HomeMy WebLinkAboutMinutes_GVPID_08.11.2014PID Minutes Aug 11, 2014
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GEORGETOWN VILLAGE PUBLIC IMPROVEMENT DISTRICT #1
BOARD MEETING
Monday, August 11, 2014
Meeting time 6:00 PM @ Georgetown Public Library, Classroom 211,
402 W. 8th St., 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
MINUTES
BOARD OF DIRECTORS PRESENT
Alex Hayes, Treasurer/acting President (M)
Melinda Marler, Secretary (M)
Mark Booras (M)
Phillip Hardy (M)
Vincent Uthoff (M)
Bill Weber (M)
BOARD OF DIRECTORS ABSENT
Jill Fussell, President (M)
GUESTS
Dwayne Lockhart, SunTerra
Michael M. Mullenix, alternate board member nominee
1. Call to order.
Alex Hayes, Acting president, called the meeting to order at 6:07.
2. Financial Report (Alex Hayes, Treasurer)
A. Financial status reports provided by La’Mar Kemp, City of Georgetown
Treasurer Alex Hayes mentioned that there is a 41 cent discrepancy noted in
the financial report.
Motion: Bill Weber motioned to accept the financials as noted; Phillip Hardy
2nd, motioned carried
Financials, July 31, 2014
Year-to-Date Total Revenues $300,655.37
Year-to-Date Total Expenses $119,503.34
Current Funds Available $468,586.03
B. Recap of approved expenditures:
Note: Alex Hayes had a request from La’Mar Kemp to note that the June
SunTerra Contract amount in the July Agenda and Minutes should be
$6,284.13 and not $6,844.25 as documented.
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1) Coaches Construction – Mow and weed eat Section 6 Water Quality
Easement (WQE). - $850.00 – Done
2) Mr. Handyman – Lower “Do Not Mow” sign located within Section 6
WQE - $75.00 – Done
3) Affordable Signs – Bedford Park Message Board Installation and
Removal of old Message Board - $500.00 – Done
4) SunTerra – Add a one (1) gallon Texas Lantana to the Sycamore
Entrance - $372.86 – Done
5) SunTerra – Bedford Park remove existing edging and rock where
bench near large live oak is located. Prep area and add chocolate loam
with Celebration Bermuda - $819.17 – Done
6) SunTerra – Fairfield Park Decomposed Granite Pathway repair -
$1,530.38 - Done
7) Affordable Signs – “Slow Children at Play” signs with installation -
$716.80 – Done
8) SunTerra – July 2014 Landscape Maintenance Contract - $6,284.13
9) SunTerra – Bellaire Entrance Replace Parry Agave - $112.50 – Done
10) SunTerra – Rosedale Entrance Add Gold Lantana and Red Salvia -
$533.95 – Done
3. Consideration and possible action to approve Minutes of Georgetown Village
Public Improvement District #1 meetings held on July 14, 2014
Motion: Bill Weber motioned to approve the minutes, Mark Booras 2nd,
motion carried
4. Landscaping / Irrigation Report - Dwayne Lockhart, Sunterra representative
A. Report on pending work orders previously approved:
1) Wildflower meadow proposal for 3 areas along Shell Rd $ 734.27
Note: Planned for Sep/Oct timeframe
2) Remove old grasses, plant coreopsis at Bedford Park $ 275.88
Note: Dwayne mentioned that the grass at this location
is dead and said SunTerra will replace it when the
weather is cooler (Oct), at no additional cost to the PID.
B. Update on meeting with Mark Miller, City of Georgetown, regarding
Westbury Entrance new sidewalk installation and possible effect on PID
existing irrigation and plant material.
Note: Dwayne Lockhart spoke with a City of Georgetown representative
who said the sidewalk would be installed. Dwayne will send the name of
this person to Alex Hayes and Melinda Marler for the record.
PID Minutes Aug 11, 2014
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5. Consideration and possible action on proposal for a new message board to be
located at the Village Commons Pool.
Motion: Phillip Hardy motioned to proceed with the proposal, Bill Weber 2nd,
motion carried
6. Consideration and possible action on proposal for installation of a new message
board to be located at the Village Commons Pool.
Discussion: Since the pool and pool property belong to the City of Georgetown,
Alex Hayes would like Mark Booras to reconfirm that there are no issues with
locating the new message board there. Mark will follow up.
Motion: Bill Weber motioned to proceed with this proposal, Phillip Hardy 2nd,
motion carried
7. Consideration and possible action on Mr. Handyman (Mr. Dent) removing lock
and chain as well as adding steel mesh under grate then re-securing grate over
sink-hole in Cedar Elm Park.
Discussion: Alex Hayes asked who would be the keeper of the returned lock and
chain. An immediate solution will be to have Mark Booras hold it. There will be
further discussion on who should be the keeper of various items held by the PID.
Motion: Phillip Hardy motioned to proceed with this project, Bill Weber 2nd,
motion carried
8. Update on Board Member badge order.
Note: Melinda Marler provided the revised badge design as discussed in the July
meeting. The badges will be ordered per the revision.
9. Discussion on Green Builders Inc. conveyance of Water Quality Basin located on
Rosedale.
Discussion: Per Bill Weber, this Basin will be conveyed to the PID toward the
end of the 2014 calendar year. Alex Hayes asked that prior to accepting the
conveyance, the PID will need to assure the pond is constructed correctly and this
task will be conducted by a third party to inspect and furthermore signed off by a
professional engineer that the pond meets or exceeds current TCEQ
specifications; that we are provided with the Best Maintenance Practice (BMP)
which includes the maintenance schedule, and furthermore, that we have
corresponding estimated costs associated with the basin. Bill said these are
standard requirements and should not be an issue.
10. Update on Alternate Board Member Approval by Georgetown City Council.
Update: The names of Michael M. Mullenix and Steve Goodman were submitted
to the Georgetown City Council to be voted on at the City Council meeting
Tuesday August 12. The member roster has been updated and posted to the
Georgetown City website.
PID Minutes Aug 11, 2014
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11. Committee Reports
A. Landscape Committee (Jill Fussell, Phillip Hardy, vacancy)
Update on Request for Quote for mulch at entrances, along Shell Rd, and
at two round-abouts (pocket parks were done with replanting)
Update: None at this time
B. Park Amenities Committee (Melinda Marler, Mark Booras, Alex Hayes)
Update on Affordable Signs installation of Bedford Park Message Board
and removal of old Message Board.
Update: The message board has been installed and the old one removed.
C. Budget / 5-Year-Plan Committee (Alex Hayes, Jill Fussell, vacancy)
Update: None at this time
D. Ponds Committee (Jill Fussell, Vincent Uthoff, Mark Booras)
Update: See item #9 above
E. Governing Rules Committee (Alex Hayes, Phillip Hardy, vacancy)
Update: None at this time
F. Executive Committee (Jill Fussell, Alex Hayes, vacancy)
Update on PID Board insurance coverage.
Update: Alex Hayes has been communicating with Carina Reason with
the city of Georgetown who estimates the annual cost of the insurance will
be $325. This is based on the value of the PID items valued at
approximately $107K. The new message boards will be added to the list
but it is expected this addition will not change the premium amount. The
board would like Alex to find out the deductible and any other pertinent
info we should be made aware of. Carina requested a meeting to complete
the spreadsheet in order to assess the final cost of insurance. Alex
extended an offer to any board member to join this meeting.
G. Alley Paving and Upkeep Committee (Alex Hayes, Jill Fussell, vacancy)
Update: None at this time.
12. Consideration and possible action on Georgetown Village Public Improvement
District #1 Advisory Board FY’15 Budget.
Discussion: Alex Hayes pointed out that the “buckets” for the budget have
changed from 4 line items to 13 line items. This change is to have a better idea of
how the money is spent. These line items are the same as those used by the City
of Georgetown. Since these are estimated amounts, money can move from
account to account if needed.
Motion: Bill Weber motioned to accept the budget as submitted,
Mark Booras 2nd, motion carried
PID Minutes Aug 11, 2014
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13. Consideration and possible action on Georgetown Village Public Improvement
District #1 Advisory Board FY15 assessment rate of 0.002 (two mils) of assessed
property value.
Motion: Bill Weber motioned to accept the unchanged assessment rate as
submitted, Mark Booras 2nd, motion carried
14. New Business
A. Melinda Penniman asked if there was a plan to plant around the new large
signal control boxes installed at the Bellaire entrance sign. Bill Weber pointed
out that there is no water at that location so that any planting would need to
consider this. The Parks Committee will look into options.
B. Alex Hayes mentioned that elections for the PID will be held in October 2014.
C. Alex Hayes mentioned that she would like to fill committee vacancies over
the next month or two and asked the board members to consider which
committees they would like to serve on including moving from current
membership if desired.
D. Per a meeting of Alex Hayes and Melinda Marler with La’Mar Kemp, the PID
will be coding their own invoices before submitting them to the City for
payment. Training will be provided to the PID in the next month or two.
E. Alex Hayes mentioned that the Road Bond Committee meets monthly the 2nd
and 4th Wednesday at 5:00 pm, 300 Industrial Ave, Georgetown, TX. This
committee, among other items, is currently assessing the widening of Shell
Road from 2 to 4 lanes. This is for informational purposes only as Shell Road
divides Georgetown Village in part.
15. Opportunity for residents to address the PID Board
Note: There were no guests to address the Board.
16. Motion to Adjourn
There being no further business at 8:08, Alex Hayes requested the meeting be
adjourned.
Motion: Phillip Hardy motioned to adjourn, Mark Booras 2nd, motion carried
______________________________________ Date ______________
Jill Fussell, President
Georgetown Village PID #1