HomeMy WebLinkAboutMinutes_GVPID_01.12.2015PID Minutes Jan 12, 2015
GEORGETOWN VILLAGE PUBLIC IMPROVEMENT DISTRICT #1
ADVISORY BOARD MEETING
Monday, January 1.2, 2015
Meeting time 6:15 PM @ Georgetown Public Library, Classroom 211,
402 W. 8th St., Georgetown, TX.
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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)
Vincent Uthoff (M)
Bill Weber (M)
BOARD OF DIRECTORS ABSENT
none
GUESTS
Matt Saulsgiver, Merit Service Solutions (formerly SunTerra)
1. Call to order. A quorum was present. Alex Hayes, president, called the meeting to
order at 6:22.
2. Financial Report (Steve Goodman, Treasurer)
A. Consideration and possible action to approve the December 31, 2014.Financial
Statements provided by La'Mar Kemp, City of Georgetown
Financials, December 31, 2014:
Year -to -Date Total Revenues $ 9,91.4
Year -to -Date Total Expenses $ 111,880
Current Funds Available $ 335,979
Steve Goodman reported that the two items carried over from our last meeting
were clarified as follows:
$207.60 is the fee charged by the Williamson County Appraisal District to collect
taxes for Georgetown Village. In the past the city of Georgetown has been paying
these fees but they have now passed that fee on to the PID.
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PID Minutes Jan 12, 2015
The other amounts in question were monthly charges for the utilities. In Oct the
amount showed zero usage and zero due. That has now been populated. The
amounts are $4,900.24 for Sep, $5,097.1.4 for Oct and $4,1.59.67 for Nov.
Motion by Mark Booras, 2nd by Bill Weber to approve financials as presented.
Approved 7-0
Alex Hayes made a note for the record that when the treasurer presents the
information provided by the City of Georgetown it is to include, in its entirety, the
Financial Statement Summary, the GL Listing and detailed back-up and a review
of the utilities report (which will be discussed in 2C below).
B. Recap of approved expenditures as provided by Steve Goodman, Treasurer
(Below is a list provided from an email from Steve Goodman to Alex Hayes.)
Exhibit A
1) Jill Fussell, $83.39, Office Supplies
2) Merit, $6,284.14, Landscape Monthly Invoice
3) Merit, $431.49, Landscaping
4) Merit $191.67, Landscaping
5) Merit, $1,858.64, Paths
6) Merit, $734.27, Landscaping
7) Coaches Construction, $800.00, Mowing
8) Merit, $1,633.33, Fairfield Park
9) Merit, $1,916.67, Bedford Park
10) Merit, $1.056.75, Bedford Park
11) Merit, $270.00, Removal of Steel Edging
1.2) Merit, $81.5.76, Irrigation Repairs
13) Blair Hill Landscape Architects, $2,600.00, Landscape Design
14) Merit, Gazebo Locks, $150.00 Gazebo Locks
Note: Steve Goodman said one item, "Merit, $2,176.70, Westbury sign bed"
did not make it into the agenda list but was in the email.
Vince Uthoff requested clarification on the Sun Terra vs. Merit billing. Matt
Saulsgiver reminded the PID that Merit purchased Sun Terra and some of the
invoices may still have the old name.
C. Recap of Utility Usage Report provided by La'Mar Kemp, City of Georgetown
Steve Goodman pointed out that at the 380 Village Commons Blvd location, water
usage increased from 47 in Oct to 60 in Nov to 72 in Dec. It is not known why
there would be an increase at this location since for all other locations the usage
went down. Steve will check further.
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PID Minutes Jan 12, 2015
3. Consideration and possible action to approve Minutes of Georgetown Village Public
Improvement District #1 meeting held on December 08, 2014.
Motion by Phillip Hardy, 2nd by Bill Weber to approve the Dec minutes. Approved 6-1
(Alex Hayes nay)
Discussion: Per Alex Hayes, there continues to be an issue with one statement she made
on the Nov minutes regarding the zero usage for the Oct utility report. She would like a
statement to correct this verbiage in the Feb meeting.
4. 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
Discussion: Though Mr. Schroeder is an attorney with builder clients, he does not see
a conflict. If there were any conflicting issues, he would recuse himself.
Consideration and possible action to Adjourn to CLOSED SESSION.
Motion by Bill Weber, 2nd Steve Goodman to adjourn to closed session. Approved 7-0
Consideration and possible action to return to OPEN SESSION.
Motion by Phillip Hardy, 2nd by Bill Weber to return to open session. Approved 7-0
Consideration and possible action to fill Georgetown Village PID #1 Advisory Board
Alternate member vacancy with applicant Joshua Schroeder.
Motion by Melinda Marler, 2nd Phillip Hardy to fill the PID vacancy with Joshua
Schroeder as an alternate member. Approved 7-0
Note: After Mr. Schroeder is approved by Georgetown City Council, he will be an
alternate member of the PID Board until such time as a vacancy occurs to move him to a
regular member. He is welcome to attend our meetings until this approval.
5. Landscaping/Irrigation Report — Matt Saulsgiver, Merit Service Solutions representative
Report onep nding work orders previously approved:
According to Matt Saulsgiver, items A and B both relate to mulch and he previously said
mulch would be done after the plant cutback. The cutback is nearly completed and the
mulch is planned for the last week of January. He will keep the Landscape Committee
informed.
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PID Minutes Jan 12, 2015
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
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
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
Discussion: Matt mentioned that this should read "fertilize five trees and provide a
root collar for the four distressed trees."
6. Consideration and possible action on the following proposals from Merit Service
Solutions:
Note: Per Matt Saulsgiver, there are no Work Orders to be considered at this
meeting.
7. Update on column repair and painting at The Gazebo
Note: Steve Goodman reported that the column repair has been completed but the
painting (of the floor) needs to wait until the temperature is above 50 degrees. They
expect this to be done by Friday Jan 16, weather permitting.
Consideration and possible action to approve Blair Hill Landscape Architects Proposal
for the Village Commons Entry Circle in the amount of $2,400.00 plus
Reimbursable Expenses
Motion by Bill Weber, 2" a Mark Booras to table this item until an conflicts can be
checked and resolved. Approved 7-0
Discussion: Melinda Marler suggested a "not to exceed" for the Reimbursable
Expenses (or at least an estimate) as well as assuring there are no conflicting approved
work orders for Merit at this location. The suggestion is to table this item until we
assure there are no conflicting proposals for this work. Steve Goodman said that after
this meeting he will send the Merit work order to the PID for their information.
9. Consideration and possible action to no longer read verbatim all the details included
in the agenda.
Motion by Bill Weber, 2" a Steve Goodman to no longer read verbatim all details
included in the agenda. Not approved 3 (Marler, Hardy) -4
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PID Minutes Jan 12, 2015
Discussion: Bill Weber pointed out that reading an item should be at the discretion of
the chair/President.
10. Consideration and possible action to have Landscape Company performing under an
awarded annual contract provide reports via email to respective PID Committee
Members versus relaying reports in person at the monthly PID Board meeting.
Motion by Phillip Hardy, 2nd Steve Goodman to table this item. Approved 7-0
Discussion: Steve Goodman explained this could be a time saver for the Board
meetings since the items could be sent to the Board for review before the meetings.
Alex Hayes said that this should be taken back to the Landscape Committee to review
the Merit Contract for any conflicts.
1.1. Update on. PID Insurance
Update: Alex Hayes reported that she spoke with Carina Reason with the City of
Georgetown and that the PID is bound for property insurance. Our portion/cost is $1,503
which has been in effect since Oct 1, 2014
12. Review and discussion of PID Bylaws, PID Governing Laws, Records Retention, City
of Georgetown Ordinance 99-22 and Georgetown City Council Resolution 990223-N
Discussion: Alex Hayes said the intent here is to bring up areas that need to be clarified
for the Board members based on binding documents. Bill. Weber commented that every
time any of these governing rules or procedures are changed by the Board, the contractor
needs to re-sign the revised documents. Melinda Marler suggested that if any member of
the Board has questions or concerns about these documents they should send their
concerns and questions to the Board for discussion and or clarification. Bill. Weber
mentioned that there may be some changes made since the founding documents. He has
previously been through a process of clarifying the PID documents and role. Steve
Goodman pointed out an item in the Ordinance that outlines the responsibility of the
PID.
1.3. Consideration and possible action to bid all PTD Projects under $3,000.00.
Motion by Bill Weber, 2nd Steve Goodman to table this item. Approved 7-0
Discussion: The City of Georgetown does not require a project under $3,000 go to bid,
Melinda Marler said this could slow down the processes for projects which can be
simply resolved. This could be good for some larger projects. Steve Goodman
mentioned that the PID has approved many under $3,000 which add up to larger than
$3,000. He is especially aware of the numerous smaller projects. The Board would like
to table this item.
14. Consideration and possible action to approve Alpha Paving Industries L.L.C. Alley
bid
Motion by Bill Weber, 2nd Mark Booras to table this item. Approved 7-0
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PID Minutes Jan 12, 2015
Discussion: Bill Weber believes this alley paving project as bid will not fix the
problems in the alleys as needed and that the Alleys Committee should revisit and rebid
the project. Bill would like this item tabled.
15. Committee Reports
A. Landscape Committee
Update: no update
B. Parks Amenities Committee
Update: Mark Booras will contact Affordable Signs to ask if they would
lower the height of the pool Bulletin Board. Melinda Marler suggested
installation of picnic tables in the parks. The Committee will meet to discuss
this further.
C. Budget / 5 -Year -Plan Committee
Update: No update. Melinda Marler mentioned that the founding documents
require a 5 Year Plan be presented annually. The Committee will look into this.
D. Ponds Committee
Update: Bill. Weber suggested sending a letter to the builders/developers
regarding the condition of the ponds as required by the PID.
Phillip Hardy left the meeting at 8:58
E. Communications Committee
Update: Melinda Marler said the Committee met and outlined the role and
scope of the Committee.
Alex Hayes mentioned we have dedicated email addresses with PID positions
rather than by name. She would like this committee to have a recommendation
and more detail for the next meeting. Steve Goodman would like to have a
Records Retention document as well as a recommendation for document
storage for the next meeting. Melinda also said the PID needs two additional
Tree Trimming signs, one for the new opening at Madrid and Sequoia Spur as
well as one for the next development at the north-west end of Georgetown
Village at Shell (not yet under construction).
F. Executive Committee
Update: none
G. Alley Paving and Upkeep Committee
Update: Updated in item 1.4 above. There is no further update.
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16. New Business
Vince Uthoff was contacted by a resident regarding a tax bill he had received. Vince
was not clear what this was but wanted the PID to be aware of the inquiry. Bill Weber
mentioned there is an HOA for the pool planned on the East side but has nothing to do
with taxes or the PID.
Bill Weber asked if there was any issue with the Merit contract due to the purchase.
Alex Hayes said she had checked with the City and there is no issue. The contract is
still valid.
Mark Booras mentioned that there is no sidewalk near Village Elementary across from
the pool. Alex Hayes said that there would be a sidewalk when that property is
developed by the "assisted living" developer. Mark also pointed out that the sidewalk
within the round -about continues on nearly into traffic which could be dangerous.
1.7. Opportunity for residents to address the PID Board
None present.
1.8. Motion by Bill Weber, 2nd Steve Goodman to adjourn. Approved 6-0. Meeting
adjourned at 9:08.
1, Jessica Brettle, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice
of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at
all times, on the day of , 2015, at , and remained so posted
for at least 72 continuous hours preceding the scheduled time of said meeting.
Jessica Brettle, City Secretary
Alex Hayes, President
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February 9, 2015
Date