f 4he"e meeting of the Board of Supervisors of the Port of the Islands Community pY provement District was held Friday, December 20, 2013 at 10:00 a.m. at the Orchid Cove Clubhouse; 25005 Peacock Lane; Naples, Florida. Present and constituting a quorum were: Norine Dillon Theodore Bissell Anthony Davis Dale Lambert Richard Ziko Also present were: Calvin Teague Ronald Benson Robert Edge Robert Dick Robert Migdal Bert Underwood Trisha Dorn Jean Kungle Kathryn Kehlmeier Chairperson Vice Chairman (Via Telephone) Assistant Secretary Assistant Secretary Assistant Secretary District Manager District Engineer Field Manager Severn Trent Services Operations Severn Trent Services Operations Severn Trent Services Operations LCEC (Via Telephone) POI Realty Resident The following is a summary of the discussions and actions taken at the December 20, 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. Mr. Teague asked the Board to authorize Mr. Bissell to exercise his voting rights since he is attending the meeting via telephone. There being no comments or questions, Monday, 1/6/2014 December 20, 2013 Port of the Islands CID On MOTION by Mr. Davis seconded by Mr. Lambert with all in favor, Mr. Theodore Bissell was authorized to exercise his voting rights via telephone as discussed. SECOND ORDER OF BUSINESS Approval of the Minutes of the November 15, 2013 Meeting Mrs. Dillon stated each Board member received a copy of the Minutes of the November 15, 2013 Meeting; and requested any additions, corrections or deletions. • The Board made one minor change which will be reflected in 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 November 15, 2013 Meeting were approved as amended. 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 Mrs. Dillon presented notes from her monthly ride - through inspection with Mr. Soto; a copy of which will be entered into the official record. • The Board discussed Soto's performance; Mrs. Dillon will speak to Mr. Soto. B. Update on Landscape Master Planning Ms. Kehlmeier distributed information regarding signage on Newport Drive; a copy of which will be entered into the official record. Ms. Kehlmeier distributed information regarding landscaping for discussion; a copy of which will be entered into the official record. • Staff met with DMJA and Mainscapes. • Greenscapes will charge a $250 consultation fee. • Enscapes will only come out if they are guaranteed to get the job. • Allegro stands out as the best quote so far in Ms. Kehlmeier's opinion. • Some items should be under Soto's contract. Monday, 1/6/2014 2 December 20, 2013 Port of the Islands CID • The Board concurred to ask Hector from Allegro to give a presentation at the January meeting. • Mr. Teague will look at Soto's contract to do a comparison of work and costs. • A letter will be sent to the other firms indicating a contractor was chosen to compete for the contract. Ms. Trisha Dorn from the LCEC is in attendance via telephone to discuss the recent power surges at the utility plant. • Electrical equipment was badly damaged. • A panel recently caught on fire which has raised concerns. • A crew will be sent to do some testing and set up recorders to see what is going on. • The voltage needs to be studied. • Mr. Edge and Mr. Underwood will be LCEC's point of contact regarding this issue. • Mr. Dick recommended that staff record any further lightning damage. • The generator may need to be looked at. • Square D is going to pay for the damage. • An industrial clean -up should be done, which may cost approximately $7,000. • Mr. Benson was authorized to expend funds for further analysis from an electrical engineer. • This item will be addressed at the next meeting. FIFTH ORDER OF BUSINESS New Business A. Discussion of Picayune Strand Restoration Project — Manatee Mitigation Mrs. Dillon discussed an e -mail regarding this issue; a copy of which will be entered into the official record. • State representatives will attend the February CID meeting to discuss their plans for manatee mitigation; and it will be one of the first orders of business. • Notification should be posted on the water bill or in the newsletter if it goes out prior to the meeting. Monday, 1/6/2014 3 December 20, 2013 Port of the Islands CID • Mrs. Dillon believes it is important for the residents to hear about this, as the State's original plan has changed. SIXTH ORDER OF BUSINESS District Manager's Report A. Approval of the November 30, 2013 Financial Statements and Check Register Mr. Teague presented the November 30, 2013 Financial Statements and Check Register for the Board's review and acceptance; copies of which will be entered into the official record. • All suggested changes were made to stabilize the CID's financial situation, which will be made official through the budget amendment. • The utility fund balance is an estimate which is recorded with and without Mr. Motwani's reimbursement to the District. • The amount under R &M of $2,700 for replacement of flow meters damaged by lightning will be part of the insurance claim; this amount will be credited. • The funds in the Construction Account can be allocated as follows: ➢ Capital Improvements. ➢ Payment on debt service. ➢ Mr. Edge will prepare Work Authorizations for upcoming priority projects and Mr. Teague will run them by the Trustee to determine whether or not they are acceptable. ➢ This will be addressed at the next meeting. ➢ The lift station repairs are the most critical. There being no further discussion, On MOTION by Mr. Bissell seconded by Mr. Davis with all in favor, acceptance of the November 30, 2013 Financial Statements and Check Register was approved. B. Consideration of Resolution 2014 -2 Amending the General Fund Budget Mr. Teague presented Resolution 2014 -2 for adoption; a copy of which will be entered into the official record. • Some General Fund assessments may be shifted over to avoid an assessment increase for residents. There being no further discussion, Monday, 1/6/2014 4 December 20, 2013 Port of the Islands CID On MOTION by Mr. Bissell seconded by Mr. Ziko with all in favor, Resolution 2014 -2 Amending the District's General Fund and Enterprise Fund Budget for Fiscal Year 2014 was adopted. Mr. Teague received a call from Mr. John Agnelli, an Orchid Cove developer and he mentioned he is filing a lawsuit against POI. • Mr. Teague directed Mr. Agnelli to contact Mr. Cox and has not heard anything further. • The land owned by the developer was discussed. • Mr. Benson discussed the history in this regard. • The Board authorized Mr. Davis to contact Mr. Agnelli, as they have a good working relationship; and Mr. Davis will give feedback to Mr. Teague. SEVENTH ORDER OF BUSINESS Field Manager's Report A. Discussion of December 2013 Operations Report Mr. Edge presented the December 2013 Operations Report for discussion; a copy of which will be entered into the official record. • Recent FDEP inspections were good. • Mr. Edge passed his Class A Water and Wastewater exams. • Mr. Edge will ensure Mr. Branch covers the inoperable hydrant in the old RV park. • The ISO was discussed with regard to fire district changes. • A more secure tag will be put on backflow preventers. EIGHTH ORDER OF BUSINESS Attorney's Report Mrs. Dillon reported on these items, as the District Attorney was not in attendance. A. Update on North Hotel Foreclosure Proceedings • There will be a hearing on the Motion for Summary Judgment in February. B. Update on Liquidated Damages from Xlyem Water Solutions USA (ITT Technologies) • Xlyem was told they can cash the check without prejudice, but Mr. Cox has not heard back from them. The Rules of Procedure were briefly addressed. • The Public Hearing will be noticed for the January meeting. Monday, 1/6/2014 5 December 20, 2013 Port of the Islands CID NINTH ORDER OF BUSINESS Engineer's Report • Mr. Benson submitted the permit renewal application to the FDEP regarding reduction in monitoring earlier this month and scheduled a meeting with them for January 2, 2014. ➢ Mr. Benson expects to get approval for a reduction, but does not know how much. ➢ Mr. Benson will report back at the next meeting. • Water quality was discussed. TENTH ORDER OF BUSINESS Supervisors' Requests • Mrs. Dillon received a call from a resident in Eveningstar Cay who wants to sell an ERC for an empty lot. ➢ The CID has to approve it. ➢ Mr. Benson suggested he should speak to Mr. Cox. ELEVENTH ORDER OF BUSINESS Public Comment Period • Ms. Kungle commented to Mr. Edge the One -Way Sign either needs to be double- faced or an additional one put up on the opposite side. • A Stop Sign is needed at the hotel entrance on Newport Drive. TWELFTH ORDER OF BUSINESS Adjournment There being no further business, On MOTION by Mr. Ziko seconded by Mr. Davis with all in favor, the meeting was adjourned at 12:06 p.m. f 4 Calvin Teagu 5"/No rine Dillon Secretary Chairperson Monday, 1/6/2014 6