HomeMy WebLinkAboutAgenda_GVPID_11.10.2014Page 1 of 6
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
AGENDA
1. Call to order.
2. Financial Report (Alex Hayes, Treasurer)
A. Financial status reports provided by La’Mar Kemp, City of Georgetown
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 it be for personal
reimbursement or payment to a vendor will fill out the invoice coding
template.
2. Upon completion of the invoice coding template the person submitting
an invoice whether it be 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.
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
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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 meetings held on October 13, 2014.
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
4. Presentation from Will Blair, Blair-Hill Landscape Architects, regarding re-
landscaping proposal around gazebo on Village Commons Blvd., with possible
direction to proceed.
5. 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
6. Presentation from Jeff Mankins, Gametime / Total Recreation, regarding
playground equipment and other park amenities.
7. 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.
8. 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
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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
3. Remove 3 holly trees located under crepe myrtles in the middle of
entrance round-about on Village Commons Blvd, WO 45503, $191.67
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
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
6. Additional non-urgent irrigation repairs as a result of September 2014
Irrigation Inspection, WO 45536 $ 815.76
B. Update on replacement of dead plant material in pocket parks
1. Dead sod in in Bedford Park
2. Dying grass and plant material in Hanover Park
3. Irrigation adjustment in xeriscaped area of Bedford Park
4. Four trees in Cedar Elm Park that are under stress
5. Update on “Do Not Mow-Wildflower Area” signs
9. 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
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
C. Remove and stump grind declining tree in Green Grove Park, WO #
46340 $552.80
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D. Fix drainage issue washing rock-edged decomposed granite pathway in
Fairfield Park, WO # 46341 $1,633.33
E. Clean up rock areas in Bedford Park next to basins, WO #46342
$1,916.67
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
(could rocks be placed as stepping stones to bench?)
G. Remove steel edging at Hanover and Westbury Parks, WO #46358
$270.00
H. Fix trip hazards around some of park benches in following parks:
- Village Glen, backfill with loan and plant sod
- Spring Park, decomposed granite bed around the uphill bench with 6 red
yuccas within the bed
- 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
- 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
I. Add 5 locks at gazebo for lockable light switch and 4 lockable outlets,
WO #46242 $150.00
10. 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
11. 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
C. Beautiful Landscapes $ 19,998.00
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D. Earthco Landscape Construction $ 46,000.00
E. ABC Home and Business Lawn Svcs No Bid
F. Merit (formerly SunTerra Landscape) $ 11,500.00
12. Notification that Michael Mullenix has resigned from PID.
13. Discussion of an additional PID Board Member/Alternates and Committee
Training Session Monday, Nov. 24, 2014, Classroom 211, City Library.
14. 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.
15. Committee Reports
A. Landscape Committee (Jill Fussell, Phillip Hardy, Michael Mullenix)
Update
B. Park Amenities Committee (Melinda Marler, Mark Booras, Alex Hayes)
Update on replacement of ornamental fencing at gazebo, which has
deteriorated beyond repainting
Update on installation of Village Commons Pool Message Board.
Update on playground equipment and shade structure / picnic tables for
parks
C. Budget / 5-Year-Plan Committee (Alex Hayes, Jill Fussell, Steve
Goodman)
Update of 5-Year plan by Alex Hayes
D. Ponds Committee (Jill Fussell, Vincent Uthoff, Mark Booras)
Update on pond conditions: Vince and Jill surveyed the ponds on Oct 17,
2014, and found the following:
- The Section 6 water filtration pond needs mowing (located behind
Westbury near the KB Home development); mowing company has not
yet been notified
- The water filtration pond located on Rosedale at Rowen was still
holding water, which should have drained in 48 hours after a rain (it
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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
F. Executive Committee (Jill Fussell, Alex Hayes, VP vacancy)
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)
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,
plus a list of HUBs from City Purchasing, 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
HUB: Alpha Paving Industries, 512-677-9001
HUB: Capital Concrete Contractors, 512-515-0650
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.
16. New Business
17. Opportunity for residents to address the PID Board
18. Motion to Adjourn