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06/19/2015 Minutes MINUTES OF MEETING PORT OF THE ISLANDS p' COMMUNITY IMPROVEMENT DISTRI T The regular meeting of the Board of Supervisors of the Port of the Islands Community Improvement District was held Friday,June 19,2015 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 Dale Lambert Assistant Secretary(Via Telephone) Richard Ziko Assistant Secretary Also present were: Calvin Teague District Manager Daniel Cox District Attorney Robert Edge Field Manager Steve Spillers Severn Trent Services Operations Justin Faircloth Severn Trent Services Jean Kungle POI Realty Ray Cooper Resident Dan Cramer Resident Tom Maher Resident Randy Resch Resident The following is a summary of the discussions and actions taken at the June 19, 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. A motion is in order to allow Mr. Lambert to exercise his voting rights via telephone. There being no comments or questions, Thursday,6/25/15 June 19,2015 Port of the Islands CID On MOTION by Mrs. Dillon seconded by Mr. Davis with all in favor,Mr.Dale Lambert was authorized to exercise his voting rights at this meeting via telephone. SECOND ORDER OF BUSINESS Approval of the Minutes of the May 22,2015 Meeting Mr. Davis stated each Board member received a copy of the Minutes of the May 22,2015 Meeting and requested any additions,corrections or deletions. • The Board made one correction which will be reflected in the amended minutes. There being no further discussion, On MOTION by Mr.Bissell seconded by Mr.Ziko with all in favor, the Minutes of the May 22, 2015 Meeting were approved as amended. 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 i. Palm Tree Trimming Update • Mr. Soto is on vacation and Mr. Edge will have to follow up when he returns. • A Work Authorization has been issued. ii. Entrance Lighting Project Update • All parts have been ordered and work is expected to commence next week. • Mr. Edge is waiting to hear back from Mr. Soto as to who is expected to be supervising the work. Miscellaneous landscaping issues were discussed. • Some sprinkler heads need to be repaired. • Soto should flush out the new irrigation lines. Mr. Edge will follow up when he sees the landscapers doing their next wct check. B. Manatee Mitigation project • There will be a pre-blast inspection of the buildings. This is done by a third party seismological engineer. • Mr. Edge took photographs to ensure any damage is restored. 2 Thursday,6/25/15 June 19, 2015 Port of the Islands CID • POI should have been consulted for the agreement since the roads are managed by the CID. • Mr. Cox obtained a copy of the Agreement;a copy of which is attached hereto and made part of the public record. • Communication has been poor. • Mr. Davis is expecting a copy of a DVD of the entire project. • Mr. Edge will continue to monitor the project. • A letter will be sent to the county asking for awareness of projects in the area. The letter will be prepared by Mr.Cox. 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 May 31,2015 Financial Statements and Check Register Mr. Teague presented the May 31, 2015 Financial Statements and Check Register for the Board's discussion and acceptance;copies of which are attached hereto and made part of the public record. • Cash flow is of concern. • Collection of assessments is still outstanding. • The Board requested the addition of delinquent direct bill totals to the assessment reports. • There is a discrepancy of irrigation between the CID and Orchid Cove and Mr. Edge will look into Check#54637. • Regarding Check #54641, Mr. Edge commented this was for replacement of an electric meter box on Newport Drive which was presenting a safety hazard. • Check#54649 was for a repair on the south side of the Orchid Cove entrance. There being no further discussion, On MOTION by Mrs.Dillon seconded by Mr.Ziko with all in favor, acceptance of the May 31, 2015 Financial Statements and Check Register was approved. 3 Thursday,6/25/15 June 19,2015 Port of the Islands CID B. Questions and Comments on the Proposed Fiscal Year 2016 Budget • The budget is approved,but not adopted at this point. • There was an increase in assessments for Water/Sewer. • There is a budget shortfall due to the Motwani situation. • The engineer will not be attending meetings unless necessary, but some funds should remain in the line item. • There will be a Public Hearing for a rate increase at the September meeting. C. Discussion of Follow-Up Items • The Work Authorization for the Palm Tree trimming is the same rate as last year. • The LED lighting project has not started. • The sign was removed. • The Budget Public Hearing was changed from August to September 4`h. Ms. Kungle will note this in the newspaper. • Mr.Faircloth has been in contact with LCEC and they are working out an estimate for burying the overhead electrical lines. This may be included in the CIP in the near future. The estimate will be e-mailed to the Board by Mr.Faircloth. SEVENTH ORDER OF BUSINESS Field Manager's Report A. Discussion of June 2015 Field Manager's Report Mr.Edge presented the June 2015 Field Manager's Report for discussion;a copy of which is attached hereto and made part of the public record. B. Mosquito Spray Status • Spraying has commenced over the past couple of weeks. • The equipment was calibrated approximately two weeks ago and everything is running well. Board members made miscellaneous requests. • Mr.Davis asked Mr. Edge to check the two asphalt repairs. • The timer on the sprinkler system at Cays Drive and Union Road has not been repaired. • The two ponds are not irrigated. C. Water Emergency Community Notification Procedures • These notifications may be e-mailed to residents. 4 Thursday,6/25/15 June 19,2015 Port of the Islands CID On MOTION by Mr. Lambert seconded by Mr. Bissell with all in favor, adoption of a policy of posting signage when there is a problem with the water was approved. Mr.Edge discussed miscellaneous issues. • Soto will trim the Palm Trees next Monday and Tuesday. • The irrigation graph covers CID irrigation along the streets; most of which is metered and some are estimated. • Two proposals will be submitted for the Severn Trent contract,as there is going to be a 6%increase. ➢ Backflow preventers may be maintained by staff. ➢ The current contract expires September 1,2015. ➢ The increase is not part of the budget. ➢ There has not been an increase in three years. ➢ Mr. Lambert suggested an addendum for maintenance of Backflow preventers with a flat rate to make it more economically feasible for the CID. ➢ Mr. Davis suggested a five-year contract with an annual CPI increase. ➢ The CID can be maintained on a month to month basis until contract negotiations are settled. EIGHTH ORDER OF BUSINESS Attorney's Report A. Update on Hotel Bankruptcy Lawsuit • The attorney will attend the Budget Public Hearing. • There is a judgment stating the CID has a superior lien over the opposing party. NINTH ORDER OF BUSINESS Engineer's Report There being no engineer present or any issues for discussion, the next order of business followed. TENTH ORDER OF BUSINESS Supervisors' Requests • Mrs.Dillon complimented Mr. Edge for mosquito spraying. • Mr. Edge will he available for the Manatee Mitigation Project. 5 Thursday,6/25/15 June 19,2015 Port of the Islands CID 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. Bissell seconded by Mrs. Dillon with all in favor,the meeting was adjourned at 11:32 a.m. Calvin Teague J.Anthony Davis Secretary Chairman 6 Thursday,6/25/15 June 19,2015 Port of the Islands CID TWELFTH 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 11:32 a.m. (411i Calvin Tea:.- .Antho• R avis Secretary . airm. 6 Thursday,6/25/15