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04/18/2014 Minutes 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, April 18, 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 Bert Underwood Severn Trent Services Operations Alan McLaughlin Ochopee Fire Department Jean Kungle POI Realty Jack Carey Resident Kathryn Kehlmeier Resident Dan Kelly Resident M. Marchand Resident Diane Mare Resident Dave Molberg Resident Robert McLaughlin Resident Nancy Riggott Resident Ken Riizzott Resident Dan Truckey Resident The following is a summary of the discussions and actions taken at the April 18, 2014 Port of the Islands Community Improvement District's Board of Supervisors Meeting. Monday,4/28/14 Port of the Islands Community ImprovementFlAiArict Severn Trent Services, Management Services Diiiisi gT 43 210 North University Drive, Suite 702 —Coral Springs Florida 33071 ' FL ORIOA (954) 753-5841 —(954) 345-1292 Fax20I4 MAY 29 AM II: 08 CLERK OF COURTS C May 20, 2014 Memorandum To: Mr. Robert Dick Severn Trent Services, Inc. 5911 Country Lakes Drive Fort Myers, Florida 33905 Reference: Minutes of Meeting Held April 18, 2014 and Approved May 16, 2014 From: 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: Ms. 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 April 18, 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 March 21,2014 Meeting Mrs. Dillon stated each Board member received a copy of the Minutes of the March 21, 2014 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 March 21, 2014 Meeting were approved. THIRD ORDER OF BUSINESS Public Comment on Agenda Items • Ms. Kehlmeier reminded everyone the Open House for the new fire department will be Saturday,April 19, 2014 from 9:00 a.m.to 11:00 a.m. FOURTH ORDER OF BUSINESS Presentation by Chief McLaughlin Regarding Fire Department Updates • Chief McLaughlin briefly discussed the Open House. • The department was given a high ISO rating. • Chief McLaughlin discussed the history of this department. • The Chiefs request for a land lease for the property next to the water plant was discussed. ➢ A training area of one and one-half acres is needed which must be in a non-residential area and have a water supply. • Mr. Dick advised, with the Board's permission, the fire department may want to interact with Severn Trent Services Operations staff to become familiar with the chemicals used at the plant. THIRD ORDER OF BUSINESS Public Comment on Agenda Items (Continued) • Ms. Marchand commented on issues with her temporary water shutoff. ➢ Mr. Edge will ensure this is done. Monday,4/28/14 2 April 18, 2014 Port of the Islands CID FIFTH ORDER OF BUSINESS Old Business A. Review of Landscape Maintenance Performance Mrs. Dillon did a ride-through around the community with Mr. Edge, which was not attended by Mr. Soto. However, Mr. Soto did a walk-through the next day and provided a report; a copy of which will be entered into the official record. B. North Stella Maris Road and Utility Transfer Mr. Benson presented an as built of the approved drainage plan; a copy of which will be entered into the official record. • The HOA is responsible for stormwater management and streetlights. • The utilities are the CID's responsibility. • Some roads are on easements. • Mr. Benson recommends the CID take over the road in question as an easement. • The drainage system should remain with the HOA. • A Resident commented Code Enforcement cannot remove anything from that road until the CID takes it over. There being no further discussion, On MOTION by Mr. Lambert seconded by Mr. Bissell with all in favor, the District Manager, District Counsel and District Engineer were authorized to prepare an easement agreement for the North Stella Maris Road transfer based on the District Engineer's recommendations. A. Review of Landscape Maintenance Performance(Continued) Ms. Kehlmeier submitted a spreadsheet of specifications for the landscape contract; a copy of which will be entered into the official record. • The competitor contract on the spreadsheet is from Big Cypress. • The present contract may be terminated upon 30 days. • Mr. Teague does not believe Soto is meeting their specifications. ➢ There are issues with the condition of the curve. ➢ There are weed problems. ➢ They do not fill out a weekly maintenance worksheet. • Mr. Edge suggested creation of a checklist which he can go over during the monthly ride-through. Monday,4/28/14 3 April 18, 2014 Port of the Islands CID • The Board and Ms. Kehlmeier would like to review the present contract, which Mr. Teague will e-mail. C. Newport Road Signage Mr. Benson distributed a copy of the most recently approved Collier County SDP, which was marked up; a copy of which will be entered into the official record. • The Board is in favor of placing terracotta pots with plants to serve as traffic barriers. • Mrs. Dillon suggests Cactus. • The Board also wants the stop bars refurbished. • The painting should cost approximately$200. • New Stop Signs will also be needed. There being no further discussion, On MOTION by Mr. Ziko seconded by Mr. Davis with all in favor, the District Manager was authorized to seek bids to have terracotta pots with plants placed, Stop Signs and stop bars installed at the Newport entrance as specified in the approved Collier County SDP in an amount not to exceed$5,000. SIXTH ORDER OF BUSINESS New Business • Someone wants to purchase five acres of property at the end of Cays Drive and wants to know the cost to purchase an ERC. • This is not a residential lot. • The Board confirmed this can be done in accordance with the current policy. SEVENTH ORDER OF BUSINESS District Manager's Report A. Approval of the March 31,2014 Financial Statements and Check Register Mr. Teague presented the March 31, 2014 Financial Statements and Check Register for the Board's discussion and acceptance; copies of which will be entered into the official record. • The County has not provided an updated report of collections. • Mr. Motwani is incurring late charges on his water bill. • Mr. Lambert asked for a report on FedEx charges indicating whether the charges are associated with Operations or Management on a regular basis. • The bond was discussed. Monday,4/28/14 4 April 18, 2014 Port of the Islands CID ➢ The Construction Account may be closed out and the funds transferred to another fund to pay out. ➢ Union Road may be paved with these funds, but the lift stations cannot be refurbished or replaced. ➢ Mr. Cox will investigate further if anything can be done. ➢ This will be discussed next month. There being no further discussion, On MOTION by Mr. Davis seconded by Mr. Bissell with all in favor, acceptance of the March 31, 2014 Financial Statements and Check Register was approved. B. Discussion of Fiscal Year 2015 Budget Mr. Teague presented the draft Fiscal Year 2015 Budget for discussion; a copy of which will be entered into the official record. • The proposed Capital Improvement Program is included in the amount of approximately$30,000. • There is a slight increase as follows: ➢ Hotel Rooms-$15. ➢ Condominium Units-$21. ➢ Single-Family Homes-$28. ➢ The increase may be decreased to zero if funds are withdrawn from the Capital Improvement Program. ➢ The Board concurred to have no assessment increase. • The Board concurred to having Agenda Packages sent via e-mail only, with stapled copies to be brought to the meeting. • This budget does not anticipate any increases in water rates. C. Discussion of Utility Rate Adjustment • Mr. Teague suggested a CPI increase to show that costs increased enough to warrant a rate increase. Monday,4/28/14 5 April 18, 2014 Port of the Islands CID EIGHTH ORDER OF BUSINESS Field Manager's Report A. Discussion of April 2014 Operations Report Mr. Edge presented the April 2014 Operations Report for discussion; a copy of which will be entered into the official record. • Mr. Lambert discussed the fire hydrants and the need for more thorough inspections. • The sidewalk which was torn out will be used to tress up the pump station. • Mr. Lambert is concerned staff may be stretched too thin and whether there are enough staff available to get everything done. • Mrs. Dillon is concerned with the mosquitoes and the spraying should be commenced a couple of weeks early. • Mr. Davis noticed a faint odor in the water. ➢ Mr. Edge will increase flushing. • Staff is working on the power monitoring units. TENTH ORDER OF BUSINESS Engineer's Report Mr. Benson presented the Water Resource Summary for discussion; a copy of which will be entered into the official record. • The peak irrigation month is the same as last year. A. Discussion of Engineering Firm Rate Adjustments Mr. Benson presented a draft contract for professional engineering services for discussion; a copy of which will be entered into the official record. • Mrs. Dillon requested a rate comparison from the last contract. NINTH ORDER OF BUSINESS Attorney's Report 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. Mr. Bissell MOVED to approve the Engagement Letter for District Counsel Services with Daniel H. Cox, P.A., Attorney at Law; and Mr. Davis seconded the motion. • Mr. Cox does not charge the same amount when attending via telephone. • Mr. Cox is exempt from Workmen's' Compensation. Monday,4/28/14 6 April 18,2014 Port of the Islands CID • Liability insurance has increased. • Transportation is included in the fee. There being no further discussion, On VOICE vote with all in favor, the prior motion was approved. ELEVENTH ORDER OF BUSINESS Supervisors' Requests Hearing no requests from Supervisors,the next order of business followed. TWELFTH ORDER OF BUSINESS Public Comment Period • Ms. Kehlmeier is leaving for the season as of May 1, 2014, but will be available if needed. • Ms. Kungle indicated many residents were having issues with e-mail recently. NINTH ORDER OF BUSINESS Attorney's Report(Continued) A. Update on North Hotel Foreclosure Proceedings On MOTION by Mr. Bissell seconded by Mr. Davis with all in favor, this meeting was recessed at 1:01 p.m.to commence the Executive Session regarding the North Hotel Foreclosure Proceedings. This part of the record was transcribed by a Court Reporter. Upon conclusion of this litigation, the transcript prepared by the Court Reporter will be made public at one of our future meetings. On MOTION by Mr. Bissell seconded by Mr. Davis with all in favor,the Executive Session regarding the North Hotel Foreclosure Proceedings was adjourned and the Open Session of the Board meeting was reconvened at 2:00 p.m. Monday,4/28/14 7 April 18, 2014 Port of the Islands CID THIRTEENTH ORDER OF BUSINESS Adjournment There being no further business, On MOTION by Mr. Ziko seconded by Mr. Bissell with all in favor,the meeting was adjourned at 2:00 p.m. (m,,,-.4C., , If: If Calvin Tea;ite°° N'tine Dillon '- Secretary ''1 Chairperson Monday,4/28/14 8