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HomeMy WebLinkAboutMinutes_GVPID_04.25.2016City of Georgetown, Texas Georgetown Village Public Improvement District Advisory Board Meeting Minutes Monday, April 25, 2016 at 6:00 p.m. Georgetown Public Safety Facility 3500 DB Wood Rd. Georgetown, TX 78628 Members present: Melinda Marler, President; Steve Goodman, Vice -President; Richard Harrison; Brian Ortego, and Bill Weber, Treasurer. Absent: Katie Porter Staff present: Jinn Briggs, General Manager of Utilities; Charlie McNabb, City Attorney; Andreina Davila, Project Coordinator; and Karen Frost, Administrative Assistant. Call to Order by President Marler at 6:04 p.m. Legislative Regular Agenda A. Consideration and possible action to approve the minutes from the March 14, 2016 and March 21, 2016 meetings - Karen Frost, Secretary Marler had suggested corrections to the minutes of March 21. Motion by Ortego to approve the minutes of both meetings with the proposed changes of Marler, contingent upon the Recording Secretary's verification with the audio tape. Second by Weber. Approved 5 - 0. B. Public wishing to address the Georgetown Village Public Improvement District (GVPID) Advisory Board. Mary Drake spoke and appreciated Mr. Goodman conning out to look at the bench and the area under the tree on Bedford Street. However she reported that with the new rain the crushed granite has been washed away again. She reported this has been a problem for a year. She also reported that she was disappointed in the upkeep of the area on the east side of Shell Road and Rosedale. She said that the area was "weedy" looking and not because they were wildflowers. It was discussed that this area was not part of the PID area and that the City would look into it. C. Consideration and possible action to recommend to the City Council the re -appointment of Melinda Marler for a second two-year term to end in February 2019 - Karen Frost, Secretary, and Andreina Davila -Quintero, Project Coordinator Motion by Weber to recommend to City Council the appointment of Melinda Marler to the PID Board for a second term ending in February 2019. Second by Ortego. Approved 5 - 0. D. Consideration and possible action to execute an Invitation to Bid for landscape services for the two roundabouts on Village Commons Boulevard, excluding renovation of the gazebo - Jim Briggs, General Manager of Utilities Motion by Goodman to remove the gazebo repairs from the scope of work and go out to bid for the landscaping services of the two roundabouts. Second by Weber. Approved 5 - 0. E. Discussion and possible action relating to duties as part of the job description for specific Board members - Melinda Marler, President Georgetown Village PID Page 1 o£4 Meeting: April 2s, 2016 Marler explained that previously the Board has operated and performed duties by committee. And those committees do not take action on anything without bringing it back to the board for final action. She explained that the subcommittees have acted as "staff' based on direction given by the previous City Attorney. jimE Briggs introduced Charlie McNabb, the current City Attorney. Briggs explained that having these subcommittees meet without posting them as open meetings could violate the Texas Open Meetings Act (TOM). Other City Boards have subcommittees but they post their meetings because their actions have an impact on the full board. Mr. McNabb explains it further by saying that when City Council talks to one another regarding city business, they must post that meeting to avoid violations of the city charter. Mr. McNabb goes on to explain that the PID Board is not allowed an exception to the rules because they are an advisory board to the City Council, and the City Council requires all the boards and commissions to follow the regulations. Mr. McNabb went on to explain that the PID is a funding mechanism for improvements in the District, and the board is an advisory group to the Council for the District. The District is a financing zone, not a separate entity from the city. There was continued discussion of how the Board could continue to carry out its duties and tasks without violating the Open Meetings Act. Briggs explained that staff could be utilized in a better manner to manage the contracts and tasks that would alleviate the need for so many subcommittees. He gave an example of the Parks Assistant Director currently managing the interim landscape maintenance contract for the PTD. Board members discussed that it was too expensive for the staff to be doing things for the Board that Board members could do for "free". Mr. McNabb explained that the PTD Board has been acting like a Homeowner's Association but state statue has specific guidelines for PID Boards that do not allow the model that is currently being used. There was much more discussion of how to achieve the same results with tasks being done without having committees and posting all the meetings that occur. McNabb stated that individuals could handle specific tasks, but not have subcommittees without posting notice of the meeting. The Board discussed this further and it was agreed that more research could be done to find a viable solution. Motion by Weber to continue this item at the May 91h Meeting. Second by Goodman. Approved 5 — 0. Item G was discussed next. F. Discussion and possible action regarding the procurement of services of a certified Arborist to assess the existing conditions of the trees within Georgetown Village Public Improvement District's (GVPID) public areas, and recommend an action plan to address immediate and long- term concerns - Steve Goodman, Vice -President Goodman and Marler met with the City Arborist to discuss the conditions of the trees in the PID maintained areas. They reported that she had provided a list of arborists and they were trying to get a quote from some of them to come analyze the trees and provide an estimate to help form a plan of action. The scope of work to be analyzed was to include trimming of tree branches that are hazardous to the area, remove branches that are dead and at least two inches thick, and provide a five year maintenance plan. One arborist responded with a cost to do the estimate, and one tree service responded back with a full cost of performing the service, and no charge to Georgetown Village PID Page 2 of 4 Meeting: April 25, 201& provide the quote. After further discussion, Goodman agreed to find three tree services that would provide these services and to bring these quotes back to the next meeting. G. Discussion and possible recommendation to the City Council on the Assessment Plan Ordinance for the Georgetown Village Public Improvement District (GVPID) - Andreina Davila -Quintero, Project Coordinator, and Jim Briggs, General Manager of Utilities Mr. Briggs explained that the Board needs to discuss the assessment plan so that the items of the plan can be included in the upcoming budget discussions. The list of items to be included in the assessment plan and budget are: • General Grounds Maintenance • Detention and Water Quality facilities (maintenance and repair) The City maintains drainage to the water quality ponds and in alleys. Detention ponds are maintained by the city even though they are in the PID. • Plant replacement • Irrigation (maintenance, repair and replacement) • Utilities • Hardscape improvements (maintenance, repair and replacement) This item includes sidewalks surrounding street trees since street trees are determined to be specific to the neighborhood and cause issues above and beyond city maintenance. • Administrative Costs There was discussion of improving all parks in the PID area to bring them all up to the same level of standards as the PID maintained pocket parks, including those owned by the city. That item will have to be analyzed separately to determine costs of the improvements. There was discussion of rights-of-way and cemetery land on Shell Road. The PID cannot pay for maintenance of land that does not fall within its boundaries. Some wanted to consider purchasing this land to bring under the maintenance contract, to improve the aesthetics of the area along Shell Road leading into Georgetown Village. Mr. Briggs said the staff would take these ideas back and begin the work to apply numbers and estimates. This will continue to be discussed with the Board in future meetings. H. Presentation of the Georgetown Village Public Improvement District (GVPID) monthly financial reports for the month of March 2016 - Bill Weber, Treasurer Weber presented the reports. No questions. I. Project Update Reports - Jim Briggs, General Manager of Utilities Weber, Goodman and Harrison were making plans to walk the neighborhoods and identify all the meters and irrigation systems and identify any problems. Frost will post an agenda for the open meeting once a specific time is established. In regards to the landscaping maintenance contract, the third bidder agreed to the pricing. The city is waiting to receive written confirmation. In the interim, the city vendor that currently Georgetown Village PTD Page 3 of 4 Meeting: April 25, 2016 works for the Parks Department will be providing service to the PID through June. If the annual contract is not resolved by the next meeting, this will be taken out to bid again. Briggs reported that the city is looking into fixing the alleys and inlets with the city contractor. The PID will be billed back for their portion of the repairs. Those costs may be brought to the next meeting if available. He also suggested that there will be a communication plan put into place to alert the property owners on alleyways when their alleys will be closed for repair. Repairing the older alleys in Section 1 is being added to the City's summer work plan. Marler asked questions about how the communication subcommittee, made up of herself, was to handle certain items. The response from Briggs was that the storage unit could be maintained, but any permanent records should be given to the city for record keeping. Marler, Frost and Davila will get together to review storage unit items and further discuss how to handle these items. In the matter of posting agendas on the neighborhood bulletin board, the city website link can be posted on the board for anyone interested in the agenda. The official bulletin board for posting agendas is outside City Hall and managed by the City Secretary. All Agendas will be posted there and the PID Board does not need to post separately. Motion by Goodman to adjourn. Second by Weber. The meeting was adjourned at 9:18 p.m. Approved, Melinda Marler, President Georgetown Village P1D Meeting: April 25, 2016 Attest, Karen Frost, Secretary Page 4 of 4