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HomeMy WebLinkAboutMinutes_GVPID_03.11.2019City of Georgetown, Texas Georgetown Village Public Improvement District Advisory Board Meeting Minutes Monday, March 11,. 2019 at 6:00 p.m. West Side Service Center located at 5501 Williams Dr. Georgetown, TX 78633 Board Members Present: Marlene McMichael, Chair, Michael Charles; Norma Baker; Marsi Liddell; Gary Newman, Developer Rep; Steve Taylor, Alternate 1; Howard Davis,. Alternate 2 Board. Members Absent: Cara McKinney; Penny Evans, Developer Rep Staff Members Present: Dan Southard, .Public Works Operations Manager; Seth Gipson, Managerrient Analyst, Christi Rawls, Assistant Controller; Eric Nuner, Assistant Parks Director; Laura Wilkins, Executive Assistant; Tina Davis, Board Liaison Others Present: Evan Cuyler, Covey Landscape Architect, Ronnie Stafford, Covey Landscape Architect Regular Session (.This Regular Session may, at any time, be recessed to convene an. Executive Session for any purpose authorized by the Open Meetings Act, Texas Goverranent Code 551.) A. Call to Order - called to order by Chair 6:03 PM. B. Introduction. of New Board Members and Visitors. —Marlene McMichael, Chair Board. Members introduced themselves. Chair acknowledges the absence of remaining board members. C. Review,Board)Meeting Procedures — Tina Davis, Liaison Handouts given to members. containing the By-laws, Code of Ordinance, Attendance Policy, Roster and training requirements. D. Presentation of the Georgetown Village Public Improvement District (GVPID) monthly financial reports for the month of February; 2019. - Christi Rawls; Controller Rawls gave overview of February financials. Rawls stated "did not update corrections from last meeting. Under Capitol: Park Improvements - Madrone should be Shell Road., Under Current Funds Available — Contingency - Park Improvements — Rowan Park should be crossed out. Rawls will make corrections on the March financial report. E. Project Updates - Octavio Garza, Public Works Director Southard reports in Garza's absence — (1) Shell Road Sidewalk design is in process and nearing 90% completion. There is a need for an easement at the corner of Shell Road and Sequoia .Spur. City staff is currently working with the property owner to secure the easement. The plan is to take the sidewalk on the east side of Shell Road from Sequoia Spur to Bellaire Drive. This will go out. to bid once the easement is secured and the water pollution abatement plan is also approved, (2) The 20..19 street sealant application. to Georgetown Village PID Page 1 of 3 March 11, 2019 Georgetown Villages will be. taken to bid by the Systems Engineering department. within the City in mid -April .to mid-May..KPA Engineering is the consultant doing the design. Bid will require Contractor to apply a high performance pavement sealant to streets within the map. (.map provided) Proposed schedule: the project should be awarded in June or. July and the start date will be based on Contractors availability. The goal is to have the sealant down .in 2019. No decision has been made on the product .that will be used. Discussion about the project phase, cost of two products used in the past, their differences and durability. Southard says the main difference is the time it takes for each product to cure. The cost and durability questions can be answered best by the Project. Manager; Systems Engineering and KPA. This project is paid by the City of Georgetown and the update. provides locations and timeframe only. Southard expects future updates. Homeowners will be .give prior notice before the project begins. McMichael confirms, the sidewalk will go all the way to Bellaire. Legislative Regular Agenda F. Nominations and election of Vice -Chair of the GVPID Board.. Marlene McMichael, Chair Motion by Baker, seconded by Charles to approve the nomination and election of Liddell as Vice -Chair. No discussion. Approved 5-0-2 (McKinney and Evans absent) G. Nominations and election of Secretary of the GVPID Board. - Marlene McMichael, Chair Motion by Liddell, seconded by Baker to approve the nomination and election of McKinney as Secretary. Approved 5-0-2 (McKinney and Evans absent) H. Review and possible action related to the Day and Time of the GVPID Board Meetings - Marlene McMichael; Chair Confirmed future meetings can be cancelled if there are no action items. Motion by Liddell; seconded by Newman to approve the meeting day and time as the second Monday of every month at 6:00 PM. The meeting location is inside West Side Service Center, 5501 Williams Drive, Georgetown, Texas, 78633. Approved 5-0-2 (McKinney and Evans absent) I. Consideration and possible action on the Minutes of the regular meeting of February 25, 2019. Newman asked for clarification on page 2 of the minutes, top paragraph, second line - "Discussion of Covey" to be more descriptive. Motion by Newman, seconded by Baker to modify minutes to read "Discussion of Covey selection". Davis agreed to modify minutes to read "Discussion of Covey selection" per the Boards request. Approved 5=0-2 (McKinney and Evans absent) J. Consideration and possible action to recommend approval of Task Order CLA-19-001 with Covey Landscape Architects of Georgetown, TX in the amount of $103,250.00 for professional design services related to.Georgetown Village Public Improvement.District landscape and amenity improvements. - Eric Nurser, Assistant Parks and Recreation. Director Nuner introduced Ronnie. Stafford and Evan Cuyler from Covey Landscape. Architects. Agreed in February 25, 2019 meeting to return and explain fee associated with the Georgetown Village P1D Page 2 of 3 March 11, 2019 discussion of recommending 'Covey Landscape Architects. The fees are in -line with what is shown in the Master PIan. Confirms Madrone is included in the design as a contingent project. Currently not funded; could befunded later -through mid -level budget amendment. If taken out of Master Plan, the associated cost will be removed. and the task order would be amended before going to Council March 26, 2019. Stafford details 3 phases of design. The current Master Plan now moves into the Schematic. Design (planning) phase, the Board has the opportunity to make changes, ask questions and have input. Covey .a.grees to return in April for additional input. An item will be placed on the April agenda to form a sub- committee or have a representative from the Board to meet with Architects between meetings to bring collective questions, concerns or suggestion. Covey scheduled to return to in May with redefined design to show the Board. In the .Design Development.phase in June, Covey will bring in examples with price point/cost estimate. In the. Construction Drawings for Bidding phase, (Construction Documentation process) in August; Covey translates the design into how a contractor will build and bid on it. When Board approves final drawings, Covey works with the City prior to the bidding process. After awarded contractor begins, Covey gill. oversee construction and provide project updates to the Board, cover all inspections before doing the finial walk-thru until final acceptance. Nuner confirmed, there will. be a 5% retainage for the contractor on all pay applications beyond this point.. Once the project goes out for bid, it will come back to the Board to recommend approval to move to Council. McMichael suggest not spending money for new markers at entries down Shell Road by maximizing plantings to enhance existing markers to give Shell Road refreshed new look at a lower cost and consider looking more like current exterior monument signs to be more cost effective and look cohesive. Advised to get collective change orders or concerns out now. Any cost difference will be reported to the Board. Board members will lookover Master PIan on their own time and bring any changes, questions and input to April meeting. Parklet updates have to meet ADA standards. May be able to use existing benches to bring down cost. Covey will look at ways to save on cost of project and make recommendations. Motion by Liddell, seconded by Baker to recommend approval of Task Order CLA-I9-001 with Covey Landscape Architects of Georgetown, TX in the amount of $103,250.00 for professional design services related to Georgetown Village Public Improvement District landscape and amenity.improvements. Approved 5-0-2 (McKinney and Evans absent) Adjournment Motion to adjourn ;byLiddell, Zed by Charles. Marlene McMichael, Ch it Tina Davis, Liaison Georgetown Village PID March 11, 2019 The meetin adjourned at 7:17 p.m. Cara McKinney, Secr ary Page 3 of 3