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06/20/2014 Minutes F!LED #43 "kJ".v, C ORID,1 MINUTES PO T OF MEETING DS 2014 JUL 31 qM 11: 3 7 COMMUNITY IMPROVEMENT DISTRICT Ot FPK OF COURTS The regular meeting of the Board of Supervisors of the Port of the Islandommuni y�, Improvement District was held Friday, June 20, 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(Via Telephone) Anthony Davis Assistant Secretary Dale Lambert Assistant Secretary Richard Ziko Assistant Secretary Also present were: Calvin Teague District Manager Daniel Cox District Attorney Ronald Benson District Engineer Robert Edge Field Manager Robert Dick Severn Trent Services Operations Ed Metz Severn Trent Services Operations Jean Kungle POI Realty Numerous Residents The following is a summary of the discussions and actions taken at the June 20, 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. • Mr. Bissell is expected to attend via telephone shortly due to unforeseen circumstances. by by _ u. On MOTION b Mr. Lambert seconded b Mr. Davis with all in favor, Mr. Theodore Bissell was authorized to exercise his voting rights via telephone due to unforeseen circumstances, as discussed. Wednesday,07-02-14 June 20,2014 Port of the Islands CID The record shall reflect Mr. Bissell is now in attendance via telephone. SECOND ORDER OF BUSINESS Approval of the Minutes of the May 16,2014 Meeting Mrs. Dillon stated each Board member received a copy of the Minutes of the May 16, 2014 Meeting; and requested any additions, corrections or deletions. There not being any, On MOTION by Mr. Lambert seconded by Mr. Davis with all in favor,the Minutes of the May 16,2014 Meeting were approved. THIRD ORDER OF BUSINESS Public Comment on Agenda Items Hearing no comments from the public,the next order of business followed. FOURTH ORDER OF BUSINESS Old Business A. Review of Landscape Maintenance Performance • There was no ride-through this month,but no issues have been identified. • The sprinklers on Cays Drive were running all day,but have been repaired. • A timer was installed on the east side of the Cays Drive lighting system to be synchronized with the one on the west side. B. Discussion of Landscape Maintenance Contract Mrs. Dillon presented a draft landscape contract for discussion; a copy of which will be entered into the public record. • Broken sprinkler heads on Cays Drive should be repaired and paid for by the landscaper since they are usually broken by the mowers. • Mr. Cox suggested adding a statement indicating the sprinkler heads will be inspected prior to and after mowing, which is known as a wet check. • A walk-through should be done with the Field Manager. • Fertilization should not be done during the wet season. • Broken lighting and rain sensors should also be the responsibility of the contractor. • The current contract includes trimming of trees, and includes removal of coconuts through a different cutting scheme. 2 Wednesday,07/02/14 June 20, 2014 Port of the Islands CID • Mr. Davis was asked to find out whether 12 or 15 feet of trimming is covered under Workmen's Compensation. • A map should be done showing all control stations and sprinklers. • An alternate bid will be done. • Mr. Davis will make all requested changes to the Scope of Work. • The Board would like to receive a monthly report to be placed on the agenda for the Board meeting. • Mr. Cox will send language to be included on the contract regarding the need for better communication with the landscaper on site. • The changed contract will be sent to the Board for review; after which a copy will be sent to Soto along with the CID's expectations. C. Newport Road Traffic Control and Other Traffic Safety Issues A Project Summary was distributed to the Board for discussion; a copy of which will be entered into the official record. • More pots are needed to serve as barricades. • The contract will be amended to include painting of the ovals and the pots. • Another Stop Sign should be installed to the left of Newport. • A median will be painted in the middle of the area around the pots. • An arrow should be painted on the road. • Approximately$200 has been added to the contract. • The striping and signage will be done on July 21 and 22. D. Coconut Palm Trimming Bids • Mr. Edge has not received any bids to date from Soto. FIFTH ORDER OF BUSINESS New Business There being no new business to discuss,the next order of business followed. ,SIXTH ORDER OF BUSINESS District Manager's Report A. Approval of the May 31,2014 Financial Statements and Check Register Mr. Teague presented the May 31, 2014 Financial Statements and Check Register for the Board's discussion and acceptance; a copy of which will be entered into the official record. • Mr. Teague presented a sheet with the non-ad valorem special assessments to date. 3 Wednesday,07/02/14 June 20, 2014 Port of the Islands CID ➢ Everything with the exception of Mr. Bruce Holecek and the hotel has either been paid or purchased through the tax certificate sale. ➢ If the two tax certificates do not sell, a lien will be placed on the property by the county. ➢ Mr. Cox discussed this process. • The description of Federal Express charges will be listed on the Check Register. • The CID is in the third year of the audit contract, and the 2014 audit is covered. There being no further discussion, On MOTION by Mr. Davis seconded by Mr. Lambert with all in favor, acceptance of the May 31, 2014 Financial Statements and Check Register was approved. B. Questions and Comments on the Proposed Fiscal Year 2015 Budget • There is no assessment increase. • The rate increase will be proposed with a utility CPI increase avoiding the formal utility rate study. • The Public Hearing regarding the rate increase of 3% will take place at the July meeting. C. Use of Construction Fund • Mr. Cox sent a letter to the Bond Trustee explaining what was validated along with a copy of the Capital Improvement Plan. • The project was not authorized. • Mr. Cox will follow up in writing regarding this project. Mrs. Dillon wants to know how Mr. Motwani's water bill will get paid. • Mr. Cox will file a notice in the public record there is an unpaid utility bill which must be paid before services are provided to the property. • Mr. Cox will send a form for Mr. Teague to sign as District Manager, which will be recorded. SEVENTH ORDER OF BUSINESS Field Manager's Report A. Discussion of June 2014 Field Manager's Report • Ed Metz will be the new Lead Operator. 4 Wednesday,07/02/14 June 20, 2014 Port of the Islands CID • Mr. Edge will spend most of his time in the facility office. • Mr. Edge will continue to monitor the mosquito spraying. The record shall reflect Mr. Bissell exited the meeting via telephone. ➢ Mr. Edge will check to see if mosquito spraying can take place three days per week. • There have been some MBR repairs. • Mr. Edge is hoping to have Work Authorizations available to repair the lift stations. B. Discussion of Leaky Backflow Preventers • Debris gets into the backflow preventer which obstructs the seal. • They need to be certified before repairs can take place. • Staff is considering trying to do this in-house. Mr. Lambert discussed Severn Trent's operating invoices. • Some appear to be presented more than once and there is a question as to whether or not it is being paid twice. • The system does not allow this to happen according to Mr. Teague. • Mr. Teague suggested a spreadsheet can be done listing all of the Work Authorizations and the status. • Mr. Edge will investigate. The accident which tore out the trees was discussed. • Mr. Edge has to wait 30 days for the police report, as he did not have identification to pick up the report. EIGHTH ORDER OF BUSINESS Attorney's Report A. Update on North Hotel Foreclosure Proceedings • The Bacardi Foundation asked for an extension to file their initial brief to July 15th, which was granted; and ruling is expected in October. • Mr. Cox discussed Mr. Navar, who is proposing to purchase and rehabilitate the property. • He intends on purchasing the property for$1,100,000 and paying back a$350,000 purchase money note, which will bring$750,000 cash to the table. • The debt service needs to be paid. 5 Wednesday,07/02/14 June 20, 2014 Port of the Islands CID • The rate should not change. • Mr. Cox discussed the procedure. The record shall reflect Mr. Bissell re-joined the meeting via telephone. • The Board will make no additional concessions and there will be no negotiation of the delinquent assessments. B. Discussion of Direct Billing of Some Assessments • Direct billing of assessments will be discussed further once it is determined whether or not the tax certificates sold. NINTH ORDER OF BUSINESS Engineer's Report Mr. Benson presented a report on reuse of reclaimed water; a copy of which will be entered into the official record. Mr. Benson discussed the DEP permit. • The requirements for monitoring have been substantially reduced from what they were. • The total dissolved solids limit was removed from the permit, as it does not apply to this District. TENTH ORDER OF BUSINESS Supervisors' Requests Hearing no requests from Supervisors, the next order of business followed. ELEVENTH ORDER OF BUSINESS Public Comment Period Hearing no comments from the public, the next order of business followed. 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 12:49 p.m. Calvin Teague — Norine Dillon Secretary Chairperson 6 Wednesday,07/02/14 June 20, 2014 Port of the Islands CID The record shall reflect Mr. Bissell re-joined the meeting via telephone. • The Board will make no additional concessions and there will be no negotiation of the delinquent assessments. B. Discussion of Direct Billing of Some Assessments • Direct billing of assessments will be discussed further once it is determined whether or not the tax certificates sold. NINTH ORDER OF BUSINESS Engineer's Report Mr. Benson presented a report on reuse of reclaimed water; a copy of which will be entered into the official record. Mr. Benson discussed the DEP permit. • The requirements for monitoring have been substantially reduced from what they were. • The total dissolved solids limit was removed from the permit, as it does not apply to this District. TENTH ORDER OF BUSINESS Supervisors' Requests Hearing no requests from Supervisors,the next order of business followed. ELEVENTH ORDER OF BUSINESS Public Comment Period Hearing no comments from the public,the next order of business followed. 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 12:49 p.m. Adr Calvin Teagt No ine Dillon Secretary / Chairperson 6 Wednesday,07/02/14