HomeMy WebLinkAboutMinutes_GVPID_12.08.2014Page 1 of 8
GEORGETOWN VILLAGE PUBLIC IMPROVEMENT DISTRICT #1
ADVISORY BOARD MEETING
Monday, December 08, 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)
Steve Goodman, Treasurer (M)
Melinda Marler, Secretary (M)
Mark Booras (M)
Jill Fussell (A)
Vincent Uthoff (M)
Bill Weber (M)
BOARD OF DIRECTORS ABSENT
none
GUESTS
Matt Saulsgiver, Merit (formerly SunTera)
Wayne and Mary Drake, residents
1. Called to order at 6:08 by president Alex Hayes; 7 voting members present.
2. Financial Report (Steve Goodman, Treasurer)
A. Financial status reports provided by La’Mar Kemp, City of Georgetown
Report: Steve Goodman presented the financial report. He had a question regarding
a special services charge of $207.60 titled Williamson County Tax Collection. Steve
also pointed out a charge of $4,900.24 for utilities which does not match charges
previously presented. Steve is investigating both of these items with La’Mar Kemp.
Alex Hayes added that she checked with La’Mar Kemp who reported that the
$207.60 is a W-cad Entity Fee or “entity fee” charged by the Williamson County
Appraisal District. He believes the City has previously paid this PID fee. He will
look into why the PID is now being charged.
Melinda Marler requested Point of Order regarding the verbiage of this agenda item.
She suggested that if this item requires a vote by the Board to approve the Financials,
that the verbiage be changed going forward to “Consideration and possible action to
approve the Financials…” The Board agreed to this change.
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Motion by Jill Fussell, 2nd by Bill Weber to approve the Financials with the
exception of the two items being investigated. Approved 7-0
B. Recap of approved expenditures
1. SunTerra Landscape Services, $734.27, Wildflower Seeding
2. SunTerra Landscape Services, $2,176.70, Extend Dry River Bed from
South Side of Westbury to North Side of Road
3. SunTerra Landscape Services, $191.67, Remove three (3) Holly Trees
4. SunTerra Landscape Services, $431.49, Two (2) three (3) gallon red
yuccas
5. SunTerra Landscape Services, $1,858.64, Paths
6. Merit Service Solutions f.k.a. SunTerra Landscape Services, $150.00,
Five (5) Locks to Electrical Boxes at the Gazebo area, One (1) for the
lockable switch and four (4) lockable outlets
C. Recap of Utility Usage Report provided by La’Mar Kemp, City of
Georgetown
Discussion: Alex Hayes presented this report. The amount billed for Nov is
$4,159.67 which is a decrease. This is scheduled to be paid in Dec.
Jill Fussell suggested these reports be sent electronically to the Board prior to
our Board meetings since the font is very small and difficult to read. She also
noted it would be good for the Board to review it before each meeting. She
also asked Matt Saulsgiver if Merit shuts off the sprinklers during the winter
months. Matt said they do not. They set lower run times of one or two
minutes per zone to keep the valves “lubricated” and prevent freezing up. She
asked for clarification regarding whether the Landscape Committee needs to
monitor this or if Merit takes care of it. Matt said Merit takes care of it.
3. Consideration and possible action to approve Minutes of Georgetown Village Public
Improvement District #1 meetings held on November 10, 2014, submitted by
Melinda Marler, secretary.
Discussion: Alex Hayes would like Item 2A changed to read “Alex Hayes explained
the Utility Report is currently zero.”
Motion by Bill Weber to approve, 2nd by Mark Booras as revised; approved 7-0
4. Consideration and possible action that all Georgetown Village PID #1 Advisory
Board Policies/Procedures/Standard Practices will be put forth before the
Georgetown Village PID #1 Advisory Board to vote upon before
adopting/incorporating/effectuating the Policies/Procedures/Standard Practice.
Motion by Bill Weber, 2nd by Steve Goodman to approve bringing all changes
before the Board for a vote. Approved 7-0
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5. Consideration and possible action on the following Conveyance Procedure for water
Quality Facilities to Georgetown Village Public Improvement District #1 Advisory
Board:
Conveyance Procedure for Water Quality Facility to
Georgetown Village Public Improvement District #1 Advisory Board
A. All construction must be complete, land area stabilized, and storm water catch
basins / inlets and in-line storm pipe cleaned of silt in the area that the Water
Quality Facility (WQF) under consideration serves prior to conveyance to
Georgetown Village Public Improvement District #1 (PID).
B. The WQF under consideration for conveyance must function as specified by
the Texas Commission on Environmental Quality (TCEQ) prior to conveyance.
C. The Conveyor of the WQF must provide certification to the PID that the WQF
is constructed as designed and approved by the TCEQ in accordance with the
Conveyor’s or Permitee’s (as the case may be) WPAP and SCS permit. In
addition, a PID-approved Professional Engineer (PE) shall certify to the PID
that the WQF under consideration for conveyance currently functions as
designed and approved by the TCEQ prior to conveyance. Any deficiencies
identified by the PID approved PE shall be corrected by the Conveyor or
Permitee and those corrections shall be certified as being satisfactory by the
PID approved PE prior to conveyance of the WQF to the PID.
D. The Conveyor of the WQF must provide construction drawings and copies of the
TCEQ permit of the WQF under consideration to the PID prior to conveyance as
well as their engineer’s certification that the WQF to be conveyed is constructed
in accordance with the approved design.
E. The Conveyor of the WQF must provide TCEQ approved Best Maintenance
Practices (BMP) and maintenance plan documents of the WQF under
consideration to the PID prior to conveyance.
F. The conveyance of the WQF under consideration must meet all of above
criteria prior to the PID Board’s Consideration and Possible Action to accept
such conveyance.
G. Notwithstanding the above requirements, the PID Board reserves the right on a
case by case basis to require other provisions that are reasonable to ensure that
the WQF to be conveyed functions as designed and/or is intended to function.
Discussion:
Mark Booras recommended the acronyms under item C. be changed to include the
titles which are Water Pollution Abatement Plan (WPAP) and Organized Sewage
Collection System (SCS).
Jill Fussell advised the item letters should be changed to numbers, as per the
actual document.
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Mark Booras stated that there is confusion as to the term “all construction” and
believes Item A(1) needs to be revised.
Jill Fussell suggested the verbiage in Item A be changed to read as follows:
“All construction in the area that the Water Quality Facility (WQF) under
consideration serves, must be complete, land area permanently stabilized, and
storm water catch basins/inlets and in-line storm pipes cleaned of silt prior to
conveyance to Georgetown Village Public Improvement District #1 (PID).”
Motion by Jill Fussell, 2nd by Bill Weber to accept per the revisions. Approved 7-0
6. Update on New Member Solicitation:
Introduction of one (1) new applicant for the Georgetown Village PID #1 Advisory
Board, to back-fill an Alternate member vacancy:
Joshua Schroeder, 356 Westbury
Consideration and possible action to Adjourn to CLOSED SESSION.
Consideration and possible action to return to OPEN SESSION.
Consideration and possible action to fill Georgetown Village PID #1 Advisory Board
Alternate member vacancy with applicant Joshua Schroeder.
Mr. Schroeder did not attend the meeting as scheduled. No action.
.
7. Landscaping/Irrigation Report – Matt Saulsgiver, Merit Service Solutions
representative
Report on pending work orders previously approved:
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
Discussion:
Matt said this item is not fully completed. It has been planted but the edging
will be complete within one week. He will check to assure the drainage tile is
installed subsurface on the uphill side.
Alex Hayes pointed out that the work order specifically states installation
of drainage tile. She also commented that the Lantana was planted behind
the agave and yucca. At maturity the Lantana would most likely not be
seen. She asked that this be fixed.
Jill Fussell asked Matt to check the drainage to be sure there is no water
flow that would obstruct the aquafer. Matt said there is no obstruction but
that he will recheck.
B. Remove and stump grind declining tree in Green Grove Park,
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WO # 46340 $552.80
scheduled for Wed Dec 10
C. Fix drainage issue washing rock-edged decomposed granite pathway
in Fairfield Park
WO # 46341 $1,633.33
completed Nov 24
Discussion: Jill Fussell would like Matt to check during a rain to see how
this is draining. Matt said in normal rain, the water should not flow over the
path but if it does, they will re-route it.
D. Clean up rock areas in Bedford Park next to basins
WO #46342 $1,916.67
Completed Nov 25
E. 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
Completed Nov 25
F. Remove steel edging at Hanover and Westbury Parks
WO #46358 $270.00
Completed Dec 4
G. Add 5 locks at gazebo for lockable light switch and 4 lockable outlets,
WO #46242 $150.00
Completed Dec 2
H. Mulch all bed areas along Shell Road
WO #46345, City of Georgetown PO #3500749 $11,500.00
Scheduled for completion by mid Feb, following all cutbacks. The bid
spec requires this be completed by Feb 28.
8. Consideration and possible action on the following proposals from Merit Service
Solutions:
A. Apply one (1) inch of double ground hardwood mulch to all of the garden
areas in Georgetown Village excluding Shell Road and The Gazebo,
Work Order 46815 $1,295.52
Motion by Phillip Hardy, 2nd by Bill Weber to approve. Approved 7-0
B. Install one (1) inch of organic compost to surround all existing rose bushes
excluding The Gazebo. To be installed and raked prior to mulching,
(reference Merit Service Solutions Work Order 46815)
Work Order 46817 $969.41
Motion by Phillip Hardy, 2nd by Bill Weber to approve. Approved 7-0
C. Fertilize four (4) planted trees and provide a root collar excavation on all five
(5) trees in Cedar Elm Park,
Work Order 46339 $868.00
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Discussion: Matt mentioned that this should read “fertilize five trees and provide a
root collar for the four distressed trees.”
Motion by Jill Fussell, 2nd by Mark Booras to approve as revised. Approved 7-0
9. Update on column repair at The Gazebo
Update: Jill Fussell has had two people look at the column and found these to be
“foam” and cannot be repaired. CertaPro said they would use Bondo to repair. They
have spray painted them and they look good. There is some overspray that she has
asked them to clean.
10. Update 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.
Update: Jill Fussell said they have completed the power washing. She said the rose
colored fascia is more of a rust color and has asked them to relook at this. This
project is going well and will be done this week, weather permitting.
11. Committee Reports
A. Landscape Committee (Jill Fussell, Phillip Hardy, Michael Mullenix)
Update: Steve Goodman has joined this team since Michael Mullenix has resigned.
Alex Hayes will replace Jill Fussell on this committee.
B. Park Amenities Committee (Melinda Marler, Mark Booras, Alex Hayes)
Update: Alex Hayes suggested Affordable Signs be contacted after the holidays
regarding the lowering of the pool bulletin board. Mark will arrange a meeting with
them and the Park Amenities Committee in January.
Jill Fussell will re-contact the tile contractor regarding the checker board to see about
using larger tiles/squares.
C. Budget/5-Year-Plan Committee (Alex Hayes, Jill Fussell, Steve Goodman)
Update: none
Alex Hayes suggested that, since Jill Fussell will “time out” on Dec 31, that her
places on the committees be filled now. Bill Weber will replace Jill on this
committee.
D. Ponds Committee (Jill Fussell, Vincent Uthoff, Mark Booras)
Update: Jill Fussell flagged that there is a potential pond problem in the KB Homes
section. She has observed that much of the silt fence is not installed. Jill will provide
a contact phone number to the PID. Bill Weber said he would contact KB Homes to
give them a heads up of the violations. He also mentioned that, for full disclosure,
Green Builders owns two ponds which will, at some point, be conveyed to the PID.
He also suggested that Alex Hayes write a letter to KB outlining the current pond
issues.
• Bill Weber will replace Jill Fussell on this committee.
E. Communications Committee (Melinda Marler, Steve Goodman)
Update: Steve Goodman reported that this committee met briefly to outline the goals
of the committee. He also mentioned that he had an impromptu meeting with Shelly
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Knowling and asked if the committee could meet with the appropriate City people
regarding a PID website and services that might be available to the PID.
Phillip Hardy will join this committee. Alex Hayes had a phone conversation with
Shelley Knowling and told her not to schedule any meeting until the Board discusses
it.
F. Executive Committee (Alex Hayes, Phillip Hardy, Steve Goodman)
Update: none
G. Alley Paving and Upkeep Committee (Mark Booras, Jill Fussell, Bill Weber)
Update: Jill Fussell told the Board the Committee has assembled the videos they
took during a rain and they have a list of contractors. The project is ready to go to
bid. Bids will be received by Bill Weber via his AOL email. The videos will be
available upon request.
Vince Uthoff will replace Jill Fussell on this committee.
12. New Business
A. The Board would like to have a holiday get together. Alex Hayes asked the City if PID
funds can be used for this purpose. Lyndsay Lujan, Georgetown Legal Assistant
responded to Alex via email as follows.
“The Advisory Board’s purpose is limited to preparing a proposed budget and
administering the maintenance and management of authorized improvements. A
holiday party does not fall within the limited purpose of the Advisory Board and
therefore budgetary funds may not be used.”
Bill Weber offered, on behalf of Green Builders, to host a holiday lunch for the
Board the week of Dec 15.
B. Alex Hayes requested an update from Carina Reason on the PID insurance,
specifically whether the property insurance was “bound” and if so, the effective date.
Alex further requested the PID’s participatory contribution to that insurance.
Note: Mark Booras left the meeting.
C. Alex Hayes gave a brief update on a communication from Nathaniel Waggoner . He
would like to give a sidewalk plan update to the PID in the March, April timeframe
which is after the adoption of the plan by City Council. He would like to partner
financially with the PID for sidewalk updates. He is especially interested in putting a
sidewalk from Georgetown Village to Williams Drive. Jill Fussell suggested the PID
contact Jack Alley, who is working with the Shell Road widening bond team, to
understand their plans for a sidewalk along Shell Road. There will be a 2nd sidewalk
masterplan review meeting on Jan 22, 2015, at McCoy Elementary School, 5:30-
7:30, open to the public.
D. Alex Hayes discussed property taxes being charged to the PID for 2 parcels, Section
6, 3.72 acres, and a Section 6 landscape easement. According to La’Mar Kemp, the
PID should not be charged and these have been rectified. The PID will no longer be
charged for these items.
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E. Alex Hayes checked with the City regarding records retention. She will put this on
the next Agenda for discussion. The Communications Committee should review the
records retention plan and report to the Board.
F. Alex Hayes reviewed the Shelley Nowling email which was a reply to Steve
Goodman and copied to the PID Board. She asked that she schedule no at this time.
She further stated that she would respond to Ms. Nowling’s email and copy the
Board.
13. Opportunity for residents to address the PID Board
Residents Wayne and Mary Drake were present to address the PID. Mary first wanted to
compliment the Board on the clean-up and planting of Bedford Park. Secondly she noted that
with the opening of Madrid Avenue to [W. Sequoia Spur] the deer are now coming into their
neighborhood and eating their roses. She suggested that “deer resistant” plants may need to
be considered for the parks going forward.
Jill Fussell addressed the PID as a resident. She had been contacted by two different
residents to report a dog at 209 Westbury that bit 2 people. She wanted the Board to know
that this is not a PID issue and we should not get involved. Animal Control has been
contacted.
Brian Ortega could not make the meeting and requested Alex Hayes represent him via his
email. His email stated his concern with the cost of the misc landscaping work. He noted
several items in his email that he deemed excessive cost. Jill Fussell stated that it never hurts
to bid an item even if it is under $3,000.00.
Note: Bill Weber thanked Jill Fussell for her service on the Board and noted that the Board had
improved under her efforts and that she should be commended.
14. There being no further business, there was a motion by Phillip Hardy, 2nd by Vince Uthoff to
adjourn the meeting. Approved 6-0; adjourned 9:16.
Next meeting is scheduled for Mon Jan 12, 2015.
______________________________________ Date _____________
Alex Hayes, President
Georgetown Village PID #1