HomeMy WebLinkAboutAgenda_GVPID_10.09.2017Notice of Meeting for the
Georgetown Village Public Improv ement District
of the City of Georgetown
October 9, 2017 at 6:00 PM
at West Side Serv ice Center located at 5501 Williams Dr. Georgetown, TX 78633
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A At the time of th is posting, no citizens were sig n ed up to sp ea k.
Legislativ e Regular Agenda
B Co nsideration and possible actio n to approve the minutes o f the September 11, 2017 regular meeting -
Karen Fro s t, R ecording Sec retary
C Co nsideration and possible actio n related to improvements within the G eo rgeto wn Village P ublic
Improvement Dis trict (GVPID) - Andreina Davila-Quintero, Current Planning Manager
D Dis cus s ion regard ing the Contrac ts Progres s Report - Andreina Dávila-Q uintero, Current Planning
Manager
E Dis cus s ion and pos s ible actio n regarding the d raft Geo rgeto wn Village Pub lic Imp ro vement
Dis tric t broc hure. Karen Frost, Rec o rding Sec retary.
F Pres entatio n o f the Geo rgeto wn Village Pub lic Imp ro vement District (G VP ID) mo nthly financ ial reports
for the mo nth o f S ep tember 2017 - La'Mar Kemp , Acc o untant
G Developer's Up d ate - Gary Newman
Adjournment
CERTIFICATE OF POSTING
Page 1 of 15
I, Shelley No wling, C ity S ecretary fo r the C ity of Geo rgeto wn, Texas , d o hereby c ertify that this Notice of
Meeting was p o s ted at City Hall, 113 E. 8th Street, a p lace read ily acc es s ible to the general p ublic at all times ,
on the ______ d ay o f __________________, 2017, at __________, and remained so p o s ted fo r at leas t 72
c o ntinuo us ho urs p receding the sc heduled time o f s aid meeting.
____________________________________
S helley No wling, City Sec retary
Page 2 of 15
City of Georgetown, Texas
Georgetown Village Improvement District
October 9, 2017
SUBJECT:
Cons id eration and p o s s ib le ac tion to approve the minutes of the Sep tember 11, 2017 regular meeting -
Karen Fro s t, Rec o rd ing S ecretary
ITEM SUMMARY:
FINANCIAL IMPACT:
.
SUBMITTED BY:
Karen Fro s t, Rec o rd ing S ecretary
ATTACHMENTS:
Description Type
Minutes _GVPID_09.11.2017 Backup Material
Page 3 of 15
Georgetown Village PID Page 1 of 3
Meeting: September 11, 2017
City of Georgetown, Texas
Georgetown Village Public Improvement District Advisory Board Meeting
Minutes
Monday, September 11, 2017 at 6:00 p.m.
West Side Service Center located at 5501 Williams Dr. Georgetown, TX 78633
Members present: Melinda Marler, Chair; Norma Baker, Alternate; Richard Harrison; Cara
McKinney, Alternate; Marlene McMichael; Brian Ortego, Vice-Chair; Gary Newman, Developer
Rep; and Penny Evans, Developer Rep
Members Absent: Katie Porter;
Staff present: Jim Briggs, GM Utilities; Eric Nuner, Asst. Parks Director; La’Mar Kemp,
Accountant; and Karen Frost, Planning Specialist.
Meeting called to order by Chair Marler at 6:07 p.m.
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. Consideration and possible action to approve the minutes of the August 14, 2017 regular
meeting – Karen Frost, Recording Secretary
Corrections were made – correct the heading, the fence in Item C needs to be shown as
around the circumference of the pond, and remove the “s” from McMichael in Item B.
Motion by Newman, second by Harrison to approve the minutes as corrected. Approved
6 – 0. (Porter absent.)
B. Consideration and possible action related to improvements within the Georgetown Village
Public Improvement District (GVPID) - Jim Briggs, General Manager of Utilities
Briggs reviewed the previous survey results with the board and reminded them that the five
top rated items were funded in the budget: landscaping, enhanced maintenance for city
parks, street tree trimming, sidewalk improvements and recreational amendments. The
Board discussed ideas of items that could also be funded. Briggs asked for specifics so that
staff could research and get costs to bring back for the boards further discussion.
Board members discussed pond maintenance, there are currently six ponds covered in the
maintenance budget; Shell Road entryways – Newman stated the Master Plan is being
developed and should be available in 30 – 45 days.
• They asked for information on the development of the city sidewalk and street trees
along Bellaire and Rosedale and in front of the school.
• Marler asked that the maintenance of all parks, whether city maintained or PID
maintained, all be held to a higher standard.
• They showed interest in a shade structure over the playground in Bedford Park,
along with benches and irrigation.
• They asked for cost of irrigation of the two city parks, Madrone and Rowan.
Page 4 of 15
Georgetown Village PID Page 2 of 3
Meeting: September 11, 2017
• They discussed setting aside money for signage in all areas but realized that cannot
be defined until the signage master plan is developed.
• They asked for the informational brochure to be developed for review.
Briggs explained that any additional expenditures would need to be recommended to
council for approval as a budget amendment, which is due by January 2018.
C. Discussion regarding the Contracts Progress Report - Jim Briggs, General Manager of
Utilities
Briggs reported the tree pruning bids were in and the estimated cost will be $23,200. The
contractor will begin work along Westbury, Shell to Village Elementary and Village
Commons. It was noted that 173 and 181 Village Commons have identified dead trees that
will be removed and the stumps will be removed.
The sidewalk maintenance contract had been rewarded and work was to begin in October.
A map was provided showing the areas that would be improved.
The Parks department is still looking for a contractor to fix the lighting at the roundabout.
The aprons in the alleys are being repaired by the contractor that is repairing the sidewalks.
It was noted that staff will take suggestions for plant types to replace the dead plants in the
landscaped areas. Those will be forwarded to the parks department.
D. Presentation of the Georgetown Village Public Improvement District (GVPID) monthly
financial reports for the month of August 2017 - La'Mar Kemp, Accountant
Briggs reviewed the financial reports.
E. Developer's Update - Gary Newman
Newman reported he expects to have a new Master Plan for Georgetown Village II in the
next 2 to 3 months. They are looking at a 10 year build out of approximately 1000 houses
and amenities. He showed a map and explained all the cave features that were shown and
explained how those were being integrated into the development. He also noted that the
ultimate plan is to connect all the trails within the subdivision to the city’s west side park
that will be built along Shell Road.
Public Wishing to Address the Board
Dr. Tim Fleming, 604 Rosedale, spoke to the board about Section 9 not having the same
amenities as the sections on the north side of Shell Road. He also complained about the
maintenance of the pond behind the houses on Rosedale. He presented pictures and asked
questions.
Michael Charles, 244 Baretta Circle, also spoke to the board about the disparity between the
two sections split by Shell Road. He asked the board to consider extra funding to add
additional amenities that the developer did not provide.
Briggs responded to them and gave them contact information for future complaints.
Adjournment
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Georgetown Village PID Page 3 of 3
Meeting: September 11, 2017
Motion by Ortego to adjourn. Second by Newman. The meeting was adjourned at 8:15
p.m.
______________________________ ______________________________
Approved, Melinda Marler, Chair Attest, Brian Ortego
Page 6 of 15
City of Georgetown, Texas
Georgetown Village Improvement District
October 9, 2017
SUBJECT:
Cons id eration and p o s s ib le ac tion related to imp ro vements within the Georgetown Village Pub lic
Imp ro vement Dis tric t (GVP ID) - And reina Davila-Quintero , Current Planning Manager
ITEM SUMMARY:
The City o f G eo rgeto wn in partnership with the Georgetown Village Pub lic Improvement Dis tric t No. 1
(GVPID) Advis o ry Bo ard c o nducted a res ident s urvey in March 2017 to gather inp ut on enhanced
imp ro vements that may be fund ed through the GVPID. T hese enhanc ements had b een id entified during the
p ro cess o f the c urrent ad o p ted b udget b ut were s et as id e for future cons ideratio n.
At their September 11, 2017 meeting, the GVPID Advis o ry Bo ard disc ussed new improvements that may
be constructed and installed through the GVP ID assessment, including but not limited to:
Planting o f new trees alo ng Bellaire Dr
New improvements in Bedford P ark and Summers Green Park
Irrigatio n imp ro vements in certain areas
A list of the sp ec ific improvements , inc luding the es timated c ap ital and annual maintenanc e c o s ts are
o utlined in the attac hed Exhib it.
FINANCIAL IMPACT:
None at this time.
SUBMITTED BY:
And reina Dávila-Quintero , Current Planning Manager
ATTACHMENTS:
Description Type
Exhibit - Es timated Cos t for new Improvements Exhibit
Page 7 of 15
Exhibit - Estimated Capital and Annual Maintenance costs for new improvements within the GVPID
Printed on 10/3/2017
Item Park/Street Capital Annual Utilities Annual Maintenance
Bench (3)Bedford 2,100.00$ NA NA
Fabric Replacement Bedford 3,000.00$ NA NA
Shade Structure Bedford 40,516.00$ NA NA
Irrigation Bellaire (South side)11,963.00$ 1,000.00$ 300.00$
Irrigation Bellaire (North side)7,177.80$ 1,000.00$ 300.00$
Irrigation Madrone Park 14,522.00$ 3,000.00$ 350.00$
Irrigation Rowan Park 22,926.12$ 5,520.00$ 600.00$
Bench (3)Summers Green 2,100.00$ NA NA
Irrigation Summers Green 2,815.00$ 3,120.00$ 350.00$
52 trees (Oak) @ 40 ft spacing (S. side of Bellaire)1 Bellaire (South side)21,000.00$ NA $4,420
52 trees (Oak) @ 40 ft spacing (N. side of Bellaire) 1, 2 Bellaire (North side)21,000.00$ NA $4,420
165' x 5' of new sidewalk installation with 2 new ADA ramps for Summers Green Park Summers Green 7,556.25$ NA NA
300' x 5' misc. sidewalk removal and replacement 10,125.00$ NA NA
Removal of 25' x 5' sidewalk and installation of 35' x 5' of new sidewalk to go around the installation of
trees on the south side of Bellaire Dr. (52 trees)Bellaire (South side)56,875.00$ NA NA
1000' x 5' of new winding sidewalk around trees along the north side of Bellaire Dr.Bellaire (North side)31,250.00$ NA NA
1 $4420 for Year 2 Strucutral Pruning
2 Easements will be required from GISD for sidewalk/trees. Cost TBD
Page 8 of 15
City of Georgetown, Texas
Georgetown Village Improvement District
October 9, 2017
SUBJECT:
Disc ussion regarding the Co ntracts Pro gress R ep o rt - And reina Dávila-Quintero , Current P lanning Manager
ITEM SUMMARY:
Geo rgeto wn Village Pub lic Imp ro vement Dis tric t (GVP ID) Contrac ts Update (Exhibit):
Land s c ap e Maintenanc e
Parks and Land s cape Mas ter Plan
Right-of-way Tree Pruning
Roundab o ut Landsc ap e Renovation
Sidewalk Maintenanc e and Rep air
FINANCIAL IMPACT:
None.
SUBMITTED BY:
And reina Dávila-Quintero , Current Planning Manager
ATTACHMENTS:
Description Type
Exhibit - Contracts Progres s Report Oct 2017 Exhibit
Page 9 of 15
Page 1 of 1 Printed on 10/3/2017
Georgetown Village Public Improvement District (GVPID)
Contracts Progress Report FY2017/18
Project Name Description Update Status Project Budget
Landscape Maintenance
Landscaping services for the GVPID parks
areas and road frontages. Contract terms are
May 1, 2017 through September 30, 2018
with 3 one year renewal options.
Heart of Texas continues to provide services based on the
schedule. Installation of mulch began 9/25/2017 on the
frontage along Shell Road. Beds were cleared of vines along
fences, shrubs/grasses were shaped and dead vegetation was
removed. Crews will continue to mulch all park areas. Mowing
services were cancelled on 9/29/2017 due to heavy rains that
morning. Turf pre-emerge is scheduled for the second week of
October.Open 87,285.00$
Parks and Landscape Master Plan
Develop a master plan to provide an
assessment of current amenities and to
develop future recommendations and
priorities though public input.
City staff met with a local design firm 10/3/2017 to develop a
scope to initiate the development of a Georgetown Village
Parks and Landscape Master Plan. A draft scope will be
presented at the November board meeting Open 70,000.00$
Right of Way Tree Pruning
Pruning of trees located between sidewalk
and curb. Areas to be maintained are along
portions of Village Commons and Westbury
Lane.
Tree pruning along Village Commons and Westbury began the
week of 9/25/2017. Legacy Arbor Care was awarded the
contract. Village Commons is completed with the exception of
2 dead tree removals. Anticipated date of completion is
10/10/2017 Open 29,194.41$
Roundabouts Landscape Renovation
Landscape renovation of the two
roundabouts along Village Commons Blvd
Project completion is on hold to locate vendors to complete
work. The lighting is the last portion to be completed.Open 88,622.44$
Sidewalk maintenance and repair
Trip hazard remediation and replacement
"Safe routes first"
Contract has been awarded and work is scheduled to begin 10-
10-2017 with a scheduled completion of 10-8-2017.Open 30,000.00$
Page 10 of 15
City of Georgetown, Texas
Georgetown Village Improvement District
October 9, 2017
SUBJECT:
Disc ussion and p o s s ib le ac tion regard ing the draft Georgetown Village Public Improvement
District broc hure. Karen F ro s t, Recording S ec retary.
ITEM SUMMARY:
A draft printed broc hure will be p ro vided at the meeting fo r the b o ard 's review.
FINANCIAL IMPACT:
..
SUBMITTED BY:
Karen Fro s t, Planning Spec ialis t
Page 11 of 15
City of Georgetown, Texas
Georgetown Village Improvement District
October 9, 2017
SUBJECT:
Presentatio n of the Georgetown Village Public Improvement Dis tric t (GVPID) monthly financial rep o rts for
the month of S ep tember 2017 - La'Mar Kemp , Ac c o untant
ITEM SUMMARY:
For the Board 's review, attached are the Dis tric t's financ ial reports for the mo nth o f S ep tember 2017.
FINANCIAL IMPACT:
None.
SUBMITTED BY:
La'Mar Kemp , Ac c o untant
ATTACHMENTS:
Description Type
Financial Summary for Sept 2017 Backup Material
Financial Statement for Sept 2017 Backup Material
Page 12 of 15
16/17 Budget YTD Activity Variance
Revenues:
Ad Valorem Taxes 334,713$ 334,450$ (263)$
Interest Earned 1,500 4,699 3,199
Total Revenues 336,213 339,150 2,937
Expenditures:
Administrative Fee- General Fund 27,636 27,636 0
Administrative Fee - Joint Service 13,279 13,283 (4)
Office Supplies 500 - 500
Insurance 2,000 967 1,033
Contracts & Leases, Primary 108,000 98,369 9,631
Contracts & Leases, Secondary 30,000 23,995 6,005
Special Services 9,550 1,725 7,825
Above Ground Improvements 52,800 - 52,800
Signs 10,000 - 10,000
Utilities/Irrigation 46,000 38,682 7,318
Maintenance, Sidewalks 31,300 [A]31,300 -
Maintenance, Irrigation 22,000 5,319 16,681
Maintenance, Ponds 2,500 - 2,500
Pond Rehabilitation 108,432 102,665 5,767
Maintenance, Alleys 50,000 8,000 42,000
Total Expenditures 513,997 351,941 162,056
Current Year Variance (177,784) (12,791) 164,993
Beginning Fund Balance 667,654 679,556 [B]11,902
Current Funds Available 489,870$ 666,765$ 176,895$
Notes:
•The majority of property tax collections occur in January.
•YTD activity includes encumbrances.
•Year End YTD activity becomes audited activity each following January.
•Fiscal year is from October 1 to September 30.
•Unaudited financial statements prepared by the City of Georgetown, as of October 02, 2017.
[A]Account increased by $30,000 thru budget amendment.
[B]Audited beginning fund balance.
Financial Statement
Village PID
September 30, 2017
Page 13 of 15
10-02-2017 04:47 PM C I T Y O F G E O R G E T O W N PAGE: 1
FINANCIAL STATEMENT (UNAUDITED)
234-VILLAGE PID AS OF: SEPTEMBER 30TH, 2017
ANNUAL CURRENT Y-T-D % OF Y-T-D BUDGET
REVENUES BUDGET PERIOD ACTUAL BUDGET ENCUMB. BALANCE
_____________________________________________________________________________________________________________________________
REVENUE
=======
PRIMARY REVENUE
4-0001-40-100 AD VALOREM TAX 334,713.00 0.00 334,450.39 99.92 0.00 262.61
TOTAL PRIMARY REVENUE 334,713.00 0.00 334,450.39 99.92 0.00 262.61
INTEREST
4-0001-42-100 ALLOCATED INTEREST 1,500.00 0.00 4,330.01 288.67 0.00 ( 2,830.01)
4-0001-42-152 GISD TAX (PID) INTEREST 0.00 0.00 369.18 0.00 0.00 ( 369.18)
TOTAL INTEREST 1,500.00 0.00 4,699.19 313.28 0.00 ( 3,199.19)
DEVELOPMENT FEE _____________ _____________ _____________ ______ ______________ _______________
TOTAL DEVELOPMENT FEE 0.00 0.00 0.00 0.00 0.00 0.00
____________________________________________________________________________________
TOTAL REVENUE 336,213.00 0.00 339,149.58 100.87 0.00 ( 2,936.58)
VILLAGE PID
===========
OTHER _____________ _____________ _____________ ______ ______________ _______________
TOTAL OTHER 0.00 0.00 0.00 0.00 0.00 0.00
____________________________________________________________________________________
TOTAL VILLAGE PID 0.00 0.00 0.00 0.00 0.00 0.00
_____________________________________________________________________________________________________________________________
*** TOTAL REVENUES *** 336,213.00 0.00 339,149.58 100.87 0.00 ( 2,936.58)
============= ============= ============= ====== ============== ===============
_____________________________________________________________________________________________________________________________
TOTAL REVENUE 0.00 0.00 0.00 0.00 0.00 0.00
Page 14 of 15
10-02-2017 04:47 PM C I T Y O F G E O R G E T O W N PAGE: 2
FINANCIAL STATEMENT (UNAUDITED)
234-VILLAGE PID AS OF: SEPTEMBER 30TH, 2017
COMMUNITY SERVICES
VILLAGE PID
ANNUAL CURRENT Y-T-D % OF Y-T-D BUDGET
EXPENSES BUDGET PERIOD ACTUAL BUDGET ENCUMB. BALANCE
_____________________________________________________________________________________________________________________________
OPERATIONS
5-0211-51-110 GENERAL FUND ALLOCATION 27,636.00 2,303.00 27,635.94 100.00 0.00 0.06
5-0211-51-111 OFFICE SUPPLIES 500.00 0.00 0.00 0.00 0.00 500.00
5-0211-51-200 INSURANCE 2,000.00 0.00 966.67 48.33 0.00 1,033.33
5-0211-51-310 CONTRACT & LEASES, PRIMARY 108,000.00 560.50 173,366.80 91.08 ( 74,998.09) 9,631.29
5-0211-51-311 CONTRACT & LEASES, SECONDA 30,000.00 0.00 13,043.34 79.98 10,951.25 6,005.41
5-0211-51-330 SPECIAL SERVICES 9,550.00 0.00 1,724.88 18.06 0.00 7,825.12
5-0211-51-341 ABOVE GROUND IMPROVEMENTS 52,800.00 0.00 19,063.00 0.00 ( 19,063.00) 52,800.00
5-0211-51-342 SIGNS 10,000.00 0.00 0.00 0.00 0.00 10,000.00
5-0211-51-430 UTILITIES 46,000.00 6,232.10 38,682.15 84.09 0.00 7,317.85
5-0211-51-501 MAINT, ALLEYS/SIDEWALKS 31,300.00 0.00 0.00 100.00 31,300.00 0.00
5-0211-51-502 MAINT, IRRIGATION 22,000.00 462.50 8,193.03 23.62 ( 2,995.60) 16,802.57
5-0211-51-503 MAINT , PONDS 2,500.00 0.00 0.00 0.00 0.00 2,500.00
5-0211-51-505 POND REHABILITATION 108,432.00 0.00 55,524.50 51.21 0.00 52,907.50
5-0211-51-506 MAINT, ALLEYS 50,000.00 0.00 0.00 16.00 8,000.00 42,000.00
5-0211-51-950 JOINT SERVICES ALLOCATION 13,279.00 1,107.00 13,283.16 100.03 0.00 ( 4.16)
TOTAL OPERATIONS 513,997.00 10,665.10 351,483.47 59.28 ( 46,805.44) 209,318.97
____________________________________________________________________________________
TOTAL VILLAGE PID 513,997.00 10,665.10 351,483.47 59.28 ( 46,805.44) 209,318.97
_____________________________________________________________________________________________________________________________
TOTAL COMMUNITY SERVICES 513,997.00 10,665.10 351,483.47 59.28 ( 46,805.44) 209,318.97
_____________________________________________________________________________________________________________________________
*** TOTAL EXPENSES *** 513,997.00 10,665.10 351,483.47 59.28 ( 46,805.44) 209,318.97
============= ============= ============= ====== ============== ===============
*** REVENUES OVER/(UNDER) EXPENSES( 177,784.00)( 10,665.1( 12,333.89) 19.39- 46,805.44 ( 212,255.55)
*** END OF REPORT ***
Page 15 of 15