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HomeMy WebLinkAboutMinutes_GVPID_11.09.2020City of Georgetown, Texas Georgetown Village Public Improvement District Advisory Board Meeting Minutes Monday, November 9, 2020 at 6:00 p.m. Meeting held virtually on Zoom Board Members Present: Marlene McMichael, Chair; Marsi Liddell, Vice Chair; Cara McKinney, Secretary; Michael Charles; Steve Taylor, Chris Blackburn, Melinda Marler, Scott Brackin Board Members Absent: None Staff Members Present: Wayne Reed, Assistant City Manager; Eric Nuner, Parks and Recreation Assistant Director; Dan Southard, Public Works OPS Manager; Nathan Parras, Budget Manager; Travis Baird, Real Estate Services Manager; Sabrina Poldrack, Board Liaison Staff Members Absent: Ray Miller, Public Works Director 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. Consistent with Governor Greg Abbott's suspension of various provisions of the Open Meetings Act, effective August 1, 2020 and until further notice, to reduce the chance of COVID-19 transmission, all City of Georgetown Advisory Board meetings will be held virtually. Public comment will be allowed via teleconference; no one will be allowed to appear in person. B. Call to Order - called to order by Chair 6:00 PM. C. Pledge of Allegiance Cara McKinley led everyone in reciting the Pledge of Allegiance. D. Board Member Updates - Marlene McMichael, Chair • Introduced alternate Board Member, Mr. Scott Brackin, and informed the Board of the resignation from Penny Evans, both effective Septembers 2020. E. Public Wishing to Address the Board 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 Board Liaison contact information, please logon to http://georgetown.org/boardscommissions/ At the time of posting, no one has signed up. Georgetown Village PID Page 1 of 5 November 9, 2020 F. Georgetown Village Public Improvement District (GVPID) monthly financial report for the month of October 2020 - Nathan Parras, Assistant Finance Director • Parras provided the overview of the monthly financial report and noted the deficiency under the current period for the "Capital Outlay — Improvements" is caused by the approved capital improvement projects continuing to be completed and expensed, yet the prior year fund balance has not rolled forward to balance the expenses, this process will be completed by January 2021. • The Board asked what expenses were included in the "Utilities" spend category and staff responded that this category funds the water and electricity used for irrigation of parklets, common areas, Shell Road frontage, etc., within Georgetown Village. G. GVPID Park Improvement Update - Eric Nuner, Assistant Parks and Rec Director • Nuner said contractor has minor work to complete along Shell Road, Rowan Park, and Madrone Park and should be finished very soon. • Nuner brought back the Sycamore sign project that the Board had approved at the September 14, 2020 meeting with the understanding the cost would not exceed $12,500. The contractor returned an estimate that was over $21,000, so staff decided not to move forward with the project since the estimate was not what was conveyed to the Board. Nuner said he would incorporate this project back into future projects along Shell Road and would present it to the Board at a later date. • Nuner informed the Board that the landscape maintenance contract for the PID is set to expire in September 2021, and briefly reviewed the current level of service the PID is receiving under the current contract. Nuner stated that he would continue bringing this item to Board over the next few meetings to receive recommendation on if the Board would like to maintain the current level of service or increase the level of service, so staff can began structuring the scope of work to bid out through a request for proposal and complete in time to request enough funding through FY 22 budget process. • It was mentioned that there are some outdated irrigation systems, which Nuner stated would eventually have to be replaced and could be included into the 5-year Service Plan. It was also mentioned that the new lightening at the Bellaire sign does not seem to be working. Nuner said the contractor is still finishing work in that area and had not activated the lights yet. Nuner will follow up on the completion of this. • The Board questioned who was responsible for mowing the right of way on Bellaire Drive where the HOA amenity center is located. Staff to research this specific area and create a visual guide of which areas the City is responsible for maintaining. It was also asked what the schedule was for plant replacement in Georgetown Village PID Page 2 of 5 November 9, 2020 areas that had removal, but have yet to be replaced. Nuner stated this is completed over the winter months. H. Sidewalk Repair Update — Ray Miller, Director of Public Works ■ Ray Miller was absent, so Dan Southard, Public Works Operation Manager, presented this update. Southard reported that all 30 locations that had to have sidewalk repair and/or tree removal, during October and November, are nearing completion. Southard reported that a little over 400 locations have required repair to sidewalks, due to damage from tree roots, in the Village since 2018. • The Board asked how many of those 400 repairs have been a rework of the same location. Staff will research this and report back to the Board. I. 5-10-year Capital Improvement Discussion - Wayne Reed, Assistant City Manager ■ Reed continued the discussion from the September 14, 2020 meeting to assist the Board in determining an appropriate annual assessment rate, which funds the operation and maintenance expenses as well as the capital improvement projects for Georgetown Village. Reed turned the discussion to the Board for guidance. After much discussion, the Board expressed that before they could offer staff guidance they need to be provided with more information, including a breakdown of what the dollar amount for the proposed project includes and a dollar amount where there was not one provided, for the proposed park and proposed Board projects. • Staff will continue to bring this item to future meetings to provide the Board with the information needed so they can offer a recommendation to staff for the desired levels of services and capital improvement projects for creating the 5-year plan. ■ The Board also requested that Creekside be added as its own identifier in the breakdown for the "Estimated Assessment" attachment that was provided in the meeting agenda. Staff said they would work to obtain this and present at the next meeting. Transfer of Assets Overview - Wayne Reed, Assistant City Manager • Reed presented a map with updates on the status of tracts of land that are still in process of being transferred over to the City and to the HOA. Board members did not have any questions. Georgetown Village PID Page 3 of 5 November 9, 2020 Legislative Regular Agenda K. Consideration and possible action to approve the Minutes for the Regular Board Meeting September 14, 2020 - Board Liaison Motion to approve minutes by Chris Blackburn, seconded by Cara McKinney. Approved 5-0-1 Marsi Lidell Absent (had to exit meeting at 6:57p) L. Consideration and possible action to recommend acceptance of (1) a 2.568 acre tract of land out of the William Roberts Survey, ABS 524, and (2) Lot 54, Block D, Georgetown Village Section Nine, Phase 9A, located on Bellaire Drive, from William Family Communities, Inc. d/b/a Green Builders for the purposes of operating and maintaining stormwater infrastructure. - Travis Baird, Real Estate Services Manager •. Baird reported that a site inspection was completed with staff and the developer back in August 2020, and the developer was provided a list of items to complete, which have all been satisfied. The City has submitted a title clearance for these areas and is now requesting for recommendation of acceptance by the Board and final acceptance by City Council for both stormwater infrastructures. Motion to recommend acceptance of (1) a 2.568 acre tract of land out of the William Roberts Survey, ABS 524, and (2) Lot 54, Block D, Georgetown Village Section Nine, Phase 9A, located on Bellaire Drive, from William Family Communities, Inc. d/b/a Green Builders for the purposes of operating and maintaining stormwater infrastructure by Cara McKinney, seconded by Steve Taylor. Approved 5-0-1 Marsi Lidell Absent M. Consider and possible action to recommend acceptance of Lot 18, Block R, Georgetown Village Section Nine, Phases 9 & 10, located on Rosedale Boulevard, William Family Communities, Inc. d/b/a Green Builders. - Travis Baird, Real Estate Services Manager • Baird reported that a site inspection was completed with staff and developer back in August 2020, which passed. The City has submitted a title clearance for this area and is now requesting for recommendation of acceptance by the Board and final acceptance by City Council. Motion to recommend acceptance Baird reported that a site inspection was completed with staff and developer back in August 2020, and the developer was provided a list of items to complete, which have all been satisfied. The City has submitted a title clearance for these areas and is now requesting for recommendation of acceptance by the Board and final acceptance by City Council. by Michael Charles, seconded by Chris Blackburn. Approved 5-0-1 Marsi Lidell Absent Adjournment Georgetown Village PID Page 4 of 5 November 9, 2020 Motion to adjourn by Michael Charles, seconded by Cara McKinney. Approved 5-0-1 Marsi Lidell Absent The meeting adjourned at 8:07 PM —f6l,, YvuYVAkS L,)P,re +IIA' V�HWAA vhgavtgo DII Marlene McMichael, Chair Cara McKinney, Secretary Board Liaison Georgetown Village PID Page 5 of 5 November 9, 2020