Minutes 09/16/2011 Port of the Islands Community Improvement District
Severn Trent Services, Management Services Division
210 North University Drive, Suite 702 —Coral Springs—Florida 33071
(954) 753-5841 —(954) 345-1292 Fax
RECEIVED
November4, 2011 NOV (' R ril
Memorandum To: Mr. Robert Dick r '
Severn Trent Services, Inc.
5726 Corporation Circle
Fort Myers, Florida 33905
Reference: Minutes of Meeting Held September 16, 2011 and Approved
October 21, 2011
From: Calvin Teague
District Manager
Enclosed for your records is a copy of the minutes of the above-referenced meeting of the Port of
the Islands Community Improvement District's Board of Supervisors. Please be sure to make
this document available for public access during normal business hours.
If you have any questions, please contact Janice Swade at (954) 753-5841.iMr
: For informational purposes only:
. Daniel Tripaldi
Treasury Accountant
Clerk of the Circuit Court
2671 Airport Road
Court Plaza III
Naples, Florida 34112-3016
Mr. Leo Ochs, Jr.
Collier County Manager
Governmental Center
3301 East Tamiami Trail
Administration Building
Naples, Florida 34112
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, September 16, 2011 at 10:00 a.m. at the Orchid Cove
Clubhouse; 25005 Peacock Lane; Naples, Florida.
Present and constituting a quorum were:
Norine Dillon Vice Chairperson
Dale Lambert Assistant Secretary
Charles Custer Assistant Secretary
Theodore Bissell Assistant Secretary
Also present were:
Calvin Teague District Manager
Ronald Benson District Engineer
Robert Casey Field Manager
Robert Dick Severn Trent Services
Joseph Greely Severn Trent Services
Anthony Davis Orchid Cove HOA
Frank Kasilowski Resident
Dan Kelly Resident
Tom Mack Resident
Bob Miertschin Resident
The following is a summary of the discussions and actions taken at the September 16,
2011 Port of the Islands Community Improvement District's Board of Supervisors Meeting.
FIRST ORDER OF BUSINESS Roll Call
Mrs. Dillon called the meeting to order and Mr. Teague called the roll.
SECOND ORDER OF BUSINESS Approval of the Minutes of the
August 19, 2011 Meeting
Mr. Teague stated each Board member received a copy of the Minutes of the August 19,
2011 Meeting and requested any additions, corrections or deletions.
Wednesday, 10/12/11 @ 2:30 p.m.
t., 2011 Port of the Islands CID
The Board made changes which will be incorporated into the amended minutes.
'There being no further discussion,
On MOTION by Mr. Bissell seconded by Mr. Custer with all in
favor, the Minutes of the August 19, 2011 Meeting were approved
as amended.
x T.kl ORDER OF BUSINESS Audience Comments
• Mr. Miertschin commented there should be a notification on the water bill stating
the late payment date.
o The Board was in favor of doing this.
o Mr. Teague asked the Board to approve modification of the water
bill via motion.
There being no comments or questions,
On MOTION by Mr. Bissell seconded by Mr. Lambert with all in
favor, modification of future water bills to include the late payment
date and amount was approved.
➢ Mr. Miertschin asked the Board to reverse the late fees on his bill since he
was not aware of the late payment date and subsequent late charge, and it
was not noted on the bill.
o The Board was not in favor of this since other exceptions would
have to be made.
• Mr. Kasilowski asked for a status on the Drainage Swale Agreement on Lot 45, as
he is the new owner.
➢ This item will be addressed later in the meeting.
RTH ORDER OF BUSINESS Old Business
A. Review of Landscape Maintenance Performance
• Mr. Bissell did the ride-through with Mr. Soto this past month.
➢ The timer needs to be replaced.
➢ The Board was in consensus to direct Mr. Teague to follow up with Soto
to ensure this is done and sign off on the proposal.
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September 16, 2011 Port of the Islands CID
➢ Mr. Teague will also make sure Soto has the appropriate e-mail addresses
for both Mr. Bissell and Mr. Lambert.
• Mrs. Dillon wants to know what Mast-Tec is doing, as they dug up the area at the
corner of Union and U.S. 41.
➢ Mr. Casey indicated they did a repair.
➢ Mr. Casey believes Mas-Tech is working as a subcontractor for LCEC.
➢ This is not on CDD property.
• Mr. Lambert commented there are weeds along the concrete at the pump station
by the canal.
➢ Soto will go there on Monday or Tuesday to spray the area and pull up the
weeds.
• Mr. Custer commented the Oleanders which were planted on the medians appear
to be dead.
➢ Soto will check on these and replace any dead Oleanders with something
able to withstand standing water.
• Mr. Custer will do the October ride-through with Mr. Soto.
FIFTH ORDER OF BUSINESS New Business
A. Discussion of Well#2 Hydrologist Report
• Mr. Benson has not received a report back from the Hydrogeologist, but it should
be available next week.
➢ The price was approximately $3,400, as a couple of additional items had
to be taken care of.
➢ The Board previously approved a not to exceed amount of$2,000.
➢ Mr. Teague sent the proposal to the Board via e-mail; and recommended
the Board ratify the price increase.
➢ The high service pump and Well #2 pump were repaired, as outlined on
the Work Authorization.
Mr. Bissell MOVED to approve a price increase in the amount of
$1,400 to do the additional repairs on Well #2; and Mr. Lambert
seconded the motion.
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September 16, 2011 Port of the Islands CID
➢ The CID can function for a short time on one well.
➢ The actual cost of the repair was $3,275.
There being no further discussion,
On VOICE vote with all in favor, the prior motion was approved
as amended.
B. Discussion of Old Pump House Concerns
Mr. Casey presented Work Authorization No. 41966 in the amount of $15,018.51 to
repair the canal pump station; a copy of which will be entered into the official record.
• The corroded area is going to be cut out and replaced with better housing.
• The charge from Severn Trent in the amount of$2,674.41 is included.
• Mr. Lambert would like someone to clean the generator enclosure with a wire brush.
Mr. Custer MOVED to approve Work Authorization No. 41966 in
the amount of$15,018.51 to have the canal pump station housing
repaired.
• This repair is eligible for tax exempt status.
Mr. Bissell SECONDED the prior motion.
There being no further discussion,
On VOICE vote with all in favor, Work Authorization No. 41966
in the amount of $15,018.52 to have the canal pump station
housing repaired was approved.
C. Water Treatment Plant Construction Security Issues
• Mr. Casey met with the contractors and relocated some meters to different areas.
• The Sheriffs Department was contacted regarding the empty beer cans on the
property; and the person who did this has not returned.
EIGHTH ORDER OF BUSINESS Attorney's Report
A. Update on North Hotel Bankruptcy Proceedings
This item is to be addressed during a Closed Executive Session at the end of this meeting.
Wednesday, 10/12/11 @ 2:30 p.m. 4
September 16, 2011 Port of the Islands CID
B. Update on Drainage Swale Agreement on Lot 45
Mr. Teague suggested the Board address this issue for Mr. Kasilowski's benefit.
• Mr. Kasilowski has a copy of the Modification of Easement Agreement, which he
is going to bring to Maine for his wife to sign.
➢ He will have it notarized and sent back to the CID.
• Mr. Kasilowski would like one of the auto flushes removed and relocated from his
property.
➢ Mr. Casey estimated the cost to do this will be approximately $200.
➢ It was located on the property because it was vacant at the time.
➢ Mr. Casey would like to schedule this work at the same time the
hydroguard issues are being taken care of.
➢ There will not be any issues with the neighbor.
SIXTH ORDER OF BUSINESS District Manager's Report
A. Discussion of GASB 54 Implementation
Mr. Teague presented the GASB 54 Report for discussion; a copy of which will be
entered into the official record.
• This new Governmental Reporting Standard has recently been enacted.
• It describes how Severn Trent reports fund balances in governmental accounts.
• The water/sewer account is not affected by this report.
• The committed fund balance can only be reallocated via resolution or motion.
• Mr. Teague clarified the auditor does not get involved with this.
• It does not legally go into effect until the next Fiscal Year.
➢ Severn Trent put it in for this year; and is reflected in the current financial
statements.
• The Board must determine whether reallocation will be done via motion or
resolution.
➢ Mr. Teague believes doing this via resolution makes it easier to keep track
of the funds.
➢ The Board was in consensus to authorize any reallocation of funds via
resolution only.
Wednesday, 10/12/11 @ 2:30 p.m. 5
September 16, 2011 Port of the Islands CID
SEVENTH ORDER OF BUSINESS Field Manager's Report
A. Discussion of Potential Insurance Claim for Loss of Pumps
• Mr. Migdal is in the process of preparing a list with an estimated cost.
• The claim has not been filed yet.
➢ Mr. Teague commented the insurance carrier should be put on notice.
➢ Mr. Casey believes Severn Trent already did this, but Mr. Teague will
confirm.
B. Update on Asset Management Issues
Mr. Casey distributed an inventory spreadsheet for discussion; a copy of which will be
entered into the official record.
• Mr. Lambert requested any critical conditions or performance issues be
highlighted in red to ensure they stand out.
• Mr. Lambert requested the terms under Criticality, Condition and Performance be
defined at the bottom of the page.
➢ Poor indicates there are issues with the item, but does not necessarily need
to be replaced.
➢ Adequate indicates the item is working well without any major problems,
but is up in age with the expectation issues may come up in the near
future.
• Mr. Casey commented this is still a work in progress.
• These items do not need to be reported to the EPA.
Mr. Casey distributed the August 2011 Operations Report for discussion; a copy of which
will be entered into the official record.
• The conduit under the master lift station at the wastewater plant was damaged
from moisture.
➢ All stations in the system were shut off.
➢ An electrician evaluated the issue.
➢ A portable generator was hooked up to the lift station in order to get it up
and running.
➢ The lift station was repaired within 24 hours.
• Lead and copper sampling will be done on the water next week throughout the
community.
Wednesday, 10/12/11 @ 2:30 p.m. 6
September 16, 2011 Port of the Islands CID
➢ They are required to pull 20 samples.
➢ The sampling plan contains 27 locations in the event a resident is not
available.
• Mr. Lambert asked Mr. Casey to ensure every lift station can be hooked up with
the equipment on hand.
➢ Mr. Casey commented there are generator plugs on the side of the station
which can be hard-wired into the panel in the event of a failure.
• The lift station signs were ordered.
• The landscape lighting on the west side of the Cays Drive entrance is pointing
downward and needs to be adjusted.
• Mr. Casey assured Mrs. Dillon the work for the shut-off valve on the galvanized
pipe on Union Road is being taken care of.
• One Hundred meters are still missing, and Severn Trent will reimburse the
District for their value.
TENTH ORDER OF BUSINESS Engineer's Report
A. Update on New Water Treatment Plant
Mr. Benson distributed the Monthly Progress Report for discussion; a copy of which will
be entered into the official record.
• The contractor was awarded a one-month extension, which was necessary as a
result of Collier County permitting issues.
• Underground piping and structures are complete.
• There will be a meeting on Monday with staff from Hole Montes, ITT and Severn
Trent to go over miscellaneous issues.
➢ ITT has not issued an invoice yet.
• Mr. Benson is in the process of setting up a meeting with Mr. Casey, Mr. Dick,
Mr. Migdal and Hole Montes staff to go over SCADA issues.
Mr. Benson discussed an issue which needs to be handled regarding Severn Trent's
agreement with the Gun Club.
• The Gun Club is working on an above-ground effluent storage pond.
• Mr. Benson sent them a drawing of the area to ensure the berm is done correctly.
Wednesday, 10/12/11 @ 2:30 p.m. 7
2011 Port of the Islands CID
Severn Trent will prepare an easement document once this work is complete
identifying the bounds for the additional property Severn Trent needs.
• They will still own the land and provide the CID use of the pond, which will be
maintained by the CID.
• Once the excavation is complete, Severn Trent will move into the operation and
maintenance phase.
• The vegetation and grass which will grow on the finished berm will have to be
maintained by the CID.
➢ Mr. Benson recommends having Soto give recommendations which will
be added to their contract.
hard members discussed various issues with Mr. Benson.
• Mr. Lambert is not completely satisfied with Cardinal and ITT since they have not
been adhering to their original schedule.
➢ Mr. Benson will check ITT's contract to determine whether or not they are
subject to any penalties resulting from delays.
➢ Mr. Benson and the rest of the Board assured Mr. Bissell there was Board
consensus to grant Cardinal Contractors a one-month extension, which
was necessary because the County delayed issuance of the permits.
➢ Mr. Teague agrees the Board should formally approve the extension.
There being no further discussion,
On MOTION by Mr. Lambert seconded by Mr. Custer with all in
favor, a 30-day extension of the contract with Cardinal Contractors
to build the new water plant resulting from permit issuance delays
with Collier County was acknowledged and approved.
Mr. Benson updated the Board regarding water service to the Gun Club.
• A potable water line extension to the Gun Club was installed as part of their
agreement in order for the Gun Club to have water service.
• An extension of the irrigation and fire system was also installed toward the Gun
Club.
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September 16, 2011 Port of the Islands CID
• All lines went through the appropriate cleaning process and the samples were
clear.
• Hole Montes is in the process of completing and sending all appropriate
documentation to the DEP and should be done shortly.
• Mr. Benson discussed the history of the Gun Club and its relationship to the CID
in this regard.
• Mrs. Dillon commented the Gun Club is receiving high water bills.
➢ They recently received a bill in the amount of$800.
➢ They believe the bill was for water they did not use.
➢ Mr. Benson believes there is a leak somewhere from the meter to the
facility.
➢ Once the water line work is complete, this issue should be alleviated.
➢ The Board believes this is an unusual situation which does not warrant
shutting off the water for non-payment.
Mr. Lambert MOVED to make an exception by not shutting off the
Gun Club's water service due to their unpaid water bill until such
time as their typical usage is determined even though they are
technically in violation of the CID's policy; and Mr. Custer
seconded the motion.
➢ There is no real data to work from at this time until the meter is installed.
➢ Mr. Casey is waiting for a letter from the regulators authorizing the meter
to be put in service; after which the meter will be installed a couple of
days thereafter.
There being no further discussion,
On VOICE vote with all in favor, the prior motion was approved.
ELEVENTH ORDER OF BUSINESS Supervisors' Requests
• Mr. Custer discussed a delinquent water billing for a unit which was in
foreclosure.
Wednesday, 10/12/11 @ 2:30 p.m. 9
September 16, 2011 Port of the Islands CID
➢ There is a new owner who has water service even though the delinquent
bill was never paid.
➢ Mr. Teague will investigate.
TWELFTH ORDER OF BUSINESS Audience Comments
• Mr. Davis commented the grass on Union Road is growing along the edge and
over the asphalt, which is causing the pavement to break up; and would like to
know if something can be done.
➢ Mr. Custer believes curbs may have to be installed there.
➢ Mr. Custer will ask Soto to trim the area in the meantime.
➢ Mr. Benson commented there have been ongoing issues on Union Road
and at some point in the future may have to be re-paved.
THIRTEENTH ORDER OF BUSINESS Approval of August 31, 2011 Financial
Statements and Check Register
Mrs. Dillon presented the August 31, 2011 Financial Statements and Check Register for
the Board's review and approval; copies of which will be entered into the official record.
There being no comments or questions,
On MOTION by Mr. Bissell seconded by Mr. Lambert with all in
favor, the August 31, 2011 Financial Statements and Check
Register were approved.
FOURTEENTH ORDER OF BUSINESS Continuation
This meeting needs to be continued in order to accommodate the Closed Executive
Session.
There being no comments or questions,
On MOTION by Mr. Bissell seconded by Mr. Custer with all in
favor, this meeting was recessed to accommodate a Closed
Executive Session and will reconvene at 1:00 p.m.
The Closed Executive Session was concluded and the Board reconvened.
Wednesday, 10/12/11 @ 2:30 p.m. 10
September 16, 2011 Port of the Islands CID
On MOTION by Mr. Lambert seconded by Mr. Bissell with all in
favor, the regular Board of Supervisors meeting was reconvened.
All Board members and staff in attendance earlier were present, including Mr. Daniel
Cox.
There being no further discussion,
On MOTION by Mr. Custer seconded by Mr. Lambert with all in
favor, the meeting was adjourned at 1:38 p.m.
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Wednesday, 10/12/11 @ 2:30 p.m. 11