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HomeMy WebLinkAboutMinutes_GVPID_05.09.2016City of Georgetown, Texas Georgetown Village Public Improvement District Advisory Board Meeting Minutes Monday, May 9, 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: Jim Briggs, General Manager of Utilities; Andreina Davila, Project Coordinator; LaMar Kemp, Accountant; Trina Bickford, Purchasing Manager; and Karen Frost, Administrative Assistant. Call to Order by President Marler at 6:01 p.m. Legislative Regular Agenda A. Public wishing to address the Georgetown Village Public Improvement District (GVPID) Advisory Board. George Townsend of 105 Village Glen thanked the board for the new benches and stated the landscape loops good. He expressed concerns about paint colors and some of the neighbors using the front porch for storage, but he supports the work the Board does. B. Consideration and possible action to approve the minutes from the April 25, 2016 meeting - Karen Frost, Secretary Motion by Goodman to approve the minutes as presented. Second by Harrison. Approved 4 - 0 - 2. (Porter absent, Weber not in attendance at this point.) C. Discussion and possible action relating to duties as part of the job description for specific Board members - Melinda Marler, President Davila explained that City staff, to include the City Attorney's Office, was still researching and looking into this item. She and the City Attorney would bring this back at a different meeting. Motion by Goodman, second by Ortego to continue this to the June 13th Meeting. Approved 4 - 0 - 2. (Porter absent; Weber not in attendance at this point.) D. Discussion and possible action to install a retaining wall in Chestnut Park located at 506 Westbury Lane - Melinda Marler, President Goodman and Marler explained that the landscaper said a retaining wall with built in irrigation would be a solution to the drainage issue in Chestnut Park. Different options were discussed. Motion by Goodman, Second by Harrison to indefinitely postpone this issue until it can be discussed and possibly be included in the Parks Master Plan for the PID. Approved 4 - 0 - 2. (Porter absent; Weber not in attendance at this point.) E. Discussion and possible action regarding the maintenance of the trees within the Georgetown Village Public Improvement District's (GVPID) public areas, to include the execution of an action plan to address immediate and long-term concerns - Steve Goodman, Vice -President Bill Weber entered the meeting. Georgetown Village PID Page 1 of 3 Meeting: May 9, 2016 Goodman reported that he had contacted three contractors to ask for the cost of an arborist to determine the cost of assessing the existing conditions of the District's trees and complete tree trimming work. One gave a full bid to trim the trees, one gave a bid for the consultant to cost out the bid, and another did not bid at all. There was discussion and concern that the scope of work was not clear for all the vendors. Goodman said he told them all to look at trimming dead branches that are two inches or larger, remove hazardous branches and trim low hanging limbs off the street and sidewalks. Bickford explained that if a contractor charges a fee to produce a report of costs, that contractor cannot bid on that same project. There was further discussion about defining an annual plan or developing a five year plan for maintenance of the trees. Motion by Goodman, second by Weber to prepare a bid for this project. Approved 5 - 0 -1 (Porter absent). Briggs stated Goodman and Bickford should work with the Urban Forester, Heather Brewer, to determine the exact scope of work and to write the bid. The final bid document will be brought back before this Board. F. Discussion on the Assessment Plan for the Georgetown Village Public Improvement District — Andreina Davila -Quintero, Project Coordinator, and Jim Briggs, General Manager of Utilities Briggs opened the discussion with explaining that an assessment plan is to be completed by the PID Board every year and presented to the Council for approval during the budget process. This discussion is matching the timeline of the Council's budget calendar. The plan is to be determined so that an annual budget can be developed and approved. The PID is responsible for the management and maintenance of the improvements within its boundaries to include parks, alleys, landscaping, lighting and other related improvements outside normal city operations and maintenance. Anything that is not part of the overall maintenance will be discussed as a "parking lot" item. Ortego asked about the additional funds of $1000 per unit that are supposed to be collected to fund those parking lot items. He stated the developer is supposed to be collecting those fees and adding amenities into those neighborhoods and then the PID maintains those items. Staff will look into the situation. Briggs explained that the Board should not only look at what is being assessed and the costs of maintenance each year, but at the current fund balance and what needs to be spent on capital improvements. It was also explained that the Assessment Plan will not replace the Board's governing rules, but will aid in the writing and future adoption of bylaws. Board members asked that items like signs and trail markers be included in the budget, and reminded staff that tax assessments for seniors over 65 are frozen and therefore might affect the overall five year plan. They also asked staff to check on maintenance costs of mailboxes. There was discussion on how to "save for a bad weather day" and Briggs stated that line would be added to the budget to keep some fund balance and to mitigate risk. The overall Assessment Plan and budget should help improve consistency among the neighborhoods. It was discussed that street trees should be added in the pocket parks maintenance section with the landscape. Also, Board members asked that signage be included in the budget. The discussion moved to the inclusion of sidewalk repair needed because of damages caused by the street trees. Briggs explained that regular maintenance is a city issue, as is ADA compliance. He Georgetown Village PrD Page 2 of 3 Meeting: May 9, 2016 explained that the repair of damaged sidewalks will not be done all at once, but it will be added to the budget to fix over time and incrementally the problems will decrease as the situations get fixed. He also explained that and PID projects that are consistent with other city projects can be bid with city bids to reduce the cost to the PID. Briggs discussed alleyways and stated that 3000 lineal feet of 12 feet alleyway costs about $50,000 for milling, removal and asphalt. The PID can pay for the maintenance of the alleys. The city will pay for the aprons to be repaired. This item will be added to the PID's budget. G. Presentation of the Georgetown Village Public Improvement District (GVPID) monthly financial reports for the month of April 2016 — Bill Weber, Treasurer These documents were reviewed. Goodman reported that a couple of the meters listed on the utility list could either not be found or were not working correctly. He will let staff know which ones so they can research. H. Discussion and possible recommendation to City Council award of a blanket order for landscaping services to a vendor from the former Invitation to Bid. Bickford reported that she went to the third vendor from the previous bid and they are honoring their prices. If approved by the Board, she can take the contract to the city council for approval on May 24tH. Motion by Ortego, second by Goodman to recommend to city council award of the landscape maintenance contract for the Georgetown Village PID areas to BrightviewNalieyCrest based on the bid that was submitted previously. Approved 5 - 0 -1 (Porter absent). Staff was asked to transition from the interim contractor, Heart of Texas, to BrightView as soon as possible. I. Discussion and possible action regarding the procurement of services to repair identified irrigation problems. Steve Goodman — Vice -President Goodman reported he was trying to get a Iist of items that Merritt either broke or did not fix during their contractual obligations. They have submitted a bill for fixing some of the issues. Briggs commented that any outstanding issues should be taken from their last payment. Motion by Goodman, second by Weber to pay the current bill, $1381, for irrigation repair. Approved 5 - 0-1(Porter absent). J. Project Update Reports — Jim Briggs, General Manager of Utilities Briggs reported that they had already talked about alleyways earlier in the meeting, the budget schedule was right on target and that Heart of Texas was under contract for the interim maintenance. Adjournment Motion by Harrison to adjourn. Second by Ortego. The meeting was adjourned at 8:09 p.m. Approved, Melinda Marler, President Georgetown Village PID Meeting: May 9, 2016 Attest, Karen Frost, Secretary Page 3 of 3