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03/21/2014 Minutes (- 0 57 f [j APR 2 8 2014 MINUTES OF MEETING By V�' 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, March 21, 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 Migdal Severn Trent Services Operations Bert Underwood Severn Trent Services Operations Jean Kungle POI Realty Jack Carey Resident Kathryn Kehlmeier Resident Dan Kelly Resident M. Marchand Resident Diane Moro Resident Dan Truckey Resident The following is a summary of the discussions and actions taken at the March 21, 2014 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. Friday,4/4/14 March 21, 2014 Port of the Islands CID SECOND ORDER OF BUSINESS Approval of the Minutes of the February 21,2014 Meeting Mrs. Dillon stated each Board member received a copy of the Minutes of the February 21, 2014 Meeting; and requested any additions, corrections or deletions. • The Board made changes which will be reflected on the amended minutes. There being no further discussion, On MOTION by Mr. Davis seconded by Mr. Bissell with all in favor, the Minutes of the February 21, 2014 Meeting were approved as amended. THIRD ORDER OF BUSINESS Public Comment on Agenda Items Hearing no comments from audience members,the next order of business followed. The Board concurred to proceed to the Seventh Order of Business, as discussed. SEVENTH ORDER OF BUSINESS Field Manager's Report A. Discussion of March 2014 Operations Report Mr. Edge distributed the March 2014 Operations Report for discussion; a copy of which will be entered into the official record. • Most of the backflow preventer installations have been at Stella Maris. ➢ The next installations will commence on Monday and residents will get door hangers. • A cause was not determined for the recent power outage, but may have been weather-related. • The fire hydrants are being repaired. ➢ Mrs. Dillon has expressed to the Fire Chief the importance of maintaining these hydrants and contacting Severn Trent Services when they experience problems. ➢ Mr. Benson requested a lag or delay time on the canal pump stations. • There is an issue with the lights at Newport. ➢ Mrs. Dillon commented the lights should be elevated. ➢ This will be worked out prior to the next meeting. • The lights at Cays Drive need timers to be installed. Friday,4/4/14 2 March 21, 2014 Port of the Islands CID • Mr. Lambert is not receiving invoices on time and would like to receive them one week ahead. ➢ Any invoices not received one week in advance of the meeting will be considered at the next meeting. • The CID received an honorable mention plaque in the contest for the best-tasting water with the American Waterworks Association. FOURTH ORDER OF BUSINESS Old Business A. Review of Landscape Maintenance Performance B. Update on White Fly Treatment Mrs. Dillon presented a report from Mr. Soto; a copy of which will be entered into the official record. • Mrs. Dillon commented the grass that was put in around the berm adjacent to road to the Gun Club has turned brown,but will be cleaned up next week. • The tree line around the water plant was discussed. ➢ There are three dead Cypress Trees. ➢ The stakes need to be removed by Soto from the Oaks and Cypress Trees. • Soto's contract was discussed. ➢ It renews automatically, but can be terminated at any time on 30 days' notice. ➢ Hector from Allegro will provide a quote for an annual contract for landscape maintenance services. ➢ White Fly treatment should be built into the contract. ➢ Mr. Teague will send the specifications used for the last contract to the Board and Ms. Kehlmeier for review to be included on the next agenda. ➢ Trimming of Palms needs to be addressed in the contract. C. Discussion of Electrical Concerns • Mr.Benson does not expect to hear anything further from LCEC. • Mr. Teague presented Work Authorization No. 94812 to furnish and install a utility power quality meter and display on SCADA computer; a copy of which will be entered into the official record. ➢ The proposed location of the meter was pointed out. ➢ There is a one-year warranty. Friday,4/4/14 3 March 21, 2014 Port of the Islands CID ➢ The Board expressed concerns with the cost of this Work Authorization. ➢ Funds can come out of the construction fund. There being no further discussion, On MOTION by Mr. Lambert seconded by Mr. Davis, with Mrs. Dillon, Mr. Davis and Mr. Lambert voting aye; and Mr. Bissell and Mr. Ziko voting nay, Severn Trent Services Work Authorization No. 94812 in the amount of$9,451 to furnish and install a utility power quality meter and display on SCADA Computer was approved. ➢ The Trustee has not gotten back to Mr. Teague regarding use of the construction fund, but staff will go through all expenses and add smaller expenses to construction fund in order to replenish the general fund. D. North Stella Maris Road and Utility Transfer • Mr. Benson distributed site plans depicting the possible ownership; copies of which will be entered into the official record. Mr. Cox distributed a Maintenance Agreement and Grant of Easement for the Board's review and approval; a copy of which will be entered into the official record. ➢ The utilities are in good working order and were built to Collier County standards. ➢ The street drainage goes into the retention area. ➢ There is concern with the way the street drains off at the west edge of the property. ➢ The roads may be considered in the future. There being no further discussion, On MOTION by Mr. Lambert seconded by Mr. Bissell with all in favor,the Maintenance Agreement and Grant of Easement with the Villages at Stella Maris Master Association, Inc. for maintenance of utilities, with roads to be considered at a future date, was approved. ➢ Mrs. Dillon requested Mr. Benson inspect the road before the Board considers ownership. Friday,4/4/14 4 March 21, 2014 Port of the Islands CID ➢ Mr. Benson will also verify there is no water running off into the canal. • Mr. Benson recommended having an exclusion in the agreement indicating the CID is not taking over any responsibility for their drainage system. • Mr. Benson will obtain and e-mail to the Board all street elevations, including the stormwater system. • Staff will coordinate this information to the HOA. E. Newport Road Signage • Mr. Benson presented a drawing to go with the discussion; a copy of which will be entered into the official record. ➢ Mr. Lambert suggested blocking off the driveway in front of the real estate office. ➢ Some shrubs should be removed or cut back to make for a better view. ➢ Ms. Kehlmeier will work with Soto to get shrubs removed or cut back. ➢ Ms. Kehlmeier will ask Mr. Soto for a recommendation regarding the two areas to make them more visible. FIFTH ORDER OF BUSINESS New Business There being no new business, the next order of business followed. SIXTH ORDER OF BUSINESS District Manager's Report A. Approval of the February 28,2014 Financial Statements and Check Register Mr. Teague presented the February 28,2014 Financial Statements and Check Register for the Board's review and approval;copies of which will be entered into the official record. • Collections were discussed. • Water bills were discussed. • The accounts listed on the report should be shut off. • The District shows a positive cash flow. There being no further discussion, On MOTION by Mr. Bissell seconded by Mr. Lambert with all in favor, acceptance of the February 28, 2014 Financial Statements and Check Register was approved. Friday,4/4/14 5 March 21, 2014 Port of the Islands CID B. Discussion of General Election i. Qualifying Information Mr. Teague presented the qualifying information for discussion; a copy of which will be entered into the official record. ii. Consideration of Resolution 2014-04 Confirming the District's Use of the Collier County Supervisor of Elections to Continue Conducting the District's Election of Supervisors in Conjunction with the General Election Mr. Teague presented Resolution 2014-04 for adoption; a copy of which will be entered into the official record. There being no comments or questions, On MOTION by Mr. Lambert seconded by Mr. Bissell with all in favor, Resolution 2014-04 Confirming Use of the Collier County Supervisor of Elections to Continue Conducting the Election of Supervisors in Conjunction with the General Election was adopted. Mr. Teague discussed follow-up items. • The draft Fiscal Year 2015 Budget will be sent in advance of the next meeting. ➢ The Board may want to consider increasing water rates as opposed to increasing assessments. ➢ A rate study will be done. ➢ The CID collected approximately $92,000 in the first four months for water. • The irrigation costs are now going through the utility fund, with nothing in this regard going into the General Fund. EIGHTH ORDER OF BUSINESS Attorney's Report A. Update on North Hotel Foreclosure Proceedings • The Judge ruled assessments are valid. • The Judge feels the facts are still in dispute,which may require depositions. • Mr. Cox asked Board members to let him know their availability in the event of a deposition. B. Consideration of Engagement Letter for District Counsel Services Mr. Cox presented the Engagement Letter for District Counsel Services for the Board's review and approval; a copy of which will be entered into the official record. Friday,4/4/14 6 March 21, 2014 Port of the Islands CID • Mr. Cox is proposing a flat fee to attend the Board meeting each month of$600 per month;and$225 per hour for additional work. • Mr. Lambert requested an additional month to review the agreement. • The Board would like to look at similar agreements from other law firms. NINTH ORDER OF BUSINESS Engineer's Report Mr. Benson distributed the water summary report for the Board's information; a copy of which will be entered into the official record. • Mr. Benson's contract is from the 1990s and should be renewed. • Rates are based on Collier County rates. TENTH ORDER OF BUSINESS Supervisors' Requests • Mr. Davis announced there is going to be an Open House for the new fire station on April 19th ELEVENTH ORDER OF BUSINESS Public Comment Period • Ms. Kungle commented there are many issues within the fire department. TWELFTH ORDER OF BUSINESS Adjournment There being no further business, On MOTION by Mr. Davis seconded by Mr. Bissell with all in favor,the meeting was adjourned at 12:54 p.m. Calvin Teag Norine Dillon Secretary Chairperson Friday,4/4/14 7