HomeMy WebLinkAboutMinutes_GVPID_10.13.2014Page 1 of 9
GEORGETOWN VILLAGE PUBLIC IMPROVEMENT DISTRICT #1
BOARD MEETING
Monday, October 13, 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
Jill Fussell, President (M)
Alex Hayes, Treasurer (M)
Mark Booras (M)
Steve Goodman (A)
Vincent Uthoff (M)
Bill Weber (M)
BOARD OF DIRECTORS ABSENT
Melinda Marler, Secretary (M)
Michael Mullenix (A)
Phillip Hardy (M)
GUESTS
Matt Saulsgiver, SunTerra
1. President Jill Fussell called the meeting to order at 6:09.
2. Financial Report (Alex Hayes, Treasurer)
A. Financial status reports provided by La’Mar Kemp, City of Georgetown
Financials, Sept 30 , 2014
Year-to-Date Total Revenues $302,999.01
Year-to-Date Total Expenses $140,513.00
Current Funds Available $ 449,920.01
Bill Weber moved to approve the September Financials; Mark Booras 2nd;
motion carried
B. Corrections to July financials, to include consideration and possible action
to approve the corrections.
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Bill Weber moved to approve the corrections to the July Financials; Mark
Booras 2nd;
motion carried
C. Corrections to August financials, to include consideration and possible
action to approve the corrections.
Bill Weber moved to approve the corrections to the August Financials;
Mark Booras 2nd; motion carried
D. Recap of approved expenditures
1.) Alex Hayes, $19.05 -- Reimbursement of photo copy expenses
2.) Jill Fussell, $336.37 – Reimbursement of photo copy expenses
3.) SunTerra Landscape Svcs, $6,284.14 – September 2014 Monthly
Maintenance Billing
4.) Holcomb Electric Inc, $850.00 – At gazebo, install new service pole,
replace 4 outlets with weatherproof lockable covers, disconnect broken
motion detector, re-install light switch with lockable cover
5.) SunTerra Landscape Svcs, $650.00 – urgent irrigation repairs of leaks
per September Irrigation Inspection Report
6.) Ink Images, $675.80 – Georgetown Village PID October 2014
brochure
3. Consideration and possible action to approve Minutes of Georgetown Village
Public Improvement District #1 meetings held on September 8, 2014.
Bill Weber moved to approve the Minutes; Mark Booras 2nd; motion carried
4. Consideration and possible action to renew the landscaping contract with
SunTerra Landscape Services for the second year of a five-year contract of, per
contract price of $75,497.62 annually, effective August 1, 2014 through July 31,
2015.
Bill Weber moved to approve; Mark Booras 2nd; motion carried
5. Landscaping / Irrigation Report – Matt Saulsgiver, Sunterra representative
A. Report on pending work orders previously approved:
1. Wildflower meadow proposal for 3 areas along Shell Rd , WO 42275,
($ corrected from Minutes of September 8, 2014 notation) $ 975.00
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Per Matt, areas on both sides of Sycamore and the north side of Westbury
should be seeded by Oct. 31, and “Do Not Mow, Wildflower Area” signs
will be ordered
2. Remove old grasses, plant coreopsis at Bedford Park, $ 275.88
This is complete.
B. Update on replacement of dead plant material in pocket parks
1. Dead sod in Bedford Park
Per Matt, sod has to be ordered.
2. Dying grass and plant material in Hanover Park
As soon as electrician fixes power to irrigation controller, Jill Fussell will
call Matt to let him know it is fixed; then dying rosebushes and coreopsis
will be replaced by Oct 31.
3. Irrigation adjustment in xeriscaped area of Bedford Park
This is to be checked by Mark Fischer, irrigation specialist with SunTerra,
then Mark or Matt will email Jill Fussell and Alex Hayes.
In addition, the stressed trees in Cedar Elm Park were discussed, with Jill
and Alex to meet Matt in the park to review and discuss options.
6. Consideration and possible action on following proposals from SunTerra:
A. Planting of two 3-gal red yuccas in front of “Georgetown Village” stone
wall signs, including mulch in front of signs (to include removal of
overgrown yucca at Sycamore entrance wall?), WO 45504 $431.49
Bill Weber moved to approve; Mark Booras 2nd; motion carried
B. Remove 3 holly trees located under crepe myrtles in the middle of
entrance round-about on Village Commons Blvd, WO 45503
$191.67
Bill Weber moved to approve; Mark Booras 2nd; motion carried
C. At Westbury entrance the extending of the dry river rock bed from the
south side of Westbury over to the north side of the road, including flaring
out of existing rock be and bringing it down to the curb line of the road,
and taking the same river rock to the north side of Westbury and filling in
the spot between the sidewalk and the curb line (area where new electrical
box is located), WO 45494 $2,176.70
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Bill Weber moved to approve; Mark Booras 2nd; motion carried
D. At Westbury entrance extending the decomposed granite path that is on
the south side of the road to continue on the north side of the road,
terminating in a circle area where a future bench could be installed (bench
not included), including prepping area, installing edging and decomposed
granite, compacting decomposed granite and making irrigation
adjustments, WO 45490 $1,858.64
Bill Weber moved to approve; Mark Booras 2nd; motion carried
E. Additional non-urgent irrigation repairs as a result of September 2014
Irrigation Inspection, WO 45536 $ 815.76
Bill Weber moved to approve; Mark Booras 2nd; motion carried
F. Replanting of entrance round-about on Village Commons Blvd, to include
irrigation adjustments, replanting of 20 salvia greggi and 50 new gold
lantana, mulching the entire bed, WO 45502 $2,305.85
Alex Hayes moved to table action on this proposal; Bill Weber 2nd; motion
carried
G. Installation of river rock (same rock as Westbury) in middle of turf area at
entrance round-about on Village commons Blvd, including irrigation
adjustments, installation of weed barrier, and moving large boulders from
the construction site (KB Home) into the river rock area, WO 45499
$2,888.31
Alex Hayes moved to table action on this proposal; Bill Weber 2nd; motion
carried
H. Consideration and possible action to engage Landscape Architectural
Services for the replanting of the Gazebo area, the entrance traffic round-
around and other areas to incorporate xeriscape design and water
conservation.
WO 45842 $4,400.00 plus reimbursable expenses
Mark Booras amended the proposal and moved that the PID engage
independent landscape architectural services for the replanting of the
Gazebo area only, for a cost of $2,600.00 plus reimbursable expenses; Bill
Weber 2nd; motion carried
7. Consideration and possible action for this fiscal year to allow any officer, acting
alone, to authorize the approval of spending on behalf of the PID of an amount
not to exceed $1,000.00 per project. (see Governing Rules of Georgetown Village
Page 5 of 9
Public Improvement District No. 1, Article V, Section 5.07 –Other Authority and
Limitations of Officers)
Mark Booras moved no action on this proposal and Alex Hayes seconded; motion
carried
8. Consideration and possible action to change Article V, Section 5.07 noted above
to read:
“5.07 – Other Authority and Limitations of Officers. Any officer, acting alone, is
authorized to approve the spending on behalf of the PID of an amount not to
exceed [$1,000.00] per project.”
Bill Weber amended the proposal to read:
“5.07 -- Other Authority and Limitations of Officers. Any officer, acting alone,
is authorized”
[delete] “to sign any one check or series of checks for and”
[add] “to approve the spending”
“on behalf of the PID in an amount that does not exceed on [$1,000.00]”
[add] “for any one expenditure.”
Bill Weber moved to accept amended proposal as read; Alex Hayes 2nd; carried.
9. Update 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.
(Steve Goodman)
Steve Goodman reported the work was complete to satisfaction. Mark Booras
will retrieve PID-owned lock and chain from Mr. Handyman.
10. Update on Green Builders Inc. necessitated documents in conjunction with
conveyance of Water Quality Facility located on Rosedale.
Ponds Committee will inspect the pond before consideration for acceptance of
conveyance.
11. Consideration and possible action on election of new PID Board Member officers,
with new officers becoming effective with December 8, 2014 meeting.
Bill Weber cited the Governing Rules, Article V, 5.01, allowing the waving of the
one-year requirement of being a member of the Board prior to becoming an
officer.
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Jill Fussell appointed Steve Goodman as a Voting Member, and herself as an
Alternate, effective Nov. 10.
Bill Weber proposed a slate of officers to be independently voted upon, with new
officers becoming effective with the November 10, 2014 meeting:
Alex Hayes as President, motion by Bill Weber; Mark Booras 2nd; carried.
Phillip Hardy as Vice President, motion by Bill Weber; Mark Booras 2nd; carried.
(Although absent, Phillip conveyed to the Board that he would accept.)
Steve Goodman as Treasurer, motion by Bill Weber; Mark Booras 2nd; carried.
Jill Fussell re-appointed Melinda Marler as Secretary, effective Nov 10.
(Although absent, Melinda conveyed to the Board that she would accept.)
12. Consideration and possible action to purchase a recording device to record the
monthly PID meetings to facilitate preparing the Minutes of the meetings.
Alex Hayes moved to approve; Vince Uthoff 2nd; carried.
13. Consideration and possible action to approve purchase of playground equipment
for Cedar Elm Park, Bedford Park and Chestnut Park in Georgetown Village.
Mark Booras moved no action on this proposal; Alex Hayes 2nd; carried.
Continued evaluation moved back to Park Amenities Committee.
14. Discuss formation of a Communications Committee, to include trifold, website,
member solicitation, etc. and volunteers to be on such a committee.
A Communications Committee was formed, with Jill Fussell appointing Melinda
Marler and Steve Goodman to the committee.
15. Committee Reports
A. Landscape Committee (Jill Fussell, Phillip Hardy, Michael Mullenix)
- Update on Request for Quote for mulch at entrances, along Shell Rd,
and at two round-abouts (pocket parks were done with replanting)
No update.
- Update on replacement of ornamental fencing at gazebo, which has
deteriorated beyond repainting
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Jill Fussell showed the Board a brochure with an example of possible
ornamental powder-coated steel fencing that could be used as a
replacement. The initial estimate of a replacement exceeds $3,000, so it
will require a Request for Quotation bidding process. The Park Amenities
Committee will take over this bid, since it is an above ground
improvement.
- Update on repainting of gazebo, which has faded
Jill Fussell will contact a painter to get a quote.
B. Park Amenities Committee (Melinda Marler, Mark Booras, Alex Hayes)
- Update on installation of Village Commons Pool Message Board.
Jill Fussell reported that the Message Board is not low enough for easy
posting or reading of messages. Mark Booras will contact Sharon and
Steve at Affordable Signs to discuss resolution.
- Update on enhancement of 4-foot empty square in the middle of
Fairfield Park sitting area
No update, however Park Amenities Committee will meet to discuss.
- Update on playground equipment for parks
Alex Hayes presented a possible “playground pod” concept for Cedar Elm
Park. Since Cedar Elm Park sidewalk was flagged by the City as “failed”,
the status or fixing of the sidewalk must be considered.
Alex also presented possible playground equipment for Bedford Park and
Chestnut Park. In addition, she discussed a shade structure and picnic
benches Chestnut Park.
Various proposals from vendor are still under review.
C. Budget / 5-Year-Plan Committee (Alex Hayes, Jill Fussell, Steve
Goodman)
- Update
Alex Hayes will have an updated 5-year plan ready to present at the
November meeting.
D. Ponds Committee (Jill Fussell, Vincent Uthoff, Mark Booras)
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- Update
Jill Fussell and Vince Uthoff walked all the ponds in Georgetown Village
and found that the Water Quality Facility pond in Section 6 behind
Westbury needs mowing. They also found that the Water Quality Facility
located on Rosedale at Rowan has standing water and is not draining
within the TCEQ required 48 hours after a rain for such type of pond.
E. Governing Rules Committee (Alex Hayes, Phillip Hardy, Steve Goodman)
- Update
Jill Fussell dissolved this committee and rolled the task of managing the
Governing Rules under the Executive Committee.
F. Executive Committee (Jill Fussell, Alex Hayes, VP vacancy)
- Update on PID Board insurance coverage.
Jill Fussell will inquire what the deductible is for the property insurance
that the PID will be getting through the City.
G. Alley Paving and Upkeep Committee (Mark Booras, Jill Fussell, Bill
Weber)
The Alley Paving committee has received a list of contractors from David
Pierce, Street Dept Foreman, City of Georgetown, that the City uses for
pavement projects for the type of work the PID needs done in the alleys,
although no bids have been let:
Contractors Asphalt:512-388-9968 / 512-917-5608 / 512-848-2093
Hinds Paving: 512-756-6859
Bill Hinds Asphalt Construction: 512-756-8112
16. Discussion on PID Board Member/Alternates and Committee Training Session to
be held October 27, 2014.
The training will begin at 6:00 pm at the Library.
17. Update on Georgetown Village PID October 2014 trifold brochure.
Packets are available now for distribution by Board members.
18. Update on solicitation of additional board members and distribution of new
October 2014 PID brochure to occur in October 2014.
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Packets are available now for distribution by Board members
19. New Business
A. Next year’s PID meeting dates & times were distributed.
B. City of Georgetown’s evaluation of sidewalks for ADA compatibility:
Nathaniel Waggoner, Transportation Services Analyst, 512-930-8171, was
unable to attend, however this will be reviewed next meeting.
20. Opportunity for residents to address the PID Board
No residents were present.
21. There being no further business, Vince Uthoff moved to adjourn; Bill Weber 2nd;
motion carried. The meeting adjourned at 9:20 pm.
______________________________________ Date _____________
Jill Fussell, President
Georgetown Village PID #1