HomeMy WebLinkAboutMinutes_GVPID_01.14.2014GEORGETOWN PUBLIC IMPROVEMENT DISTRICT #1
BOARD MEETING
Tuesday January 14, 2014
Meeting time 6:00 PM @ Georgetown Village Pool Event Room
Georgetown, TX.
http:/government. geor,getown.orp/georgetown-villa,ge-public-improvement-district-ave
Mail address for PID #1
P.O. Box 3000 #34
Georgetown, TX. 78627
BOARD OF DIRECTORS PRESENT
Jill Fussell, President (M)
Mary Drake, Vice President (M)
Alex Hayes, Treasurer — Green Builders Inc (M)
Bill Weber — Green Builders Inc (M)
Mike Ashley (M)
Jack Alley, Secretary (A)
Vincent Uthoff (M)
Mark Booras (A)
GUESTS
Wayne Drake
Brian Ortega
MINUTES
1. Call to order.
Jill Fussell, President, called meeting to order at 6:06 pm at the Georgetown
Village Pool Event Room.
2. Financial Report
A. Alex Hayes, Treasurer, presented the December Financial report, prepared
by La'Mar Kemp, senior accounting specialist, for Lisa Haines, controller,
City of Georgetown.
(Notes- Alex Hayes received adjusted November and December financials
from La'Mar Kemp that updated the no Year -to -Date Activity. Alex
Hayes recommended not approving Decembers 2013 financials because
the details of the report do not support the reports summary. Mary Drake
suggested the executive committee, consisting of Alex Hayes, Mary
Drake, and Jill Fussell, meet with La'Mar Kemp and Lisa Haines to
resolve these discrepancies.
(Pending) December 31, 2013:
Year -to -Date Total Revenues: $ 24,368.76
Year -to -Date Total Expenses: $ 12,757.53
Current Funds Available: $ 299,045.23
Motion to disapprove December Financial Report: Mike Ashley; second, Mary
Drake. Vote to disapprove was 6-0.
B. Recap of approved expenditures for December 2013
- Reimbursed expense to Jill Fussell for the following:
$11.59 for photo copies, Office Depot
$3.12 for photo copies, UPS Store
$79.00 for instillation of four Mutt Mitt locks, Safeguard
- December landscaping invoice from SunTerra $6,284.14
- Affordable signs paid $950.00 on January 13`h
- Mutt Mitt dispensers, IPI, $2,109.99.
3. Consideration and possible action approve Minutes of Georgetown Village Public
Improvement District #1 meeting held December 10, 2013.
Motion to approve December Minutes: Mary Drake; second, Bill Weber. Vote to
approve was 6-0.
4. Landscaping / irrigation report (Joe Cruz, SunTerra Landscaping representative)
A. Joe Cruz was absent due to illness no updates presented by SunTerra.
Recapping from December minutes the stumps of the previously removed
trees have been removed. No inspection report about dead grasses at Rosedale
entrance has been presented. Joe Cruz has set up a follow up meeting to brief
the PID on SunTerras actions.
5. Committee Reports:
A. Landscape Committee (Jill Fussell, Mary Drake, Mike Ashley)
Two "Trim Trees" signs placed. Remaining signs will be placed
after purchase of additional locks to secure the signs.
Revision of Mutt Mitt lock installation cost: original $103.00
updated $79.00. Change in cost was due to bulletin board locks at
Madrid Dr. not being able to be repaired; no cost incurred.
Discussion to replace bulletin boards resulted in the following:
Mike Ashley - will research National Park design message
boards
Wayne Drake - will continue researching various types of
bulletin board options
Alex Hayes - will contact DUMOR about message board
options
Jill Fussell - will contact Jamie Beran Parks and Recreation
about current message board vendors
Jack Alley - will contact Kimberly Garrett about potential
message board locations at Rowan park and Village Pool.
Consideration and possible action to approve SunTerra proposal
#40833 for $750.00 to remove mistletoe from trees located on both
sides of Shell Road. Method of mistletoe removal must be
accomplished by cutting of infected tree limbs not chemical
treatment.
Motion to approve #40833 for $750.00 to remove mistletoe from trees located on
both sides of Shell Road: Mary Drake; second, Bill Weber. Vote to approve was
6-0.
Review of mock-up of proposed Westbury entrance enhancement
by SunTerra postponed until meeting with Joe Cruz.
No updates on "weather -station" irrigation sensors bid process.
Quotes ready for evaluation and action will be presented in
February.
B. Park Amenities Committee (Jack Alley, Mark Booras, Alex Hayes)
Alex Hayes presents updates on parks and findings.
Previously approved Mutt Mitt dispensers have been installed
Consideration and possible action of revised quote for purchase of
new benches and trash cans for parks from Paul E. Allen company.
Installation of new benches: 49,002.61
Refurbish existing benches: 51, 162.00
Consensus is to proceed with the installation of new benches divided
into two purchases. The first half is to be purchased and installed in
2014 not to exceed the amount of $30,000.00. The remaining benches
will be purchased and installed in 2015. The park subcommittee will
prioritize the instillation based on existing safety factors and bench
deterioration.
Motion to purchase first installment of new benches and trash cans for parks from
Paul E. Allen company not to exceed $30,000.00: Mary Drake; second, Bill
Weber. Vote to approve was 6-0.
Consideration and possible action to approve SunTerra proposal
#40375 for $2,246.18 to upgrade landscaping in parks from
SunTerra. Flowers adjusted to Roses and Coreopsis.
Motion to approve SunTerra proposal #40375: Bill Weber; second, Mary Drake.
Vote to approve was 6-0.
Consideration and possible action to approve SunTerra add
installation of native soil with compost in upgraded landscaping
and parks for $141.17.
Motion to approve SunTerra proposal for soil mix installation: Mike Ashley;
second, Bill Weber. Vote to approve was 6-0.
Consideration and possible action to approve SunTerra proposal
#40845 for $766.67 to clean up live oak at Bedford Park. PID
member must be present during clean up to fulfill contract.
Motion to approve SunTerra proposal #40845: Mark Booras; second, Mike
Ashley. Vote to approve was 6-0.
C. Budget / 5 -Year -Plan Committee (Alex Hayes, Jill Fussell, Mary Drake)
No recap of 5 -Year -Plan. Committee intends to present findings
during February's PID meeting.
D. Ponds Committee (Jill Fussell, Vincent Uthoff, Mark Booras)
No updates
E. Governing Rules Committee (Mary Drake, Alex Hayes, Jack Alley)
No updates
F. Executive Committee (Jill Fussell, Mary Drake, Alex Hayes)
Update on PID board insurance coverage: Jill Fussell has contacted
Georgetown HR, Carina Reason, 512-930-8485. Jill Fussell will
continue discussions with HR and brief PID on insurance
requirements once obtained.
7. Consideration and possible action to approve proposed tri -fold informational
brochure of Georgetown Village.
Motion to approve proposed tri -fold was postponed until Februarys PID meeting
when the final tri -fold can be presented. Once the final tri -fold is presented the
board will move forward with possible action.
Coordination of distribution of new Board member solicitation handout.
The following volunteers will be assigned distribution areas by Jill Fussell: Alex
Hayes, Jack Alley, Mike Booras, Vincent Uthoff, Mike Ashley, and Mary Drake.
9. New Business
Jill Fussell informed the board of Virginia Murphy's report about a missing sign
street sign at Poplar Dr. After contacting the City of Georgetown Jill Fussell was
informed the City does not replace custom street signs (child pulling the wagon).
During the PID meeting Jill Fussell made an executive decision to have the city
replace current and future missing street with the City standard which will incur
no cost to the PID.
Mary Drake proposed a discussion to the PID board about moving the current
meeting location back to the City of Georgetown library. Alex Hayes will contact
the library to inquire about availability. Mark Booras suggested the conference
room at Georgetown Mortgage. Further discussion will be held during February's
PID meeting. Potential relocation will not occur until March's meeting.
10. Opportunity for residents to address the PID Board
Nothing addressed to the Board
11. Motion to adjourn at 9:08 p.m.: Mike Ashley; second, Mary Drake. Vote to
aDDrove was 6-0.
Date
Jill Fussell, President
Georgetown Village PID #1