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Date Distributed: May 8, 2020

Port of the Islands
Community Improvement District

May 15, 2020
Board of Supervisors Meeting
Agenda Packet

Premier District Management

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Port of the Islands

Community Improvement District
Meeting Agenda

May 15, 2020 at 9:00 AM

  1. Call to Order and Roll Call
  2. Approval of the Agenda
  3. Audience Comments on Agenda Items
  4. Approval of Meeting Minutes
    1. Draft Meeting Minutes for April 17, 2020
  5. Utility Operations
    1. Report for April
  6. Landscape Maintenance
    1. May Notes
    2. Updated Landscape Contract
  7. District Manager Report
    1. FEMA Update
    2. FY 2021 Tentative Budget Approval Resolution 2020-04
    3. Financial Report for April 2020
  8. Field Manager Report
    1. Field Report for May
    2. Other Follow-up Items
      1. Lake Maintenance and Littoral Planting Update
      2. 120 Wilderness Cay Tincher Concrete Repairs Revised Proposal
  9. Engineer Report
    1. SFWMD 5-Year Report Renewal Update
    2. Dock Water Service Request Update
  10. Attorney Report
  11. Old Business
    1. Joint CID/HOA Stella Maris Drainage/Potholes Repairs
    2. Union Road Pothole Repairs
    3. Parcel 13 Water Frontage
    4. North Hotel
    5. 157 Cays Gutter Repair
  12. New Business
    1. MBR Issues Discussion
    2. Cays Drive Perimeter Invasive Vegetation Cutback
  13. Supervisors Request and/or Comments
  14. Audience Comments
  15. Adjournment – Next Meeting Friday June 19, 2020

4. Approval of Meeting Minutes

Port of the Islands
Community Improvement District

The meeting of the Port of the Islands Community Improvement District was held on Friday, April 17, 2020 at 9 a.m. by 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
Daniel Cox – District Attorney
Ron Benson – District Engineer
Robert Soto – Soto’s Lawn Service
Mitch Gilbert – Florida Utility Solutions
Chris Dudak – Assistant to the District Manager

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 meeting via the internet or telephone and the meeting was called to order by the Chair with the District Manager calling roll. All Board members were present. Also present by telephone were Attorney Daniel Cox, Engineer Ron Benson, Robert Soto from Soto’s Lawn Service, 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

Mr. Trota and Mr. Del Debbio were in attendance but had no comments.

FOURTH ORDER OF BUSINESS COVID-19 Impact Discussion

A. Memorandum to the Board

A memorandum from the Attorney covered all the concerns related to COVID-19 impacts to CDD functioning. There were no questions or comments.

B. Resolution 2020-02 Emergency Procedural Rules

The Resolution waived all procedural rules regarding the physical presence of a majority of the Board to constitute a quorum and it established emergency procedural conduct for meetings, including providing for severability and an effective date.

On MOTION by Supervisor O’Connell, seconded by Supervisor Kehlmeier, with all in favor, the Board approved the Resolution 2020-02 Emergency Procedural Rules.

C. Waiving or Delaying Late Fees and Utility Payments

The Board discussed waiving or delaying late fees for two months, or one billing cycle during the COVID-19 emergency.

On MOTION by Supervisor Dillon, seconded by Secretary O’Connell, with all in favor, the Board approved to waive late fees for two months/one billing cycle for Utility Payments during the COVID-19 emergency.

FIFTH ORDER OF BUSINESS Minutes of Meeting

A. Draft Meeting Minutes from March 20, 2020

The Board discussed changing line 55 concerning the North Hotel, being responsible for demolition by altering the phrase to add in “making it a liability and a financial burden to the community.”

On MOTION by Supervisor Kehlmeier, seconded by Secretary O’Connell, with all in favor, the Board approved the Minutes from March 20, 2020 as amended.

SIXTH ORDER OF BUSINESS Utility Operations

A. Report for March

Mitch Gilbert from Florida Utility Solutions gave a report and discussed how smoothly everything has been going. Ron Benson, the District Engineer, recommended a plan to re-purpose and modernize the Membrane Bioreactor equipment in order to get the plant back in operation. It was agreed that it will be delayed until the next agenda where the Engineer will have a report for the Board.

SEVENTH ORDER OF BUSINESS Landscape Maintenance

A. April Notes

So far, water restrictions have not been announced, despite dry conditions. Crepe Myrtles should be maintained. The tilted irrigation heads on 41 have been straightened out and the electric light wires were buried on Newport Drive. Robert Soto advised that his team will be more proactive about trash pickup. Spring landscape applications have been completed.

B. Landscape Contract Amendment

Several errors were noted in the contract and will be redrafted and presented at the next meeting.

EIGHTH ORDER OF BUSINESS District Manager Report

A. FEMA Update

Ninety percent of the funds have been received, with only the administrative funds remaining to be paid.

B. FY 2021 Draft Budget Discussion

The Board reviewed the FY 2021 budget with no increase in assessments. Changes must be finalized by June 15th. It was agreed that another copy of the budget will be sent out with the capital improvements identified. The Board expressed interest in lowering assessments, and it was agreed to make that a goal for 2022.

C. Resolution 2020-01 to Continue Use of County Elections

The Board discussed Resolution 2020-01 to allow the county to conduct their 2020 elections.

On MOTION by Chair Davis seconded by Vice Chair Kish, with all in favor, the Board voted to approve Resolution 2020-01 to allow the county to conduct their 2020 elections.

D. Financial Report for March 2020

The Financial Report for March 2020 was accepted with the understanding that the financials will be sent under separate cover from the packet to allow more time to review them. Supervisor O’Connell offered to help review financials before they are finalized.

On MOTION by Supervisor Kehlmeier, seconded by Supervisor O’Connell, with all in favor, to accept the March 2020 Financial Report.

NINTH ORDER OF BUSINESS Field Manager Report

A. Field Report for April

The report was reviewed with the following comments:
– On Cays Drive, letters addressed exotics that had to be removed. Many people have complied with the letters.
– A letter needs to be sent to the homeowner on 208 Cays Drive about their illegal parking on the sidewalk.
– On page 61, the dead palm tree needs to be removed if it is on CID property.
– The gutter next to 157 Cays Drive looks to have been damaged by the builder driving equipment over it. The Field Manager needs to identify and contact the builder or homeowner and have them repair it.
– The monuments on Newport Drive will be painted on both sides.

B. Other Follow-Up Items

i. Lake Maintenance and Littoral Planting Update

It is still too dry to plant right now, but littorals will be planted closer to rainy season.

ii. 120 Wilderness Cay Tincher Concrete Repairs Update

The builder was onsite but hasn’t done the work yet.

TENTH ORDER OF BUSINESS Engineer Report

A. SFWMD 5-Year Report Renewal Update

The Engineer gave an update explaining why population projections were important to maintain the current natural water allocation. His projections will allow the highest possible allocation of water for the future so that it’s never an issue.

B. Dock Water Service Request Update

There is no current update on the dock water service.

ELEVENTH ORDER OF BUSINESS Attorney’s Report

A. Parcel 13 Water Frontage

There is no response from the County after the last Board meeting.

TWELFTH ORDER OF BUSINESS Old Business

There being none, the next Order of Business followed.

THIRTEENTH ORDER OF BUSINESS New Business

A. North Hotel Discussion

The Board communicated to the County that it was not interested in obtaining that property for a dollar, but that the CID still has a strong interest in obtaining the waterfront edge. There has been no response from the County during its shutdown due to the COVID-19 emergency.

B. Stella Maris Potholes Discussion

A resident of Stella Maris North pointed out several different potholes. The Board discussed the agreement between the HOA and the District. The District’s maintenance of the asphalt was contingent on them addressing the drainage concerns and the pictures show they had not. The Board is not willing to accept the repairs until drainage concerns are addressed. The Board offered to share the costs of the drainage repairs but only if the HOA agrees to this cost-sharing option. Another proposal addressed potholes on Union Drive but it is uncertain if the repairs are on CID property. The proposal was tabled until the location of the repairs is identified.

On MOTION by Chair Davis, seconded by Vice Chair Kish, with all in favor, to fund half of the east drainage repairs if Stella Maris funds the other half.

FOURTEENTH ORDER OF BUSINESS Supervisor Requests and/or Comments

Secretary Kehlmeier reported that the South Florida Water Management District has acknowledged that all requirements have been met for the marina expansion project permit. Once the permit has been recorded, the marina may start construction. Vice Chair Kish would like to meet with Mitch at Florida Utility Solutions to tour the water plant to better understand the upgrades needed to the aging plant equipment.

FIFTEENTH ORDER OF BUSINESS Audience Comments

There being none, the next Order of Business followed.

SIXTEENTH ORDER OF BUSINESS Adjournment

There being no further Orders of Business and,

On MOTION by Chair Davis, seconded by Supervisor Kehlmeier, with all in favor, the meeting was adjourned at 11:38 a.m.

Next Meeting: May 15, 2020

Secretary/Assistant Secretary
Chair/Vice Chair

5. Utility Operations

April 2020

    1. Report for April

6. Landscape Maintenance

    1. May Notes
    2. Updated Landscape Contract

7. District Manager Report

    1. FEMA Update
    2. FY 2021 Tentative Budget Approval Resolution 2020-04
    3. Financial Report for April 2020

8. Field Manager Report

    1. Field Report for May
    2. Other Follow-up Items
      1. Lake Maintenance and Littoral Planting Update
      2. 120 Wilderness Cay Tincher Concrete Repairs Revised Proposal

9. Engineer Report

    1. SFWMD 5-Year Report Renewal Update
    2. Dock Water Service Request Update

10. Attorney Report

11. Old Business

No Supporting Documents

12. New Business

No Supporting Documents

13. Supervisors Request and/or Comments

No Supporting Documents

14. Audience Comments

No Supporting Documents

15. Adjournment – Next Meeting Friday June 19, 2020