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Draft Meeting Minutes for September 18, 2020

Port of the Islands
Community Improvement District

The meeting of the Port of the Islands Community Improvement District was held on Friday, September 18, 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
Ron Benson – District Engineer
Roberto Soto – Soto Lawn
Alaina Faircloth – Florida Utility Solutions
Chris Pepin – Field Manager
Christopher Dudak – Assistant to the District Manager
Nancy Dudak – Premier District Management
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 District Manager Cal Teague calling roll. All Board members were present. Also present by web conference were Engineer Ron Benson, Robert Soto from Soto Lawn, Alaina Faircloth from Florida Utility Solutions, Christopher Dudak, Assistant to the District Manager and Nancy Dudak, PDM.

SECOND ORDER OF BUSINESS Approval of the Agenda

The Agenda was approved as presented.

On MOTION by Chair Davis, seconded by Supervisor Dillon, with all in favor, the Agenda was approved as presented.

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 August 21, 2020

The regular meeting Minutes from August 21, 2020 were approved with a word correction on line 70.

On MOTION by Supervisor Kehlmeier, seconded by Chair Davis, with all in favor, the regular meeting Minutes from August 21, 2020 were approved with a word correction on line item 70.

FIFTH ORDER OF BUSINESS Utility Operations

A. Report for August

Alaina Faircloth, filling in for Mitch Gilbert, presented the monthly utility report. The meter reads were done on August 10th.

B. Control Room AC Repair Update

There are two quotes for the control room air conditioning repair. They are staying with the three-ton limit on the advice of the Engineer and awaiting another quote.

C. SCADA Replacement Update

Ms. Faircloth reported that the #2 SCADA computer is currently being built.

SIXTH ORDER OF BUSINESS Landscape Maintenance

A. September Notes

Mr. Soto reported on updates.      

SEVENTH ORDER OF BUSINESS District Manager Report

A. Financial Report for August 2020

The District Manager reviewed the Financial Report. The report was accepted with questions about a $10 cash balance that needs to be reconciled and a bill that needs to be recoded from contracts to chemicals.

On MOTION by Chair Davis, seconded by Supervisor O’Connell, with all in favor, the Board voted accept the Financial Report for August 2020 as presented.

EIGHTH ORDER OF BUSINESS Field Manager Report

A. Field Report for September 2020

The Field Manager mentioned some littorals that had been accidentally cut. Supervisor Dillon asked if he is addressing the piles of dirt at 176 Venus Cay. The Field Manager will follow up and report it to the County, if needed.

B. Other Follow-Up Items

i. Littoral Planting Update

The Field Manager said Earthguard planted 100 littorals but will not charge for the project due to the time frame it took. They will plant another 100 this month, and then another 100 next month.

ii. 120 Wilderness Cay / 157 Cays Drive Concrete Repairs Update

DG Pavement Solutions had to provide a second proposal per the Engineer’s review and was requested to replace approximately 269 square feet of additional concrete apron and several sidewalk panels. This is to correct the drainage issue in front of 120 Wilderness Cay. The additional cost is $2,517.50. The Board approved the additional expense and approved the repairs at 157 Cays Drive.

On MOTION by Chair Davis, seconded by Supervisor Kehlmeier, with all in favor, the Board approved a not to exceed amount of $10,150.17 for DG Pavement Solutions to do repairs at 120 Wilderness Cay.

On MOTION by Supervisor O’Connell, seconded by Chair Davis, with all in favor, the Board approved an additional $2,759 for DG Pavement Solutions to do gutter work repairs at 157 Cays Drive.

iii. Painting of Side Monuments

The painting is schedule to be completed on September 30th.

NINTH ORDER OF BUSINESS Engineer Report

The Engineer commented that he has worked on Port of the Islands’ projects for 30 years and is introducing other engineers from the firm who will be assisting with projects.

TENTH ORDER OF BUSINESS Attorney Report

A. Prepmac Default Action

The District Manager reported that the default action was not being pursued and that the Attorney was setting up a meeting for staff to meet with Prepmac to discuss their issues.

ELEVENTH ORDER OF BUSINESS Old Business

A. North Hotel/Parcel 13

The District Manager reported that he had communications with a developer who was preparing a proposal which includes the North Hotel, Dormitory and Parcel 13. The developer requested a non-disclosure for this, but because the CID is a public entity, it is not possible. Their plan is to encompass the entire property, including the Dormitory. He also commented that the County is still proceeding with the demolition of the North Hotel and is on schedule.

B. MBR Issues

No legal action will be taken against Severn Trent.

C. Invasive Vegetation Update

The District Manager stated that letters have been sent to homeowners, some of whom have not responded. A solution to bill the homeowners if they do not address the invasive vegetation will be brought up at the next meeting.

D. Water Meter Changeout Proposals

The Engineer has completed the specifications and proposals are being prepared that will go to the Board for review before being sent out.

TWELFTH ORDER OF BUSINESS New Business

There being none, the Next Order of Business followed.

THIRTEENTH ORDER OF BUSINESS Supervisor Requests and/or Comments

  • Supervisor Kehlmeier thanked Audrey Sanders for coordinating the candidate meet-and-greet.
  • Vice Chair Kish asked staff to research if Comcast can come into the community.

FOURTEENTH ORDER OF BUSINESS Audience Comments

  • Audrey Sanders announced there will be a meet-and-greet for the upcoming County elections at Angler’s Cove Restaurant & Bar on October 15th. A flyer will be provided for the community websites.

FIFTEENTH ORDER OF BUSINESS Adjournment

There being no further Orders of Business and,

On MOTION by Chair Davis, seconded by Supervisor Dillon, with all in favor, the meeting was adjourned at 9:45 a.m.

Next Meeting: Friday, October 16, 2020 at 9 a.m.

Secretary/Assistant Secretary
Chair/Vice Chair