HomeMy WebLinkAboutMinutes_GVPID_11.10.2014Page 1 of 9
GEORGETOWN VILLAGE PUBLIC IMPROVEMENT DISTRICT #1
ADVISORY BOARD MEETING
Monday, November 10, 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, President (M)
Phillip Hardy, Vice President (M)
Melinda Marler, Secretary (M)
Steve Goodman, Treasurer (M)
Jill Fussell (A)
Vincent Uthoff (M)
Bill Weber (M)
BOARD OF DIRECTORS ABSENT
Mark Booras (M)
GUESTS
Matt Saulsgiver, SunTerra
Will Blair, Blair-Hill Landscape Architects
Nathaniel Waggoner, Transportation Services Analyst
Jeff Mankins, Gametime/Total Recreation
1. Meeting called to order at 6:01 by president Alex Hayes, with 6 voting members
present.
2. Financial Report (Alex Hayes, Treasurer)
A. Financial status reports provided by La’Mar Kemp, City of Georgetown
Motion by Steve Goodman, 2nd Bill Weber to approve the Financials as
submitted; carried 6-0
Note: Jill Fussell explained the Utility Report is currently zero due to the
beginning of the new fiscal year. Alex will distribute this report via email to
the Board after the meeting.
B. As of fiscal year 2014/2015, the PID will code all of their own invoices.
The policy/procedure will be:
1) A person submitting an invoice whether for personal reimbursement
or payment to a vendor will fill out the invoice coding template.
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2) Upon completing the invoice coding template the person submitting an
invoice, whether for personal reimbursement or payment to a vendor,
will forward the completed invoice coding template, with the invoice
attached, to the PID Board Treasurer.
3) The PID Board Treasurer will review the invoice coding template and
supporting documentation for accuracy.
4) Upon the Treasurer’s approval, the invoice coding template and
supporting documentation will be submitted to the City of Georgetown
Accounting Department for payment.
Note: Bill Weber requested Point of Order: Can the Executive
Committee (or any of our Committees) change a process or policy
without the approval of the Board? It was determined that all changes
recommended by a Committee must be brought to the Board for
“consideration and possible action.” (See New Business item 17.a)
C. Recap of approved expenditures
1) Alex Hayes, $155.88 - Reimbursement of photo copy expenses
2) SunTerra Landscape Svcs, $6,284.14 – October 2014 Monthly
Maintenance Billing
3) Holcomb Electric Inc, $125.00 – Take GFI out of irrigation electrical
circuit at Hanover Park, replace breaker
4) SunTerra Landscape Svcs, $815.67 – additional non-urgent irrigation
repairs per September Irrigation Inspection Report
3. Consideration and possible action to approve Minutes of Georgetown Village
Public Improvement District #1 meeting held on October 13, 2014.
Moved by Phillip Hardy, 2nd Steve Goodman to approve the minutes as
submitted; carried 6-0
4. The policy/procedure for conveyance of third-party Water Quality Facilities to the
PID, to include detention, retention and sedimentation/filtration ponds is the
following:
A. Construction drawings of Water Quality Facility
B. Third-party inspection by PID-selected Professional Engineer certifying that
Water Quality Facility meets or exceeds current Texas Commission on
Environmental Quality (TCEQ) standards
C. Best Maintenance Practices (BMP), which includes Maintenance Schedule
D. Maintenance cost estimates, which correspond with maintenance schedule
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Note: Alex Hayes mentioned that parameters were outlined in the August 2014
minutes.
Note: Alex Hayes recused herself from this item because she considers it a
conflict of interest due to her association with Green Builders who has an interest
in conveying the ponds to the PID. Phillip Hardy acted as President for this item.
Discussion: Bill Weber would like this item to go back to the Ponds Committee
to word smith to present as a proposed motion for Consideration and possible
action by the Board at the next meeting.
5. Presentation from Will Blair, Blair-Hill Landscape Architects, regarding re-
landscaping proposal around gazebo on Village Commons Blvd., with possible
direction to proceed.
Note: The Board requested a few changes to the proposed landscape design. Mr.
Blair will make these changes and resubmit the design per the contract of one
revision. He will have the revisions done and returned to the Board in time for the
December meeting. He also told the Board that his drawings could be used for the
bidding process.
6. Presentation and discussion of City of Georgetown’s evaluation of sidewalks for
ADA compatibility and sidewalk failure, particularly for Cedar Elm Park: Nathaniel
Waggoner, Transportation Services Analyst, 512-930-8171
Note: Though GTV has some ramps, or absence of ramps, that do not meet the 2012
ADA guidelines, Mr. Waggoner does not know whether the PID has any
responsibility to address these or if it is the responsibility of the City of Georgetown.
He does not know if installing playground equipment in Cedar Elm Park is within
his/the City’s purview.
Note: Alex Hayes will continue this dialogue with Mr. Blair via email. She would
like him to provide various documents which will clarify design and fiscal
responsibilities for the PID.
7. Presentation from Jeff Mankins, Gametime/Total Recreation, regarding playground
equipment and other park amenities.
Note: Mr. Mankins presented quotes for suggested playground pieces and layouts for
both Bedford and Cedar Elm parks.
8. Consideration and possible action to approve proposal from Charles Allen,
stonemason to create a stone inlayed checkerboard in the center of Fairfield Park
seating area for a cost of $350.00.
Note: No action taken. The Parks Amenities Committee will consider other designs
and obtain proposals.
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9. Landscaping/Irrigation Report – Matt Saulsgiver, Merit (formerly Sunterra)
representative
A. Report on pending work orders previously approved:
1) Wildflower meadow proposal for 3 areas along Shell Rd ,
WO 42275, $ 975.00
Completed 11/07/14
2) Plant 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
Completed 11/06/14
3) Remove 3 holly trees located under crepe myrtles in the middle of
entrance round-about on Village Commons Blvd,
WO 45503 $191.67
Completed 11/06/14
4) 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
Completed 11/04/14
5) 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
Completed 11/04/14
6) Additional non-urgent irrigation repairs as a result of September 2014
Irrigation Inspection
WO 45536 $ 815.76
Completed 11/17/14
B. Update on replacement of dead plant material in pocket parks
1) Dead sod in Bedford Park
Note: Not replacing; revised and added to item #10 below.
2) Dying grass and plant material in Hanover Park
Note: Plants were dying due to irrigation issues which has been
repaired. Grass has been replaced. Roses have been replaced but the
nursery was out of coreopsis so it will be replaced at a later date.
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3) Irrigation adjustment in xeriscaped area of Bedford Park
Completed
4) Four trees in Cedar Elm Park that are under stress
Note: There are actually 5 trees. This has been addressed in Item 10.B
below.
5) Update on “Do Not Mow-Wildflower Area” signs
Note: Matt Saulsgiver to get sign bid
10. Consideration and possible action on following proposals from Merit (formerly
SunTerra):
A. Create planting bed surrounding rock wall around natural drainage karst in
Cedar Elm Park, installing 3 American agave, 6 red yuccas, 12 yellow lantana,
mulch, rock bed edge, and irrigation adjustments,
WO # 46123 $2,824.44
Moved by Bill Weber, 2nd by Phillip Hardy to approve; carried 6-0
B. Fertilize 5 stressed trees and provide root collar excavation for them in Cedar
Elm Park (this shouldn’t be for 4 trees?),
WO #46339 $868.00
Note: This item was tabled since there are 4 trees, not 5 as quoted.
C. Remove and stump grind declining tree in Green Grove Park,
WO # 46340 $552.80
Moved by Phillip Hardy, 2nd by Bill Weber to approve; carried 6-0
D. Fix drainage issue washing rock-edged decomposed granite pathway in
Fairfield Park
WO # 46341 $1,633.33
Moved by Bill Weber, 2nd by Vince Uthoff to approve; carried 6-0
E. Clean up rock areas in Bedford Park next to basins
WO #46342 $1,916.67
Moved by Phillip Hardy, 2nd by Steve Goodman to approve; carried 6-0
F. Replacement of previously planted grass (now dead) with decomposed granite
and various-sized native rocks in front of single Bedford Park bench on far
side of park ($515.00 credited off this work order for previously planted grass
that died)
WO #46344 $1,056.75
Moved by Bill Weber, 2nd by Phillip Hardy to approve if the 3 dead plants
are replaced as part of this WO; carried 6-0
Note: Matt Saulsgiver will supply 3- 3 gallon red Yuccas
(could rocks be placed as stepping stones to bench?)
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G. Remove steel edging at Hanover and Westbury Parks
WO #46358 $270.00
Moved by Bill Weber, 2nd by Steve Goodman to approve; carried 6-0
H. Fix trip hazards around some of park benches in following parks:
1) Village Glen: backfill with loam and plant sod
2) Spring Park: decomposed granite bed around the uphill bench with 6 red
yuccas within the bed
3) Green Grove Park: create bed backfilling with soil and sod at both benches
and encompassing live oaks, plus Asian jasmine at back of benches in
shady area
4) Shell Park: backfill back bench with soil and sod, front bench and slab
relocated under trees and create decomposed granite bed surrounding
trees, planted with Asian jasmine and pockets of red yuccas and knock out
roses,
WO #46347 $13,252.05
Discussion: Item 4 was referred back to the Parks Amenities Committee for
further planning and consideration before taking to bid.
I. Add 5 locks at gazebo for lockable light switch and 4 lockable outlets,
WO #46242 $150.00
Moved by Phillip Hardy, 2nd by Bill Weber to approve for 5 locks;
carried 6-0
Note: Alex Hayes requested this Work Order be resubmitted to the PID
stating the number of locks which was left off the original submission. This
will not affect the cost.
11. Consideration and possible action on proposal from CertaPro Painters to repaint
gazebo, including columns, soffits, ceiling and other wood trim with closely matching
color with one coat of paint, and rose colored fascia, in two coats of paint; includes
power washing, caulking and minor repairs
(does not include repairing major damage to trim on one column;
does not include flooring or wrought iron fencing),
Job #GWD94000693 $1,550.00
Moved by Phillip Hardy, 2nd by Bill Weber to approve; carried 6-0
Note: Cannot proceed until column repair has been resolved.
12. Consideration and possible action on bids received for mulching all beds and shrubs
along Shell Rd on both sides of road south of Village Commons Blvd / Rosedale St
entrances to north of Sycamore St entrance at a depth of 3 inches, using double
ground mulch with edges trenched. Bids are the following:
A. Advance Landscape Design $ 19,556.90
B. Sendero Land Services $ 32,378.00
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C. Beautiful Landscapes $ 19,998.00
D. Earthco Landscape Construction $ 46,000.00
E. ABC Home and Business Lawn Svcs No Bid
F. Merit (formerly SunTerra Landscape) $ 11,500.00
Moved by Phillip Hardy, 2nd by Steve Goodman to approve the bid submitted
by Merit; carried 5-1 (Hayes voted nay)
Note:
13. Notification that Michael Mullenix has resigned from the PID.
14. Discussion of an additional PID Board Member/Alternates and Committee Training
Session Monday, Nov. 24, 2014, Classroom 211, City Library.
Note: Due to holidays, this training session will be rescheduled for January or
February based on room availability.
15. Notification from City Secretary Jessica Brettle and Assistant City Clerk Shelley
Nowling that PID Board members should take the Oath of Office and sign
Membership Statements; and make arrangements for such.
Note: Jill Fussell will schedule a time and notify the Board. These are conducted by
the City on Thur and Fri mornings with at least 24 hour’s notice.
16. Committee Reports
A. Landscape Committee (Phillip Hardy, Steve Goodman, Jill Fussell)
Update 1: Jill Fussell reported that the mulch bid was let and the bid was
approved under Item12 above.
Update 2: Steve Goodman replaced Michael Mullenix.
B. Park Amenities Committee (Melinda Marler, Mark Booras, Alex Hayes)
1) Update on replacement of ornamental fencing at gazebo, which has
deteriorated beyond repainting
No update
2) Update on installation of Village Commons Pool Message Board.
Update: Alex Hayes reported that the revised installation is on hold due to a
personal issue with the company. We will contact them later.
3) Update on playground equipment and shade structure/picnic tables for parks:
Update: This item was covered in detail in Item 7 above.
C. Budget / 5-Year-Plan Committee (Alex Hayes, Jill Fussell, Steve Goodman)
Update: Alex Hayes submitted a one month snap shot; Committee needs to meet
for further development.
D. Ponds Committee (Jill Fussell, Vincent Uthoff, Mark Booras)
Update: Vince Uthoff and Jill Fussell surveyed the ponds on Oct 17, 2014, and
found the following:
1) The Section 6 water filtration pond needs mowing (located behind Westbury
near the KB Home development); mowing company has not yet been notified.
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2) The water filtration pond located on Rosedale at Rowen was still holding
water, which should have drained in 48 hours after a rain (it was now 72 hours
since rain stopped). This was reported to Bill Weber, Green Builders Inc,
which owns the pond, and to Scott Union, City code enforcement officer.
This resulted in an interchange of emails between the City and Ryan
Mikulenka, land development manager, Gehan Homes, which is presently
responsible for the maintenance of the pond and which is in the process of
consulting an engineering company to review the pond.
E. Communications Committee (Melinda Marler, Steve Goodman)
Update: No update. This new Committee has not yet met.
F. Executive Committee (Steve Goodman, Alex Hayes, Phillip Hardy)
Update on PID Board insurance coverage: the property insurance
deductible is $5,000.
G. Alley Paving and Upkeep Committee (Mark Booras, Jill Fussell, Bill Weber)
Update: The Alley Paving committee has received a list of contractors from
David Pierce, Street Department Foreman, City of Georgetown, that the City uses
for pavement projects for the type of work the PID needs done in the alleys, plus a
list of HUBs from City Purchasing, although no bids have been let:
1) Contractors Asphalt:512-388-9968 / 512-917-5608 / 512-848-2093
2) Hinds Paving: 512-756-6859
3) Bill Hinds Asphalt Construction: 512-756-8112
4) HUB: Alpha Paving Industries, 512-677-9001
5) HUB: Capital Concrete Contractors, 512-515-0650
6) HUB: Ceda-Tex Svcs Inc, 512-339-0155
On Nov 5, 2014, while it was raining, Mark Booras, Bill Weber and Jill Fussell
surveyed the drainage capability of the alleys and found that many more were
failing than was first identified during dry weather. The Alley Committee has
documented the findings and is in the process of compiling a comprehensive list
in preparation of submitting a RFQ to above contractors.
Note: Jill Fussell reported that the Committee is compiling the videos taken to
document the drainage problems, for bid submission. Bill Weber is not sure if the
list above is the correct contractors. For this repair, they may need to be concrete
contractors.
17. New Business
a. Alex Hayes would like the Board to consider enacting standard practices for
interacting with third parties such as the Pond owners.
b. Bill Weber would like an action item on the next agenda regarding all
Committee recommendations, including the Executive Committee, being
submitted to the full Board for a vote before action is taken.
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c. Governing Rules have been changed to reflect that the PID no longer writes
checks but approves expenditures, per the vote of the Board at the Oct
meeting.
d. Bill Weber noted that the PID address is incorrect in the Governing Rules.
Green Builders will be moving their offices to a new location on Williams
Drive and the PID may want to use that location as their address.
e. Alex Hayes noted that she checked the City’s website and found several of the
PID agendas and minutes are missing. It was decided the Communications
Committee would follow up on assuring they are all posted as required. The
president, Alex Hayes, will continue to send these documents to the City for
posting.
18. Opportunity for residents to address the PID Board
Steve Goodman (as a resident) noted that large “construction” trucks are still
speeding down Westbury to the KB Homes site. Bill Weber will again contact
them requesting they take the Sycamore to Village Commons route and to slow
down.
19. There being no further business, it was moved by Phillip Hardy, 2nd by Bill Weber to
adjourn the meeting; carried 6-0. Meeting adjourned 10:05.
______________________________________ Date _____________
Alex Hayes, President
Georgetown Village PID #1