HomeMy WebLinkAboutMinutes_GVPID_11.12.2013GEORGETOWN VILLAGE PUBLIC IMPROVEMENT DISTRICT #1
BOARD MEETING
Tuesday, November 12, 2013
6:00 pm
Georgetown Village Pool Event Room
Georgetown, TX 78633
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Mailing address: PID #1, P.O. Box 3000 #34, Georgetown, TX 78627
BOARD OF DIRECTORS PRESENT
Jim Harrington, Vice President / Treasurer (M) - President Pro -Tern
Bill Weber - Green Builders Inc (M)
Alex Hayes - Green Builders Inc (M)
Jill Fussell, Secretary (M)
Vincent Uthoff (M)
Mary Drake (M)
Mike Ashley (M)
Mark Booras, (A)
Jack Alley (A)
GUESTS
Joe Cruz, SunTerra Landscape Services
Daniel Wilson, SunTerra Landscape Services
Cheryl Welch, Resident
Michael Bouke, Resident
Carol Rahmani, Resident
Reagon Seaver, Resident
Wayne Drake, Resident
MINUTES
Call to order.
Jim Harrington, President Pro -Tem, called the meeting to order at 6:02 p.m. in the
Georgetown Village Pool Event Room.
2. Financial Report
3.
A. Jim Harrington presented the October 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 October 31, 2013:
Year -to -Date Total Revenues: $ 0.00
Year -to -Date Total Expenses: $ 0.00
Current Funds Available: $ 222,039.00
See attached spreadsheet for detail.
Alex Hayes questioned why the October Financial report had no Year -to -
Date Activity, and also why "rounding errors" were still persisting
between Budget total Revenues and Budget Total Expenses, which should
be the same number. She said she would follow up with La'Mar Kemp.
B. There was no recap of approved monthly expenditures.
Motion to approve Financial Report: Bill. Weber; Mike Ashley, second. Vote to
approve was 7-0.
Consideration and possible action to approve minutes of Georgetown Village
Public Improvement District #1 meeting held October 8, 2013.
Motion to approve October 8, 2013 minutes: Mary Drake; second, Bill Weber.
Vote to approve was 7-0.
4. Consideration and possible action on landscaping and irrigation issues.
Joe Cruz, SunTerra representative, was asked to prepare a proposal to upgrade the
irrigation water sensors to the weather stations, which could save water and cost
in irrigation within Georgetown Village. He said that he would request Daniel
Wilson, SunTerra's irrigation specialist, to prepare a proposal for the next
meeting. Mr. Wilson's cell is 512-609-9910.
Mary Drake requested a quote from SunTerra to re -landscape a non -irrigated area
on top of a mound in the west side of Shell Rd, possibly with a large boulder and
native grasses. Mr. Cruz agreed to do so.
Mr. Cruz was also asked to be sure ashtrays were cleaned on the top of the trash
containers in the parks.
5. Update on water quality pond issues.
Mark Booras, a member of the Ponds Committee, reported that his investigation
with calls to the Texas Commission on Environmental Quality (TCEQ) and the
City of Georgetown determined that the City of Georgetown, based on the 2010
census, will be coming into MS4 permitting jurisdiction soon. Consequently,
storm water regulation in Georgetown must comply with MS4 federal
regulations/permitting. Since verbiage from the federal EPA website related to
storm water includes "any special districts" (e.g., PID) for MS4 permitting, then
storm water management for the PID will likely become the responsibility of the
City of Georgetown.
It is Mr. Booras's recommendation to continue to accept conveyance of water
quality ponds from developers within Georgetown Village, since eventually it
seems as though the City will have to take them because our municipality will be
responsible for compliance to MS4 regulations.
6. Discussion and possible action on PID monetary issues.
Mary Drake provided information from Section 5.07 in the PID Governing Rules
regarding approval of expenditures. The amount that an Officer can spend on his
own, without Board approval, should not exceed $1,000. Two voting members
can authorize expenditures of up to $3,000 for emergency and day-to-day needs.
Discussion of raising that amount to $3,000 for a single Officer's expenditure
amount was determined to be difficult, since it would require a change in the
Governing Rules, which is a recorded document.
Cheryl Welch mentioned that via previous PID Minutes a threshold was
authorized of $3,000 for an Officer to spend without Board approval.
It was noted that anything over $3,000 must have a minimum of 3 bids, per City
rules.
A new Governing Rules Committee, comprising Mary Drake, Alex Hayes and
Jack Alley, was formed to review rules governing expenditures, with suggestion
that these rules be reviewed annually to coincide with Oct I Fiscal year.
7. New Business.
A. Jill Fussell presented three proposals to removed 3 dead trees:
SunTerra Landscaping- $460
Big Country Trees - $340
Aabear tree Care - $200
Since SunTerra is the PID's contractual landscaping company, Alex Hayes
asked SunTerra representative Joe Cruz if SunTerra could meet the low
quote for removal of trees. He agreed to do so. Jill Fussell also asked Mr.
Cruz to determine, if he could, why the trees died -- lack of proper
irrigation or disease -- so the PID could avoid the problem with any
replacement trees.
Motion to accept SunTerra's revised bid for $200: Mary Drake; second,
Vincent Uthoff. Vote to approve was 7-0.
B. A question arose as to whether all of the pocket parks and other common
property should be owned by the PID or the City. Ownership is presently
split. Alex Hayes, Jill Fussell and Mary Drake will develop a list of the
properties and present ownership.
C. Bill Weber, as developer Green Builders Inc, indicated Life Care
Communities wanted to purchase a 25 -acre parcel of land in the Village,
and that the company wanted to present their plans to the PID prior to the
formal public hearing process to rezone. He will get information and
forward to Jill Fussell.
8. Opportunity for resident's comments.
A. Cheryl Welch said that the fire ants were out of control and asked that
parks be given a broadcast treatment. Joe Cruz, SunTerra, replied that he
would check out the ant situation and treat for them.
B. Carol Rahamai, resident, expressed concern over the proper construction
and possible future costs of water quality ponds in Georgetown Village,
and if they were being managed per Best Management Practices. Alex
Hayes and Bill Weber, representing the developer Green Builders Inc.,
responded that the ponds were initially built per Texas specifications and
prior to conveying to the PID had been, and will be, brought into
compliance if necessary.
C. Carol Rahamai also expressed concern about lack of information provided
by the realtor she recently purchased a house through about the
Georgetown Village's Covenants, Conditions & Restrictions (CCRs).
Mike Bouke, resident, and Wayne Drake, resident, also expressed similar
concern.
The developer manages the CORS, not the PID. However, since there
have been many questions related to CCRs, Jack Alley offered to develop
a one page flow chart showing various organizations within the Village
and responsibilities. This could then be posted or distributed through
various channels.
D. Reagan Seaver, resident, said that the park bench needs painting at the
entrance to Village Commons Blvd.
Discussion about whether to paint or replace ensued. As a result, a new
Park Amenities Committee was formed, comprising Jack Alley, Mark
Booras and Alex Hayes. They will review conditions at all the parks and
provide a recommendation.
E. Brian Ortego, resident, who could not be present at the meeting, conveyed
through Jill Fussell the following:
Mr. Ortego had reported to the City that a streetlight was down in new
Section 9 — Gehan Homes development.
Mr. Ortego also spoke to Gehan Homes building superintendent about
apparently new ATV tracks in the water quality pond in Section 9 and
would like to propose several options for the PID to restrict access: put
boulders in front of pond (as Chance Leigh of GBI had done previously);
put NO ENTRY sign at pond; or re -use barriers that have been removed at
the end of Village Commons Blvd where KB Homes is developing. Mr.
Ortega asked who should be the person to talk with Gehan Homes.
Bill Weber, as developer Green Builders Inc, added that he had spoken to
Ryan at Gehan Homes about the erosion controllers that are gone since the
last flood. Since the ponds are still owned by Green Builders Inc., Mr.
Weber will address restriction to the ponds.
9. Prior to adjournment, Jim Harrington addressed the Board, indicating that this
would be his last meeting on the Board, both as a member and as President Pro -
Tem, since he will be absent at the next meeting and he rotates off the Board Jan.
1, 2014. He thanked Cheryl Welch, a past president, who helped him take charge
as President Pro -Tem, and also thanked the Board Members and residents.
Jill Fussell, who will become the new President at the next meeting in December,
thanked Mr. Harrington for his service and for picking up leadership as President
Pro -Temp this past January.
10. Motion to adjourn at 8:15 p.m.: Bill Weber; second, Vincent Uthoff. Vote to
approve was 7-0.
Date
Jim Harrington, Acting President
Georgetown Village PID #1