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10/16/2015 Minutes 11 , y w LE fi ris- ii MINUTES OF MEETING PORT OF THE ISLANDS i.BY JL COMMUNITY IMPROVEMENT DISTRICT The regular meeting of the Board of Supervisors of the Port of the Islands Community Improvement District was held Friday, October 16, 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 Richard Ziko Assistant Secretary Also present were: Calvin Teague District Manager Daniel Cox District Counsel Robert Edge Field Manager Steve Spillers Severn Trent Services Operations Robert Soto Soto Lawn Service,Inc. Technician Soto Lawn Service,Inc. Jean Kungle POI Realty Dan Cramer Resident Kathryn Kehlmeier Resident Tom Mack Resident The following is a summary of the discussions and actions taken at the October 16,2015 Port of the Islands Community Improvement District's Board of Supervisors Meeting. FIRST ORDER OF BUSINESS Call to Order and Roll Call Mr. Teague called the meeting to order; and called the roll. Tuesday,11/10/15 October 16,2015 Port of the Islands CID • SECOND ORDER OF BUSINESS Approval of Minutes A. September 4,2015 Regular Meeting B. October 2,2015 Continued Meeting Mr.Davis stated each Board member received a copy of the Minutes of the September 4, 2015 Regular Meeting and the October 2, 2015 Continued Meeting and requested any additions, corrections or deletions. • The Board made a change to the October 2, 2015 Continued Meeting Minutes, which will be reflected on the amended Minutes. There being no further discussion, On MOTION by Mr. Lambert seconded by Mrs. Dillon with all in favor,the Minutes of the September 4,2015 Regular Meeting were approved and the Minutes of the October 2, 2015 Continued Meeting were approved as amended. THIRD ORDER OF BUSINESS Public Comment on Agenda Items • Ms.Kehlmeier received a U-Tube video of the Manatee Water Park,but the Board already has copies. FOURTH ORDER OF BUSINESS Old Business A. Review of Landscape Maintenance Performance Mr. Soto addressed the Board. • The construction on U.S. 41 continues along with the flooding from the recent heavy rains. • There was a lightning strike at the pump station which blew up transformers and timers. The timer was replaced. • There is a leak from a broken pipe on Newport. • The map of the irrigation system is complete and was explained by the irrigation technician. • The CID is not responsible for the irrigation pipe repair bill. • Valve boxes by the fire station need to be reinforced by the county,since they mow that area. • Mr. Soto will attend CID meetings for the time being. • Trimming of Palms are part of the contract,with no extra charge. 2 Tuesday,11/10/15 October 16,2015 Port of the Islands CID • The area south on U.S. 41 floods on a frequent basis. A valley will be created to allow the water to drain back into the canal. There are water lines in this area on both sides. Mr. Edge will contact the locate company to get the CID set up in the system. • The annual cut-back on the overgrown vegetation will occur soon. This will cost approximately$1,800. Bush hogging will have to be done. B. Manatee Mitigation Project • This needs to be reported on each month as it affects the District in a major way. Another blasting will be done on Thursday,October 27,2015. FIFTH ORDER OF BUSINESS New Business • Mr.Lambert commented on the CIP. Re-paving was delayed due to lack of funds. Mr. Lambert believes this item as well as replacement of the water line should be included in the report, since it goes out five years. The Board was in consensus to add these items. • Mr.Teague will find out if the CID is eligible to receive state funds for a new water line. It was suggested that Mr. Teague approach Mr.Benson on this. SIXTH ORDER OF BUSINESS District Manager's Report A. Acceptance of Financial Statements and Check Register i. August 31,2015 ii. September 30,2015 • Mr. Teague indicated the CID did well as of the end of the Fiscal Year, other than the shortfall of cash. There is $25,000 in the Construction Fund, which will be earmarked for the lift station. A problem with the rate increase will arise in 2017. Delinquencies are in good shape. • Tax certificates for Orchid Cove did not sell. They were direct billed. • FedEx charges were discussed. • Severn Trent charges were discussed. There being no further discussion, On MOTION by Mr. Bissell seconded by Mrs. Dillon with all in favor, the August 31, 2015 and September 30, 2015 Financial Statements and Check Registers were accepted. 3 Tuesday,11/10/15 October 16,2015 Port of the Islands CID B. Assignment of Fund Balance as of September 30,2015 • This item designates the fund balance as reserves, setting funds aside in the event of an emergency. There being no further discussion, On MOTION by Mrs. Dillon seconded by Mr. Bissell with all in favor, assignment of fund balance as of September 30, 2015 was approved. C. Consideration of Agreement with Severn Trent Services for Operations Management • The changes discussed at the continued meeting were made and accepted. • The increase in the cost was as the Board requested. • Section 8.1 regarding the annual fee outlines what the Board requested. • The expenses related to municipal or private surveillance and alarm monitoring by third party vendors,relate to the security surveillance company. Mr. Bissell MOVED to accept the Agreement with Severn Trent Services for Operations Management;and Mrs.Dillon seconded the motion. • Exhibit G needs a map to be provided by Mr.Benson. Exhibits H and I are basically maps. • All the requested changes were made. • Mr. Edge changed the increase from 6%to 3%the first year, 2%the second year and 1%the third year. These increases are only on the base contract price. • There will be no fees for ancillary charges. • The backhoe on property is sometimes too big for certain jobs, so a smaller piece of equipment comes from the Fort Myers office. There being no further discussion, On VOICE vote with all in favor,the prior motion was accepted. J 4 Tuesday,11/10/15 October 16,2015 Port of the Islands CID D. Discussion of Follow-Up Items All items were discussed earlier. SEVENTH ORDER OF BUSINESS Field Manager's Report A. Discussion of September/October 2015 Field Manager's Report Mr.Edge presented the September/October 2015 Field Manager's Report for discussion;a copy of which is attached hereto and made part of the public record. • There was a major lightning strike in September inside the fence of the plant. The irrigation control had to be replaced. Staff is dealing with the insurance company on this issue. Mr. Edge presented Work Authorization No.45910 for the Board's review and approval; a copy of which is attached hereto and made part of the public record. • This is for wet well repairs on Lift Station#7. There being no further discussion, On MOTION by Mr. Lambert seconded by Mrs. Dillon with all in favor,Work Authorization No.45910 in the amount of$6,883.80 to make wet well repairs on Lift Station#7 was approved. Board members discussed follow-up items with Mr.Edge. • Tree overhang issues are being investigated. • The Board reminded staff there to be no hook-ups until the deposit is made. • LCEC is in the process of repairing the streetlights by the marina which a resident brought up at the last meeting. Mr. Edge will follow up to ensure the appropriate repair was done. • Mr.Edge continues working on the Asset Management Report. • The sprinkler head at U.S.41,40 yards from Cays Drive needs to be replaced. The hole is getting deeper. NINTH ORDER OF BUSINESS Engineer's Report Mr.Davis distributed an e-mail from Mr.Benson regarding the water which was produced and treated at the plant;a copy of which is attached hereto and made part of the public record. 5 Tuesday,11/10/15 October 16,2015 Port of the Islands CID EIGHTH ORDER OF BUSINESS Attorney's Report A. Update on Hotel Bankruptcy Lawsuit • The Certificate of Title was issued and the Motwanis' have been challenging the auctions for inadequate consideration, which Mr. Cox does not believe they will get away with. • This issue will get resolved once issues with the two tax certificates are resolved. • The CID will not be able to recoup all of the fees paid so far. • Any offers will be presented to the Board. • Mr. Cox will likely not attend a meeting until March,unless something arises with this issue. TENTH ORDER OF BUSINESS Supervisors' Requests Hearing no requests from Supervisors,the next order of business followed. ELEVENTH ORDER OF BUSINESS Public Comment Period • Ms.Kungle indicated the hotel buildings are old and may contain asbestos. TWELFTH ORDER OF BUSINESS Adjournment There being no further business, On MOTION by Mr.Bissell seconded by Mr.Ziko with all in favor, the meeting was adjourned at approximately 11:54 a.m. Calvin Teague J. thon avis Secretary Chai 6 Tuesday, 11/10/15