HomeMy WebLinkAboutMinutes_GVPID_05.13.2014Page 1 of 6
GEORGETOWN VILLAGE PUBLIC IMPROVEMENT DISTRICT #1
BOARD MEETING
Tuesday, May 13, 2014
Meeting time 6:00 PM @ Georgetown Public Library, Hewlett Room
Georgetown, TX.
http://government.georgetown.org/georgetown-village-public-improvement-district-gvpid/
Mail address:
Georgetown Village PID #1, P.O. Box 3000 #34, Georgetown, TX. 78627
BOARD OF DIRECTORS PRESENT
Jill Fussell, President (M)
Alex Hayes, Treasurer – Green Builders Inc (M)
Jack Alley, Secretary (A)
Mark Booras (M)
Phillip Hardy (A)
Melinda Penniman (A)
Vincent Uthoff (M)
ABSENT
Mary Drake (M)
Bill Weber (M)
GUESTS
Dwayne Lockhart, Sun Terra Landscape Services
Matt Saulsgiver, Sun Terra Landscape Services
MINUTES
1. Call to order.
Jill Fussell, President, called meeting to order at 6:10 pm in the Georgetown Public
Library, Hewlett Room.
Since there was not the required number of voting members present, Jill appointed
alternates Melinda Penniman and Phillip Hardy as voting members for this meeting.
2. Appointment of new Secretary. Appointment of new Voting Member to replace Mike
Ashley, who resigned at the April 21, 2014, meeting.
Notes:
Jack Alley, Secretary and alternate board member, announced his resignation as the
secretary in order to take on some other projects. Due to this vacancy, Melinda
Penniman will be the new Secretary.
As a result of the resignation of Mike Ashley, Jill appointed Phillip Hardy as the new
voting Board Member.
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Alex Hayes made a motion to approve; Mark Booras 2nd; motion carried 5-0.
3. Financial Report (Alex Hayes, Treasurer)
Discussion: Alex Hayes requested approval of the Financial Report except for the
$0.82 variance, which she will work to balance.
Mark Booras made a motion to accept as amended; Phillip Hardy 2nd; motion carried
5-0
Note: Vincent Uthoff joined the meeting at this time to make 6 voting members
present.
A. Financial status reports provided by La’Mar Kemp, City of Georgetown
B. Recap of approved expenditures
1) Reimbursed expenses to Jill Fussell for the following:
a. The UPS Store, photo copies $ 10.39
b. The UPS Store, photo copies $ 3.25
c. The UPS Store, photo copies $ 3.90
d. The UPS Store, photo copies $ 2.17
e. The UPS Store, photo copies $ 2.17
f. The UPS Store, photo copies $ 6.50
g. The UPS Store, photo copies $ 33.23
h. The UPS Store, photo copies $ 2.81
TOTAL $ 64.42
2) Affordable Signs, alley stop signs $2,974.40
3) Affordable Signs, Mutt Mitt re-install $ 95.00
4) Paul E. Allen Co., 50% down for balance of park
benches and trash cans $9,999.50
Note: Alex Hayes mentioned installation is planned for late June;
also the PID will donate 6 of the better old benches to the elementary
school who has requested them.
5) SunTerra, April 2014 Landscaping Maintenance Contract,
Invoice (pending-not yet invoiced) $6,284.13
Note: the invoice was submitted Tue at 4:45.
6) SunTerra Irrigation Pressure Regulators on west
side of Shell Rd., Invoice 110895 $2,367.00
4. Consideration and possible action to approve Minutes of Georgetown Village
Public Improvement District #1 meetings held on April 15 and April 21, 2014
Alex Hayes made a motion to accept both of the minutes as submitted; Phillip
Hardy 2nd; motion carried 5-0
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5. Landscaping/Irrigation Report (Matt Saulsgiver, SunTerra Landscaping
representative). Introduction of Dwayne Lockhart as new representative
A. Report on pending work orders previously approved:
1) 10 Gulf Coast Muhly grass at new boulder $ 305.00
Note: This was done on May 8
2) Replanting gardens in pocket parks $2,246.18
Note: This item was been completed May 12
Discussion: Alex Hayes asked SunTerra if the plants would be
warrantied. Per Matt Saulsgiver, they will be.
3) Compost for pocket parks $ 141.17
Note: compost was installed as planned on May 12
B. Proposals approved by Executive Committee since last meeting due to
urgency:
1) Install 14 locks on 14 irrigation controllers $ 769.80
2) Replace batteries in 2 battery-operated irrigation
controllers $ 351.28
3) April irrigation repairs, including leaks $ 704.50
C. Consideration and possible action on proposals listed below.
1) Revised Westbury Entrance Proposal – south side,
rocks only $2,632.47
Mark Booras made a motion to accept the proposal; Phillip Hardy 2nd;
motion carried 6-0
2) Wildflower meadow proposal for non-irrigated areas
along Shell Rd $ 975.00
Discussion: SunTerra said the wildflower seeds will not be spread until
late September.
Alex Hayes made a motion to table this proposal until Sep; Phillip Hardy
2nd; motion carried 6-0
3) Bedford Park, remove rosemary, install crushed granite $1,777.70
Discussion: As a safety issue, it was recommended the proposal be
amended to not install the steel edging where the sidewalk meets the bed,
but instead, dig a trench to keep the granite from spilling out. SunTerra
said they will need to get back with an adjusted cost by Fri.
Mark Booras made a motion to accept the proposal as amended; Alex
Hayes 2nd; motion carried 6-0
4) Bedford Park entrance, install knockout roses $ 670.17
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Mark Booras made a motion to accept this proposal; Phillip Hardy 2nd;
motion carried 6-0
5) Revised proposal for crushed granite path on Shell Rd (pending)
Note: Request to SunTerra to present proposal to repair granite path at
Fairfield Park
D. Semi-annual review of performance of contracted landscape company,
SunTerra Landscaping
Discussion: Jill Fussell commented that the past performance of SunTerra has
not been especially good due to poor communication and follow through.
However, since the departure of Joe Cruz, things have changed and are
trending better. There will be no need to rebid at this time. This means there
will be no price change, which may just require SunTerra to sign a new
contract for the coming year. Jill will check into this and follow up with
SunTerra.
6. Consideration and possible action on proposal to install 25 “Speed Limit 15” signs in
alleys in Georgetown Village: Affordable Signs proposal- $2,453.25
Discussion: Jill Fussell mentioned that two additional stop signs with poles
area also needed, which total an additional $401.40. Since this is not on the
agenda however the cost is under $1,000 threshold, the Executive Committee
can approve this amount separately.
Alex Hayes made a motion to accept the proposal; Phillip Hardy 2nd ;
motion carried 6-0
7. Consideration and possible action on purchase of one proposed bulletin board:
A. Treetop Products proposal (for bulletin board) $2,986.09
Alex Hayes made a motion to accept the proposal; Phillip Hardy 2nd ;
motion carried 6-0
B. Affordable Signs proposal (for installation) $ 500.00
Notes: After some discussion around whether this proposal will include
removal of the old sign and concrete, it was decided to accept the proposal as
submitted and revisit after the 1st sign is installed. At that time any omitted
items can be addressed which may require a new bid.
Alex Hayes made a motion to accept the proposal; Phillip Hardy 2nd ;
motion carried 6-0
Note: Mark Booras left the meeting after this topic which left 5 voting
members present.
8. Consideration and possible action to change PID meeting date from second Tuesday
of each month to second Monday of each month to avoid conflict with City Council
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meeting, with the location to be at the Library, Classroom 211, available from 6:00
pm to 8:00 pm.
Alex Hayes made a motion to move the meeting change as proposed; Phillip
Hardy 2nd; carried 5-0
9. Committee Reports, including replacement of Mike Ashley on committees:
A. Landscape Committee (Jill Fussell, Mary Drake, Mike Ashley)
Note: Phillip Hardy will replace Mike Ashley on this committee.
1) Update on builder signs on PID property
Note: Jerry Hammerlin requested suspension of sign removal
enforcement.
2) Update on Request for Quote for mulch at entrances, along Shell Rd, and
at two round-abouts (pocket parks were done with replanting)
B. Park Amenities Committee (Jack Alley, Mark Booras, Alex Hayes)
Note: Melinda Penniman will replace Jack Alley on this committee.
1) Update on pocket parks replanting schedule.
2) Status of damage to Mutt Mitt Dispenser at Shell Park.
3) Update on purchase and installation of a portion of new benches and trash
cans for parks from Paul E. Allen company.
4) Discuss loose grate over cave access in Cedar Elm Park
5) Discuss possible mini tree lights at gazebo (seasonal?)
C. Budget / 5-Year-Plan Committee (Alex Hayes, Jill Fussell, Mary Drake)
• Update
Note: no update
D. Ponds Committee (Jill Fussell, Vincent Uthoff, Mark Booras)
• City of Georgetown Code Enforcement has jurisdiction over Detention
Ponds and has been notified that the one for which Gehan Builders is
responsible on Rosedale at the intersection of Rowen Dr has been holding
water longer that the allowed 48 hours after a rain.
Note: Jill Fussell mentioned there may still be some water in the Section 6
pond. The committee will follow-up on these two ponds.
E. Governing Rules Committee (Mary Drake, Alex Hayes, Jack Alley)
Note: Phillip Hardy will replace Jack Alley on the committee
• Update
Note: no update.
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F. Executive Committee (Jill Fussell, Mary Drake, Alex Hayes)
• Update on PID Board insurance coverage and required inventory of PID
property:
(Contact – Georgetown HR, Carina Reason, 512-930-8485)
Note: Logging and photographing the inventory is nearly done. Phillip
Hardy and Alex Hayes will complete the items this week. Once complete,
they will work to connect each logged item to the corresponding photo in
the Excel file. Completion is targeted by the end of June.
G. Alley Paving and Upkeep Committee (Mike Ashley, Alex Hayes, Jill Fussell)
Note: No replacement was made for Mike Ashley at this time. This appointment
will be held over to next meeting.
• Alleyways have been evaluated and Mark Miller, Georgetown
Transportation Manager, is assisting in assessing which ones may have to be
repaved and when.
Note: The alleyways will be repaved at various times which will impact the
budget over a longer period. Jill Fussell pointed out that this is good news.
10. New Business
a. Mark Booras discussed the possible use of Survey Monkey to get Village
residents’ preferences for enhancements to parks, with the results possibly
posted on the City website, along with future surveys.
b. Jill Fussell suggested waiting until a later date to solicit additional members
as alternates.
c. Alex Hayes mentioned we should plan how future brochures and updates
would be handled since Jack Alley produced the current brochure. It appears
there are currently members with the ability to accomplish this.
d. Alex Hayes suggested a future discussion topic: The PID sponsoring a GV
entertainment event such as a carnival. It could be held at a time not to
conflict with the current school events. It would also give the PID more
visibility.
11. Opportunity for residents to address the PID Board
Note: There were no residents present to address the PID Board.
12. Alex Hayes made a motion to adjourn at 8:40 pm; Phillip Hardy 2nd; approved 5-0.
______________________________________ Date ______________
Jill Fussell, President
Georgetown Village PID #1