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Minutes 06/18/2010 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 July 30, 2010 Memorandum To: Mr. Robert Dick Severn Trent Services, Inc. 5884 Enterprise Parkway Fort Myers, Florida 33905 Reference: Minutes of Meeting Held June 18, 2010 and Approved July 16, 2010 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 make these documents available for public access during normal business hours. If you have any questions, please contact Janice Swade at (954) 753-5841. Cc: For informational purposes only: Mr. Daniel Tripaldi Treasury Accountant Clerk of the Circuit Court 2671 Airport Road Court Plaza III Naples, Florida34112-3016 RECEIVED Mr. Leo Ochs, Jr. AUG 0 9 2010 Collier County Manager FINANCE DEPT 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 on Friday, June 18, 2010 at 10:00 a.m. in the Egret Room; 25000 Tamiami Trail; Naples, Florida. Present and constituting a quorum were: Dale Lambert Chairman Richard Ziko Vice Chairman Norine Dillon Assistant Secretary Theodore Bissell Assistant Secretary Charles Custer Assistant Secretary Also present were: Calvin Teague District Manager Daniel Cox District Attorney Ronald Benson District Engineer Bert Underwood Project Manager Numerous Residents The following is a summary of the discussions and actions taken at the June 18, 2010 Port of the Islands Community Improvement District's Board of Supervisors Meeting. Due to the poor quality of the audio, some portions of the meeting are summarized based on the District Manager's notes. FIRST ORDER OF BUSINESS Roll Call Mr. Lambert called the meeting to order and Mr. Teague called the roll. • Mr. Bissell arrived at 10:45 a.m. Wednesday,7/7/10 @ 11:53 a.m. June 18, 2010 Port of the Islands C.I.D. ➢ It is possible to change the voting location back for the next election if there are enough resident volunteers. ➢ At least five volunteers are needed. ➢ The CID is not responsible for coordinating this. SIXTH ORDER OF BUSINESS District Manager's Report A. Questions and Comments on Proposed Fiscal Year 2011 Budget • Mr. Lambert wants to know how a bankruptcy in which the CID has not received their assessments is carried on the books; to which Mr. Teague responded. ➢ It will be carried forward as a receivable. • The CID is set to receive approximately $58,000 in tax sales. • There is a concern with $155,000 from the North Hotel bankruptcy. ➢ The owners have not filed for bankruptcy yet. B. Discussion of Hurricane Preparation • Mr. Teague distributed Severn Trent's hurricane emergency action plan; a copy of which is attached hereto and made part of the public record. ➢ A practice drill will be done. ➢ A satellite telephone is available for emergency communications. ➢ Mr. Underwood is handling any potential issues with fuel. ➢ Mrs. Dillon mentioned there is a local CERT team lead by Mr. John McCullough of Stella Maris. o The people in this group were trained in search and rescue efforts. ➢ Mr. Custer commented that the CID's previous landscape contractor, Big Cypress, did a thorough clean-up job after the last hurricane. o He believes that Soto should come up with a plan in this regard. ➢ The record reflects that the county is no longer issuing resident passes to return to the CID in the event of a hurricane or other catastrophic event. • Mr. Teague discussed the preserve area which was cited by SFWMD. ➢ The clean-up at the preserve should be completed today. ➢ Severn Trent will notify SFWMD that the citation was taken care of ➢ They may do an inspection. Wednesday,7/7/10 @ 11:53 a.m. 3 June 18, 2010 Port of the Islands C.I.D. • SCADA upgrades for the MBR and the new Stella Maris lift station have started. • They are close to having the monuments painted on Cays Drive, which was discussed further. ➢ Mr. Lambert wants the monuments on Newport cleaned up. ➢ One monument belongs to the hotel and the other one belongs to the CID; and both roofs are in need of repair. ➢ At a minimum, the CID's monument should be taken care of. ➢ Mr. Custer believes the repair is easy, but the tile colors cannot be matched. ➢ The Board agreed that staff should power wash both monuments and repair the CID monument. ➢ The hotel may be willing to be involved with the repair of both monuments since they have the matching tile. • Mr. Underwood presented for the Board's review and approval Work Authorization No. 10-04 authorizing Severn Trent Environmental Services to provide additional landscaping services in the amount of $3,470.50; a copy of which is attached hereto and made part of the public record. ➢ Soto sent a letter indicating they will maintain the area once the work is done. ➢ Mr. Teague discussed the Soto contract. o The contract expired July 30, 2009 and it has been extended. o This contract can be terminated. o Mr. Custer believes they should submit a new contract. o The CID can terminate in 30 days. o The Board suggested they should re-bid the contract. o The new contract should reflect the current expectations. o The Board authorized Mr. Custer to be the CID's representative in this process. o Mr. Benson will print any necessary aerial photographs. ➢ The Board discussed consideration of Work Order No. 10-04. There being no further discussion, Wednesday,7/7/10 @ 11:53 a.m. 5 June 18, 2010 Port of the Islands C.I.D. • Mr. Benson does not believe it is necessary to purchase a third skid since it will have to be economically justified. • The skids can be run on a rotating basis. • There should be at least one day of storage. • Mr. Lambert believes buildout may not occur for at least 15 years. • There was general consensus from the Board that only two skids are necessary at this time. Mr. Bissell wants to know whether the CID or Parkson is responsible for additional costs for them to correct all the problems which have occurred throughout the year. • Parkson should be billing Hole Montes. • Hole Montes can seek reimbursement. • Parkson is responsible to make this right. • Mr. Benson is willing to let their involvement go away if there are no further issues between the CID and Parkson. NINTH ORDER OF BUSINESS Engineer's Report A. Update on New Water Treatment Plant • The contract with ITT Water Equipment Technologies is essentially ready to be executed. • The project design is in process. • They are slightly ahead of schedule. • There may be slight delays with certain milestones. • There are some delays with the excavation contractor in receiving their insurance certificate; and work on the retention pond at the new utility site cannot commence until this is received. B. Update on Parkson Issues in Plant Operations • They installed seven of the 20 replacement membranes. • The installation has been running smoothly. • He believes additional payments can be released. • Mr. Benson will write off all engineering bills related to this issue, with the exception of Invoice No. 63637 in the amount of$7,743.75. Wednesday,7/7/10 @ 11:53 a.m. 7 June 18, 2010 Port of the Islands C.I.D. TENTH ORDER OF BUSINESS Supervisors' Requests • Mr. Bissell asked that copies of the executed Gun Club Agreement be sent to the Board. ELEVENTH ORDER OF BUSINESS Audience Comments • Mr. Cox has not heard back from the County Manager's office with regards to the CID changing to CDD. • Mr. Cox made it clear to a resident that the CID did not dissolve. TWELFTH ORDER OF BUSINESS Approval of May 31, 2010 Financial Statements and Check Register Mr. Teague presented the May 31, 2010 Financial Statements and Check Register for the Board's review and approval; copies of which are attached hereto and made part of the public record. • The amount of$3,277 on Page 2 under Other Miscellaneous Revenues represents a reimbursement from Severn Trent in the amount of $952 for process residue disposal and sludge removal, as well as a credit from the insurance company in the amount of$2,325, which represented a rate decrease. • On Page 3, the amount of $6,987 under R&M— Renewal and Replacement was for the signs. There being no further discussion, On MOTION by Mrs. Dillon seconded by Mr. Ziko with all in favor, the May 31, 2010 Financial Statements and Check Register were approved. THIRTEENTH ORDER OF BUSINESS Adjournment There being no further business, On MOTION by Mrs. Dillon seconded by Mr. Custer with all in favor, the meeting was adjourned. - eCjiditIr' Calvin Teague Dal -Lambe Secretary 'tl/ hairman Wednesday,7/7/10 @ 11:53 a.m. 9 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 July 30, 2010 Memorandum To: Mr. Robert Dick Severn Trent Services, Inc. 5884 Enterprise Parkway Fort Myers, Florida 33905 Reference: Minutes of Meeting Held June 18, 2010 and Approved July 16, 2010 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 make these documents available for public access during normal business hours. If you have any questions, please contact Janice Swade at (954) 753-5841. Cc: For informational purposes only: Mr. Daniel Tripaldi Treasury Accountant Clerk of the Circuit Court 2671 Airport Road Court Plaza III Naples. Florida 34112-3016 RECEIVED Mr. Leo Ochs, Jr. AUG 0 9 2010 Collier County Manager FINANCE DEPT. 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 on Friday, June 18, 2010 at 10:00 a.m. in the Egret Room; 25000 Tamiami Trail; Naples, Florida. Present and constituting a quorum were: Dale Lambert Chairman Richard Ziko Vice Chairman Norine Dillon Assistant Secretary Theodore Bissell Assistant Secretary Charles Custer Assistant Secretary Also present were: Calvin Teague District Manager Daniel Cox District Attorney Ronald Benson District Engineer Bert Underwood Project Manager Numerous Residents The following is a summary of the discussions and actions taken at the June 18, 2010 Port of the Islands Community Improvement District's Board of Supervisors Meeting. Due to the poor quality of the audio, some portions of the meeting are summarized based on the District Manager's notes. FIRST ORDER OF BUSINESS Roll Call Mr. Lambert called the meeting to order and Mr. Teague called the roll. • Mr. Bissell arrived at 10:45 a.m. Wednesday,7/7/10 @ 11:53 a.m. June 18, 2010 Port of the Islands C.I.D. SECOND ORDER OF BUSINESS Approval of Minutes of the May 21, 2010 Meeting Mr. Lambert stated each Board member received a copy of the Minutes of the May 21, 2010 Meeting and requested any additions, corrections or deletions. • On Page 6 in the second bullet, and Mr. Custer volunteered to do so, should be inserted at the end of the sentence. • On Page 15 in the first paragraph under the TENTH ORDER OF BUSINESS, Faka should replace Fakah. There being no further additions, corrections or deletions, On MOTION by Mrs. Dillon seconded by Mr. Ziko with all in favor, the Minutes of the May 21, 2010 Meeting were approved as amended. THIRD ORDER OF BUSINESS Audience Comments Hearing no comments from audience members, the next item followed. FOURTH ORDER OF BUSINESS Old Business • Mr. Custer met with Mr. Underwood and Mr. Soto regarding landscaping of the Newport entrance; which will be discussed by Mr. Underwood during his report. FIFTH ORDER OF BUSINESS New Business • Mr. Lambert discussed the new voting location. ➢ Mr. Lambert spoke with the gentleman who coordinates training. ➢ Those who previously volunteered at the last elections chose not to do so. ➢ No one really wanted to drive out to POI to do this, which is the reason th cged t ➢ Nothieynghan can behe donepreci about this now. ➢ Their biggest problem was that they did not know who to contact at POI. o Mr. Lambert will be the contact person for the time being. ➢ A notification will be posted in the newsletter asking for resident volunteers to participate in the next training cycle. ➢ The next training cycle will occur in 2011 for the 2012 election. Wednesday,7/7/10 @ 11:53 a.m. 2 June 18, 2010 Port of the Islands C.I.D. ➢ It is possible to change the voting location back for the next election if there are enough resident volunteers. ➢ At least five volunteers are needed. ➢ The CID is not responsible for coordinating this. SIXTH ORDER OF BUSINESS District Manager's Report A. Questions and Comments on Proposed Fiscal Year 2011 Budget • Mr. Lambert wants to know how a bankruptcy in which the CID has not received their assessments is carried on the books; to which Mr. Teague responded. ➢ It will be carried forward as a receivable. • The CID is set to receive approximately $58,000 in tax sales. • There is a concern with $155,000 from the North Hotel bankruptcy. ➢ The owners have not filed for bankruptcy yet. B. Discussion of Hurricane Preparation • Mr. Teague distributed Severn Trent's hurricane emergency action plan; a copy of which is attached hereto and made part of the public record. ➢ A practice drill will be done. ➢ A satellite telephone is available for emergency communications. ➢ Mr. Underwood is handling any potential issues with fuel. ➢ Mrs. Dillon mentioned there is a local CERT team lead by Mr. John McCullough of Stella Maris. o The people in this group were trained in search and rescue efforts. ➢ Mr. Custer commented that the CID's previous landscape contractor, Big Cypress, did a thorough clean-up job after the last hurricane. o He believes that Soto should come up with a plan in this regard. ➢ The record reflects that the county is no longer issuing resident passes to return to the CID in the event of a hurricane or other catastrophic event. • Mr. Teague discussed the preserve area which was cited by SFWMD. ➢ The clean-up at the preserve should be completed today. ➢ Severn Trent will notify SFWMD that the citation was taken care of ➢ They may do an inspection. Wednesday,7/7/10 @ 11:53 a.m. 3 June 18, 2010 Port of the Islands C.I.D. ➢ Mr. Lambert suggested Soto may be able to trim the areas in the preserve if it is not too expensive. o After some discussion, it was decided this is probably too expensive and the CID may not be authorized to have this done anyway. • Mrs. Dillon asked about the status of the extension of the audit contract at the same price. ➢ They do not have a problem doing this. • Mr. Lambert wants to know if the retention ponds were sprayed to get rid of the Cattails. ➢ Earth Balance is going to do this. ➢ Mr. Benson reminded the Board the CID has no responsibility for anything on the north side of U.S. 41 with the exception of the area at the wastewater plant. ➢ This may be the responsibility of the Orchid Cove HOA. ➢ Mr. Lambert wants to know if Earth Balance should be authorized to clear the property outside of the fence line on the east side of the water and wastewater plant; to which Mr. Benson responded. o Anything hanging over the fence onto the CID's property can be pruned. o Mr. Benson does not recommend cutting anything too close to the ground. o Mr. Benson will check on this with the property owner. SEVENTH ORDER OF BUSINESS Field Manager's Report Mr. Underwood distributed the May 2010 Operations Report for discussion; a copy of which is attached hereto and made part of the public record. • Parkson installed seven new membranes which are currently undergoing testing. • One of the flow meters on the MBR was sent out to be repaired, which is still in process. • Parkson has been on-site doing pressure checks. • Two two-inch lines were repaired on the reuse system. Wednesday,7/7/10 @ 11:53 a.m. 4 June 18, 2010 Port of the Islands C.I.D. • SCADA upgrades for the MBR and the new Stella Maris lift station have started. • They are close to having the monuments painted on Cays Drive, which was discussed further. ➢ Mr. Lambert wants the monuments on Newport cleaned up. ➢ One monument belongs to the hotel and the other one belongs to the CID; and both roofs are in need of repair. ➢ At a minimum, the CID's monument should be taken care of. ➢ Mr. Custer believes the repair is easy, but the tile colors cannot be matched. ➢ The Board agreed that staff should power wash both monuments and repair the CID monument. ➢ The hotel may be willing to be involved with the repair of both monuments since they have the matching tile. • Mr. Underwood presented for the Board's review and approval Work Authorization No. 10-04 authorizing Severn Trent Environmental Services to provide additional landscaping services in the amount of $3,470.50; a copy of which is attached hereto and made part of the public record. ➢ Soto sent a letter indicating they will maintain the area once the work is done. ➢ Mr. Teague discussed the Soto contract. o The contract expired July 30, 2009 and it has been extended. o This contract can be terminated. o Mr. Custer believes they should submit a new contract. o The CID can terminate in 30 days. o The Board suggested they should re-bid the contract. o The new contract should reflect the current expectations. o The Board authorized Mr. Custer to be the CID's representative in this process. o Mr. Benson will print any necessary aerial photographs. ➢ The Board discussed consideration of Work Order No. 10-04. There being no further discussion, Wednesday,7/7/10 @ 11:53 a.m. 5 June 18, 2010 Port of the Islands C.I.D. On MOTION by Mr. Ziko seconded by Mrs. Dillon with all in favor, Work Authorization No. 10-04 authorizing Severn Trent Environmental Services and Soto's Lawn Service, Inc. to do the landscaping changes to the Newport Cay entrance in the amount of $3,470.50 was approved. • Mr. Teague asked that the Board vote on extension of the Soto Contract. ➢ Mr. Ziko indicated the contract automatically extends to July 31, 2011 if nothing is done upon expiration. ➢ Mr. Custer indicated the Board can terminate the contract as of January 1, 2011, which leaves time for the Board to get bids and specifications. ➢ The Board can possibly move to do this at the November meeting. EIGHTH ORDER OF BUSINESS Attorney's Report B. Update on Orchid Cove Utility Dedication • Mr. Cox has not gotten a response from the developers at this point in time. • The Board concurred to remove this item from the agenda; and the CID will maintain the system, which is in the best interest of the utility system and Orchid Cove residents. A. Update on CID Logo Registration • It was submitted, but Mr. Cox has not gotten a response yet. • He will have something for the next meeting. C. Discussion of Bond Validation • The Bond Validation Hearing is set for July 20, 2010 at 1:30 p.m. • Mr. Cox hopes to have everything stipulated with the state attorney's office. Mr. Cox and Mr. Benson discussed the ITT Contract. • Their retainage was negotiated to 60%. • The project is scheduled to be bid in September or October at the latest. • The design is approximately 60% complete. • They will store the material until such time as the skids are ready to be installed. • Mr. Custer asked Mr. Benson to ensure all components are there. • Mr. Custer recommends it be built to meet capacity if POI was completely built out. Wednesday,7/7/10 @ 11:53 a.m. 6 June 18, 2010 Port of the Islands C.I.D. • Mr. Benson does not believe it is necessary to purchase a third skid since it will have to be economically justified. • The skids can be run on a rotating basis. • There should be at least one day of storage. • Mr. Lambert believes buildout may not occur for at least 15 years. • There was general consensus from the Board that only two skids are necessary at this time. Mr. Bissell wants to know whether the CID or Parkson is responsible for additional costs for them to correct all the problems which have occurred throughout the year. • Parkson should be billing Hole Montes. • Hole Montes can seek reimbursement. • Parkson is responsible to make this right. • Mr. Benson is willing to let their involvement go away if there are no further issues between the CID and Parkson. NINTH ORDER OF BUSINESS Engineer's Report A. Update on New Water Treatment Plant • The contract with ITT Water Equipment Technologies is essentially ready to be executed. • The project design is in process. • They are slightly ahead of schedule. • There may be slight delays with certain milestones. • There are some delays with the excavation contractor in receiving their insurance certificate; and work on the retention pond at the new utility site cannot commence until this is received. B. Update on Parkson Issues in Plant Operations • They installed seven of the 20 replacement membranes. • The installation has been running smoothly. • He believes additional payments can be released. • Mr. Benson will write off all engineering bills related to this issue, with the exception of Invoice No. 63637 in the amount of$7,743.75. Wednesday,7/7/10 @ 11:53 a.m. 7 June 18, 2010 Port of the Islands C.I.D. C. Update on Retention Basin • The easement was granted by the Gun Club in exchange for the CID's promise not to disrupt their water lines and other improvements. • Mr. Benson discussed issues regarding the contract. • Some clean-up is required by the EPA. • They may provide the CID with the required effluent storage pond. • The Gun Club will retain ownership of the property. • They will build and own the pond. • There is no evidence of lead contamination in the ground water. Mr. Ziko MOVED to approve the revised Development Agreement with LouLand, LLC for the CID to Release an Easement for Effluent Disposal on 42.4 Acres of the Gun Club Property in Exchange for 1.5 to 2.0 Acres for an Effluent Storage Pond; and Mrs. Dillon seconded the motion. • Mr. Lambert is concerned this agreement has no start or finish date. • The CID must get a permit from the DEP. • It may take a couple of months to process. • Mr. Benson suggested a timeframe close to the date which DEP issues the permit. • The work may take approximately four months after the permit is issued. • After the work is done, an easement document will be prepared which releases an easement on 42.4 acres in exchange for an easement over the area which is going to be defined once it is surveyed; along with a Use Agreement of what both parties will do to maintain it. There being no further discussion, On VOICE vote with all in favor, the prior motion was approved as amended and discussed by the District Attorney. The SCADA system was briefly discussed. Wednesday,7/7/10 @ 11:53 a.m. 8 June 18, 2010 Port of the Islands C.I.D. TENTH ORDER OF BUSINESS Supervisors' Requests • Mr. Bissell asked that copies of the executed Gun Club Agreement be sent to the Board. ELEVENTH ORDER OF BUSINESS Audience Comments • Mr. Cox has not heard back from the County Manager's office with regards to the CID changing to CDD. • Mr. Cox made it clear to a resident that the CID did not dissolve. TWELFTH ORDER OF BUSINESS Approval of May 31, 2010 Financial Statements and Check Register Mr. Teague presented the May 31, 2010 Financial Statements and Check Register for the Board's review and approval; copies of which are attached hereto and made part of the public record. • The amount of$3,277 on Page 2 under Other Miscellaneous Revenues represents a reimbursement from Severn Trent in the amount of $952 for process residue disposal and sludge removal, as well as a credit from the insurance company in the amount of$2,325, which represented a rate decrease. • On Page 3, the amount of $6,987 under R&M— Renewal and Replacement was for the signs. There being no further discussion, On MOTION by Mrs. Dillon seconded by Mr. Ziko with all in favor, the May 31, 2010 Financial Statements and Check Register were approved. THIRTEENTH ORDER OF BUSINESS Adjournment There being no further business, On MOTION by Mrs. Dillon seconded by Mr. Custer with all in favor, the meeting was adjourned. - 4?(,1 ih.? Calvin Teague Dale Lambe Secretary via-chairman Wednesday,7/7/10 @ 11:53 a.m. 9