Draft Meeting Minutes for November 20, 2020
Port of the Islands
Community Improvement District
The meeting of the Port of the Islands Community Improvement District was held on Friday, November 20, 2020 at 9 a.m. at the Orchid Cove Community Center on 25005 Peacock Lane in Naples, Florida 34114 and also via web conference.
Present (or by web conference) and constituting a quorum were:
Russell Kish – Vice Chair
Teri O’Connell – Assistant Secretary
Ray Jensen – Assistant Secretary
Michele Holloway – Assistant Secretary
Also present (or by web conference) were:
Cal Teague – District Manager
Daniel Cox – Attorney
David Schmitt – Engineer
Robert Soto – Soto Lawn
Mitch Gilbert – Florida Utility Solutions
Christopher Dudak – Assistant to the District Manager
Nancy Dudak – Premier District Management
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.
FIRST ORDER OF BUSINESS Call to Order and Roll Call
The Port of the Islands Community Improvement District meeting was called to order and District Manager Cal Teague called roll. All were present except for Chair Davis. Also in attendance was Robert Soto from Soto Lawn, David Schmitt from Hole Montes (Engineers) and Mitch Gilbert from Florida Utility Solutions. Participating via web conference was Nancy Dudak and Christopher Dudak from Premier District Management and Attorney Dan Cox.
SECOND ORDER OF BUSINESS Post-Election Supervisor’s Oath of Office
Ray Jensen and Michele Holloway took their oath of office and officially joined the Board as newly elected Supervisors.
THIRD ORDER OF BUSINESS Board Reorganization Resolution 2021-01
The Board discussed reorganizing after the election, and the reorganization was confirmed with the adoption of Resolution 2021-01. Supervisor Kish was nominated as Chair, Supervisor O’Connell was nominated as Vice Chair, Cal Teague as Secretary and Treasurer, and Jennifer Miller as Assistant Treasurer. The remainder of the Board will become Assistant Secretaries.
On MOTION by Supervisor Jensen, seconded by Chair Kish, with all in favor, the Board adopted Resolution 2021-01 that reorganized the Board subsequent to the Election of Officers. The Board voted for Russell Kish to be the Chair and for Teri O’Connell to serve as Vice Chair, Cal Teague as Secretary and Treasurer, and Jennifer Miller as Assistant Treasurer, with the remainder of the Board serving as Assistant Secretaries.
FOURTH ORDER OF BUSINESS Approval of the Agenda
The Board reviewed the Agenda.
On MOTION by Vice Chair O’Connell, seconded by Supervisor Holloway, with all in favor, the Agenda was approved as presented.
FIFTH ORDER OF BUSINESS Audience Comments on Agenda Items
There being none, the next Order of Business followed.
SIXTH ORDER OF BUSINESS Approval of Meeting Minutes
A. Draft Meeting Minutes from October 16, 2020
The regular meeting Minutes from October 16, 2020 were reviewed.
B. Draft Special Meeting Minutes from October 23, 2020
The draft special meeting Minutes from October 23, 2020 were reviewed.
On MOTION by Vice Chair O’Connell, seconded by Supervisor Jensen, with all in favor, the regular meeting Minutes from October 16, 2020 and the special meeting Minutes from October 23, 2020 were approved as submitted.
SEVENTH ORDER OF BUSINESS Utility Operations
A. Report for October
Mitch Gilbert, Florida Utility Solutions, reported that all the equipment is operating as expected. He also reported that the old fire station generator failed, but he obtained used parts and reported that it is now operational. He said that it will need to be replaced in the future. He also reported that he replaced the pump at well field #2, so all three wells are functioning properly.
B. Control Room AC Repair Update
Mitch Gilbert stated that the Control Room air conditioner is operating sufficiently.
C. SCADA Replacement Update
The #2 SCADA computer was rebuilt, according to Mitch Gilbert, and is scheduled for installation within the next 30 days.
EIGHTH ORDER OF BUSINESS Landscape Maintenance
A. November Notes
Robert Soto, Soto Lawn, gave his monthly report. He identified a concrete pedestal that needs to be replaced, along with the electrical panel that supports the irrigation timer for Newport Drive, for which he provided photos of the deterioration. He said he will wrap it with caution tape until it is repaired. The Board discussed a not to exceed amount of $3,000 to fix it, but wants additional bids. Supervisor Holloway volunteered to become the Landscape Liaison to meet with Mr. Soto ten days before meetings. The Board expressed appreciation for the good job that Soto Lawn and Florida Utility Solutions are doing.
On MOTION by Vice Chair O’Connell, seconded by Supervisor Jensen, with all in favor, the Board voted to have Robert Soto of Soto Lawn replace an irrigation pedestal for an amount not to exceed $3,000, and to obtain a second bid for the job.
B. Tree Trimming Proposal
The Board discussed a not to exceed amount of $3,700 to trim the palms, with the number to be verified by the Field Manager. The price per tree is $45 per coconut palm and $18 for all other palms. They reviewed a hardwood tree trimming proposal but tabled it until next meeting. The Board discussed removing dead Brazilian pepper trees adjacent to their property, but decided against it.
On MOTION by Supervisor Jensen, seconded by Supervisor Holloway, with all in favor, the Board approved a not to exceed amount of $3,700 to trim the palms at $45 per coconut palm and $18 for all other palms, with the number of trees to be determined by the Field Manager.
NINTH ORDER OF BUSINESS District Manager Report
A. Financial Report for October 2020
The District Manager reviewed the Financial Report for October, which is the start of the new fiscal year. Vice Chair O’Connell requested a copy of the closeout report that is sent to the auditor.
On MOTION by Vice Chair O’Connell, seconded by Secretary Holloway, with all in favor, the Board voted to accept the Financial Report for October 2020 as presented.
TENTH ORDER OF BUSINESS Field Manager Report
A. Field Report for November 2020
The District Manager reviewed the Field Manager’s report and explained to the Board that Chris Pepin has his maintenance people complete routine maintenance for $500 a month.
- The Board reviewed the report and asked that he check with LCEC to see if they will clean their light heads. The Board would like to know if they have an LED change-out program that include the shields since the lights are so bright.
- The Field Manager identified severe rutting or blow-outs on the well access road. Florida Utility Solutions said they are going to take care of the blow-outs. The Board wants to make certain that Parcel 13 is being cut per the agreement with the Model Airplane Club.
- The Field Manager spotted a black bear in the community.
- Mosquito spraying is being done twice a week. They may stop it completely since the mosquito count has been so low.
B. Other Follow-Up Items
There being none, the next Order of Business followed.
ELEVENTH ORDER OF BUSINESS Engineer Report
A. Contractor Repair of Sunset Cay Construction Sidewalk Damage
Caution tape and signs have been posted at the damaged sidewalk. Another concern is new construction that appears to be extending out into the swale. The Engineer presented a report that identifies issues he will discuss with the builder.
TWELFTH ORDER OF BUSINESS Attorney Report
A. Prepmac Default Action
The District Manager reported that Prepmac agreed to delay any legal action for 60 days to allow for a resolution of the problem. He said that they feel they are being assessed improperly for their slips and undeveloped land. The Attorney said that if a settlement can be reached, an executive session may be necessary to discuss it.
THIRTEENTH ORDER OF BUSINESS Old Business
A. North Hotel/Parcel 13
The District Manager reported that another developer is inquiring about the property, but there are no proposals yet. The Board expressed that more interest may be generated when the hotel demolition is completed.
B. Invasive Vegetation Update
The District Manager said that letters have been sent about invasive vegetation on empty lots, and some people have used their own landscapers and some have used Soto Lawn. A deadline was given in the letter, and if the vegetation is not removed, it will be directed to the County for code enforcement.
C. Water Meter Changeout Program
i. Committee Recommendation
The District Manager reported that the Engineer and the Committee recommended Ferguson’s proposal for new solid state meters but were waiting on confirmation that the warranty would be extended for irrigation water. This was communicated and Ferguson confirmed that they came out and took samples of the water and are waiting for sample results to be returned. The District Manager also stated that there are 811 meters, but they would purchase a few extra, reducing the total from 1,000 to 850. The decision was tabled until the Board can obtain a written guarantee on the warranty being extended toward irrigation usage. Water Works has also been informed of the reason for delay.
D. Internet/Cable Bulk Service
i. Two Bulk Proposals for Consideration
Two proposals, by Summit Broadband and OpticalTel, were discussed by the Board for laying new fiber optic wiring into the community and to provide bulk residential TV and Internet, with each stating that the vendor would pay for the infrastructure at no upfront cost to the community provided the District be the single payer for bulk service with a ten year contract. The District Manager stated that if the CID has to update the fiber optic infrastructure, it could cost approximately $100,000. The Board expressed that they would like fiber for the total community, but they do not want the CID to pay for it. The issue was tabled pending more information, with a request to hear a proposal and presentation from Comcast, which had previously been contacted but had not responded to requests for a proposal.
FOURTEENTH ORDER OF BUSINESS New Business
There being none, the next Order of Business followed.
FIFTEENTH ORDER OF BUSINESS Supervisor Requests and/or Comments
- Vice Chair O’Connell asked if Premier District Management got a CPI increase in the management contract, which was confirmed. She also requested updated copies of the Soto and PDM contracts.
SIXTEENTH ORDER OF BUSINESS Audience Comments
- Kathryn Kehlmeier asked about the painting of the planters, and said the monument needs to be painted to match the inside monument. She asked that general painting and cleaning projects be addressed.
- The District Manager will re-present the proposal from Lykins Signtek regarding the community entrance sign.
- Sunset Cay has a missing screw in the stop sign.
- It was asked if residents will have access to the meter readings. There was also a question if electronic communication and paperless billing can be available. The District Manager said paperless billing isn’t available but could be researched if requested by the Board. Group emails from the CID, however, would result in email addresses becoming public record.
SEVENTEENTH ORDER OF BUSINESS Adjournment
There being no further Orders of Business and,
On MOTION by Chair Kish, seconded by Supervisor Jensen, with all in favor, the meeting was adjourned at 11:15 a.m.
Next Regular Meeting: Friday, December 18, 2020 at 9 a.m.