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HomeMy WebLinkAboutMinutes_GVPID_08.09.2011GEORGETOWN VILLAGE PUBLIC IMPROVEMENT DISTRICT #1 Tuesday, August 9, 2011 Georgetown Public Library, 402 W. 8`h, Hewlett Room Georgetown, TX 78626 BOARD OF DIRECTORS PRESENT Cheryl Welch, President (M) Ken Cofer (M) Jill Fussell (A) Jim Harrington (M) Harold Hergert (A) Richard Nesbit (M) Bill Weber (M) - Green Builders Inc BOARD OF DIRECTORS ABSENT Mike Ashley (A) GUESTS Matt Saulsgiver, SunTerra Landscape Services Representative Alex Hayes, Green Builders Inc GUEST SIGN -IN SHEET Debbie & Dave Frase, Resident Nimala Wallooppilla, Resident Amelia Horner, Resident Kenneth Massey, Resident Vincent Uthoff, Resident Liz Martin, Resident MINUTES Call to order: The meeting was called to order at 6:05 pm. Financial Reports: A. Cheryl Welch read the financial status report, prepared by Lorie Lankford, City of Georgetown. Information provided is as of July 31, 2011: Year to Date Total Revenues: $191,584.19 Year to Date Total Expenses: $122,634.42 Year to Date Funds Available: $214,027.89 B. It was noted for the record that several invoices had been approved for payment and forwarded to the Controller's Office at the City of Georgetown for action. 3. Consideration and possible action to approve the minutes of Georgetown Public Improvement District #1 (PID) meeting held July 12, 2011. Motion to correct July 12 minutes and to be presented at next meeting: Ken Cofer; second, Jim Harrington. Vote to approve was 5-0. 4. Matt Saulsgiver, SunTerra representative, gave updates on landscaping as follows: A. Granite trail and improvements at Shell/Westbury entrance — trail finished; entrance to be improved when weather gets better B. Sprinkler controller at Westbury entrance — fixed; to put lock on other errant controller and follow-up C. Village Green sprinkler was reported to be going on off -schedule — Mr. Saulsgiver to check D. There were questions from guests about the landscape management of land off of Madrid designated as "Future Park". Cheryl Welch and Mr. Saulsgiver to address. E. A concern was raised from guests about the shrubs that have died within the Village Commons round -about near the entry of Shell Road. Mr. Saulsgiver will address. F. Bill Weber reported that Green Builders Inc. and the City of Georgetown have addressed other un -mown acreage, including 923 Madrone, between Madrone and Bellaire. 5. Consideration and possible action to approve a budget submission for the next fiscal year. Motion to accept as submitted: Harold Hergert; second Ken Cofer. Vote to approve was 5-0. 6. Regarding MOU with City of Georgetown Public Library, Cheryl Welch reported that Hewlett Room is reserved for 2012. Update on distribution of PID Vandalism flyers and New Member solicitation sheets. Distribution complete; no responses back yet for new members. 8. Update on granite trail for Shell/Westbury entrance — see item 4. A. above 9. Consideration and possible action to approve funds to obtain "No Skateboarding" signage and "Mosquito" loud noise deterrent for installation at Gazebo. Discussion occurred about signage and also reviews of Mosquito device, in addition to possible review of other branded products such as "Sonic Screen". If a small non -City -approved vender is chosen, there is a special City form that will need to be filled out and submitted to the City for purchase. Additional discussion occurred about the enforceability by the City of Georgetown Village posted "No Parking" signs. Motion to post "No Skateboarding" signage in Gazebo and to delay pursuit of Mosquito device until other brands could be researched: Jim Harrington; second Ken Cofer. Vote to approve was 5-0. 10. Update on new landscape contract. Cheryl Welch reported that she and Jill Fussell met with Trina Bickford, City of Georgetown, for review of draft scope of work for upcoming Request for Proposal for new bid for Georgetown Village landscaping. The existing contract with SunTerra Landscape Services expires in October 2011, but can be extended month-to-month as long as a new contract is in process of finalizing. The contract will be awarded for one year, with four 1 -year renewals. Three representatives from the PID will be on the panel to review bid responses, in addition to City personnel. 11. Update on Section 6, including entrance at Sycamore. The draft homeowner letter including petition for Section 6 landowners to have their property admitted to the PID for PID -specific taxation and PID upkeep has been reviewed and approved by Bill Weber, Green Builders Inc., and has been forwarded to Clark Wilson, Clark Wilson Builders, for his attorney's review and approval, which is pending. Cheryl Welch will follow up with Mr. Wilson on status. Upon point of approval, a letter with petition will be sent to each property owner for response. In the mean time, City of Georgetown accidentally billed the PID for Section 6's Sycamore entrance utility costs, which Cheryl Welch has asked to be reimbursed to the PID by the City. Reimbursement is pending. 12. New / Other Business A. Motion to approve irrigation repairs bid from SunTerra for $848.39: Jim Harrington; second Ken Cofer. Vote to approve was 5-0. B. Debbie and Dave Frase, Village residents, announced that an initial "Neighborhood Watch" organizational meeting would be held August 10 at 6 p.m. at the home of James and Krista Olszewski, 202 Westbury, and invited all who wished to come. C. There was a discussion and review of photo of un -mown area at Greenside Lane dead end just past Westbury. Ken Cofer will follow up with John Hale, City Code Compliance, about fire hydrant in that area that appears not to be accessible. This area is out of scope of work for existing Georgetown Village landscape contract with SunTerra, but the PID could get a special quote for maintenance from SunTerra. It was noted that this area needs to be added to new contact scope of work. D. As a follow up to getting PID agenda post on City website, Cheryl Welch noted that the PID is an advisory body to City Council and she would follow up on getting the agenda posted. E. Discussion occurred in regard to necessity to elect new PID officers, especially since Cheryl Welch retires as of this meeting as President and a member. Since new members are needed to fill this gap with Ms. Welch's retirement, it was decided to delay electing new officers until new member petition responses were turned in (due on August 15). Ms. Welch has agreed to continue for a period of time as a consultant to the PID. Motion to name Richard Nesbit as Acting President in the interim: Cheryl Welch; second Bill Weber. Vote was to approve 5-0. F. As a response to a question as to whether the PID should have a mailing address, Cheryl Welch will check with Lorie Lankford, City of Georgetown. G. In response to a question as to whether the PID or the City should be responsible for upkeep of the "water quality basins" within Georgetown Village, Bill Weber reported that the issue seems to be the cleaning out of the media filters every couple of years. The PID does not want to be responsible due to insurance and Texas Commission on Environmental Quality (TCEQ) issues. Mr. Weber will continue discussion with the City. H. Motion to give personal recognition to Cheryl Welch for a job well done while serving on the PID for four years and as PID President: Jim Harrington; second Bill Weber. Vote to approve was 5-0. U 13. Motion to adjourn at 7:30 pm: Bill Weber; second Cheryl Welch. Vote to approve was 5-0. '29 -z-o// Date Cheryl Welch, President Georgetown Village PID #1