Minutes 10/19/2012 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 r.,(954) 345-1292 Fax
December 12, 2012
Memorandum To: Mr. Robert Dick
Severn Trent Services,Inc.
5726 Corporation Circle
Fort Myers, Florida 33905
Reference: Minutes of Meeting Held October 19, 2012 and Approved
November 16, 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:
/Ms. 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
Naples Daily News
Naples, FL 34110
Affidavit of Publication
Naples Daily News
PORT OF THE ISLANDS
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CORAL SPRINGS FL 33071
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PUBLISHED ON: 09/28
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FILED ON: 09/28/12
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Port of the Islands Community Improvement District
Board of Supervisors
Richard Ziko,Chairman Calvin Teague,District Manager
Norine Dillon,Vice Chairperson Daniel Cox,District Counsel
Charles Custer,Assistant Secretary Ronald Benson,District Engineer
Dale Lambert,Assistant Secretary
Theodore Bissell,Assistant Secretary
Regular Meeting Agenda
Friday,October 19,2012— 10:00 a.m.
1. Call to Order and Roll Call
1 Approval of the Minutes of the September 21,2012 Meeting
3. Public Comment Period
4. Old Business
A. Review of Landscape Maintenance Performance
B. Update on U.S.41 Median Flooding
C. Update on Proposal for Irrigation Valve Repairs
D. Discussion of Future Water Treatment Plant Open House for the Community
5. New Business
A. Discussion of Fiscal Year 2013 Backflow Preventer installations
6. District Manager's Report
A. Approval of the September 30,2012 Financial Statements and Check Register
B. Discussion of Responses to Issues Raised by Supervisors
7, Field Manager's Report
A. Discussion of September 2012 Operations Report
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 Xlyem Water Solutions USA(ITT Technologies)
10. Supervisors'Requests
11. Public Comment Period
12. Adjournment
NOTES:
The next meeting is scheduled for Friday,November 16,2012,at 10:00 a.m.
District Office: Meeting Location:
210 North University Drive,Suite 702 Orchid Cove Clubhouse
Coral Springs,Florida 33071 25005 Peacock Lane
954-753.5841 http:/lpolcid.coml Naples,Florida 34114
239-430-0806
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, October 19, 2012 at 10:00 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
Charles Custer Assistant Secretary
Dale Lambert Assistant Secretary
Theodore Bissell Assistant Secretary (Via Telephone)
Also present were:
Calvin Teague District Manager
Daniel Cox District Attorney
Ronald Benson District Engineer
Robert Dick Severn Trent Services
Robert Casey Field Manager, Severn Trent Services
Robert Edge Lead Operator, Severn Trent Services
Stephen Custer Custer Construction Inc.
Jean Kungle POI Realty
Anthony Davis Orchid Cove HOA
John J. Resident
Kathryn Kehlmeier Resident
Randy Resch Resident
The following is a summary of the discussions and actions taken at the
October 19, 2012 Port of the Islands Community Improvement District's Board of Supervisors
Meeting.
FIRST ORDER OF BUSINESS Call to Order and Roll Call
Mr. Ziko called the meeting to order and Mr. Teague called the roll.
Wednesday, 11/7/12
October 19, 2012 Port of the Islands CID
SECOND ORDER OF BUSINESS Approval of the Minutes of the
September 21,2012 Meeting
Mr. Ziko stated each Board member received a copy of the Minutes of the September 21,
2012 Meeting; requesting any additions, corrections or deletions.
• The Board made several changes which will be incorporated into 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 21, 2012 Meeting were
approved as amended,
THIRD ORDER OF BUSINESS Public Comment Period
• Mr. Ziko advised Ms. Kehlmeier to ensure she gets all details of signage work to
be done on HOA property in writing if they use Lykins Signtek.
• Mr. Edge acknowledged the presence of Mr. Stephen Custer of Custer
Construction Inc., and complimented his work at the water plant.
FOURTH ORDER 01? BUSINESS Old Business
A. Review of Landscape Maintenance Performance
Mrs. Dillon and Mr. Edge discussed the monthly ride-through inspection with Mr. Soto
and distributed notes for the Board's information and discussion; copies of which will be entered
into the official record.
C. Update on Proposal for Irrigation Valve Repairs
• Mr. Edge discussed additional information regarding replacement of the irrigation
valves which the Board requested at the last meeting and presented the estimate
from C and S Irrigation Services, Inc. in the amount of$702.37 for the Board's
review and approval; a copy of which will be entered into the official record.
There being no further discussion,
ON MOTION by Mr. Lambert seconded by Mrs. Dillon with all in
favor, the estimate from C and S Irrigation Services, LLC in the
amount of $702.37 to repair irrigation valves was approved and
Mr Edge was authorized to cover the area
Wednesday, 11/7/12 2
October 19, 2012 Port of the Islands CID
A. Review of Landscape Maintenance Performance(Continued)
• Mr. Teague discussed Soto's request to amend their contract with a monthly
increase of $575 to accommodate additional landscaping services at the new
water treatment plant.
Mr. Custer MOVED to approve the request from Soto's Lawn
Service, Inc. to increase their fee to $575 per month to
accommodate additional landscaping services at the new water
plant on a temporary basis subject to presentation of a focrual
addendum to their contract; and Mrs. Dillon seconded the motion.
➢ The Board directed Mr. Cox to prepare the addendum for presentation at the next
meeting.
➢ Landscaping of the retention areas should be included in the addendum.
There being no further discussion,
On VOICE vote with all in favor, the prior motion was approved
as discussed.
B. Update on U.S. 41 Median Flooding
Mrs. Dillon presented an e-mail response from the state for the Board's information and
discussion; a copy of which will be entered into the official record.
• The state granted tentative approval to commence a drainage improvement
project.
• U.S. 41 will have to be re-graded.
• Mr. Benson commented the state will have to design an appropriate storm water
system to resolve flooding issues on the median.
D. Discussion of Future Water Treatment Plant Open House for the
Community
Mr. Teague presented an overview of ideas for this event for discussion; a copy of which
will be entered into the official record.
• The Board suggested January 18, 2013 at approximately 12:30 p.m. following the
CID meeting.
• Severn Trent suggested a barbecue be held to commemorate the opening.
• Costs will be shared by Severn Trent Services and Hole Montes.
Wednesday, 11/7/12 3
October 19, 2012 Port of the Islands CID
• Mr. Benson will prepare a brochure depicting the CID's utility system.
• Mrs. Dillon suggested an announcement on the water bill and on the website.
• Approximately 150 people will be invited.
• Ms. Kungle will prepare a flyer to be included with the November and December
utility bills.
• Ms. Kehlmeier will collect RSVPs.
• DEP officials will be invited.
• An update will be included on the next agenda.
FIFTH ORDER OF BUSINESS New Business
A. Discussion of Fiscal Year 2013 Backflow Preventer Installations
• Mr. Dick updated the Board on the installations done thus far, but asked the Board
for direction regarding how to proceed for the new Fiscal Year.
➢ Three Hundred of approximately 500 which need to be installed have been
installed.
➢ Staff will ensure all neighborhoods are taken care of.
➢ The Board directed installation of backflow preventers for Fiscal Year
2013 at Severn Trent's discretion, with staff notifying the Board in
advance of start dates and locations.
• Mrs. Dillon asked for the status of breakdown of labor and hours charged for
backflow preventer repairs at Orchid Cove.
➢ Seven need to be repaired in the amount of$35 each.
➢ The repairs are going to cost approximately $944.50 which includes
purchase of repair kits and nine hours of labor.
➢ Backflow preventers will have to be recertified once repaired.
SIXTH ORDER OF BUSINESS District Manager's Report
A. Approval of the September 30,2012 Financial Statements and
Check Register
B. Discussion of Responses to Issues Raised by Supervisors
Mr. Teague presented the September 30, 2012 Financial Statements and Check Register
for the Board's review and approval; a copy of which will be entered into the official record.
• The fund balance increased.
Wednesday, 11/7/12 4
October 19, 2012 Port of the Islands CID
• The water and sewer fund reflect strong net assets.
• Mr. Edge confirmed the fire hydrant repair is allocated to irrigation as opposed to
water.
• The budget overrun for street lighting was for street light repairs in Orchid Cove
which were done after the budget was adopted.
• Mr. Teague assumes utility irrigation was reallocated to the wastewater treatment
plant.
• The Aged Trial Balance for past water bills was discussed.
➢ Mr. Bissell asked Mr. Teague to e-mail him an explanation for the fact the
financials do not reflect payment made by the Gun Club last month for
some overdue water bills.
➢ Mr. Ziko asked for an explanation of the outstanding bill for Mr. Brett
Cihlar,
• Mr. Edge and Mr. Teague will investigate.
There being no further discussion,
On MOTION by Mr. Lambert seconded by Mr. Custer with all in
favor, the September 30, 2012 Financial Statements and Check
Register were approved.
• Mr. Dick provided an explanation for Unused Residue Budget Old Contract
which was addressed at the last meeting.
• Refunds to residents with two accounts, one of which is outstanding, were
discussed.
➢ The refund is applied to any unpaid balance once the other account is
closed.
• The significant amount which Severn Trent has not invoiced on the water
treatment plant project was discussed.
➢ The outstanding amount of$48,000 will be billed once the work is done.
• Mr. Benson commented his staff made a mistake in adding up the amount
and added an additional $48,000.
Wednesday, 11/7/12 5
October 19, 2012 Port of the Islands CID
• Mr. Cox and Mr. Teague have not heard anything further from the resident who
recently retained attorney services.
SEVENTH ORDER OF BUSINESS Field Manager's Report
A. Discussion of September 2012 Operations Report
Mr. Edge presented the September 2012 Operations Report for discussion; a copy of
which will be entered into the official record.
• Work orders were addressed.
• The well extensions will be done on Monday.
• Staff is working on the signs.
EIGHTH ORDER OF BUSINESS Attorney's Report
A. Update on North Hotel Bankruptcy Proceedings
• Mr. Cox announced a short Executive Session will be conducted at the conclusion
of this meeting to discuss the settlement offer.
B. Update on Lot 45 Drainage Swale Agreement
• Mr. Cox had no update on this issue.
C. Update on Sunset Cay Utility Dedication
• Mr. Cox is waiting for the Condominium Association to meet to consider this
offer.
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.
• Cardinal has been paid all but approximately$20,000.
• Certain trees were not the appropriate height consistent with county standards,
which has delayed distribution of the Certificate of Occupancy.
B. Update on Liquidated Damages from Xlyem Water Solutions USA (ITT
Technologies)
• Hole Montes sent ITT a summary letter acknowledging they are going to replace
the deficient membranes and skids.
• $163,000 is currently being held on their contract until these issues are resolved.
Miscellaneous issues were discussed.
• Mr. Benson will ensure Cardinal repairs the median on Union Road.
Wednesday, 11;7;12 6
October 19, 2012 Port of the Islands CID
• Mr. Benson distributed each Board member a cd depicting aerial and interior
views of the new water plant.
• Mr. Benson distributed and explained diagrams showing water reuse in the CID; a
copy of which will be entered into the official record.
➢ A County Ordinance prohibits irrigation on Fridays.
➢ It is imperative to have odd/even irrigation days to spread the water use
evenly; and everyone should not be watering on Wednesdays and
Saturdays.
➢ Mr. Lambert asked Mr. Benson to address this issue at the Open House.
➢ County rules should be included on the CID's website.
TENTH ORDER OF BUSINESS Supervisors' Requests
Hearing no requests from Supervisors,the next item followed.
ELEVENTH ORDER OF BUSINESS Public Comment Period
• Ms. Kehlmeier was told the irrigation water is needed for fire protection and
cannot be shut off.
• Mr. Davis was told the CID will not likely need the time in the clubhouse
extended for the Open House in January.
EIGHTH ORDER OF BUSINESS Attorney's Report (Continued)
A. Update on North Hotel Bankruptcy Proceedings (Continued)
A motion to recess this meeting in order to go into Executive Session is in order.
There being no comments or questions,
On MOTION by Mrs. Dillon seconded by Mr. Lambert with all in
favor, the meeting was recessed at 11:50 a.m. to commence the
Executive Session regarding the North Hotel Bankruptcy
Proceedings.
A motion to reconvene the Open Session of the Board meeting is in order.
There being no comments or questions,
Wednesday, 11/7/12 7
October 19, 2012 Port of the Islands CID
On MOTION by Mr. Lambert seconded by Mr. Custer with all in
favor, the Open Session of the Regular Board Meeting was
3 reconvened at 12:30 p.m.
A motion to accept or reject the offer discussed in Executive Session is in order.
There being no comments or questions,
On MOTION by Mr. Lambert seconded by Mrs. Dillon with all in
favor, the settlement offer presented to the Board regarding the
North Hotel Bankruptcy Proceedings was rejected.
TWELFTH ORDER OF BUSINESS Adjournment
There being no further business,
On MOTION by Mrs. Dillon seconded by Mr. Lambert with all in
favor, the meeting was adjourned at 12:35 p.m.
,
L ''C-'44t- (.-...- i Le, _ __
Calvin Teague . R a6o _
Secretary Chairman
Wednesday, 11/7/12 8