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01/17/2014 MinutesFEB H 2014 U MINUTES OF MEETING PORT OF THE ISLANDS COMMUNITY IMPROVEMENT DISTRI The regular meeting of the Board of Supervisors of the Port of the Islands Community Improvement District was held Friday, January 17, 2014 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 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 Robert Dick Severn Trent Services Operations Robert Migdal Severn Trent Services Operations Bert Underwood Severn Trent Services Operations Hector Diaz Allegro Group Brian Featheringham POI Gun Club Lou Zalesnak LouLand Jean Kungle POI Realty Cheryl Cooper Resident George Cramer Resident Kathryn Kehlmeier Resident M. Marchand Resident Kathryn Osswald Resident The following is a summary of the discussions and actions taken at the January 17, 2014 Port of the Islands Community Improvement District's Board of Supervisors Meeting. Monday, 2/3/14 January 17, 2014 Port of the Islands CID 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 December 20, 2013 Meeting Mrs. Dillon stated each Board member received a copy of the Minutes of the December 20, 2013 Meeting; and requested any additions, corrections or deletions. There not being any, On MOTION by Mr. Bissell seconded by Mr. Davis with all in favor, the Minutes of the December 20, 2013 Meeting were approved. THIRD ORDER OF BUSINESS Public Comment on Agenda Items Hearing no comments from the public, Item 6 followed. SIXTH ORDER OF BUSINESS New Business Mrs. Dillon authorized Mr. Brian Featheringham of the POI Gun Club and Mr. Lou Zalesnak of LouLand to make a presentation regarding a sign request. • The Gun Club changed ownership to Gulf Coast Clays. • A decent directional sign is needed. • They propose to build a sign the same size as those by the Marina, which is 24 x 36, using Lykins- signtek; a copy of a drawing of the sign was presented to the Board and will be entered into the official record. • They propose to put the sign toward the end of the island facing the hotel. • The old sign should be removed. • An agreement will be necessary to authorize the Gun Club to maintain the sign, since it will be on the CID's right -of -way. There being no further discussion, Monday, 2/3/14 2 January 17, 2014 Port of the Islands CID On MOTION by Mr. Lambert seconded by Mr. Bissell with all in favor, installation of a directional sign for the Gun Club on the CID's right -of -way was approved subject to an agreement authorizing the Gun Club to maintain it; and the Chairperson was authorized to execute said agreement on behalf of the CID. • Mr. Benson suggested another directional sign at the water and wastewater plant pointing to where the road veers off to the Gun Club or a street sign at Union Road. ➢ Gun Club staff will hold off on this suggestion until the other sign is put UP. FOURTH ORDER OF BUSINESS Public Hearing for Rulemaking A. Public Hearing to Consider Adoption of Rules of Procedure for Meetings of the Board of Supervisors Including Rules for Public Participation A motion to open the Public Hearing is in order. There being no comments or questions, On MOTION by Mr. Lambert seconded by Mr. Ziko with all in favor, the Public Hearing to consider Adoption of Rules of Procedure for Meetings of the Board of Supervisors was opened at 10:15 a.m. • Mrs. Dillon outlined the specifics of the rule. • The new Rules of Procedure will be included on the website. • Mr. Cox commented a statement of estimated regulatory costs is not necessary since no costs are involved. • Any further changes require a Public Hearing, but there are exceptions. There being no further comments, On MOTION by Mr. Davis seconded by Mr. Ziko with all in favor, the Public Hearing to consider Adoption of Rules of Procedure for Meetings of the Board of Supervisors was closed at 10:19 a.m. Monday, 2/3/14 3 January 17, 2014 Port of the Islands CID B. Consideration of Resolution 2014 -01 Adopting Said Rule Mr. Teague presented Resolution 2014 -01 for adoption; a copy of which will be entered into the official record. There being no comments or questions, On MOTION by Mr. Ziko seconded by Mr. Davis with all in favor, Resolution 2014 -01 Creating Rules of Procedure for Meetings of the Board of Supervisors Including Rules for Public Participation; Containing a Severability Clause; Containing an Effective Date was adopted. FIFTH ORDER OF BUSINESS Old Business A. Review of Landscape Maintenance Performance Mrs. Dillon presented the report of her monthly walk - through with Mr. Soto; a copy of which will be entered into the official record. • Mrs. Dillon expressed concerns to him regarding the fact he is not on property when landscaping is being done. • The bushes at the main entrance need to be trimmed back. • Mr. Benson will check on the Live Oak Trees by the wastewater plant which appears to be dying. ➢ The county requires landscaping in this area. ➢ Mr. Benson will take photos of the dying trees, consult with his staff and get back to Mr. Teague. B. Review of Landscape Master Planning Proposal Mr. Hector Diaz of the Allegro Group made a presentation of his proposal for landscaping; copies of which will be entered into the official record. • Palms will need to be replaced over the long term due to White Fly infestation. ➢ Mr. Diaz discussed the treatment. ➢ The price for treatment is based on the thickness of the tree and the charge is per tree. ➢ The CID owns the landscaping on the median. • Mr. Teague presented a copy of Soto's contract for the Board's information; a Monday, 2/3/14 copy of which will be entered into the official record. 4 January 17, 2014 Port of the Islands CID Many items Allegro is proposing are supposed to be maintained by Soto. • A walk- through will have to be done to define Allegro's contract. • The White Fly treatment should be started immediately. • The Board will define what Allegro and Soto will take care of. • Mrs. Dillon requested a cost estimate for the White Fly treatment. Mr. Lambert MOVED to approve a contract with the Allegro Group for the White Fly treatment and some fertilization in an amount not to exceed $6,500. Mr. Davis SECONDED the prior motion. • The work will be done on the medians only. • Newport may be done as well. There being no further discussion, On VOICE vote with all in favor, a contract with the Allegro Group for White Fly treatment and some fertilization on the medians was approved as discussed in an amount not to exceed $6,500. • Mr. Diaz will re -work the proposal based on today's discussions and send back to Mr. Teague. • Mr. Lambert requested the Palm Trees by the water and sewer plant be treated for White Fly infestation. C. Discussion of Electrical Concerns • A report from LCEC will be available next week. • Mrs. Dillon is concerned with the transfer switch at the canal pump station, as one worker was burned. • Staff may relocate a transfer switch at the old water plant to the canal station, but this is an old switch and there may be problems with it in the future. • Problems may go back to LCEC. Monday, 2/3/14 5 January 17, 2014 Port of the Islands CID • This is a public safety issue. • The system to monitor electrical input is not yet installed as staff has been met with challenges, but the project is ongoing. • The state regulatory staff determines the specifications for this type of work. There being no further discussion, On MOTION by Mr. Ziko seconded by Mr. Davis with all in favor, Severn Trent Services Work Authorization No. 94821 in the amount of $7,720 to install a new generator transfer switch at the canal booster station with surge protection was approved. • The fire clean-up was discussed. ➢ Staff received a quote of $7,000 to clean the room. ➢ The clean-up may be done in house, but there are associated costs for use of safety equipment. ➢ Square D is willing to do preventive maintenance on the panels in order to bring them back to certification. D. Update on Picayune Strand Restoration Project — Manatee Mitigation • There will be a presentation immediately following the next Board meeting at approximately 12:00 p.m. • Mr. Cox will contact Mr. Agnelli's attorney to determine whether or not he plans to sue the CID and the reason for the lawsuit. SEVENTH ORDER OF BUSINESS District Manager's Report A. Approval of the December 31, 2013 Financial Statements and Check Register Mr. Teague presented the December 31, 2013 Financial Statements and Check Register for the Board's review and acceptance; copies of which will be entered into the official record. • A credit was extended to increase the fund balance as discussed. • The Board would like the transaction more clearly tracked and noted in the financial statements for next year. • The CID is 50% collected. Monday, 28/14 6 January 17, 2014 Port of the Islands CID • The two identical expenses for $476.06 were legitimate and reflect repairs to two gates which were divided to the water and sewer funds. • The generator repair was coded incorrectly. There being no further discussion, On MOTION by Mr. Lambert seconded by Mr. Davis with all in favor, acceptance of the December 31, 2013 Financial Statements and Check Register was approved. B. Consideration of Resolution 2014 -03 Designating Calvin Teague as Registered Agent for Permitting with the Florida Department of Environmental Protection Mr. Teague presented Resolution 2014 -03 for adoption; a copy of which will be entered into the official record. • The Statute identified the District Manager as the responsible party. There being no further discussion, On MOTION by Mr. Lambert seconded by Mr. Ziko with all in favor, Resolution 2014 -03 Designating Calvin Teague as the District's Authorized Agent for Permitting with the Florida Department of Environmental Protection was adopted. C. Review of Construction Account Permissible Projects • There is approximately $150,000 in the account which may be used for the following purposes: ➢ Debt may be retired ➢. Expenses related to the water plant ➢ Road paving ➢ Lift station upgrades ➢ Mr. Benson will determine whether or not the generator switch replacement can be associated with this amount, as expenditures must be associated with the water treatment plant. • Mr. Benson commented replacement and repair of the water pipelines in the community will cost approximately $200,000. Monday, 2/3114 7 January 17, 2014 Port of the Islands CID EIGHTH ORDER OF BUSINESS Field Manager's Report A. Discussion of January 2014 Operations Report Mr. Edge presented the January 2014 Operations Report for discussion; a copy of which will be entered into the official record. • Mr. Edge discussed the possibility of upgrading the lift stations. ➢ It will cost approximately $29,000 for both lift stations. ➢ More elaborate upgrades will cost approximately $82,000. ➢ Comparison of the two different types of upgrades was addressed. ➢ Mr. Cox will request permission in writing from the bondholder to use the funds in the construction account as opposed to paying down debt after Mr. Teague discusses this with the Trustee. ➢ The lift station on Cays Drive would need to be done first. • The inoperable fire hydrant needs to be covered. • The Stop Sign still needs to be taken care of. • Mr. Edge will check the hydrant east of the North Hotel. • New traffic control signs need to be placed correctly. • Delinquent accounts will be investigated. NINTH ORDER OF BUSINESS Attorney's Report A. Update on North Hotel Foreclosure Proceedings • The Hearing for Summary Judgment will be held on February 3, 2014 at 9:00 a.m. at the Collier County Courthouse The audio recording ended at this point, therefore, the remainder of the meeting is based solely on the District Manager's notes. B. Update on Liquidated Damages from Xlyem Water Solutions USA (ITT Technologies) • There are no further updates. TENTH ORDER OF BUSINESS Engineer's Report • The wastewater treatment plant permit renewal was submitted to FDEP. Monday, 2/3/14 8 January 17, 2014 Port of the Islands CID • Mr. Benson presented updated water and reuse pump charts; copies of which will be entered into the official record. • Additional monitoring is going to be reduced to every five years. ELEVENTH ORDER OF BUSINESS Supervisors' Requests • Mr. Bissell commented on the wastewater treatment plant. • Mr. Lambert was satisfied with the explanation regarding the mark -up on the benchmark bill. • Mr. Davis provided an update regarding when the fire station facility should be opened. • Mrs. Dillon commented on upcoming activities being planned for the community. TWELFTH ORDER OF BUSINESS Public Comment Period • A Resident commented on the Soto contract and that their services could treat the White Fly infestation. THIRTEENTH 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 1:11 p.m. Calvin Teague Secretary Monday, 2/3/14 9 Norine Dillon Chairperson January 17, 2014 Port of the Islands CID • Mr. Lambert was satisfied with the explanation regarding the mark -up on the benchmark bill. • Mr. Davis provided an update regarding when the fire station facility should be opened. Mrs. Dillon commented on upcoming activities being planned for the community. TWELFTH ORDER OF BUSINESS Public Comment Period • A Resident commented on the Soto contract and offered his services to treat the White Fly infestation. THIRTEENTH 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 1:1 l p.m. Monday, 2/3/14 9