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HomeMy WebLinkAboutMinutes_GVPID_07.13.2020City of Georgetown, Texas Georgetown Village Public Improvement District Advisory Board Meeting Minutes Monday, July 13, 2020 at 6:00 p.m. Friends Room, Georgetown Public Library, located at 402 W. 8th St, Georgetown, TX 78633 Board Members Present: Marlene McMichael, Chair; Marsi Liddell, Vice Chair; Cara McKinney, Secretary; Michael Charles; Penny Evans; Steve Taylor Board Members Absent: Gary Newman (submitted resignation effective July 7, 2020), Jonathan Sorber, Melinda Marler Staff Members Present: Wayne Reed, Assistant City Manager; Ray Miller, Public Works Director; Eric Nuner, Parks and Recreation Assistant Director; Tina Davis, Administrative Assistant, Sabrina Poldrack, 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 6:00 PM. B. Pledge of Allegiance - McMichael led everyone in reciting the Pledge of Allegiance. C. Overview of staff changes that support the Georgetown Village PID (GVPID) - Wayne Reed, Assistant City Manager Paul Diaz, previous Budget Manager, has left his position at the City and Nathan Parras has accepted the position. The Finance Department will decide who will be responsible to present the financials at the meetings and an update will be given to the Board when a decision is made. Tina Davis, previous Board Liaison, is stepping back from Village PID, to focus on her department in Water Utility, due to the City's reorg after Jim Briggs, former Assistant City Manager, retired. The Village PID staff support will continue to be led by Wayne Reed, Assistant City Manager, with Sabrina Poldrack, Contract Administrator, in the City Manager's Office, stepping in to fill the Liaison position at this time. D. Status of Master Developer's transfer of assets to complete developer obligations and developer representation on the GVPID Board - Wayne Reed, Assistant City Manager • Effective July 7, 2020, Newman submitted a resignation for his position on the board, with the intentions of transferring the remainder of the obligations to a Georgetown Village PID Page 1 of 6 July 13, 2020 new developer, Chris Blackburn of Green Builders, Inc. As soon as the City Council schedule permits, the City will take the recommendation to Council to approve Blackburn as the replacement for Newman on the Board. Reed shared a map with colored coded lots to the Board and explained the remaining obligations of the developer to finish before the lots on the map can be transferred to the City, thus becoming the GVPID's responsibility to finance the maintenance. Once the transfer is complete, the Board will begin the process of recreating the bylaws. • Several Board Members asked for clarification on the following: i. KB Home's ownership of the strips of land a) parallel to Chestnut Court (this one is connected to the large detention pond), b) parallel to Bowline Drive and Crown Anchor Boulevard ("L" shaped); and perpendicular to Slip Drive; ii. What is the purpose of the undeveloped tract of land located behind residential lots and that runs parallel to east side of Crown Anchor Blvd. and to the north and south of Bowline Drive? Ownership is KB Home. iii. What is the ownership of the strips of land parallel to Rosedale Blvd. between Naranjo Drive and Bellaire Drive; iv. What is the purpose of the large tract located north of Bellaire Drive and north of the future extension of Rosedale Blvd. Ownership is Wilson Family Communities? Ownership is Wilson Families Communities. v. Plat notes for each of these parcels/tracts/lots, if any. • Board requested the City have Code Compliance visit the undeveloped lots located at Bellaire Drive and Rosedale Blvd. for tall grass and weeds. These lots are owned by Green Builders (a.k.a. Wilson Family Communities). • Board sought information on the need of the master developer or other entity to transfer these tracts of land to the PID to complete the master developer's PID obligations. E. Update on Sidewalks and Tree Removal - Ray Miller, Director of Public Works There are 24 locations, indicated on map shown by Miller, that will have sidewalk repair. There will be 9 tree removals due to tree roots causing sidewalk damage. i. Staff is not aware of any tree removal being performed specifically for sidewalk damage, only trees that were diseased. ii. In the Current project proposal, the locations where trees have been identified to be removed are due to the elevation conflicts with private driveways. For all other locations, the City is able to elevate the sidewalk over roots and not disturb the trees. Georgetown Village PID Page 2 of 6 July 13, 2020 Board Members questioned the process of the construction and the notice that will be given to the neighborhood. Miller stated the City will go through the bid process to obtain a contractor for the project and residents will have at least a 24- hour notice before project begins. • Reed informed the Board that GVPID benefits from funding their sidewalk improvements versus relying solely on the City to fund. Repairs would more than likely be delayed due to budget constraints since the GVPID would be in the same funding "pool" as the rest of the City's sidewalk improvement projects. F. Georgetown Village Public Improvement District (GVPID) monthly financial report for the month of June 2020 - Wayne Reed, Assistant City Manager The City implemented a new financial software (Incode to Workday) and during the data merge, the open purchase orders, from FY19, were not recognized by the new system. The Finance Department completed a budget amendment to capture and restore the $57,699 in open purchase orders to the GVPID FY20 budget. 2020 Approved 'mpncr of temp ActioNCAFR 2020 Amentlad Budget A ustirient Budget Beginning fund Balance 919.17E 40.476 960.064 The FY2020Be&nnt8Balance wasprofectedat5919.179 After the close of the fiscal year, the fund had $M,053. Revenues SraH is proposing to recognize the increase of W,876 Staff Current Revenues 457.310 457.310 is proposing to increase expenses by $57,699 for prior year P 0 s, Total Revenues 467.310 457,310 Expenses Current Expenses 975,740 975,740 Workday Prior Year p0 57,699 57,699 Total Expanses 9T6.740 67.999 1,033.439 I Reserve 113.053 113.063 1 Fund G. Park Improvement Update - Eric Nuner, Parks and Recreation Assistant Director • Nuner states contractor is on schedule to finish the park improvements in October. Parklets will also be finished soon. The CIP updates can also be found on the City's website. 0 McKinney asked what the final decision for the neighborhood entrance lightening was. Eric states lighting will be hard -wired in. • The Board Members requested a ribbon cutting ceremony when the parks are complete, Staff is in agreeance with this request. Board requested Eric to look at the cost to improve the area next to Bedford Park. Georgetown Village PID Page 3 of 6 July 13, 2020 Legislative Regular Agenda H. Consideration and possible action to approve the Minutes of the regular meeting March 9, 2020 -Motion to approve minutes by Liddell, seconded by Charles. Approved 6-0-1 Newman absent I. 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://governmentiaeorgetown.org/gypi -At time of posting, no personls had signed up to address the Board. ■ Adam Samuels requested a splash pad to be added to Village PID. City staff advised that the neighborhood has a pool so there will not be an additional water feature added. McMichael stated that she would like this item (Public Wishing to Address the Board) to be placed after the Pledge of Allegiance for every meeting going forward. This will be placed as a Legislative agenda item, for Board vote, at the next meeting. Proposed FY21 Budget and Service Assessment Plan (SAP) - Wayne Reed, Assistant City Manager • When the City changed financial software (Incode to Workday), there were open purchase orders from FY19 that were not recognized by the system during the data merge. The Finance Department completed a budget amendment to capture and restore the $57,699 in open purchase orders to the GVPID FY20 budget. The Spend Category line item on the Parks Improvement should read $725,111, not $674,685 that is indicated on the DRAFT Fiscal Year 2020-2021 Budget attachment presented at meeting. The difference in the amount is $57,699. The amendment will be reflected on updated budget and show a total budget of $1,033,440, not $975,740 indicated on the DRAFT Fiscal Year 2020-2021 Budget attachment presented at meeting. The difference in the amount is $57,699, as reported above. See update budget snapshot: Georgetown Village PID Page 4 of 6 July 13, 2020 Administative (Joint Services] Allocation lux 16n 15X 16,000 4,485 4,48S Appraisal Contracts 4724 1,724 _ _ 3,0e _ 31000 8rod7ure/Printing - 142 1,800 v U00 300 2,100 tonsulling Management 2g000 20,000 General Fund Allocation -Expense A291 32,744 3Z744 3Z744 3,744 A933 Landscaping- IncludingDesign 7,274 _ Maintenance -Ponds andlrrigWonSysten 3,152 12,3DO b000 1,000 30,000 30,000 Maintenance -Sidewalk 29,886 30,000 30,000 30,000 3g0D0 (61800) 233 Maintenance - Streetkpfraltic 3,120 235,227 35,DDO 17,7e 12;000 1100 Mowing Contracts 91,696 111,460 118,734 115,000 115,000 Office Supplies, General 280 300 300 300 300 Park Improvements (Pavilion, Gazebo, Ball Fences( 103,2SO 479,685 725,338 725,111 - - PropegandCasualty Insurance ' 600 w 600 600 1,000 1,000�; Tree and Shrub Services _kmoval Utilities 41,201 41,000 41,000 SS,' W 56,000 56,000 ---------- 326,942 _ 847,856 1,008,440 _ 1,033,440 -- - 306,329 _ 13,SW-- 111,018, • Reed explained that the Service Assessment Plan (SAP) is a yearly requirement of a Public Improvement District. Board members state they want to begin the discussion process of future projects, costs and assessing the need of maintaining the current assessment rate or if it is feasible to lower the current rate of 0.14/$100. Staff was in agreeance with beginning the discussions of what the next steps should be. Reed requested two separate motions for this item. First for the Proposed FY21 Budget, which includes amendment, and a second motion for the Service Assessment Plan (SAP). Motion by McKinney to recommend approval the Proposed FY21 Budget with the amended increase of $57,699 to the Park Improvements line item and an increase in the same amount to the total in expenses to the budget, seconded by Taylor. Approved 6-0-1 Newman absent. Motion by Charles to recommend approval the Proposed 2021 Service Assessment Plan, seconded by Liddell. Approved 6-0-1 Newman absent. Adjournment Motion to adjourn by McMichael. The meeting adjourned at 7:38 PM Georgetown Village PID Page 5 of 6 July 13, 2020 9ZID"-z' Marlene McMichael, Chair Cara McKinney, Secretary Board Liaison Georgetown Village PID Page 6 of 6 July 13, 2020