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HomeMy WebLinkAboutMinutes_GVPID_07.15.2019City of Georgetown, Texas Georgetown Village Public Improvement District Advisory Board Meeting Minutes (Update) Removed Alternate vote from count, correct month item D, detailed items H, I, J) Monday, July 15, 2019 at 6:00 p.m. West Side Service Center located at 5501 Williams Dr. Georgetown, TX 78633 Board Members Present: Marlene McMichael, Chair; Cara McKinney; Penny Evans, Developer Rep; Michael Charles (arrived at 6:04); Steve Taylor, Alternate Board Members Absent: Norma Baker; Marsi Liddell; Gary Newman, Developer Rep Staff Members Present: Wayne Reed, Assistant City Manager; Ray Miller; Transportation Planning Coordinator; Seth Gipson, Management Analyst; Lacy Grobler, Senior Accountant; Christi Rawls, Assistant Controller; Paul Diaz, Budget Manager; Jamie Beran, Parks Superintendent; Heather Brewer-McFarling; Urban Forester; Tina Davis, Board Liaison Staff Members Absent: None 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 Government Code 551.) A. Call to Order - called to order by Chair 6:03 PM. B. GVPID Landscape Maintenance Services - Jamie Beran - When City took over PID landscape in 2016 they continued using the hired contactor who did not have a unit price for mowing in their contract. In 2017 when the City went out for bid on its landscape maintenance for mowing of City parks and facilities, it redefined a map to outline GVPID parks and Georgetown parks to show who was responsible for financing the landscape of specific parks and it matched up unit pricing, schedules and frequency of maintenance. The current contract is with Heart of Texas. It includes service for mulch and is up for 2 additional renewals. All City parks, GVPID parks, Shell Road, Parklets and non -irrigated areas are on the same 43 cycle schedule along with some walkways, frontage road and islands. Question by Charles on the frequency and concern for lack of mowing on Beretta. Beran will check into this area of concern. Question by Taylor: Creekside Park belongs to Georgetown Parks and Recreation and the green area across from it belongs to GVPID? Beran confirmed. Charles questions the fire ant treatment schedule in April and October. Beran confirms fire ants typically go away in the summer because there is less moisture that causes them to burrow down. April and October is an accepted schedule but open for interpretation. Heart of Texas will spot treat. Beran kind of mimics the schedule with parks and ballfields to keep the cost down. C. Presentation of the Georgetown Village Public Improvement District (GVPID) monthly financial reports for the month of June, 2019 - Laci Grobler - Grobler presented overview of June 2019 financials. Reports 60% of budget has been spent with 75% of budget year Georgetown Village PID Page 1 of 5 July 15,2019 complete. Available fund balance of $680,612. The budget amendment to move $160,000 above the line in 2019 for Madrone Park improvements was still pending as of June 2019 but has sense posted and it will be seen above the line in the July. McMichael clarifies funds will be spent if needed. Grobler verifies any remaining funds available after this year will roll over to next year. D. June GVPID Sub -Committee Meeting - UPDATE- NOT ACTION TAKEN - Board asked the minutes to reflect a correction to item "D" from May to June GVPID Sub -Committee Meeting update. Davis agreed to make the correction to item "D". McMichael gave update of June 2511 Sub -Committee meeting. McMichael and Liddell present June 25th. Discussion with Covey mapped out more of what will happen in Parklets, and they are happy with the plan. Discussion on Shell Road improvement. Covey concerned about the cost of getting everything done on Shell Road and creating new planting beds. Board no longer insistent about there being a bunch of new beds but does stress there has to be enough to indicate some improvement along Shell Road all the way down to Bellaire Drive. Board asked for an irrigated ball field on the East side. Will have final designs to show at September 91h GVPID Board Meeting for approval. Charles questioned if a water fountain is included in the Madrone Park design. McKinney answered, "if it's in the budget". Sub -Committee agreed to ask about the water fountain at their August 141h Sub -Committee meeting. Legislative Regular Agenda E. Public Wishing to Address the Board On a subject that is posted on this agenda: Please fill out a speaker registration form which can be found on the table at the entrance to the Board Meeting. Clearly print your name and the letter of the item on which you wish to speak and present it to the Staff Liaison, prior to the start of the meeting. You will be called forward to speak when the Board considers that item. Only persons who have delivered the speaker form prior to the meeting being called to order may speak. On a subject not posted on the agenda: Persons may add an item to a future Regular scheduled Board agenda by filing a written request with the Staff Liaison no later than one week prior to the Board meeting. The request must include the speaker's name and the specific topic to be addressed with sufficient information to inform the Board and the Public. Only those persons who have submitted a timely request will be allowed to speak. For the Board Liaison contact information, please logon to https://government.georgetown.org/gvpid/ -At time of posting, no personls had signed up to address the Board. F. Consideration and possible action to approve the Minutes of the GVPID Sub -Committee Meeting of May 10, 2019 - Tina Davis - Davis agreed to remove Penny Evans from "present", she is not part of the Sub -Committee. Motion to approve the minutes with correction by McMichael, seconded by McKinney. Approved 4-0-3 (Absent: Baker, Liddell, Newman) Georgetown Village PID July 15, 2019 Page 2 of 5 Page 33 of 49 G. Consideration and possible action to approve the Minutes of the regular meeting June 10, 2019 - Davis agreed to correct the minutes to show Evans as "present". Motion to approve minutes with correction by Charles, seconded by McKinney. Approved 4-0-3 H. Discussion and possible recommendation on street tree pruning and care in Georgetown Village Public Improvement District (GVPID) - Heather Brewer-McFarling - McFarling demonstrated (with a map) of the trees that were pruned 2 yrs. Ago. Have a winning bid of $17,040 to finish pruning the trees (that were not pruned 2 years ago) on the green road ways. Need GVPID to confirm if they want to complete the project or not. Charles questions if this is private property and the use of PID money for project. McMichael says it is not intended to be a PID problem. It's in the covenant if property is bought out however not an ongoing PID project. Charles questions if this can be done in 3 phases with section 9 and Creekside as phase 3, seeing is as a waste of funds to prune new trees. Liddell points out that some part of the East side is older, not part of section 9 and needs to be completed. McMichael called for those in favor to complete tree pruning project for $17,040. Motion by Cara, seconded by Taylor - Approved 3-1-3 (Charles opposed to the use of PID dollars on private property. (Absent: Baker, Liddell, Newman) There is a bid "not to exceed $6000" to remove the metal T-post in front of street trees that have not been removed by the homeowners. Beran explained the removal of T-post will show uniformity throughout Georgetown Village. Discussion to remove stakes from the ground to prevent the trees from choking or dying. Question by Taylor- the removal is only for the street trees and the homeowners will have to cover the expense for their yard trees. McFarling verified that to be true. Liddell agrees this proposal is less than 1st phase that had more growth, believe this is better to do the entire neighborhood, McMichael suggest finishing the project, McKinney agrees and suggest educating homeowners for the future. McFarling is compiling a list of list of trees that are blocking stop signs to the next meeting. Motion to approve removal of T-post as a one-time project not to exceed $6000 by Taylor, seconded by Cara. Approved 3-1-3 (Charles opposed to the use of PID dollars on private property. (Absent: Baker, Liddell, Newman) I. Discussion and possible action to recommend the FY 2020 proposed budget - Paul Diaz Gibson notes the Board approved a recommendation for the budget at the June meeting but as the City continues its budget process, projections were looked at for the PID budget. Additional information was received from the central appraisal district which affected some of the line items. For transparency purpose an amended budget was handed out at the start of today's meeting to give the Board an opportunity to recommend the updated budget for City Council for their consideration later this year. Charles noted previously receiving a financial projection report from Jim Briggs that lined out the expected value of each house and questioned if another report could be provided. Diaz answered: The City gets aggregate reports. The detailed report is provided by Williamson Central Appraisal District (WCAD). Diaz will see if WCAD can provide a current report and bring back at a later meeting. Diaz invited everyone to upcoming budget presentation by City Manager. Gave overview of Georgetown village PID July t5, 2019 Page 3 of 5 Page 34 of 49 GVPID budget. FY'18 ended after comprehensive annual financial audit with $797K in fund balance. Village PID Fund was part of the FY'19 Mid -Year Budget amendment that recognized and additional $34K in fund balance. Liquidated the Shell Road Reserve held blow fine and appropriated the funds, increasing the total expense from $927K to just below $1.1M. Revenues: right at budget for FY'19 based on tax rate of $.14, $12K. Interest: about 100 basis point, projecting $12K. Expense Types: Administrative Charges; projected at budget, Capital Improvement: Madrone, Rowan and Shell Rd, projected at budget -(staff will add any unsent funds to the CIP Roll Forward in December amendment), Contracts and Leases, projected slightly below budget. Project $151K ending fund balance at end of FY'19, Contingency reserve of $106K with available fund balance of $45K. FY'20 Revenues: property tax revenue is budgeted at $453K, based on tax rate of $.14 and assessed value of $323M. Expenses: no capital improvements scheduled at this time, admin charge allocations total $48K, Contracts and Leases, $252K. Anticipated fund balance at end of FY'20, $305K. Discussion on budget. Liddell question money in 2020 tree maintenance budget to see if the amount included street trees. Gibson confirmed the amount was budgeted $50,000 for tree maintenance and street trees this year but will be reduced to $35,000 for the remaining year and down to $15,000 in 2022. Question by Liddell, if the budget amount for 2023-2024 for pond maintenance is to change the sand or add filtration. Gibson will check on specifics and follow up with an answer. Charles question: If Diaz could advise the Board on when the tax rate would be up for review. Diaz says it is part of the annual budget process. Charles would like it to be noted that as part of the budgetary conversation, it was asked, noted and would be reported back to the home owners. Liddell question: What are the above ground improvements in 2022-2024? Gipson will get additional information and update at a later meeting. No further discussion on proposed budget. Motion to recommend the amendment and FY 2020 proposed budget to Council by McKinney, seconded by McMichael. Approved 4-0-3 J. Discussion and possible recommendation to the City Council on the annual review of the Georgetown Village Public Improvement District No. 1 (GVPID) Service and Assessment Plan - Seth Gipson - Gibson noted the updated plan handed out prior to start of meeting. Purpose of the Assessment Plan is to outline the annual indebtedness of the District and share what types of services will be provided in a 5 year projected period. Project actual 5 year service plan $1.77M, $355K annually. Method of assessment is based on the value of real property, property improvements are determined by Williamson Central Appraisal District (WCAD). The assessment rule will be an attachment when the certified rule received from Williamson Central Appraisal District (WCAD). The fist of properties will be included as a part of the document. McMichael question: What is street tree trimming in the budget? Gipson verified it is for park tree trimming. McMichael notes, budget list "street trees". Per Liddell's request will make change to show "park trees" instead of "street trees" for clarity. Charles Question: Is $35K anticipated for tree maintenance in FY'20? Gipson, says it's estimated. Additional discussion: to change "street trees" to "trees". Charles Questions specials services line item. Gipson answered: related cost for the appraisal district to send out tax bills and other notices. McKinney Question: Maintenance on alleys in 2022-2024: Gipson estimates $15K will be for overlay on alleys then, not needed at this time. Reed notes Georgetown Village PID July 15, 2019 Page 4 of 5 Page 35 of 49 the only way to have high performance seal on the alleys in the future is to recommend to Council (to add those dollars for that to occur in the future -at that time when streets are done) with the expected work be done on the public streets this summer. If it's not recommended, it will not be done. It was done 3-4 years ago. Can't guarantee life expectancy, only estimate it will last 5-7 years. This will be a PID expense, not expected to be more than $50K. Motion to recommend the Service and Assessment Plan with the amendment from street trees to trees by Charles, seconded by Mckinney. Approved 4-0-3 (Absent: Baker, Liddell, Newman) Adjournment Motion to adjourn by McMichael. The meeting adjourned at 7:11 p.m. Marlene McMichael, Chair Georgetown Village PID July 15, 2019 Tina Davis, Board Liaison Cara McKinney, Secretary Page 5 of 5 Page 36 of 49