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05/16/2014 Minutes JUL 1 2014 MINUTE OF MEETING - —J PORT OF THE ISLANDS Wifr COMMUNITY IMPROVEMENT DISTRICT By The regular meeting of the Board of Supervisors of the Port of the Islands Community Improvement District was held Friday, May 16, 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 Bonnie Wiggins Severn Trent Services Operations The following is a summary of the discussions and actions taken at the May 16, 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. SECOND ORDER OF BUSINESS Approval of the Minutes of the April 18,2014 Meeting Mrs. Dillon stated each Board member received a copy of the Minutes of the April 18, 2014 Meeting; and requested any additions,corrections or deletions. • One minor correction was made which will be reflected in the amended minutes. Tuesday,6/3/14 May 16,2014 Port of the Islands CID There being no further discussion, On MOTION by Mr. Davis seconded by Mr. Lambert with all in favor,the Minutes of the April 18, 2014 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 and Mr. Edge did a walk-through of the property and the following issues were addressed: • The Coconut Palms need to be trimmed,which requires a proposal for the Board's approval. • There were issues with the timers,but they are currently working. • There are spotty areas of dead grass which will be watered. • A sprinkler head was replaced on the median. • The timers are old. B. Discussion of Landscape Maintenance Contract Mr. Davis presented a recommended set of specifications for landscape maintenance; a copy of which will be entered into the official record. • Trimming of Coconut Palms and replacement of broken sprinkler heads are part of the proposed contract. • Mrs. Dillon suggested submitting this as a draft to Soto. • The Board will transmit any comments to Mr. Teague and come up with a contract to be discussed at the next meeting. C. Villages of Stella Maris Road Transfer The redlined and final agreement was presented to the Board; a copy of which will be entered into the official record. • Mr. Cox will send a letter to the head of Code Enforcement with a copy to the County Attorney asking them to look at their practices and determine whether or not this is sufficient for them. ➢ It will be presented after a response from Code Enforcement. 2 Tuesday,6/3/14 May 16, 2014 Port of the Islands CID • There are drainage issues on the roadway. • The CID is not taking over the road from a storm water standpoint. • The developer and HOA are to maintain it in perpetuity to county standards. • The water does not flow straight into the canal. • Mr. Benson recommends the CID take an easement on the road without taking any responsibility for the storm water. • Drainage is excluded. • The HOA should be made aware there are drainage issues which need to be taken care of. • The CID can get No Parking Signs for the curve. • The CID would only have to re-surface the road as permitted. There being no further discussion, On MOTION by Mr. Davis seconded by Mr. Bissell with all in favor, the Agreement for the Villages of Stella Maris Road Transfer was approved as discussed; and the Chairperson was authorized to execute said Agreement. D. Newport Road Signage Mr. Teague presented a summary and report from Ms. Kehlmeier; a copy of which will be entered into the official record. • There is approximately 12,000 feet of striping and quotes were received. • The price for striping is$5,000 to$12,000 and does not include the stop bars. • There are 17 stop bars. • Four Stop Signs were recently installed at the entrance. • The planning area includes the pots. • Creation of two islands is the most expensive item. • The Board is in favor of the pots as opposed to the islands. There being no further discussion, 3 Tuesday,6/3/14 May 16, 2014 Port of the Islands CID On MOTION by Mr. Davis seconded by Mr. Lambert with all in favor, the Newport Road signage work was approved as discussed using pots instead of extending the islands in an amount not to exceed$15,000. FIFTH ORDER OF BUSINESS New Business A. Discussion of Request for Union Road Access from the Florida Department of Agriculture and Consumer Services • The county wants a campground in this area. • The road from the plant to the well field is Louland's property. • The CID has an easement. • It may be beneficial for the CID to have an agreement of this nature. • Union Road is a public road. • Mr. Benson commented the CID will need to remind the state of the following items: ➢ There is a well field just to the east of the location they are proposing for the campground. ➢ There is a well field protection area. ➢ This is an area of water reservation,which is restrictive in nature. • Mr. Cox suggested they be told it is a public road and the point at which it turns into the easement; they will have to deal with Louland; as well as be told about the well field. • Mr. Teague will respond for Mr. Cox. SIXTH ORDER OF BUSINESS District Manager's Report A. Approval of the April 30,2014 Financial Statements and Check Register Mr. Teague presented the April 30,2014 Financial Statements and Check Register for the Board's review and approval; copies of which will be entered into the official record. • Collections are running well. • Lake Lincoln is a developer property. • The tax sale runs from May 30`n through June 6m • Mr. Cox identified use of the construction fund for the lift stations. 4 Tuesday,6/3/14 May 16,2014 Port of the Islands CID ➢ Mr. Cox suggested explaining to the Trustee that the lift stations were listed on the CIP from 2009 which was in effect at the time the Resolution authorizing issuance of the bonds was adopted. ➢ Mr. Cox is awaiting a response from the Trustee's attorney. There being no further discussion, On MOTION by Mr. Bissell seconded by Mr. Davis with all in favor, the April 30, 2014 Financial Statements and Check Register were approved. B. Report on Number of Registered Voters—477 Mr. Teague presented a report from the Collier County Supervisor of Elections indicating there are 477 registered voters in the District; a copy of which will be entered into the official record. C. Acceptance of the Fiscal Year 2013 Audit Mr. Teague presented the Audit for the Fiscal Year ended September 30, 2013 for the Board's discussion and acceptance; a copy of which will be entered into the official record. • It is a clean Audit. • Mr. Teague will check the Audit Engagement Letter to determine the timeframe for the Audit. Mr. Davis MOVED to accept the Audit for the Fiscal Year ended September 30, 2013 and authorize the Chairperson to execute the Annual Financial Report. • Depreciation expenses were discussed. • The fund balance is solid. Mr.Ziko SECONDED the prior motion. There being no further discussion, On VOICE vote with all in favor, the Audit for the Fiscal Year ended September 30, 2013 was accepted and the Chairperson was authorized to execute the Annual Financial Report. 5 Tuesday,6/3/14 May 16,2014 Port of the Islands CID D. Distribution of the Proposed Budget for Fiscal Year 2015 and Consideration of Resolution 2014-05 Approving the Budget and Setting the Public Hearing Mr.Teague presented the Proposed Fiscal Year 2015 Budget for consideration along with Resolution 2014-05; copies of which will be entered into the official record. • Page 14 indicates an increase in assessments,which will have to be corrected. • The Board directed there be no assessment increase on any of the units. There being no further discussion, On MOTION by Mr. Ziko seconded by Mr. Bissell with all in favor, Resolution 2014-05 Approving the Budget for Fiscal Year 2015 and Setting a Public Hearing Thereon Pursuant to Florida Law to be held Friday,August 15,2014 at 10:00 a.m. at the Orchid Cove Clubhouse; 25005 Peacock Lane; Naples, Florida was adopted. • Mr. Teague commented the CID may assess in the event of an emergency, but cannot include it on the tax roll. • The Budget may be amended at any time. • The CID has a healthy General Fund balance. E. Discussion of Utility Rate Adjustment • Mr.Teague and Mr. Cox believe the CID is better off with a CPI increase. • The last rate increase was in 1998. • A tiered rate structure was adopted a couple of years ago. • Mr. Teague distributed two sheets, one showing a 5%, 10%and 15%increase and the other showing how much money would be generated by each increase. • Operations need to be equitably funded. • Mr. Lambert proposed to go with the 10%increase. • The Board will have to go through the rulemaking process in which the tables showing the increases and the impact on the revenue stream are published. • The rates may be increased on an annual basis without having additional Public Hearings as long as the initial Hearing indicates this to be the case. There being no further discussion, 6 Tuesday,6/3/14 May 16,2014 Port of the Islands CID On MOTION by Mr. Bissell seconded by Mr. Ziko with all in favor, a Public Hearing for Rulemaking directing staff to present a 10% increase as well as an annual CPI adjustment on utility rates, shall be set for Friday, July 18, 2014 at 10:00 a.m. at the Orchid Cove Clubhouse; 25005 Peacock Lane;Naples,Florida. • The most current rules will be presented. Mr.Teague discussed follow-up items. • The postage needs to be broken out and the Board would like a detailed description of Federal Express charges. SEVENTH ORDER OF BUSINESS Field Manager's Report A. Discussion of May 2014 Field Manager's Report Mr. Edge presented the May 2014 Field Manager's Report for discussion; a copy of which will be entered into the official record. • Wiring work will have to be done as a result of the recent fire near the canal pump station. ➢ The damage was minimal and the insurance deductible will not cover it. ➢ The lines were repaired and the Board is waiting for a bill. • A vehicle ran off the road on Cays Drive, hit the median and knocked down a couple of trees. ➢ Soto will clean out the area. ➢ Staff will pursue the driver's insurance company. • The mosquito sprayer needs to be repaired. • Mr. Edge introduced Ms. Bonnie Wiggins,the Administrative Assistant. • Mr. Underwood has resigned as of May 23,2014. • A neighbor of Mr. Lambert's had yellow in their water, which Mr. Edge will check on. • The controller for the irrigation is going to be changed. • The repair&maintenance schedule should be updated. • A new backflow preventer costs over$300. ➢ DEP adopted a rule recently mandating testing of backflow preventers every two years instead of every year. 7 Tuesday,6/3/14 May 16,2014 Port of the Islands CID ➢ The Board discussed the possibility of certifying someone to maintain the backflow preventers. EIGHTH ORDER OF BUSINESS Attorney's Report A. Update on North Hotel Foreclosure Proceedings • Mr. Cox did the deposition and is waiting for a trial date. • Mr.Cox will file a motion for Summary Judgment. NINTH ORDER OF BUSINESS Engineer's Report A. Discussion of Engineering Firm Rate Adjustments • The last time there was a rate increase was February 2007. • Mr. Benson will charge the District$175 per hour. • Mr. Benson suggests using the Collier County rates which will be good for five years. • The Board approved use of the recently adopted Collier County rates for engineering services. The term for which these rates will apply will be the same as Collier County. In addition, Mr. Benson clarified he will bill the CID his time at the rate of "Senior Project Manager," which is $172 per hour, even though Collier County has him classified as"Principal"at a higher billing rate. There being no further discussion, On MOTION by Mr. Bissell seconded by Mr. Davis with all in favor, retainage of Hole Montes as the District Engineering firm in the amount of$172 per hour was approved as discussed. EIGHTH ORDER OF BUSINESS Attorney's Report(Continued) • Mr. Cox discussed the possibility of direct-billing the two large properties which have not been paid to date. • If the tax certificates do not sell,the CID gets no money. • Foreclosure is an option. • Mr. Cox will prepare something in writing for the Board's consideration at the next meeting. 8 Tuesday,6/3/14 May 16,2014 Port of the Islands CID NINTH ORDER OF BUSINESS Engineer's Report(Continued) Mr. Benson briefly discussed the Water Resource Summary Report; a copy of which will be entered into the official record. TENTH ORDER OF BUSINESS Supervisors' Requests • Mrs. Dillon inquired about the other property for the fire department training and was told nothing to report at this time. ELEVENTH ORDER OF BUSINESS Public Comment Period Hearing no comments from the public,the next item followed. TWELFTH ORDER OF BUSINESS Adjournment There being no further business, On MOTION by Mr. Davis seconded by Mr. Ziko with all in favor,the meeting was adjourned at 12:50 p.m. 141(401 ./AWAIII Calvin Teague orine Dillon Secretary Chairperson 9 Tuesday,6/3/14