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HomeMy WebLinkAboutMinutes_GVPID_03.08.2021City of Georgetown, Texas Georgetown Village Public Improvement District Advisory Board Meeting Minutes Monday, March 08, 2021 at 6:00 p.m. Meeting held virtually on Zoom Board Members Present: Marlene McMichael, Chair; Marsi Liddell, Vice Chair; Michael Charles; Steve Taylor, and Melinda Marler Board Members Absent: Cara McKinney, Chris Blackburn Staff Members Present: Wayne Reed, Assistant City Manager; Eric Nuner, Parks and Recreation Assistant Director; Ray Miller, Public Works Director; Nathan Parras, Assistant Finance Director; Travis Baird, Real Estate Services Manager; Sabrina Poldrack, Board Liaison, Allison Snyder, P3 Works LLC 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. 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 Marlene McMichael, Board Chair at 6:00 PM. C. Pledge of Allegiance • Marsi Liddell led everyone in reciting the Pledge of Allegiance. D. 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.orgiboardscommissions/ At the time of posting, two public comments have been submitted. • Mr. Brian Ortego submitted two comments on January 12 & 31, 2021, both regarding the Georgetown Village PID 5-yr Service & Assessment engagement process, which were read at the meeting by the Board Liaison. Georgetown Village PID Page 1 of 4 March 8, 2021 E. Board Member Updates — Marlene McMichael, Board Chair • Marsi Liddell's terms has expired, and she is stepping down from her position. She thanked staff and board members for the work they have all contributed to. • Melinda Marler has been recommended to Council to move up from an alternate to a full position. Michael Charles' term has expired and has been recommended to Council for reappointment for his current full position. Marlene McMichael's term has expired and has been recommended to Council for reappointment for her current full position. F. Introduction of PID Administrator, P3 Works — Wayne Reed, Assistant City Manager • Reed introduced Allison Snyder with P3 Works, LLC as one of the members of a team of consultants who has been hired by the City to assume majority of the administrator role for Georgetown Village PID. P3 Works, LLC will be an extension of the City and will assist with the PIDs yearly budget process, update the annual Service and Assessment Plan, and will also be the customer service contact for the PIDs residents when inquiries arise. Funding for P3 Works, LLC consulting services was approved in the FY21 budget. • Board members questioned what P3 Works, LLC's position will be when residents in the PID have inquiries and are not sure if the City or the HOA need to give them direction. Snyder stated that her team will work with the City to understand how the Georgetown Village PID functions so that P3 Works, LLC can appropriately direct the residents. Board members would like contact information mailed out or posted on signage in the park areas or by the mailbox area to provide the residents with P3 Works, LLC contact information. Staff stated they would work to get a quote for both options and bring it back to the Board for approval. The contact information for P3 Works, LLC has been posted to the City's website and staff will work to get this contact information posted to a social media site. G. Transfer of Assets Update— Travis Baird, Real Estates Services Manager ■ Baird updated the Board on the "Transfer Update' map that was included in the agenda packet. As shown on map, "Tracts 4 — 8" have been conveyed to the City and are now under maintenance of the PID. "Tracts 2 & 3" are being evaluated and rehabilitated by the Developer for future conveyance to the City. It was mentioned that plat notes are being inspected for "Tract 2", as the notes state conveyance is to be made to the HOA. "Tract 1" was set for conveyance to City but also included in the plat notes was that conveyance is to be made to the HOA. City is working with Developer and HOA on a direction and solution for both "Tracts 1 & 2". • Board members did not have any questions on this item. Georgetown Village PID Page 2 of 4 March 8, 2021 H. Presentation and discussion on the GVPID Landscape Maintenance Contract for FY22 - Eric Nuner, Assistant Parks and Rec Director • Nuner reviewed the current level of service and presented three different options for level of service on landscape maintenance to the Board and requested feedback. The current contract will expire on September 30, 2021. Nuner will use the guidance received at this meeting and return to the Board at the April meeting with a proposed Landscape Maintenance Contract for a vote of recommendation to proceed with the RFP process to bid out the contract. Bidding process will be completed by June 2021 and staff will return to Board by July 2021 for their review and discussion of the bids received. This item will then return to the Board a final time in August or September 2021 for recommendation of approval for the bid award and will move forward to the Parks Board and City Council for final approval. • Consensus from the Board was the support of increasing maintenance cycles and overseeding on rye grass on Shell Road. • The Board wants to make sure the areas to be overseeded are continuously maintained so they do not get out of control for safety concerns, such as the open area between Serenada neighborhood and the Village neighborhood on Rosedale Boulevard. ■ Mr. Brian Ortego's citizen comment was the interest in having a master planned community look to the PID with increased mowing cycles and seasonal colors located at the entrances. I. 5-year Capital Improvement Discussion - Wayne Reed, Assistant City Manager • Reed reviewed the purpose of this discussion, which is to utilize the feedback from the Board to allow staff to continue finalizing the proposed 5-year plan, which will be included in the PIDs FY22 budget and Service and Assessment Plan. Reed reminded the Board that the 5-year plan will be reviewed and can be updated on an annual basis. • Reed asked the Board what their opinion was on the PIDs current traffic control signs, since in previous meetings the Board stated they would consider replacing the customized signs with the City -standard signs so that the City would then take over the cost to maintain them. Reed stated there would be a one-time "change out" cost to replace the signs, which would be paid with PID funding. After discussion, the Board requested more information on the total cost to change the signs out, as the amount presented only represented the actual sign cost and not any hardware that will also be required to be replaced. Staff will present this information back to the Board at the next meeting. Reed mentioned that the Board already gave direction on level of service for the lawn maintenance during the discussion in Item H above, so additional discussion was not needed for this. • Reed then asked if the Board was in support of the capital improvement projects listed on 5-year plan as presented. After much discussion from the Board, the Georgetown Village PID Page 3 of 4 March 8, 2021 members support the capital improvement project list as presented to them. Staff will use this direction and return to the Board with a proposed Service and Assessment Plan and FY22 Budget for recommendation of approval. J. Georgetown Village Public Improvement District (GVPID) monthly financial report for the month of December 2020 - Nathan Parras, Assistant Finance Director Parras notified the Board that the Finance Department is using a more standardized approach for presenting monthly financials to Boards across the City for consistency. Parras presented the Board with their February 2021 monthly report and there were not any questions or comments from the Board. Legislative Regular Agenda K. Consideration and possible action to approve the Minutes for the Regular Board Meeting January 11, 2021— Sabrina Poldrack, Board Liaison Motion to approve minutes by Michael Charles, seconded by Steve Taylor. Approved 4-0-2 Cara McKinney and Chris Blackburn Absent Adjournment Motion to adjourn by Marsi Lidell, seconded by Michael Charles. Approved 4-0-2 Cara McKinney and Chris Blackburn Absent The meeting adjourned at 7:51 PM Marlene McMichael, Chair Cara McKinney, Secretary Sabrina Poldrack, Board Liaison Georgetown Village PID Page 4 of 4 March 8, 2021