The URL can be used to link to this page

Home My WebLink AboutMinutes_GVPID_10.08.2013GEORGETOWN VILLAGE PUBLIC IMPROVEMENT DISTRICT #1 BOARD MEETING Tuesday, October 8, 2013 6:00 pm Georgetown Village Pool Event Room Georgetown, TX 78633 http://�,overnment.�4eorgetown.org/Georgetown-villag-e-PLiblic-iii,iproveii,ient-district- gMid/ Mailing address: PID #1, P.O. Box 3000 #34, Georgetown, TX 78627 BOARD OF DIRECTORS PRESENT Jim Harrington, Vice President / Treasurer (M) - President Pro -Tem Bill Weber - Green Builders Inc (M) Alex Hayes — Green Builders Inc (M) Jill Fussell, Secretary (M) Vincent Uthoff (M) Mark Booras, (A) Jack Alley (A) BOARD OF DIRECTORS ABSENT Mike Ashley (M) Mary Drake (M) GUESTS Frank Craparo, Alliance Association Management /Associa Joe Cruz, SunTerra Landscape Services Brian Ortego, Resident Wayne Drake, Resident MINUTES Call to order. Jim Harrington, President Pro -Tem, called the meeting to order at 6:01 p.m. in the Georgetown Village Pool Event Room. 2. Financial Report A. Jim Harrington presented the September Financial Report, prepared by La'Mar Kemp, senior accounting specialist, for Lisa Haines, controller, City of Georgetown. (Notes — Fiscal year starts Oct 1, however, the majority of property tax collection occurs in January. Year -End YTD activity becomes audited activity each following January. Budget reflects the preceding August's budgetary number.) As of Sentember 30, 2013: Year to Date Total Revenues: $ 226,871.04 Year to Date Total Expenses: $ 155,244.44 Current Funds Available: $ 291,615.60 See attached spreadsheet for detail. B. There was no recap of approved monthly expenditures. Alex Hayes noted that there was a 29 cents difference between financial detail and financial summary sheets. She will contact LaMar Kemp regarding this difference. Motion to approve June Financial Report: Jill Fussell; Alex Hayes, second. Vote to approve was 5-0. 3. Consideration and possible action to approve minutes of Georgetown Village Public Improvement District #1 meeting held September 10, 2013. Jim Harrington asked that it be entered into the record a "Thank you" to Mary Drake for recording the September minutes. Motion to approve September 10, 2013 minutes: Bill Weber; second, Jill Fussell. Vote to approve was 5-0. 4. Consideration and possible action on landscaping and irrigation issues. Joe Cruz, SunTerra Landscaping Services, reported that he would also represent Daniel Wilson, SunTerra's irrigation specialist, regarding questions about recent irrigation issues. The principal issue was a discrepancy between the recent invoice for irrigation repairs and the detail on associated spreadsheet. Mr. Cruz assured the PID Board that this would be reconciled and an updated invoice / spreadsheet emailed for recent repairs, requesting payment approval. It appeared as though the invoice for $910.92 was correct, however the spreadsheet needed updating. Jill Fussell requested that a proposal to remove one dead tree be updated to remove two dead trees, which Mr. Cruz agreed to do. Mr. Cruz also reported that he was working with Alex Hayes and Brian Ortego to determine which areas around Bellaire Dr. and Sycamore entrance needed general landscape clean up and scrub tree removal, and would present a proposal shortly. Jim Harrington requested that Mr. Cruz also inquire within SunTerra's crews whether they knew the whereabouts of a sign for Summers Green, which is a City park, since SunTerra is also the City's landscaper. Mr. Harrington also inquired of Alex Hayes if the 5 -year plan addresses irrigation replacement. Ms. Hayes responded that it does. In regard to filling the doggie bag holders with replacement bags, Mr. Harrington told Mr. Cruz that he would secure a key for the holders and give it to Mr. Cruz. Mr. Cruz also reported that the irrigation controller at Hanover Park needs a lock, since it is repeatedly tampered with, which he will pursue. Jill Fussell noted to Mr. Cruz that there was exceptionally high water usage during September per the City's utility usage report, which Mr. Cruz will address. Mr. Cruz thought it may have been due to irrigation line and head checking, which requires turning on the sprinklers. 5. Consideration and possible action on election of new Board officers. Bill Weber proposed a slate for officers as follows: President: Jill Fussell Vice President: Mary Drake Treasurer: Alex Hayes Secretary: Jack Alley Each person was asked to speak briefly as to whether he/she would be willing to take the position and why he/she should be considered for the position. Mary Drake, who was absent, had already responded via email, which was read. Motion to approve Jill Fussell as President: Bill Weber; second, Vincent Uthoff. Vote to approve was 5-0 Motion to approve Mary Drake as Vice President: Bill Weber; second, Vincent Uthoff. Vote to approve was 5-0 Motion to approve Alex Hayes as Treasurer: Bill Weber; second, Vincent Uthoff. Vote to approve was 5-0 Motion to approve Jack Alley as Secretary: Bill Weber; second, Vincent Uthoff. Vote to approve was 5-0 The transition to new officers will occur with the December 2013 PID Board meeting. Jim Harrington reminded the Board members that he will be rotating off the Board at the end of December 2013, which means solicitation for at least one new alternate Board member by February 2014, and the elevation of one of the existing alternates to full voting status on the Board. It was suggested that, in addition to door-to-door solicitation notices, the notice should also be posted on the two Georgetown Village bulletin boards and the website. It was also recommended that on November's agenda the Board consider a review of existing Bylaws, terms of Board members, and transition times. 6. Consideration and possible action concerning water quality pond issues. Bill Weber reported that Gehan Builders had contacted Jim Harrington regarding the transfer of water quality pond in Section 9 to the PID. However, Mr. Weber said that he, representing Green Builders Inc and the developer of record for Georgetown Village still owned the pond. Consequently, it would Green Builders Inc who would convey the pond, not Gehan Builders. However, it will be Gehan who must demonstrate that the pond is in acceptable shape to convey, since it is within the area that they are building. The permit for the pond is on file with the Texas Commission on Environmental Quality (TCEQ), which must be notified when there is a change of ownership. Green Builders Inc recently used Matoga Company in Austin to clean out the pond in Section 9. Joe Cruz indicated that he would provide Alex Hayes with the name of another company that does water quality pond cleaning. Ms. Hayes suggested that at least two companies qualified to clean water quality ponds come to a PID meeting to address concerns and costs in maintaining such ponds. Ms. Hayes also said she would forward an electronic copy of the Water Quality Pond manual to PID Board members. Wayne Drake, resident, indicated that he would prefer not accepting the pond in Section 9 until the Gehan Builders was finished building houses there, since Green Builders Inc had more influence with Gehan Builders keeping the pond clean than the PID would. Jim Harrington indicated that he would let Gehan Builders know that the PID would take the water quality pond in Section 9 only at the end of Section 9 build out, due to continued possible compromise of the pond during build out. Due to the complexity of managing Water Quality Ponds, a new Pond Committee was formed, comprising Jill Fussell, Mark Booras, and Vincent Uthoff to address management of water quality ponds. Alex Hayes offered to be a resource for the Pond Committee. 7. New Business. A. The Madrid Dr. Bulletin Board is broken. Jim Harrington will get Mr. Handyman to fix it. B. Frank Craparo from Alliance Association Management t Associa introduced himself as the new representative for Georgetown Village. He should be contacted regarding any resident's violation of Georgetown Village Covenants, Conditions & Restrictions. Contact information: email: fcraparo,c allianceonline.com. Telephone: 512-347-2888 8. Opportunity for resident's comments. No residents commented. 9. Motion to adjourn at 7:50 p.m.: Bill Weber; second, Alex Hayes. Vote to approve was 5-0. Date Jim Harrington, Acting President Georgetown Village PID #1