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11/21/2014 Minutes [E2m ,To 11 ?r1S- MINUTES OF MEETING By l_ 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, November 21, 2014 at 10:00 a.m. at the Orchid Cove Clubhouse; 25005 Peacock Lane;Naples, Florida. Present and constituting a quorum were: J.Anthony Davis Chairman Norine Dillon Vice Chairperson Dale Lambert Assistant Secretary Theodore Bissell 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 Mike Miller Severn Trent Services Operations Robert Soto Soto's Lawn Service Jean Kungle POI Realty Kathryn Kehlmeier Resident Tom Mack Resident The following is a summary of the discussions and actions taken at the November 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; Supervisors and staff introduced themselves. Friday,12/5/14 November 21,2014 Port of the Islands CID SECOND ORDER OF BUSINESS Organizational Matters A. Oath of Office for Supervisors Elected Via the General Election (Mr.J.Anthony Davis and Mr.Theodore Bissell) • Both Mr.Davis and Mr.Bissell already subscribed to their Oaths of Office with the Division of Elections and have submitted all necessary paperwork and fees. B. Designation of Officers—Resolution 2015-1 Mr.Teague presented Resolution 2015-1 for adoption;a copy of which will be entered into the official record. Mr. Ziko NOMINATED Mr. J. Anthony Davis to serve as Chairman. There being no further nominations with all in favor,Mr. J.Anthony Davis was appointed as Chairman. Mr. Ziko NOMINATED Mrs. Norine Dillon to serve as Vice Chairperson. There being no further nominations with all in favor, Mrs. Norine Dillon was appointed as Vice Chairperson. There being no further discussion, On MOTION by Mr. Ziko seconded by Mr. Lambert with all in favor, Resolution 2015-1 Designating Officers of the District with Mr. J. Anthony Davis to serve as Chairman; Mrs. Norine Dillon to serve as Vice Chairperson; Mr. Calvin Teague to remain as Secretary; Mr. Robert Koncar to remain as Treasurer; Mr. Stephen Bloom to remain as Assistant Treasurer and Mr. Theodore Bissell, Mr. Dale Lambert and Mr. Richard Ziko to serve as Assistant Secretaries,was adopted. THIRD ORDER OF BUSINESS Approval of the Minutes of the October 17,2014 Meeting Mr. Davis stated each Board member received a copy of the Minutes of the October 17, 2014 meeting and requested any additions,corrections or deletions. There not being any, On MOTION by Mrs. Dillon seconded by Mr. Bissell with all in favor,the Minutes of the October 17,2014 Meeting were approved. 2 Friday, 12/5/14 November 21, 2014 Port of the Islands CID FOURTH ORDER OF BUSINESS Public Comment on Agenda Items Hearing no comments from the audience,the next order of business followed. FIFTH ORDER OF BUSINESS Old Business A. Review of Landscape Maintenance Performance Mrs.Dillon discussed her ride-through with Mr.Soto,Mr.Edge and Ms.Kehlmeier;a copy of the report will be entered into the official record. • There is a Gumbo Limbo Tree on Newport which was hit by a vehicle. The tree needs to be saved. Soto provided an estimate in the amount of$250 to repair the tree. A substantial part of the tree was damaged. Soto should advise whether or not it makes sense to save the tree. • There are many ant mounds which need to be treated. • There are two Cassia Trees at the main entrance on the US 41 side of the realty office which look bad. Ms. Kehlmeier and Mrs. Dillon recommended removing them,which will cost approximately$75 per tree. There being no further discussion, On MOTION by Mrs. Dillon seconded by Mr. Lambert with all in favor, trimming and removal of damaged trunk from a Gumbo Limbo Tree was approved. Upon further discussion, On MOTION by Mrs.Dillon seconded by Mr.Ziko with all in favor, removal of the two damaged Cassia Trees in the amount of$150 was approved. • There are two Cypress Trees near the water plant which are dead. There is no need to replace them. They will be removed at no cost to the District. 3 Friday,12/5/14 November 21,2014 Port of the Islands CID SIXTH ORDER OF BUSINESS New Business A. Discussion of Estimate from Soto's Lawn Service for Uplifting of Hardwood Trees • This was approved at the last meeting and the work has been done. • Mr. Lambert suggested all trimming take place at the start of the stormy season. FIFTH ORDER OF BUSINESS Old Business(Continued) B. Discussion of Landscape Maintenance Contract • This contract should be consistent with the fiscal year,from October to October. • Changes in red were made by Mr. Soto. • Soto will now make any changes or repairs with lighting. A light bulb will present an additional charge,but not the actual check-up or repair on the lighting. • Mr. Cox will draw up a contract to include these items to present for the Board's consideration after the holidays. • The dollar amount will be on a separate scope of work. C. Discussion of Utility Delinquent Billing • Mr. Teague presented a copy of a letter he sent to delinquent owners; a copy of which will be entered into the official record. • Mrs.Dillon suggested the delinquent report can be shortened,but will remain since a couple of Board members prefer the report to remain. • No responses to the letters have been received to date. SIXTH ORDER OF BUSINESS New Business(Continued) Paving of Union Road was discussed. • Mr. Benson presented bids;copies of which will be entered into the official record. • A lengthy discussion ensued. • Mr. Benson commented the county forced the CID to pave the road at the time permits were being applied for the water treatment plant. • The bids need to be revised based on the discussion. • The road from Union Road to the gun club was constructed and is owned by the gun club. 4 Friday,12/5/14 November 21,2014 Port of the Islands CID Mr. Lambert MOVED to accept the bid from Brandanna, Inc. as adjusted in the approximate amount of$19,000 for the change in the length of the gravel road on Union Road from the North Hotel to the Wastewater Treatment Plant;and Mrs. Dillon seconded the motion. • A couple of Board members suggested waiting for the adjusted bid before voting today. There being no further discussion, On VOICE vote with Mr. Davis, Mrs. Dillon and Mr. Lambert voting aye; and Mr. Bissell and Mr. Ziko voting nay, the prior motion was approved as discussed. SEVENTH ORDER OF BUSINESS District Manager's Report A. Approval of the October 31,2014 Financial Statements and Check Register Mr. Teague presented the October 31, 2014 Financial Statements and Check Register for the Board's review and approval; copies of which will be entered into the official record. • The allowance for doubtful collections is for the Motwani situation. • The expense for Mr. Cox in reference to the Motwani situation is reflected on the balance sheet. Costs may have been accrued to the last fiscal year. • Costs for the postage were discussed. • The R&M Budget does not show the October billing. There being no further discussion, On MOTION by Mr. Bissell seconded by Mrs. Dillon with all in favor, the October 31, 2014 Financial Statements and Check Register were approved. B. Consideration of Engagement Letter with Berger, Toombs, Elam, Gaines & Frank to Perform the Fiscal Year 2014 Audit Mr. Teague presented the Engagement Letter to perform the Fiscal Year 2014 Audit for the Board's review and approval; a copy of which will be entered into the official record. 5 Friday, 1215114 November 21,2014 Port of the Islands CID • The rate has not changed. There being no further discussion, On MOTION by Mr. Bissell seconded by Mr. Lambert with all in favor, the Engagement Letter from Berger, Toombs, Elam, Gaines &Frank to Perform the Audit for the Fiscal Year Ended September 30,2014 was approved. C. Discussion of Follow-Up Items There being nothing to report,the next order of business followed. EIGHTH ORDER OF BUSINESS Field Manager's Report A. Discussion of November 2014 Field Manager's Report Mr.Edge presented the November 2014 Field Manager's Report for discussion;a copy of which will be entered into the official record. • Mr.Edge introduced Mr. Miller. • The roto mesh repair was discussed. Mr. Edge presented various Work Authorizations for the Board's review and approval; copies of which will be entered into the official record. • There is$127,000 remaining in the bond fund for these items. • Everything from Option 2 will be accomplished in Option 1. Mr. Bissell MOVED to approve Work Authorization No. 94828r1 in the amount of$41,074 and 94829r1 in the amount of$41,027 for replacement of control panels on lift stations. • The lift stations are currently functioning. Mrs. Dillon SECONDED the prior motion. 6 Friday,12/5/14 November 21,2014 Port of the Islands CID Upon further discussion, On VOICE vote with all in favor,Work Authorization No.94828r1 in the amount of$41,074 and 94829r1 in the amount of$41,027 for replacement of control panels on lift stations was approved. • Mr. Edge described a lift station in need of repair. • Material will be disposed of at an appropriate DEP site. There being no further discussion, On MOTION by Mrs.Dillon seconded by Mr.Ziko with all in favor, Work Authorization No.45640 in the amount of$20,759.85 for lift station repairs using bond funds was approved. • The Newport Drive lift station will be addressed at the next meeting. • Work Authorization No. 94880 regarding replacement of the surge protection device was discussed. • The new ones are protected and sealed with epoxy. There being no further discussion, On MOTION by Mr.Bissell seconded by Mr.Ziko with all in favor, Work Authorization No. 94880 in the amount of $5,150.50 to replace the surge protection device was approved. • Mr. Edge will work out an estimate for the work to be done in the pit on Newport Drive which can also be paid for with bond funds. NINTH ORDER OF BUSINESS Attorney's Report A. Update on North Hotel Foreclosure Proceedings • Mr. Cox will know by Tuesday whether the oral arguments will proceed on December 9,2014. Mr.Cox will send the Board an e-mail. 7 Friday,12/5/14 November 21,2014 Port of the Islands CID B. Direct Billing Update • This item may be removed from the agenda as everything has been taken care of. The CID will now have to wait to see if it receives any of the money. C. Report on Bond Fund Usage from Trustee • This item may be removed from the agenda,as all funds are being spent. TENTH ORDER OF BUSINESS Engineer's Report • The SFWMD has an annual reporting requirement, which was completed and submitted on the Board's behalf. • Mr.Benson advised the pipes for the CID wells will potentially need to be replaced. Mr. Benson will submit a report and requested this item be added to the CIP list next year. ➢ Mr. Benson recommended leaving the old line there as a back-up. ELEVENTH ORDER OF BUSINESS Supervisors'Requests • Mr. Cox commented he has to do more work on the Stella Maris Villages Agreement. • Mrs. Dillon commented Sunrise Cay is going to be installing floating docks and they have a large semi-truck parked on Newport Cay. They are using someone's private lot and the owner should be contacted. • There is a bear wandering around the south end of Cays Drive. • Mr. Teague sent an e-mail to the Board regarding the Picayune Strand manatees and there will be a presentation immediately following the December meeting. ➢ Picayune Strand is responsible for advertising this meeting. ➢ This will be a Public Hearing. • The Severn Trent scope of work presentation is being worked on and the contract for field services is up for renewal in April 2015. ➢ The notice for bids must be submitted approximately 120 days prior to the contract renewal. 8 Friday,12/5/14 November 21,2014 Port of the Islands CID TWELFTH ORDER OF BUSINESS Public Comment Period • Ms.Kungle commented there are too many signs throughout the community. THIRTEENTH ORDER OF BUSINESS Adjournment There being no further business, On MOTION by Mr. Bissell seconded by Mrs. Dillon with all in favor,the meeting was adjourned at 11:45 a.m. .J G. 4.•.E Calvin Teague J. Anth avis '�� Secretary ii 9 Friday,12/5114