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Draft Meeting Minutes for August 21, 2020

Port of the Islands
Community Improvement District

The meeting of the Port of the Islands Community Improvement District was held on Friday, August 21, 2020 at 9 a.m. via web conference.

Present (on the web) and constituting a quorum were:
Tony Davis – Chair
Russell Kish – Vice Chair
Norine Dillon – Assistant Secretary
Teri O’Connell – Assistant Secretary
Kathryn Kehlmeier – Assistant Secretary

Also present (on the web) were:
Cal Teague – District Manager
Jennifer Miller – PDM Controller
Daniel Cox – District Attorney
Ron Benson – District Engineer
Roberto Soto – Soto Lawn
Mitch Gilbert – Florida Utility Solutions
Chris Dudak – Assistant to the District Manager
Nancy Dudak – PDM
Residents

The following is a summary of the discussion and actions taken at the Port of the Islands Community Improvement District (CID) Board of Supervisors meeting. It was conducted using Go-to-Meetings as a result of Executive Order 20-69 which waived the quorum requirements during the COVID-19 virus and allowed for meetings to be conducted in this manner.

FIRST ORDER OF BUSINESS Call to Order and Roll Call

Members participated in the web conference and the meeting was called to order by the Chair with the District Manager calling roll. All Board members were present. Also present by web conference were PDM Controller Jennifer Miller, Attorney Daniel Cox, Engineer Ron Benson, Robert Soto from Soto Lawn, Mitch Gilbert from Florida Utility Solutions, Chris Dudak, Assistant to the District Manager and Nancy Dudak, PDM.

SECOND ORDER OF BUSINESS Approval of the Agenda

The Agenda was approved with a change in the description of an agenda item.

On MOTION by Chair Davis, seconded by Vice Chair Kish, with all in favor, the Agenda was approved with a change in the description of an agenda item.

THIRD ORDER OF BUSINESS Audience Comments on Agenda Items

There being none, the next Order of Business followed.

FOURTH ORDER OF BUSINESS Approval of Meeting Minutes

A. Draft Meeting Minutes from July 17, 2020

The regular meeting Minutes from July 17, 2020 were approved with changes to line items 7 and 41.

On MOTION by Chair Davis, seconded by Supervisor Kehlmeier, with all in favor, the regular meeting Minutes from July 17, 2020 were approved with changes to line items 7 and 41.

FIFTH ORDER OF BUSINESS FY 2021 Budget Hearing

The Public Hearing was opened and closed with no public comments.

On MOTION by Chair Davis, seconded by Supervisor Dillon, with all in favor, the FY 2021 Budget Public Hearing was opened at 9:08 a.m.

On MOTION by Chair Davis, seconded by Supervisor Kehlmeier, with all in favor, the FY 2021 Budget Public Hearing was closed at 9:09 a.m.

A. Resolution 2020-05 Adoption of FY 2021 Assessment Levy

On MOTION by Chair Davis, seconded by Supervisor Kehlmeier, with all in favor, the Board adopted Resolution 2020-05 Adoption of FY 2021 Assessment Levy.

B. Resolution 2020-06 Adoption of FY 2021 Budget

On MOTION by Chair Davis, seconded by Supervisor O’Connell, with all in favor, the Board adopted Resolution 2020-06 Adoption of FY 2021 Budget.

SIXTH ORDER OF BUSINESS Utility Operations

A. Report for July

Mitch Gilbert, Florida Utility Solutions, reviewed the July report with the Board.

  • The #2 well pump that was replaced was covered under warranty.
  • Mr. Gilbert explained the function of the SCADA computer. The backup SCADA computer that runs the water plant, the sewer and the remote control of the sewage control stations crashed. The Board approved the purchase of a new one for $15,805.58 from BCI Technologies.

On MOTION by Supervisor Kehlmeier, seconded by Vice Chair Kish, with all in favor, the Board voted to purchase a new SCADA computer for $15,805.58 to replace the one that crashed.

  • The generator failed and Mr. Gilbert will get proposals for repair.
  • The control room air conditioner, which cools all the electrical equipment, failed and requires replacement. There was a proposal from Brett & Son Air Conditioning for $11,546 for a replacement. Mr. Gilbert was asked by the Board to consult a local vendor, but authorized him to proceed with a not to exceed amount of $11,500 upon checking with other vendors. He is using a portable unit in the meantime.

On MOTION by Supervisor O’Connell, seconded by Vice Chair Kish, with all in favor, the Board authorized Mitch Gilbert, Florida Utility Solutions, to replace the control room twin system air conditioner for a not to exceed amount of $11,500 and requested he use a local vendor if the price is equal or better than the bid he received from Brett & Son Air Conditioning for $11,546.

  • Mr. Gilbert also reported that the canal station is working properly. He said that the sewage pump station is working well and the generators are in place in case of a hurricane. The meter boxes that needed to be relocated or replaced are completed. He cleaned out a drain on US 41.

SEVENTH ORDER OF BUSINESS Landscape Maintenance

A. August Notes

  • Mr. Soto reported that he is prepared and is on stand-by in case of a hurricane. He removed the weeds on Newport Drive. After hurricane season, he will remove the supports on some of the trees.
  • He shared photos of some of the work he has completed.
  • The area that had a bad timer was full of water, so he had to postpone that repair.
  • HIs team braced a fallen oak tree.
  • He is going to cut back seagrape hedges.
  • He is working on a proposal to kill the pepper trees along Cay’s Drive as opposed to cutting them back.
  • The Board asked if the Friends of the Facahatchee had plans to remove pepper trees along the POI eastern border. Supervisor Kehlmeier said she would check with them.

EIGHTH ORDER OF BUSINESS District Manager Report

A. Financial Report for July 2020

The July 2020 Financials were accepted as presented.

On MOTION by Chair Davis, seconded by Supervisor Dillon, with all in favor, the Board voted accept the Financial Report for July 2020 as presented.

B. FY 2021 Meeting Schedule Resolution 2020-07

The Board approved their meeting schedule for the entire year so the announcement can be placed in one advertisement.

On MOTION by Supervisor Dillon, seconded by Chair Davis, with all in favor, the Board approved Resolution 2020-07 establishing their meeting schedule for the entire year so the announcement can be placed in one advertisement.

NINTH ORDER OF BUSINESS Field Manager Report

A. Field Report for August 2020

The District Manager reviewed the report from the Field Manager.

B. Other Follow-Up Items

i. Littoral Planting Update

EarthGuard began their plantings with 150 golden canna along the banks of the three retention ponds. They will continue to install 50-80 plants every two-three months until all of them have been planted.

ii. 120 Wilderness Cay/157 Cays Drive Concrete Repairs New Proposal

The Field Manager got a proposal from DG Pavement Solutions to remove and replace approximately 70 linear feet of valley gutter in front of 120 Wilderness Cay for $7,600 and 31 linear feet of valley gutter in front of 157 Cays Drive for $2,759. Many contractors were asked for proposals but nobody else responded. The Engineer will inspect both locations and inspect the work when completed. The Board approved the 120 Wilderness Cay location for concrete repairs and they will monitor 157 Cays Drive.

On MOTION by Chair Davis, seconded by Supervisor Dillon, with all in favor, the Board approved a proposal from DG Pavement Solutions to remove and replace approximately 70 linear feet of valley gutter in front of 120 Wilderness Cay for $7,600.

TENTH ORDER OF BUSINESS Engineer Report

A. Dock Water Service Request Update

The meter and backflow preventor were installed and the association can proceed with extending water services to the docks.

ELEVENTH ORDER OF BUSINESS Attorney Report

A. Prepmac Default Action

The Attorney filed a motion to dismiss Prepmac’s filing. It is not being challenged. He will continue to monitor it.

TWELFTH ORDER OF BUSINESS Old Business

A. North Hotel/Parcel 13

The District Manager reported that he and staff have had discussions with a potential developer to develop both sites. They have not submitted an offer, but he thinks the price would be $45,000 an acre and that the sale would be contingent on an acceptable development plan. He communicated with the project manager for the demolition of the hotel and they are going out for bids. Their goal is to have the North Hotel demolished by the end of the year.

B. MBR Issues

They Attorney recommended that any legal action against Severn Trent would be more costly than it was worth. He felt the Board should keep the funds owed to Severn Trent and move on. There were no objections. Regarding the MBR plant, the Engineer and Utility Manager will develop a projected cost for utilizing the plant in some capacity for the budget in FY 2022.

C. Invasive Vegetation Update

Letters were sent to residents.

D. Water Meter Change-out Proposals

The Engineer prepared a draft to be reviewed by staff that was sent to the Board for comments and then bids.

THIRTEENTH ORDER OF BUSINESS New Business

A. Supervisor Candidate Forum

It was suggested that there be a forum to meet candidates running for the Board. It was suggested that attendance might be poor in a web conference, or to hold off for a regular meeting. Upon discussion, the Board agreed to have Audrey Sanders organize a forum outside of the CID and appreciated her willingness to do it.

B. Drainage Issues on Newport Cay

This will be discussed in the future.

FOURTEENTH ORDER OF BUSINESS Supervisor Requests and/or Comments

There being none, the next Order of Business followed.

FIFTEENTH ORDER OF BUSINESS Audience Comments

  • Audrey Sanders commented on the candidates for the upcoming County elections.
  • Diane Moro voiced concern about the COVID-19 exposure during the forum. Several people commented that the virus exposure happened after the forum. Vice Chair Kish reassured her that using the recommended precautions will help when attending meetings.
  • Ray Jensen commented on COVID-19 precautions. He also had favorable comments on the candidate forum and the positive exposure it gave the community. He asked about the recent paving job on Union Road.
  • Michelle Holloway also voiced support for a candidate forum.

SIXTEENTH ORDER OF BUSINESS Adjournment

There being no further Orders of Business and,

On MOTION by Supervisor Kehlmeier, seconded by Chair Davis, with all in favor, the meeting was adjourned at 11:13 a.m.

Next Meeting: Friday, September 18, 2020 at 9 a.m.

Secretary/Assistant Secretary
Chair/Vice Chair