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04/17/2015 Minutes MINUTES OF MEETING J ?O/c PORT OF THE ISLANDS COMMUNITY IMPROVEMENT DISTRICT BY The regular meeting of the Board of Supervisors of the Port of the Islands Community Improvement District was held Friday,April 17,2015 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 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 Steve Spillers Severn Trent Services Operations Robert Soto Soto's Lawn Service Jean Kungle POI Realty Numerous Residents The following is a summary of the discussions and actions taken at the April 17, 2015 Port of the Islands Community Improvement District's Board of Supervisors Meeting. FIRST ORDER OF BUSINESS Call to Order and Roll Call Mr. Davis called the meeting to order; Mr. Teague called the roll. Friday,5/8/15 April 17, 2015 Port of the Islands CID SECOND ORDER OF BUSINESS Approval of the Minutes of the March 20,2015 Meeting Mr. Davis stated each Board member received a copy of the Minutes of the March 20,2015 Meeting and requested any additions,corrections or deletions. There not being any, On MOTION by Mr. Bissell seconded by Mrs. Dillon with all in favor,the Minutes of the March 20,2015 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 Mr. Soto drove around the property with Mrs. Dillon and Ms. Kehlmeier and determined the following: • The new timer was installed to replace the stolen one. • The electricity on the meter was installed. • The main line break under the asphalt was repaired. The asphalt was re-done and more will be brought in. There was another main line break which was also repaired. i. Union Road Irrigation Extension Mr. Soto presented estimates from C and S Irrigation Services, LLC; copies of which are attached hereto and made part of the public record. • The existing line will be cut and the same line will be used to run to the meter. • These repairs will cover the three portions of the entryway to Orchid Cove. • Mrs. Dillon is in favor of repairing the median only at this time. Mr.Davis MOVED to approve the estimate from C and S Irrigation Services,LLC in the amount of$4,329.18 to make irrigation repairs; and Mrs. Dillon seconded the motion. • For clarification,the work will be done from the entrance of U.S.41 of Union Road to the entrance of Orchid Cove. • The other estimates will be considered on a future date. 2 Friday,518/15 April 17, 2015 Port of the Islands CID There being no further discussion, On VOICE vote with all in favor,the prior motion was approved as discussed. ii. Entrance Lighting Fixtures • The existing lights are dim and in need of replacement. A company looked at the wiring and Mr.Soto determined the lights need to be replaced with modem lighting. There will be minor re-wiring. • A light is needed on the flag pole at Newport Drive. • The new lighting will be LED. • The Board would like to get more bids. • This item will be tabled to the next meeting. Mr. Ziko MOVED to approve lighting for the flag,and Mr. Bissell I seconded the motion. • The rest of the lighting needs to be done along with the bid for flag pole lights. Mr.Ziko WITHDREW the prior motion. I • The entrance lighting will be considered next month after the Board has the opportunity to go through the budget. • Mr. Soto will complete the mapping for availability at the next meeting. FIFTH ORDER OF BUSINESS New Business A. Update on POI CID Website • Mr. Teague described the items on the website. • The Annual Water Quality Report will be posted shortly. • The sewer rates need to be updated. 3 Friday,5/8/15 April 17,2015 Port of the Islands CID SIXTH ORDER OF BUSINESS District Manager's Report A. Approval of the March 31,2015 Financial Statements and Check Register Mr.Teague presented the March 31,2015 Financial Statements and Check Register for the Board's review and approval; copies of which arc attached hereto and made part of the public record. • There are two outstanding properties. There being no further discussion, [On MOTION by Mr. Bissell seconded by Mrs. Dillon with all in favor,the March 31,2015 Financial Statements and Check Register were approved. B. Acceptance of the Fiscal Year 2014 Audit Mr. Teague presented the Fiscal Year 2014 Audit for acceptance; a copy of which is attached hereto and made part of the public record. Hard copies were also distributed. • This is considered a clean audit. • The delinquent assessments are covered throughout the report. • There were no recommendations and everything is in compliance. There being no further discussion, On MOTION by Mrs. Dillon seconded by Mr. Bissell with all in favor, the Audit for the Fiscal Year ended September 30,2014 was accepted; and the Chairman was authorized to execute the accompanying Audit Financial Report. C. Discussion of Fiscal Year 2016 Budget Mr. Teague presented the proposed Fiscal Year 2016 Budget for discussion; a copy of which is attached hereto and made part of the public record. • The budget shows the revenue as collected. • There is no increase. • Mr. Teague recommends having a work session before approving the budget. • The District Engineer prepared a letter showing future needs. • No capital improvements can be done without the assessments increasing. • Water meter issues were discussed. 4 Friday,5/8/15 April 17,2015 Port of the Islands CID • The Budget will have to be approved at the May meeting in order to meet the June 15th deadline. • A workshop may be scheduled after the May meeting if necessary. • Mr.Teague will present two different budgets at the May meeting. D. Discussion of Follow-Up Items There being no report,the next order of business followed. SEVENTH ORDER OF BUSINESS Field Manager's Report A. Discussion of April 2015 Field Manager's Report Mr. Edge presented the Field Manager's Report for discussion;a copy of which is attached hereto and made part of the public record. • Mr. Edge introduced Mr. Steve Spillers as Lead Operator. • The CID received an honorable mention in a contest for excellent water quality. B. Consideration to Paint Monuments • The Stella Maris North HOA would like to do some painting on the signs. • Mr. Edge will check on the cost to do this. There being no further discussion, On MOTION by Mrs.Dillon seconded by Mr.Ziko with all in favor, the offer for the Stella Maris North HOA to paint the monument wall was accepted; and the Operations Manager was directed to proceed working with the HOA. • Boil water notice signs were discussed, and to improve communication of notices, blast a-mails or other forms of notification will be considered, but a database is needed. The attorney commented that all addresses are considered a public record. EIGHTH ORDER OF BUSINESS Attorney's Report A. Update on Hotel Bankruptcy Lawsuit This item will be addressed during the Closed Executive Session. NINTH ORDER OF BUSINESS Engineer's Report • Mr. Benson discussed his report on capital improvements. • There are two projects to note: ➢ The well field pipeline replacement 5 Friday,5/8/15 April 17,2015 Port of the Islands CID ➢ The finished water pipeline replacement • Mr. Benson depicted the location of the pipeline on a map. • Mr. Benson will work with Mr. Edge in developing a list of major items which are likely to need replacement in the next five years. ➢ This will include purchase and installation costs. TENTH ORDER OF BUSINESS Supervisors' Requests • Mr. Bissell thanked Mr. Davis for sending the e-mail to Severn Trent Services corporate thanking them for attending the recent meeting. • The flag pole cannot be seen on the aerial map, but Mr. Benson will drive by and look at it. • Ms. Kehlmeier,the landscape coordinator, is leaving for the summer at the end of the month. ELEVENTH ORDER OF BUSINESS Public Comment Period • Ms. Kehlmeier commented the lighting on Newport Drive is completely out. • The hotel sign needs to be cleaned. • Ms. Kungle commented on the realtor signs on ROW which need to be removed. • Mr. Resch wants to know the CID's criteria for irrigation of the easement on either side of Union Road and the other easements. The areas more than 10 feet out are the responsibility of Orchid Cove. • The CID is not responsible for repair of storm sewer caps. • Any other questions will be answered at the next meeting at which time Mr. Cox will have the agreement. • A resident encouraged the Board to communicate to residents regarding problems with the water. 6 Friday,5/8/15 April 17,2015 Port of the Islands CID TWELFTH ORDER OF BUSINESS Closed Attorney/Client Session (Supervisors and Attorney Only) A. Call to Order and Roll Call B. Commencement of Attorney/Client Session On MOTION by Mrs.Dillon seconded by Mr.Ziko with all in favor, this meeting was recessed at 12:07 p.m. in order for the Board to convene a Closed Attorney/Client Session. This part of the record was transcribed by a Court Reporter and this meeting was noticed 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 a future meeting. C. Adjournment of Attorney/Client Session On MOTION by Mrs.Dillon seconded by Mr.Ziko with all in favor, the Attorney/Client Session was adjourned at 12:51 p.m. and the regular Board meeting reconvened. THIRTEENTH ORDER OF BUSINESS Recommencement of Regular Meeting • The Board continued discussion on budget issues. There being no further discussion, On MOTION by Mr.Bissell seconded by Mr. Ziko with all in favor, the next meeting currently scheduled for Friday,May 15, 2015 has been rescheduled to Friday, May 22, 2015 at 10:00 a.m. at the Orchid Cove Clubhouse; 25005 Peacock Lane;Naples,Florida. • The Board established that the Engineer and Attorney will only attend meetings if requested by the District Manager and Chairman, commencing with the next meeting. 7 Friday,518/15 April 17,2015 Port of the Islands CID FOURTEENTH ORDER OF BUSINESS Adjournment There being no further business, On MOTION by Mrs.Dillon seconded by Mr.Ziko with all in favor, the meeting was adjourned at 1:13 p.m. Calvin Teague J. Anthony Davis Secretary Chairman 8 Friday,5/8/15 April 17, 2015 Port of the Islands CID 241 FOURTEENTH ORDER OF BUSINESS Adjournment 242 There being no further business, 243 244 On MOTION by Mrs. Dillon seconded by Mr.Ziko with all in favor, 245 the meeting was adjourned at 1:13 p.m. 246 247 248 249 250 251 1411 Sri 252 Calvin Teagu- J. A avis 253 Secretary Chairman 8 Unapproved Minutes Friday,5/8/15