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Meeting Minutes for September 10, 2021

Port of the Islands
Community Improvement District

The meeting of the Port of the Islands Community Improvement District was held on Friday, September 10, 2021 at 9:30 a.m. at the Orchid Cove Community Center on 25005 Peacock Lane, Naples, Florida 34114 and also via web conference.

Present (or by web conference) and constituting a quorum were:
Russell Kish – Chair
Teri O’Connell – Vice Chair
Ray Jensen – Assistant Secretary
Michele Holloway – Assistant Secretary
Sam Leishear – Assistant Secretary

Also present (or by web conference) were:

Cal Teague – District Manager
Anthony Pires, Jr. – Attorney
David Schmitt – Engineer
Mitch Gilbert – FL Utility Solutions
Christopher Dudak – PDM Client Services Manager
Fire Division Chief Caleb Morris
Fire Chief Nolan Sapp
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.

FIRST ORDER OF BUSINESS Call to Order and Roll Call

The Port of the Islands Community Improvement District meeting was called to order by Chair Kish and all Board members were present, with Supervisor Jensen participating via web conference. Also at the meeting were David Schmitt from Hole Montes Engineering, Tony Pires, the Attorney, Mitch Gilbert from FUS, Caleb Morris, Division Fire Chief and Nolan Sapp, Fire Chief. Christopher Dudak from PDM participated via web conference.

On MOTION, by Supervisor Holloway, second by Supervisor Leishear, with all in favor, to acknowledge Supervisor Jensen participating via web conference.

SECOND ORDER OF BUSINESS Pledge of Allegiance

THIRD ORDER OF BUSINESS Approval of the Agenda

Approved with the addition of 6B, which is the consideration of a planting proposal from Soto Landscaper Maintenance.

On MOTION by Supervisor Leishear, seconded by Supervisor Holloway, with all in favor, the Board approved the amended agenda as presented.

FOURTH ORDER OF BUSINESS Audience Comments on Agenda Items

There were no comments from the audience.

FIFTH ORDER OF BUSINESS Approval of Meeting Minutes

A. Draft Meeting Minutes from August 13, 2021

The following changes are needed:

  • In Line 17 correct spelling errors as identified by Attorney Pires in a handout.
  • In Line 84 strike “and his legal team has advised him”.
  • In Line 64 change Stella Maris HOA to The Villages at Stella Maris.

On MOTION by Supervisor Leishear, seconded by Supervisor Holloway, with all in favor, the Meeting Minutes from August 13, 2021 were accepted as amended.

SIXTH ORDER OF BUSINESS Landscape Maintenance

A. Landscaper Notes

  • In Robert Soto’s absence Supervisor Holloway reviewed the report with the board.
  • Supervisor O’Connell stated that the grass near the Airplane Club is high. Client Services Manager Dudack will contact the Club about cutting the grass.
  • District Manager Teague stated that Field Manager Pepin’s Field Report identified several issues in the Report that needed to be addressed by Robert Soto. Field Manager Pepin will contact Mr. Soto and obtain a progress report on these issues.

B. New Planting Proposals

A proposal for plantings on Newport Drive was submitted for $900.

On MOTION Supervisor Leishear, seconded by Supervisor Holloway, with all in favor, the Board agreed to accept the proposal of $900 for plantings on Newport Drive.

SEVENTH ORDER OF BUSINESS Utility Operations

A. Utility Report

Mitch Gilbert from FUS reviewed the following items from the report:

  • The water usage for the current month and the previous month were presented for comparison. It was noted that there is never a shortage of water, just an overage which causes the holding tank to overflow. Mr. Gilbert stated that he will prepare a proposal for an inexpensive way to control the water flow and prevent the tank from overflowing.
  • Mr. Gilbert discussed needed upgrades to the fire irrigation pump at the old fire station. Also, an upgrade is needed for the panels at lift stations 4 and 6. He will get estimates for the upgrades at the pump stations and lift stations and present it to the Board.
  • Mr. Gilbert discussed the preventive maintenance that has been performed and also has conducted health and safety checks.
  • A comparison of the meter usage for the last billing cycle of 2020 and 2021 was conducted by Mr. Gilbert. This compares the old meters to the new ones, to identify if those meters reflect a higher or lower usage. The overall result identifies an increase in reported water usage.

B. Water Meter Changeout Program Update

Mr. Gilbert reported that they have changed out 647 meters with another 139 to be completed. Mr. Gilbert distributed water consumption comparisons year by year, but there was not a totaled comparison. He doesn’t have access to billing information, so he has usage counts only. The usage numbers will vary per home.

C. Sinking Sewer Cleanout Repairs

This project should be completed in September, but it is not scheduled yet.

D. Orchid Cove Backflow Preventer Repairs Update

This is a slow process because the originals were not made of stainless steel. It’s possible that they will need to replace more than anticipated.

E. Area Lights at Plant and Security Issues Update

The original quote was for four cameras at $12,000, and there is a needed addition of two more at $6,000. The rest is electrical, so that needs to be added to the cost. The total would be $16,500. However, the Board requested other options, possibly from ADT. Mr. Gilbert will bring quotes from ADT for the two additional cameras at the next meeting.

EIGHTH ORDER OF BUSINESS Engineer Report

A. New Home Construction/Drainage/Sidewalk Damage Issues

Engineer Schmitt will be contacting contractors building homes concerning sidewalk damages, drainage swales, silt in the gutter pans, and other issues that arise. He will reference Field Manager Pepin’s Field Report.

B. Stella Maris Drive Asphalt Repairs Rebid

  • Engineer Schmitt reported that this has been delayed because the pricing now is very high. They will take the bond requirement out of the bid requests and solicit rebids when construction costs are less expensive. The cost will be separated between road repair and drainage.
  • Engineer Schmitt reported that the drainage ditches are dry now.
  • Any silt issues in the drainage ditches will also be addressed with the builders by Engineer Schmitt.

NINTH ORDER OF BUSINESS District Manager Report

A. Monthly Financial Report

The financials were reviewed and accepted. It was suggested that all cash accounts be together. District Manager Teague will check with Jennifer and report back.

On MOTION by Vice Chair O’Connell, seconded by Supervisor Holloway, with all in favor, to accept the financials as presented.

B. Discussion of Historical Issues

A proposal was made by District Manager Teague that Engineer Ron Benson compile a history of several community issues. This would be prepared at $100/hour with expected hours of approximately 50, not to exceed $5,000. District Manager Teague will compile a list of these community issues as presented to him by the Board. The Board will prioritize them, then District Manager Teague will send them to Engineer Benson.

On MOTION by Supervisor Holloway, seconded by Supervisor Jensen, with all in favor, the Board agreed to have a history of community issues compiled by Engineer Ron Benson, not to exceed $5,000.

Division Chief Caleb Morris introduced Chief Nolan Sapp and stated that the Fire Station will remain fully staffed. Chief Sapp summarized his intended directives at Port of the Islands. He answered all questions posed to him.

TENTH ORDER OF BUSINESS Field Manager Report

A. Field Report

  • Earthguard still has not completed littoral plantings, and there were concerns with maintenance on lake banks, especially with the lack of treating torpedo grass.
  • The Board agreed to have Field Manager Pepin powerwash the sidewalks that are a safety concern due to the slippery surfaces.
  • Mitch Gilbert is to clean out the culverts identified in the report.
  • Engineer Schmitt has been monitoring the drainage swales to identify any needing to be cleaned.
  • We are switching the acquisition of mosquito chemical to Duet. Vice Chair O’Connell pointed out that the mosquito spray is over budget. District Manager Teague stated that this is because they started earlier than usual this year.

B. Other Follow-up Items

i. Cays Drive Landscape Lights Repair Update

Lights have been ordered. The contractor will install them when the lights arrive.

ii. Monument Painting Proposal

Marco Island Painting submitted an estimate of $2,100 for pressure washing, crack filling, and painting. Because of the E-Verify, Gratkowski Painting, Gulf Coasst Painting & Pressure, and Charlie MI Handyman Services were no longer interested.

Vice Chair O’Connell asked if the monument is on our property. It will be detemined if there needs to be a agreement or easement granted on the monument. It is tabled until next month.

ELEVENTH ORDER OF BUSINESS Attorney Report

A. Prepmac Lawsuit Status

Attorney Pires, Chair Kish, and District Manager Teague met with Prepmac and their attorney regarding the lawsuit Prepmac filed. It was agreed that the district does not have to respond to the filings at this time. There may need to be other closed sessions with the Board to discuss the lawsuit.

Binders were prepared for the bankruptcy document history and will be presented when completed.

TWELFTH ORDER OF BUSINESS Old Business

A. Parcel 13

i. How to Proceed

  • District Manager Teague reported that Brian Jones has withdrawn his proposal to purchase Parcel 13, so the Board needs to decide what to do with this parcel. He stated that up to $1 million could be saved if wells are put along the river, instead of replacing the current water main from the wells to the plant. This could also leave some acreage for smaller developments.
  • Attorney Pires suggested that a master plan for Parcel 13 be developed and presented to the community, but this would be expensive.
  • Vice Chair O’Connell stated that it cannot be sold because of the ERC’s. District Manager Teague responded that there are no ERC’s on the property now. Port of the Islands, and the engineer will determine the ERC’s needed based upon what is proposed.
  • Supervisor Leishear suggested that agriculture or a solar farm won’t produce ERC’s. It needs to be housing, an RV park, or something similar. Supervisor Jensen agreed with that.
  • Supervisor Leishear suggested that a commercial realtor sell the parcel. This was agreed upon by Supervisor Jensen and Chair Kish.
  • Supervisor Holloway recommended that the decision to sell be made after the workshop. Specifics can be finalized at that time.

On MOTION by Supervisor Leishear, seconded by Supervisor Jensen, with all in favor, the Board agreed to sell Parcel 13 and hire a commercial broker.

ii. Tabled Commercial Real Estate Broker Proposals

a. Interview and Hiring Discussion

The board noted that there are 4 to 5 commercial brokers interested in the property. They have submitted proposals and could be interviewed at the next meeting. District Manager Teague stated that the realtor working with Brian Jones expressed interest in being considered. There was no opposition to him submitting a proposal.

On MOTION by Supervisor Leishear, seconded by Supervisor Holloway, with all in favor, the Board agreed to allow the interested commercial brokers to present 5 minute proposals at the beginning of the next meeting.

B. Rules Change Discussion Including ERC’s

District Manager Teague stated rules changes, including ERC’s, will be discussed at the coming workshop. The agenda for the workshop will be sent out shortly. There will be a public hearing following the workshop to adopt the changes.

C. Mosquito Control Updates

This has been previously discussed. There are no other updates.

D. Securing Dormitory Update

An email from the realtor and County Code Enforcement was shared with the Board discussing the clean up of the building and making it secure from trespassers. Attorney Pires will send a thank you letter to County Commissioner LoCastro concerning the right of first refusal for the North Hotel property sale. He would like the audio clip of LoCastro’s speech at the last meeting.

THIRTEENTH ORDER OF BUSINESS New Business

There is no new business.

FOURTEENTH ORDER OF BUSINESS Supervisor Requests and/or Comments

Supervisor Leishear would like audio and video improved for our meetings. Supervisor Jensen stated that an intern can probably do this at no cost. He will see if an intern is available. Client Services Manager Dudak will also do research on it.

FIFTEENTH ORDER OF BUSINESS Audience Comments

  • Steve MacNamee suggested that trees be planted on Parcel 13 to block the gun club, the water treatment plant and the orchid cove before selling it.
  • Mr. MacNamee also requested fire hydrants be made available for the property he just purchased. Mitch Gilbert from FUS and Engineer Schmitt will work up a proposal with estimated costs for installing fire hydrants and where it is best to place them.
  • Deb Jansen asked for clarification on the rules workshop, including ERC’s. She asked if the workshop is open to the public and if Engineer Ron Benson will attend. District Manager Teague stated that Mr. Benson will be out of town.
  • Another resident stated that she uses college interns for recording meetings with videos.

SIXTEENTH ORDER OF BUSINESS Adjournment of the Meeting

On MOTION by Supervisor Holloway, seconded by Supervisor Leishear, with all in favor, the meeting was adjourned at 1:03 pm.

The Next Meeting is the Workshop on September 17, 2021 at 9:30 am.
The Next Regular Meeting is on October 15, 2021 at 9:30 am.

Secretary/Assistant Secretary
Chair/Vice Chair