Loading...
10/17/2014 Minutes MINUTES OF MEETING 2 20 i, PORT OF THE ISLANDS B COMMUNITY IMPROVEMENT DIST'. The regular meeting of the Board of Supervisors of the Port of the Islands Community Improvement District was held Friday, October 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 Ed Metz Severn Trent Services Operations Robert Soto Soto's Lawn Service, Inc. Jean Kungle POI Realty Kathryn Kehlmeier Resident Tom Mack Resident The following is a summary of the discussions and actions taken at the October 17,2014 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, 10/31/14 October 17,2014 Port of the Islands CID SECOND ORDER OF BUSINESS Approval of the Minutes of the September 19,2014 Meeting Mrs. Dillon stated each Board member received a copy of the Minutes of the September 19,2014 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 September 19, 2014 Meeting were approved. THIRD ORDER OF BUSINESS Public Comment on Agenda Items • Ms. Kathryn Kehlmeier thanked the Board for having the landscaping taken care of. • The Stop Sign is blocking the POI Sign. FOURTH ORDER OF BUSINESS Old Business A. Review of Landscape Maintenance Performance • Mrs. Dillon did a ride-through on Monday and there were no issues. B. Discussion of Landscape Maintenance Contract Scope of Service Mr. Robert Soto discussed the landscape maintenance contract scope of work; a copy of which will be entered into the official record. • Mr. Soto compared his contract to Mr. Teague's version. • There are differences with the scope of irrigation services and fertilization schedule. • Mr. Soto offered to have his contract rewritten to match the CID's version. • A landscape aerial is recommended. • The fertilization section will be re-worded. • Mrs. Dillon suggested Mr. Soto work with the District Engineer to obtain the drawings and Mr. Davis may assist him. • Mr. Soto confirmed $35 for the battery included labor. • Wet checks are not necessary every two weeks according to the Board. • Mr. Soto will submit a price for lighting. 2 Friday, 10/31/14 October 17, 2014 Port of the Islands CID • Mr.Edge will work with Mr.Soto to better define the irrigation system maintenance support expectations. C. Discussion of Maintenance Agreement and Grant of Easement with the Villages at Stella Maris Master Association Mr.Cox presented a Maintenance Agreement and Grant of Easement for discussion;a copy of which will be entered into the official record. • Code enforcement provisions were removed from the contract. • The agreement will be similar to that of Orchid Cove. • Concerns with parking in the cul-de-sac area is the county's concern, and the Fire Chief may be able to provide assistance. • There is a pothole to be repaired. • The paragraph regarding the attorney fees should be deleted. • The updated Agreement will be presented at the next meeting. 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 September 30,2014 Financial Statements and Check Register Mr. Teague presented the September 30, 2014 Financial Statements and Check Register for the Board's review and approval;copies of which will be entered into the official record. • There is a slight shortfall due to the Motwani situation. • The white bags which are shown as purchased on the Check Register were for calcium carbonate. • Mr. Motwani's water is shut off and still accumulating late fees. • Two of the accounts are for renters. There being no further discussion, On MOTION by Mr. Bissell seconded by Mr. Davis with all in favor, the September 30, 2014 Financial Statements and Check Register were approved. 3 Friday, 10/31/14 October 17,2014 Port of the Islands CID B. Assignment of Fund Balance as of September 30,2014 Mr. Teague presented a motion assigning the fund balance as of September 30, 2014; a copy of which will be entered into the official record. • There is no connection to the Enterprise Fund. • This designates enough cash to meet obligations for the first three months of the Fiscal Year. There being no further discussion, On MOTION by Mr. Davis seconded by Mr. Ziko with all in favor, assignment of the fund balance as of September 30, 2014 in the amount of$105,018 was approved. C. Discussion of Follow-Up Items There being no follow-up items to discuss,the next order of business followed. SEVENTH ORDER OF BUSINESS Field Manager's Report A. Discussion of October 2014 Field Manager's Report Mr. Edge presented the October 2014 Field Manager's Report; a copy of which will be entered into the official record. • Mr. Lambert suggested Mr.Edge provide a more detailed report with photos. B. Severn Trent Operations Scope of Work Considerations • Mr. Edge discussed hiring an employee which will be part of the contract renewal for 2015,and gave the following three options: ➢ Keep staffing the same and continue to incur$20,000 on average per year for the repairs and recertifications of backflow preventers as well as subcontracted labor. ➢ Go from 2.5 to three and make the part-timer a full-time worker and adjust the schedule for an estimated cost of$33,000 per year. ➢ Change staff from 2.5 to 3.5 which will incur an estimated value of$49,000 at an estimated grand total of$69,000. 4 Friday, 10/31/14 October 17,2014 Port of the Islands CID ➢ Hiring of a new employee should be Severn Trent's decision. • Mr. Bissell volunteered to take Mr. Lambert's place to review invoices. C. Stop Sign Inventory and Replacement Report • Two stop signs were replaced. EIGHTH ORDER OF BUSINESS Attorney's Report A. Update on North Hotel Foreclosure Proceedings This item will be discussed during the Closed Executive Session. B. Direct Billing Update • Notices were provided to Bacardi and POI Realty. • The dormitory was foreclosed by Bacardi. C. Report on Bond Fund Usage from Trustee • Money in the Construction Fund can be used for the lift station repairs. • Mr. Edge will present a Work Authorization at the next meeting. NINTH ORDER OF BUSINESS Engineer's Report Mr. Benson presented the water summary report; a copy of which will be entered into the official record. TENTH ORDER OF BUSINESS Supervisors' Requests Hearing no requests from Supervisors,the next order of business followed. ELEVENTH ORDER OF BUSINESS Public Comment Period • A Do Not Enter Sign is hitting the roof of the real estate building; Mr. Edge will investigate. The Board recessed for a short period TWELFTH ORDER OF BUSINESS Closed Attorney/Client Session (Supervisors and Attorney Only) A. Call to Order and Roll Call A motion to commence the Attorney/Client Session is in order. There being no comments or questions, 5 Friday, 10/31/14 October 17,2014 Port of the Islands CID On MOTION by Mr. Davis seconded by Mr. Lambert with all in R favor,the Attorney/Client Session commenced at 12:21 p.m. B. Commencement of Attorney/Client Session This part of the record was transcribed by a Court Reporter and we noticed this Meeting in accordance with the applicable Statutes dealing with this type of Attorney/Client Session. The people who were indicated to be present in the advertisement arc present along with 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. C. Adjournment of Attorney/Client Session There being no further discussion, On MOTION by Mr. Lambert seconded by Mr. Davis with all in favor,the Attorney/Client Session was adjourned at 12:59 p.m. EIGHTH ORDER OF BUSINESS Attorney's Report(Continued) A. Update on North Hotel Foreclosure Proceedings(Continued) On MOTION by Mr. Davis seconded by Mr. Ziko with all in favor, the District Attorney was authorized to proceed with purchasing tax U certificates as directed in Executive Session. FOURTH ORDER OF BUSINESS Old Business(Continued) A. Review of Landscape Maintenance Performance(Continued) Mrs.Dillon presented an estimate from Soto's Lawn Service,Inc.for uplifting of trees for the Board's review and approval;a copy of which will be entered into the official record. • All trees belong to the CID and are on Cays and Newport Drive. • They are hanging over the road. There being no further discussion, 6 Friday, 10/31/14 October 17,2014 Port of the Islands CID On MOTION by Mr. Davis seconded by Mr. Ziko with all in favor, the estimate from Soto's Lawn Service,Inc.in the amount of$2,475 for uplifting of trees was approved subject to the Field Manager verifying the number of trees. THIRTEENTH 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 approximately 1:05 p.m. l Ca vin Te:_ e •" '- •• "' j. Ethony Davis Secretary Chairperson I 1 7 Friday, 10/31/14 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, October 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 Theodore Bissell Anthony Davis Dale Lambert Richard Ziko Also present were: Calvin Teague Daniel Cox Ronald Benson Robert Edge Robert Dick Ed Metz Robert Soto Jean Kungle Kathryn Kehlmeier Tom Mack Chairperson Vice Chairman Assistant Secretary Assistant Secretary Assistant Secretary District Manager District Counsel District Engineer Field Manager Severn Trent Services Operations Severn Trent Services Operations Soto's Lawn Service, Inc. POI Realty Resident Resident The following is a summary of the discussions and actions taken at the October 17, 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, 10/31/14 October 17, 2014 Port of the Islands CID SECOND ORDER OF BUSINESS Approval of the Minutes of the September 19, 2014 Meeting Mrs. Dillon stated each Board member received a copy of the Minutes of the September 19,2014 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 September 19,2014 Meeting were approved. THIRD ORDER OF BUSINESS Public Comment on Agenda Items • Ms. Kathryn Kehlmeier thanked the Board for having the landscaping taken care of. •The Stop Sign is blocking the POI Sign. FOURTH ORDER OF BUSINESS Old Business A. Review of Landscape Maintenance Performance • Mrs. Dillon did aride-through on Monday and there were no issues. B. Discussion of Landscape Maintenance Contract Scope of Service Mr. Robert Soto discussed the landscape maintenance contract scope of work; a copy of which will be entered into the official record. • Mr. Soto compared his contract to Mr. Teague's version. • There are differences with the scope of irrigation services and fertilization schedule. • Mr. Soto offered to have his contract rewritten to match the CID's version. •A landscape aerial is recommended. •The fertilization section will be re-worded. • Mrs. Dillon suggested Mr. Soto work with the District Engineer to obtain the drawings and Mr. Davis may assist him. • Mr. Soto confirmed$35 for the battery included labor. • Wet checks are not necessary every two weeks according to the Board. • Mr. Soto will submit a price for lighting. 2 Friday,10/31/14 October 17,2014 Port of the Islands CID • Mr. Edge will work with Mr. Soto to better define the irrigation system maintenance support expectations. C. Discussion of Maintenance Agreement and Grant of Easement with the Villages at Stella Maris Master Association Mr. Cox presented a Maintenance Agreement and Grant of Easement for discussion; a copy of which will be entered into the official record. • Code enforcement provisions were removed from the contract. • The agreement will be similar to that of Orchid Cove. • Concerns with parking in the cul-de-sac area is the county's concern, and the Fire Chief may be able to provide assistance. •There is a pothole to be repaired. • The paragraph regarding the attorney fees should be deleted. • The updated Agreement will be presented at the next meeting. 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 September 30,2014 Financial Statements and Check Register Mr. Teague presented the September 30, 2014 Financial Statements and Check Register for the Board's review and approval; copies of which will be entered into the official record. •There is a slight shortfall due to the Motwani situation. • The white bags which are shown as purchased on the Check Register were for calcium carbonate. • Mr. Motwani's water is shut off and still accumulating late fees. • Two of the accounts are for renters. There being no further discussion, On MOTION by Mr. Bissell seconded by Mr. Davis with all in favor, the September 30, 2014 Financial Statements and Check Register were approved. 3 Friday,10/31/14 October 17, 2014 Port of the Islands CID B.Assignment of Fund Balance as of September 30,2014 Mr. Teague presented a motion assigning the fund balance as of September 30, 2014; a copy of which will be entered into the official record. •There is no connection to the Enterprise Fund. •This designates enough cash to meet obligations for the first three months of the Fiscal Year. There being no further discussion, On MOTION by Mr. Davis seconded by Mr. Ziko with all in favor, assignment of the fund balance as of September 30, 2014 in the amount of$105,018 was approved. C.Discussion of Follow-Up Items There being no follow-up items to discuss,the next order of business followed. SEVENTH ORDER OF BUSINESS Field Manager's Report A. Discussion of October 2014 Field Manager's Report Mr. Edge presented the October 2014 Field Manager's Report; a copy of which will be entered into the official record. • Mr. Lambert suggested Mr. Edge provide a more detailed report with photos. B. Severn Trent Operations Scope of Work Considerations • Mr. Edge discussed hiring an employee which will be part of the contract renewal for 2015, and gave the following three options: • Keep staffing the same and continue to incur $20,000 on average per year for the repairs and recertifications of backflow preventers as well as subcontracted labor. • Go from 2.5 to three and make the part-timer a full-time worker and adjust the schedule for an estimated cost of$33,000 per year. • Change staff from 2.5 to 3.5 which will incur an estimated value of $49,000 at an estimated grand total of$69,000. 4 Friday, 10/31/14 October 17,2014 Port of the Islands CID • Hiring of a new employee should be Severn Trent's decision. • Mr. Bissell volunteered to take Mr. Lambert's place to review invoices. C. Stop Sign Inventory and Replacement Report • Two stop signs were replaced. EIGHTH ORDER OF BUSINESS Attorneys Report A. Update on North Hotel Foreclosure Proceedings This item will be discussed during the Closed Executive Session. B. Direct Billing Update •Notices were provided to Bacardi and POI Realty. • The dormitory was foreclosed by Bacardi. C. Report on Bond Fund Usage from Trustee • Money in the Construction Fund can be used for the lift station repairs. • Mr. Edge will present a Work Authorization at the next meeting. NINTH ORDER OF BUSINESS Engineer's Report Mr. Benson presented the water summary report; a copy of which will be entered into the official record. TENTH ORDER OF BUSINESS Supervisors' Requests Hearing no requests from Supervisors, the next order of business followed. ELEVENTH ORDER OF BUSINESS Public Comment Period • A Do Not Enter Sign is hitting the roof of the real estate building; Mr. Edge will investigate. The Board recessed for a short period. TWELFTH ORDER OF BUSINESS Closed Attorney/Client Session(Supervisors and Attorney Only) A. Call to Order and Roll Call A motion to commence the Attorney/Client Session is in order. There being no comments or questions, 5 Friday, 10/31/14 October 17, 2014 Port of the Islands CID On MOTION by Mr. Davis seconded by Mr. Lambert with all in favor, the Attorney/Client Session commenced at 12:21 p.m. B. Commencement of Attorney/Client Session This part of the record was transcribed by a Court Reporter and we noticed this Meeting in accordance with the applicable Statutes dealing with this type of Attorney/Client Session. The people who were indicated to be present in the advertisement are present along with 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. C.Adjournment of Attorney/Client Session There being no further discussion, On MOTION by Mr. Lambert seconded by Mr. Davis with all in favor, the Attorney/Client Session was adjourned at 12:59 p.m. EIGHTH ORDER OF BUSINESS Attorney's Report(Continued) A. Update on North Hotel Foreclosure Proceedings(Continued) On MOTION by Mr. Davis seconded by Mr. Ziko with all in favor, the District Attorney was authorized to proceed with purchasing tax certificates as directed in Executive Session. FOURTH ORDER OF BUSINESS Old Business(Continued) A. Review of Landscape Maintenance Performance(Continued) Mrs. Dillon presented an estimate from Soto's Lawn Service, Inc. for uplifting of trees for the Board's review and approval;a copy of which will be entered into the official record. • All trees belong to the CID and are on Cays and Newport Drive. • They are hanging over the road. There being no further discussion, 6 Friday, 10/31/14 October 17, 2014 Port of the Islands CID On MOTION by Mr. Davis seconded by Mr. Ziko with all in favor, the estimate from Soto's Lawn Service, Inc. in the amount of$2,475 for uplifting of trees was approved subject to the Field Manager verifying the number of trees. THIRTEENTH ORDER OF BUSINESS There being no further business, Adjournment On MOTION by Mr. Davis seconded by Mr. Ziko with all in favor, the meeting was adjourned at approximately 1:05 p.m. 7 Friday, 10/31/14