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Meeting Minutes for July 17, 2020

Port of the Islands
Community Improvement District

The meeting of the Port of the Islands Community Improvement District was held on Friday, July 17, 2020 at 9 a.m. via web conference.

Present (on the web) and constituting a quorum were:
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
Daniel Cox – District Attorney
Ron Benson – District Engineer
Roberto Soto – Soto Lawn
Mitch Gilbert – Florida Utility Solutions
Chris Dudak – Assistant to the District Manager
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 Vice Chair with the District Manager calling roll. All Board members were present. Also present by web conference were Attorney Daniel Cox, Engineer Ron Benson, Robert Soto from Soto Lawn, Mitch Gilbert from Florida Utility Solutions, and Chris Dudak, Assistant to the District Manager.

SECOND ORDER OF BUSINESS Approval of the Agenda

The Agenda was approved as presented.

On MOTION by Supervisor Kehlmeier, seconded by Vice Chair Kish, with all in favor, the Agenda was approved as presented.

THIRD ORDER OF BUSINESS Audience Comments on Agenda Items

Several residents attended via conference but had no comments on the Agenda items.

FOURTH ORDER OF BUSINESS Approval of Meeting Minutes

A. Draft Meeting Minutes from June 19, 2020

The Minutes were discussed with changes requested on lines 7, 21, 42, 55 and 74.

On MOTION by Supervisor Dillon, seconded by Supervisor O’Connell, with all in favor, the Board approved the Minutes from the June 19, 2020 meeting as amended.

FIFTH ORDER OF BUSINESS Utility Operations

A. Report for June

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

  • Everything is working efficiently at the water plant.
  • The SCADA #2 computer crashed and Mitch Gilbert, Florida Utility Solutions, said it was possibly from lightning or because it was old, but it cannot be repaired. The plant will operate using the other computer until is can be replaced, which will take about six weeks. Mr. Gilbert will get a quote to replace it.
  • Mr. Gilbert will also get a quote for the repair or replacement of the oldest generator.
  • The #2 well pump was replaced and it was under warranty.
  • The new Backflow Preventer handles are being installed.
  • The valve cover at 161 Venus Cay will be replaced.
  • There was a discussion about the wastewater plant and if the sewage or effluent should be checked for traces of the Covid-19 virus. No action was taken.
  • The back room at the old water plant was cleaned out.

SIXTH ORDER OF BUSINESS Landscape Maintenance

A. July Notes

Robert Soto reported that some of his crews had the Covid-19 virus and that the entire crew, Mr. Soto and his wife quarantined as a precaution.

Mr. Soto submitted a proposal for the Brazilian Pepper cutback. The electrical work to fix landscape lighting that was previously approved was delayed because Robert is exploring options to reduce costs for this work. He also said he was going to get his backhoe to clean out the pile of grass at the US 41 median.

B. Proposals for Drainage, Brazilian Pepper Cutback, and the Union Road Trimming

The three proposals presented were each approved after discussion.

On MOTION by Supervisor Kehlmeier, seconded by Supervisor Dillon, with all in favor, the Board approved drainage proposal #3687 for $999.

On MOTION by Supervisor O’Connell, seconded by Supervisor Kehlmeier, with all in favor, the Board approved the Brazilian Pepper cutback #3688 for $1,500.

On MOTION by Supervisor Dillon, seconded by Vice Chair Kish, with all in favor, the Board approved the Union Road Trimming #3689 for $550.

Vice Chair Kish also observed that some property owners have not removed exotics. The Board agreed that a letter should be mailed giving them 30 days to remove the exotic vegetation or the County will be notified. If the owners do not respond, a lien can be placed on their property by the County.

SEVENTH ORDER OF BUSINESS District Manager Report

A. Financial Report for June 2020

The June 2020 Financials were accepted as presented.

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

B. Drainage Concerns

Hole Montes prepared a drainage report that identified concerns on Newport Cay that were discussed by the Board. It will be included on the next Agenda and the Engineer will prepare an estimate for the improvements that need to be completed for this area.

The repairs from the new construction at 121 Newport Cay were discussed and the Engineer said that the contractor said they would be corrected today. The Engineer wants it to be restored to County standards for proper drainage.

EIGHTH ORDER OF BUSINESS Field Manager Report

A. Field Report for July 2020

The following was reviewed with actions or questions:

  • There is an abundance of torpedo grass that was reported to Earth Guard.
  • Mitch Gilbert, Florida Utility Solutions, said they will move the valve on Newport Drive this Tuesday.
  • There is a sign down that needs to be fixed.
  • The concrete gutter at 157 Cays Drive will be ground down.
  • The Board authorized Robert Soto to take care of the US41 median catch basin.
  • The District Manager reported that letters regarding exotic vegetation are being sent out.
  • He also reported that the colors for the repainting of the side monuments are Cayenne Stone and Rose Dust.
  • There is a missing valve cover at 169 Venus Cay that will be taken care of.
  • The mosquito report was reviewed and it was noted that it was missing an entry for May 22. The District Manager commented that this is the first time he has not had complaints about the mosquito spraying.
  • Vice Chair Kish reported that he is not satisfied with the paving on Union Road for $7,000, which he felt amounted to filling some holes.
  • Supervisor Kehlmeier asked about repaving of the roads the community. The Engineer reported that they got partway through, first doing the Newport area, and then they did the back half of the Cays and stopped. They were waiting until there was enough money.

B. Other Follow-Up Items

i. Lake Maintenance and Littoral Planting Update

An update was given and the Field Manager noted that there is a problem with torpedo grass. Also, Earth Guard planted 150 golden canna on June 26. The first pond received 80 plants and the balance was split between the other two ponds. Earth Guard will check to see how the plants are surviving before they charge the District for them.

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

There were multiple attempts to contact Tincher Concrete without a response. The Field Manager will request a proposal from a new concrete company to see if they can replace the valley gutter in front of 120 Wilderness Cay. He will grind down the raised section at 157 Cays Drive to increase the drainage flow.

iii. Painting of Side Monuments

The Field Manager selected the colors but has several work orders ahead of this task. The monuments should be painted by September.

iv. Newport Drive Tree Root Damage Repairs

D&G completed the repairs.

NINTH ORDER OF BUSINESS Engineer Report

A. Dock Water Service Request Update

The builder submitted the application and paid the fee for the new meter, backflow preventer and installation. The work has been scheduled for completion.

TENTH ORDER OF BUSINESS Attorney Report

Vice Chair Kish asked the Attorney about a default notice he received that did not appear to be official regarding the assessment adjustment the District initiated and was being contested by Prepmac, LLC (the marina.) The Attorney thought this had been put on hold after the meeting held with Prepmac by the Engineer and Manager. The Attorney will follow up on this and report his findings.

ELEVENTH ORDER OF BUSINESS Old Business

A. Roadway Repairs Update

D&G completed all the repairs.

B. North Hotel

Demolition is still expected by the end of the year.

C. MBR Issues

The Attorney, upon review with the Engineer, is expected to make a recommendation for the next meeting about pursuing legal action against Severn Trent.

D. Invasive Vegetation Update

The Field Manager provided an updated list of locations along the berms, including four locations on empty lots, with Brazilian Pepper still present and an additional eight locations behind homes with the exotics. Once all the exotics have been removed, the Field Manager will have his technician conduct semi-annual removal of new growth.

E. Water Meter Charge-out Proposals

The Engineer will present his finalized specs at the next meeting.

TWELFTH ORDER OF BUSINESS New Business

A. Audited Annual Financial Report FY 2019

The auditors said they did not identify any deficiencies in internal control. The Board accepted the audit and authorized the Chair to sign the Annual Financial Report. (AFR)

On MOTION by Vice Chair Kish, seconded by Supervisor Dillon, with all in favor, the Board accepted the Audit and authorized the Chair to sign the Annual Financial Report. (AFR)

THIRTEENTH ORDER OF BUSINESS Supervisor Requests and/or Comments

There being none, the next Order of Business followed.

FOURTEENTH ORDER OF BUSINESS Audience Comments

Audrey Sanders commented on the success of the Candidate Forum held on July 16 for the upcoming county commission elections. She suggested they hold a candidate’s night for the CID elections for the two seats up for election. The staff will prepare some options.

FIFTEENTH ORDER OF BUSINESS Adjournment

There being no further Orders of Business and,

On MOTION by Supervisor Dillon, seconded by Vice Chair Kish, with all in favor, the meeting was adjourned at 10:37 a.m.

Next Meeting: Friday, August 21, 2020 at 9 a.m.

Secretary/Assistant Secretary
Chair/Vice Chair