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Minutes 09/21/2012the rovement Di Severn Trent Services, Management Services Division 210 North University Drive, Suite 702 — Coral Springs — Florida 33071 (954) 753 -5841 — (954) 345 -1292 Fax November 7, 2012 Memorandum To: Mr. Robert Dick Severn Trent Services, Inc. 5726 Corporation Circle Fort Myers, Florida 33905 Reference: Minutes of Meeting Held September 21, 2012 and Approved October 19, 2012 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. Cc: For informational purposes only: /s. Crystal Kinzel Director Clerk of the Circuit Court/Finance Department 3299 Tamiami Trail East Suite 403 Naples, Florida 34112 -5746 Mr. Leo Ochs, Jr. Collier County Manager 3299 Tamiami Trail East Suite 202 Naples, Florida 34112 Port of the Islands Community Improvement District Board of Supervisors Richard Ziko, Chairman Norine Dillon, Vice Chairperson Charles Custer, Assistant Secretary Dale Lambert, Assistant Secretary Theodore Bissell, Assistant Secretary Regular Meeting Agenda Thursday, September 21, 2012 — 10:00 a.m. Calvin Teague, District Manager Daniel Cox, District Counsel Ronald Benson, District Engineer 1. Call to Order and Roll Call 2. Approval of the Minutes of the August 17, 2012 Meeting 3. Public Comment Period 4. Old Business A. Review of Landscape Maintenance Performance B. Update on U.S. 41 Median Flooding C. Consideration of Proposal from RMA GeoLogic Consultants, Inc. for Retrofitting of Three Supply Wells 5. New Business A. Consideration of Proposal from C and S Irrigation Services, LLC for Irrigation Valve Repairs in Stella Maris 6. District Manager's Report A. Approval of the August 31, 2012 Financial Statements and Check Register 7. Field Manager's Report A. Discussion of August 2012 Operations Report B. Update on Gun Club Water Bill 8. Attorney's Report A. Update on North Hotel Bankruptcy Proceedings B. Update on Lot 45 Drainage Swale Agreement C. Update on Sunset Cay Utility Dedication 9. Engineer's Report A. Update on New Water Treatment Plant B. Update on Liquidated Damages from Xiyem Water Solutions USA (ITT Technologies) 10. Supervisors' Requests 11. Public Comment Period 12. Adjournment NOTES: The next meeting is scheduled for Friday, October 19, 2012, at 10:00 a.m. District Office: 210 North University Drive, Suite 702 Coral Springs, Florida 33071 954 -753 -5841 http:1 /poicid.com1 Meeting Location: Orchid Cove Clubhouse 25005 Peacock Lane Naples, Florida 34114 239430 -0806 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 21, 2012 and called to order at 10:05 a.m. at the Orchid Cove Clubhouse; 25005 Peacock Lane; Naples, Florida 34114. Present and constituting a quorum were: Richard Ziko Chairman Norine Dillon Vice Chairperson Dale Lambert Assistant Secretary Also present were: Robert Casey Field Manager, Severn Trent Services Daniel Cox District Counsel Ronald Benson District Engineer Robert Dick Severn Trent Services Robert Edge Lead Operator, Severn Trent Services Jon Phillips CaterMasters Inc. Anthony Davis Orchid Cove HOA Jean Kungle POI Realty Gopal Motwani POI Hotel Randolph Resch Resident Audrey Sanders Resident The following is a summary of the discussions and actions taken at the September 21, 2012 Port of the Islands Community Improvement District's Board of Supervisors Meeting. FIRST ORDER OF BUSINESS Call to Order and Roll Call Mr. Casey called the meeting to order and called the roll. SECOND ORDER OF BUSINESS Approval of the Minutes of the August 17, 2012 Meeting Mr. Ziko stated each Board member received a copy of the Minutes of the August 17, 2012 Meeting; requesting any additions, corrections or deletions. Wednesday, 11/7/12 September 21, 2012 There not being any, Port of the Islands CID ..._ ..... On MOTION by Mr. Lambert seconded by Mrs. Dillon with all in favor, the Minutes of the August 17, 2012 Meeting were approved. THIRD ORDER OF BUSINESS Public Comment Period • Mr. Jon Phillips, owner of CaterMasters Inc. of Naples, Florida which has been servicing the POI Resort's banquets and events for approximately two years will be leasing the hotel's restaurant and bar space to open on October 16, 2012. FOURTH ORDER OF BUSINESS Old Business A. Review of Landscape Maintenance Performance Mrs. Dillon discussed her ride - through inspection with Mr. Edge and Mr. Soto. • Weeds have been an issue due to standing water. ➢ Mr. Lambert expressed concern with weeds around the retention ponds. • Irrigation timers will be turned on at the appropriate times. • Fertilization will be done in the next couple of weeks. • Soto will submit a proposal for landscape maintenance for the new plantings around the new water plant. • The area of the road back to the well field had to be trimmed back, as the trucks were getting scratched by the branches. B. Update on U.S. 41 Median Flooding • The county has not responded to date, but Mrs. Dillon will continue trying to contact them. C. Consideration of Proposal from RMA GeoLogic Consultants, Inc. for Retrofitting of Three Supply Wells Mr. Benson presented a proposal from RMA GeoLogic Consultants, Inc. for the Board's review and approval; a copy of which will be entered into the official record. • The proposal includes an inspection by the Hydrogeologist, who will also prepare a report of the work to be done to be kept on file for the CID's permits. Hole Montes works with this firm on a regular basis. Wednesday, I IM12 2 September 21, 2012 Port of the Islands CID Mr. Lambert MOVED to accept the proposal from RMA GeoLogic Consultants, Inc. for retrofitting of the three supply wells as discussed in the amount of $10,770. ➢ Mr. Benson believes this to be a reasonable price based on standard rates. ➢ Hole Montes may bill the CID separately for a couple of hours. A There is a markup for travel time. Mrs. Dillon SECONDED the prior motion as discussed. ➢ Mr. Lambert was assured Severn Trent staff will keep a record for timeframes of future repairs on these three wells. ➢ Staff should ascertain all pumps have strainers. There being no fiirther discussion, On VOICE vote with all in favor, the proposal from RMA GeoLogic Consultants, Inc. for retrofitting of the three supply wells in the amount of $10,770 was accepted. FIFTH ORDER OF BUSINESS New Business A. Consideration of Proposal from C and S Irrigation Services, LLC for Irrigation Valve Repairs in Stella Maris Mr. Casey presented the proposal from C and S Irrigation Services, LLC in the amount of $702.37; a copy of which will be entered into the official record. Mr. Edge was asked to obtain more information on the proposal, which he will present at the next meeting. SIXTH ORDER OF BUSINESS District Manager's Report A. Approval of August 31, 2012 Financial Statements and Check Register Mr. Casey presented the August 31, 2012 Financial Statements and Check Register for the Board's review and approval; copies of which will be entered into the official record. • The following items are over budget, which Mr. Teague will investigate: ➢ Electricity for street lighting Wednesday, 1117/12 3 September 21, 2012 Port of the Islands CID ■ Staff should be able to project budget costs for this item since it is a set price. ➢ Utility irrigation ➢ Mr. Teague will check these items. • The two Corrigan accounts noted on Page 26 were paid. • The Board asked for a copy of the final adopted budget. • Mr. Teague will determine whether the May 8th and May 18th line item reflecting irrigation charges should be applied to the water treatment plant as opposed to the cap. There being no further discussion, On MOTION by Mrs. Dillon seconded by Mr. Lambert with all in favor, the August 31, 2012 Financial Statements and Check Register were approved. SEVENTH ORDER OF BUSINESS Field Manager's Report A. Discussion of August 2012 Operations Report Mr. Edge presented the August 2012 Operations Report for discussion; a copy of which will be entered into the official record. • The large tank at the end of the wastewater plant will get another coat of paint. • Mr. Edge was directed to have the POT logo put on the digester which the contractor offered to do free of charge, as long as there are no associated permitting fees. • Mr. Benson asked Mr. Edge to ensure the street number is posted on one of the buildings. • The Board is in favor of having signs posted on the gates stating, Port of the Islands Water and Wastewater Treatment Facility Operated by Severn Trent Services. The Board would also like No Admittance signs posted on the gate. • Mr. Edge discussed the Open and Closed Work Orders by Date with WO Notes. • Mrs. Dillon reminded Mr. Edge Mr. Teague should provide an explanation of Unused Residue Budget Old Contract which was requested at the last meeting. Wednesday, 11/7/12 4 September 21, 2012 Port of the Islands CID • Mrs. Dillon reminded Mr. Edge staff should provide a breakdown of labor and hours charged for backflow preventer repairs in Orchid Cove which was requested at the last meeting. ➢ Mr. Edge will also look into the impact on backflow preventers on a street when the auto flush hydrants turn on. • Mr. Casey discussed the issue regarding the resident who complained about hydrogen sulfide odors. ➢ Although staff took care of this problem, the resident retained legal services against Severn Trent Services. • The Gun Club has paid the balance on their water bill to date. • Any unused pesticide for mosquito spraying can be used next year, as it has a long shelf life. ➢ A representative from the Florida Department of Agriculture suggested mosquito spraying done at dusk is more efficient and at a faster speed spraying both sides. • The CID passed the recent inspection conducted by the Florida Department of Agriculture. • Mr. Dick reported staff completed three out of five years on the backflow preventer installation program. EIGHTH ORDER OF BUSINESS Attorney's Report A. Update on North Hotel Bankruptcy Proceedings • Mr. Cox announced there will be an Executive Session at approximately 12:00 p.m. today. B. Update on Lot 45 Drainage Swale Agreement • Mr. Cox had no update on this issue. C. Update on Sunset Cay Utility Dedication • Modifications were made to the proposed agreement which will be presented to each sub - association for their feedback. • It is likely the agreement will be formally executed by the end of this year. Mr. Cox addressed a resident request. Wednesday, 11/7/12 5 September 21, 2012 Port of the Islands CID • The Board is not in favor of allowing the owner to merge his two properties at 199 Evening Star Cay in order to have the assessment waived on the vacant property, as it would set a precedent for other like situations. NINTH ORDER OF BUSINESS Engineer's Report A. Update on New Water Treatment Plant Mr. Benson presented the Monthly Progress Report for discussion; a copy of which will be entered into the official record. • The project is close to completion. • The contractor will soon be contacting Collier County to do their final building permit inspection. B. Update on Liquidated Damages from Xlyem Water Solutions USA (ITT Technologies) • Staff agreed to transfer any items associated with Xlyem Water Solutions to the warranty category. • The outstanding work will not affect issuance of the Certificate of Occupancy. • Mr. Benson may have Mr. Cox prepare a Demand Letter for any outstanding warranty issues. • Staff expects to release retainage shortly with Cardinal Contractors. ➢ Work done by Cardinal is in no way related to ITT. • Mr. Benson will follow up with Mr. Teague regarding status of a significant amount of money which has not been invoiced by Severn Trent Services. • Mrs. Dillon reminded Mr. Benson about scheduling the open house for the new plant sometime in January. TENTH ORDER OF BUSINESS Supervisors' Requests Hearing no requests from Supervisors, the next item followed. ELEVENTH ORDER OF BUSINESS Public Comment Period • Mr. Phillips discussed other events they are planning. ➢ Mrs. Dillon suggested they may want to get involved with the open house for the new water plant. Wednesday, 11/7/12 September 21, 2012 Port of the Islands CID TWELFTH ORDER OF BUSINESS Adjournment On MOTION by Mrs. Dillon seconded by Mr. Lambert with all in favor, the meeting was recessed in order to allow for the Executive Session regarding the North Hotel Bankruptcy Proceedings. There being no further business, On MOTION by Mrs. Dillon seconded by Mr. Lambert with all in favor, the meeting was adjourned at 11:57 a.m. Dale Lambert Assistant Secretary Wednesday, 11/7/12 7 Richard Ziko Chairman September 21, 2012 There being no further business, Port of the Islands CID On MOTION by Mrs. Dillon seconded by Mr. Lambert with all in favor, the meeting was adjourned at 11:57 a.m. Monday, 10/8112 7 , 00. . -�' 4 Richard Zik6/ Chairman