MINUTES OF MEETING
PORT OF THE
COMMUNITY IMPROVEMENT DISTRICT
The regular meeting of the Board of
Supervisors of the Port of the Islands Community Improvement District was held
on
Present and constituting a quorum
were:
Ted
Bissell Chairman
Dale
Lambert Vice
Chairman
Norine
Dillon Secretary
Richard
Gatti Assistant Secretary
Richard
Ziko Assistant Secretary
Also present were:
Calvin
Teague District Manager
Dan
Cox Attorney
Bob
Dick Field
Manager
Robert
Edge Field
Operator
Tom
Mack Resident
Christopher
Shucart POI
Susan
Beck Resident
Gabriel
Cloi Resident
D.
Chrolberg Resident
George
Cramer Resident
C.R.
Custer Resident
Kathryn
Kehlmeuer Resident
Jean
Kungle Resident
Jon
McCollister Resident
Marie
Peters Resident
George
Ricci Resident
Darel
Richardson Resident
Cathy
Weis Resident
Tom
Weis Resident
Jerry
Wintern Resident
The following is a summary of the
minutes and actions taken at the
FIRST ORDER OF BUSINESS Roll
Call
Mr. Bissell called the meeting to
order and Mr. Teague called the roll.
SECOND ORDER OF BUSINESS Approval of the
Minutes of the November 9, 2007 Meeting
Mr. Bissell stated each Board member
received a copy of the minutes of the
·
On Page 3 in the last paragraph, facade should replace the sod.
·
On Page 4 in the fourth paragraph, accurate should replace angry.
·
On Page 6 in the ninth paragraph,
·
On Pages 7, 8 and 9, Mr. Owen was speaking as opposed to Mr. Gasaway.
·
On Page 8 in the eleventh paragraph, PUD should replace plot.
·
On Page 12, Mr.
Ptah was speaking as opposed to Mr.
Kramer.
·
On Page 34 in the second sentence from the top, replacement should replace repair.
·
On Pages 42 and 43, Mr. Owen was speaking as opposed to Mr. Gasaway.
·
On Page 43 in the last paragraph, curve should replace curb.
·
On Page 46 in the last paragraph, pave should replace paint.
·
On Page 49 in the eighth paragraph, Mr. Gasaway was speaking as opposed to Mr. Cox.
·
On Page 50 in the fourth paragraph, Mr. Gasaway was speaking as opposed to Mr. Cox.
·
On Page 59 in the fourth paragraph from the
bottom, upgrades should replace outlets.
On MOTION by Mr. Lambert
seconded by Ms. Dillon with all in favor, the minutes of the
THIRD ORDER OF BUSINESS Audience
Comments
·
A resident is working on a community newsletter
which will include many of the different issues being discussed at the
meetings.
FOURTH ORDER OF BUSINESS Manager’s Report –
Consideration of Audit Renewal Engagement Letter from Dufresne & Associates
to Perform the Audit for Fiscal Year 2007
·
Dufresne & Associates rejected the Board’s
proposal for a 10% fee reduction in exchange for a one-year extension on their
contract.
·
They did agree to retain the fee at $20,000 plus
expenses, which Mr. Teague rejected; thereby forcing them to go back to the
original fee.
·
The Board will go through the process of
soliciting proposals for a new auditor.
·
The Board will be considered the Audit Selection
Committee.
·
The proposals will go out by March 2008.
·
This audit is required according to the Florida
Statutes and provides the following benefits:
Ø
The assurance the District is in compliance with
GASB 34.
Ø
The District is putting money aside to address
capital needs.
Ø
The District’s finances are being managed
appropriately.
There
being no further discussion,
On MOTION by Mr. Gatti
seconded by Mr. Lambert with all in favor, the Audit Renewal Engagement Letter
from Dufresne & Associates to perform the Audit for Fiscal Year 2007 was
approved.
Mr. Teague discussed the following
updates which were not included on the agenda:
·
Saturday delivery of agenda packages and
consideration of summary minutes
Ø
Transcription of verbatim minutes is extremely
time-consuming.
Ø
Most other Districts use summary minutes, which consumes
approximately 20 or less pages.
Ø
The recording itself is considered the official
record and is always available.
Ø
The Board was not satisfied with the prior sample
of the summary minutes.
Ø
If the agenda package is sent on Wednesday for
Friday delivery, the cost will be $9 to $12.
Ø
If the agenda package is sent out on Thursday or
Friday for Saturday delivery, the cost is more than $30.
Ø
The changes made on the November minutes were
minor and did not affect the outcome of issues.
Mr. Gatti moved to
reconsider use of summary minutes in lieu of verbatim minutes for economic and
timing issues, and Mr. Bissell seconded the motion.
Ø
Mr. Teague is not aware of any cities in the
nation which use verbatim minutes.
Ø
Ø
The Board will be able to receive their agenda
package exactly one week prior to their meeting on Friday.
Ø
They will also receive the package
electronically.
On VOICE vote with all in
favor, the prior motion was approved.
Ø
The Board wants to be able to go back to
verbatim minutes if they are not satisfied.
On MOTION by Ms. Dillon
seconded by Mr. Gatti with all in favor, the Board will go to summary minutes
with the proviso they can go back to verbatim minutes if they are not
satisfied.
Ø
The Board will be able to get their previous
month’s financial statements if they modify their meeting schedule to take
place after the 15th of the month.
Ø
The invoices reflected on the current financial
statements have already been paid out.
Mr. Gatti moved to amend
the District’s meeting schedule from the second Friday to the third Friday of
the month at
Ø
This will be published in the newspaper and
posted on the web site.
There
being no further discussion,
On VOICE vote with all in
favor, the prior motion was approved.
·
Invoice from Eddie Bock’s Plumbing, Inc.
Ø
Severn Trent paid POI’s share of the invoice and
Eddie Bock’s Plumbing, Inc. billed the rest to the hotel.
·
Audit questions
Ø
This issue was previously discussed and Board
members may e-mail Mr. Teague if they have any further questions.
FIFTH ORDER OF BUSINESS Old
Business
A.
Stella Maris
Assessment Questions
·
Mr. Lambert and Ms. Ellis discussed and resolved
this issue. Therefore, it may be removed
from the agenda.
B.
Discussion
of Utility Rate Setting for Water, Sewer and Irrigation Charges
·
The Board must determine whether or not a rate
study is necessary.
·
The original goal was to implement a late fee
and a turn-on fee for delinquent bills.
Ø
This requires going through the rulemaking
process.
Ø
The expense involved in going through this
process makes it prudent to determine whether or not all current utility rates
are appropriate.
Ø
The rate study will include recommendations for
these late and turn-on fees.
Ø
Once the rate study is complete, Severn Trent
will solicit proposals.
·
If the Board decides not to do a rate study,
they can proceed directly to the rulemaking procedure for implementation of
these fees.
·
Most utilities do a rate study every five to 10
years.
·
Mr. Benson suggested the Board consider
conservation water rates.
Ø
As more water is consumed, the price per gallon
will continue to increase.
Ø
Most of the area utilities have gone to this
rate structure.
·
Mr. Teague and Mr. Benson will prepare a
summary, as opposed to going out for proposals right away.
Ø
This will be included in the rulemaking process,
but avoids the expense of paying an outside company to do a rate study.
Ø
An outside company charges approximately $25,000
to do this.
·
Summarily, the Board prefers not to do a rate
study; consider a tiered rate structure for irrigation; and decide on turn-on
and late fees.
Ø
The rulemaking procedure will have to be
advertised 29 days in advance for the Public Hearing for developing these.
Ø
Another Public Hearing must be held to adopt the
fees.
Ø
Mr. Benson to prepare a tiered rate structure
and Mr. Teague will prepare a summary of rates which other Districts are
charging.
Ø
Common area water use needs to be looked at
separately from residential water use.
o
Since common areas have larger water meters,
they are part of a different rate block.
Ø
After much discussion, the Board decided to hold
the public hearing during the February meeting.
·
Mr. Ziko is concerned the financials will not be
ready for the February 15th meeting.
Ø
Mr. Teague assured the Board if the accountant
will not be able to send the financials, he will bring them to the meeting.
·
The Board discussed the possibility of setting
the public hearing to adopt the rules at the March meeting.
Ø
Both meetings must be advertised separately.
Ø
The period of time between the meetings is also
necessary.
On MOTION by Mr. Lambert
seconded by Ms. Dillon with all in favor, a Public Hearing to develop utility
rates as they refer to late fees and turn-on fees was scheduled for Friday,
February 15, 2008 at 10:30 a.m. in the Egret Room; 25000 Tamiami Trail; Naples,
Florida.
Ø
Once the rule is adopted, there is a period of
21 days in which any party can file an appeal to the rule.
After
further discussion, the Board decided to set the public hearing for adoption of
the rules.
On MOTION by Ms. Dillon
seconded by Mr. Ziko with all in favor, a Public Hearing to adopt utility rates
as they refer to late fees and turn-on fees was scheduled for Friday, March 21,
2008 at 10:30 a.m. in the Egret Room; 25000 Tamiami Trail; Naples, Florida.
C.
Review of
Bad Debt Issues
·
Mr. Teague discussed a memorandum which was
prepared by Ms. Helena Randel to Mr. Teague summarizing this issue.
Ø
This item can come off of the agenda, but the
Board recommended the memorandum be kept on file in the event of future
questions or concerns.
SIXTH ORDER OF BUSINESS Field
Manager’s Report
A.
Discussion
of Proposals for Cleaning of the Reuse Tank
·
Mr. Edge with the help of the sludge removal
company, cleaned up most of the sludge.
·
The leaves and other material needs to be
dredged out, for which Mr. Edge is waiting on bids to do this.
·
This process needs to move forward.
·
The price will be approximately $10,000 or less.
·
The Board authorized Mr. Edge to proceed with
cleaning and painting of the reuse tank at a cost of approximately $10,000.
B.
Discussion
of Proposals for Installation of Hydro-Guard Units
·
Mr. Edge received a new proposal in the amount
of $3,852.50 for installation of both units.
·
The Board recommended something be done with
regards to the standing water when the new units are installed.
·
Since the Board has an easement at the end of
Wilderness Cay, the Board recommended work be done on this easement to prevent
this from happening.
There
being no further discussion,
On MOTION by Mr. Ziko
seconded by Ms. Dillon with all in favor, the updated proposal for installation
of two Hydro-Guard Units in the amount of $3,852.50 was approved.
C.
Discussion
of Proposals for Replacement of Sewers
·
There is a terminal sewer line on
·
This was detected when work was being done by
the hotel on the sewer lines a few months ago.
·
Mr. Edge presented a proposal for excavation and
replacement of approximately 300’ of pipe in the amount of $18,700.
·
Years of wear and tear; roots growing through; as
well as the fact that these are old clay pipes which are not longer used, caused
this to happen.
Ms. Dillon moved to
approve the proposal for excavation and replacement of 300’ of cracked clay
pipe in the area of
·
The money to do this will come from the Water
& Sewer Fund.
On VOICE vote with all in
favor, the prior motion was approved.
D.
Discussion
of Lighting Issues at
·
Mr. Edge presented proposals in conjunction with
electrical upgrades at the wastewater treatment plant.
Ø
A proposal for installation of a separate air
conditioning unit in the control room of the wastewater treatment plant in the
amount of $3,901.04 was presented.
Ø
There is $5,000 budgeted for this in order for
the District to be in compliance with DEP.
On MOTION by Mr. Lambert
seconded by Ms. Dillon with all in favor, the proposal for installation of a
separate air conditioning unit in the control room of the wastewater treatment
plant as required by DEP in the amount of $3,901.04 was approved.
·
Mr. Edge discussed the purchase of Anoxic Mixers
in the amount of more than $20,000, which the Board previously approved.
Ø
Mr. Edge brought another quote which includes
purchase of the same mixers and crane service for installation in the amount of
$18,810.
·
Mr. Edge took care of all issues with regards to
replacement of
Ø
Mr. Lambert noticed the center light at the west
entry was not working, which Mr. Edge will check on.
·
Mr. Bissell asked Mr. Edge to ensure Soto’s Lawn
Service checks on the plants on the boulevard since the District has a one-year
warranty on them.
Ø
Mr. Edge contacted the construction company’s
owner, who is in the process of setting up a meeting with him, Mr. Edge and Mr.
Bob Peterson to determine what needs to be done in this area.
·
Mr. Edge showed the Board a slideshow with
regards to the upgrades to be done in order to be in compliance with the
county.
·
Mr. Lambert inquired as to the status of the
meter reading complaints.
Ø
Complaints are still coming in with regards to
the potable water.
Ø
Mr. Edge is handling any issues which he
possibly can.
·
Mr. Edge reviewed the Severn Trent Services Inc. Construction Update.
·
The Board asked Mr. Edge to monitor the depth of
the wells in light of this drought.
Ø
The SFWMD permit does not require this type of
monitoring.
Ø
The permit requires monitoring of the chloride
levels.
Ø
Periodic manual measurement may be sufficient at
this time.
Ø
The District has a large recharge area.
·
The chloride levels are increasing in the river.
Ø
As less water comes to the south, the chloride
levels will increase.
Ø
The District is at 320 milligrams per liter; the
prior month was at 50 milligrams per liter.
Ø
Mr. Edge will continue to update the Board.
Ø
Completion of the filtration system upgrade will
alleviate this problem.
SEVENTH ORDER OF BUSINESS Attorney’s
Report
A.
Consideration
of Agreement with Orchid Cove
·
Mr. Cox has not heard back from them with
regards to the turnover.
·
Mr. Benson received a call from the engineer
questioning him about this and he was told to speak to his client.
B. Discussion
of Telephone System Upgrades
This item was tabled.
C. Update
of Signage Requests to
·
A section of the code has been identified which
minimizes the amount of variances necessary.
·
The cost of the entire request including the
necessary variances is between $15,000 and $20,000.
·
This project is beyond the scope which the sign
company can handle.
Ms. Dillon moved to authorize the District Attorney to seek a variance for signage stating