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HomeMy WebLinkAboutAgenda_GVPID_11.11.2019Notice of Meeting for the Georgetown Village P ublic I mprov ement District of the City of Georgetown Nov ember 11, 2019 at 6:00 P M at West Side Serv ice C enter located at 5501 Williams Driv e, Georgetown, Texas 78633 T he C ity o f G eorgetown is c o mmitted to c ompliance with the Americans with Dis ab ilities Ac t (ADA). If yo u req uire as s is tanc e in participating at a p ublic meeting d ue to a disability, as d efined und er the ADA, reasonable as s is tance, ad ap tatio ns , or acc o mmo d ations will b e provid ed up o n req uest. P leas e contac t the C ity S ecretary's O ffic e, at leas t three (3) d ays p rio r to the s cheduled meeting date, at (512) 930-3652 or C ity Hall at 808 Martin Luther King Jr. S treet, G eo rgeto wn, T X 78626 for ad d itional info rmation; T T Y us ers route thro ugh R elay Texas at 711. Regular Session (T his R egular S es s ion may, at any time, be rec es s ed to c o nvene an Exec utive S es s ion for any purp o s e authorized b y the O pen Meetings Ac t, Texas G o vernment C ode 551.) A C all to O rd er B C hange in financial rep o rting and P res entatio n o f the G eorgetown Village P ublic Imp ro vement Dis tric t (G VP I D) monthly financial rep o rt fo r the month of O c tober 2019. - P aul Diaz C G VP I D Meeting D Tree Trimming & S treet Tree R emo val L egislativ e Regular Agenda E P ublic Wishing to Address the Board O n a subject that is posted on this agenda: P leas e fill o ut a s p eaker regis tratio n fo rm whic h can be found o n the table at the entrance to the Board Meeting. C learly p rint your name and the letter of the item on whic h yo u wis h to speak and present it to the S taff Liais o n, prior to the start of the meeting. You will be called forward to speak when the Bo ard c o nsiders that item. O nly p ers o ns who have d elivered the speaker fo rm prior to the meeting being called to order may speak. On a subject not posted on the agenda: P ers o ns may ad d an item to a future R egular s ched uled Bo ard agenda by filing a written req uest with the S taff Liaison no later than one week prior to the Board meeting. T he req ues t mus t inc lude the sp eaker ’s name and the s p ecific topic to be ad d res s ed with sufficient info rmation to info rm the b o ard and the pub lic. Only those persons who have submitted a timely request will be allowed to speak. F or Board Liais o n contac t info rmation, p leas e logo n to https://governm ent.georgetow n.org/gvpid/ -At time of p ostin g , n o p erson/s h a d sign ed up to address T h e B oard F C ons id eratio n and p o s s ib le ac tion to app ro ve the Minutes fo r R egular Bo ard Meeting O c tober, 2019 - Tina Davis , Bo ard Liaison Adjournment Page 1 of 36 Adjournment Ce rtificate of Posting I, R obyn Dens mo re, C ity S ec retary for the C ity of G eorgetown, Texas, do hereb y certify that this Notice of Meeting was p o s ted at C ity Hall, 808 Martin Luther King Jr. S treet, G eorgeto wn, T X 78626, a p lace readily acc es s ib le to the general p ublic as req uired by law, on the _____ day of _________________, 2019, at __________, and remained so p o s ted fo r at leas t 72 c o ntinuo us hours prec eding the sc heduled time of s aid meeting. __________________________________ R o b yn Dens more, C ity S ecretary Page 2 of 36 City of Georgetown, Texas Georgetown Village I mprovement District November 11, 2019 S UB J E C T: C hange in financ ial reporting and P resentation of the G eo rgeto wn Village P ub lic Improvement District (G VP I D) mo nthly financ ial report for the mo nth o f O cto b er 2019. - P aul Diaz IT E M S UMMARY: C hange in financ ial reporting and presentation of the financ ial report for the mo nth O c tober, 2019 F IN AN C IAL IMPAC T: . S UB MIT T E D B Y: P aul Diaz, Budget Manager AT TAC H ME N T S: D escription Type GVPID October Financals Backup Material Page 3 of 36 F Village PID Report VILLAGE PID REPORT RRRRevenuesevenuesevenuesevenues are comprised of property tax and allocated interest. Property tax revenue is budgeted at $452,210. The majority of property tax revenue is typically received in the months of January and February after notices are mailed out. Year to date, the fund has not received any revenue. EEEExpenses xpenses xpenses xpenses include administrative charges, contracts, and maintenance. Year to date, FY2020 actuals total $26,198. Please note, FY2020 Year-to-Date spending plus Encumbrances is equal to the FY2020 actuals. There is one prior year encumbrance in the fund of $7,274 in contracts. The administrative charges are typically processed monthly. However, at the time of this report, those charges have not been processed due to the workload requirements to close out FY2019. After the close out of FY2019, these charges will be booked monthly. By the end of FY2020, the actual expenses will be at the budgeted amount. Fund Schedule DevelopmentFund Schedule DevelopmentFund Schedule DevelopmentFund Schedule Development In the upcoming weeks, the accounting staff along with the City’s outside independent auditor Weaver and Associates will begin the Year-End Audit and Comprehensive Annual Financial Report or CAFR process. Following the completion of the CAFR, staff will update fund schedules with audited fund balances. Currently, the fund balance is only the budgeted figure and not the actual. It is anticipated staff will have that information around the January or February meeting. Later in the year as part of the FY2021 Budget Development Process, the Budget Office will develop year-end projections for FY2020. This occurs in April and May. After those projections are completed, staff will add an additional column to show those figures to the fund schedule and their proximity to budget. Page 4 of 36 F Village PID Report Fund Schedule 234 - Village PID FY2020 Budget Beginning Fund Balance 151,636 Revenues FY2020 Budget FY2020 Year- to-Date FY2020 Encumbrance FY2020 Actuals % Of Budget Interest 5,100 - - - 0.00% Tax Revenue 452,210 - - - 0.00% Grand Total 457,310 - - - 0.00% Expenses FY2020 Budget FY2020 Year- to-Date FY2020 Encumbrance FY2020 Actuals % of Budget Administrative Charges 48,744 - - - 0.00% Capital - - - - 0.00% Contract & Leases 105,160 7,674 (7,274) 400 0.38% Maintenance 102,300 17,432 392 17,824 17.42% Operations 44,624 7,974 - 7,974 17.87% Grand Total 300,828 33,080 (6,882) 26,198 8.71% FY2020 Budget Ending Fund Balance 308,118 CAFR Adjustment - Contingency Reserve 113,053 Shell Landscape - Available Fund Balance 195,065 FY2020 Actuals FY2020 Actuals Page 5 of 36 City of Georgetown, Texas Georgetown Village I mprovement District November 11, 2019 S UB J E C T: G VP I D Meeting IT E M S UMMARY: Meetings , C anc ellatio ns and Agenda items-discussion only F IN AN C IAL IMPAC T: . S UB MIT T E D B Y: Wayne R eed, As s is tant C ity Manager Page 6 of 36 City of Georgetown, Texas Georgetown Village I mprovement District November 11, 2019 S UB J E C T: Tree Trimming & S treet Tree R emoval IT E M S UMMARY: P res enting the loc ations of the trees to be trimmed or remo ved alo ng with c os t es timates fo r eac h typ e of work. F IN AN C IAL IMPAC T: . S UB MIT T E D B Y: R ay Miller, P ub lic Works Direc tor AT TAC H ME N T S: D escription Type Georgetown Village -Tree Map Backup Material GVPID Trees Spreads heet Backup Material Es timate_7318_from_ Legacy_Abor_Care Backup Material Page 7 of 36 Page 8 of 36 Page 9 of 36 No.Location House number Reference 1 Hickory Ln & Greenside Ln 151 Greenside Ln 2 Hickory Ln & Summers Green 117 Hickory Ln 3 Westburry Ln & Greenside Ln 154 Westburry Ln 4 Westburry Ln & Village Commons Blvd Trees between 603-611 Westburry Ln 5 Westburry Ln & Village Commons Blvd 607 Westburry Ln 6 Westburry Ln & Cedar Elm Ln 1003 Cedar Elm Ln 7 Sycamore St & Westburry Ln 202 Sycamore St 8 Sycamore St & Greenside Ln 302 Sycamore St 9 Sycamore St & Greenside Ln 229 Sycamore St 10 Madrid Dr & Rosedale Blvd 503 Rosadele Blvd 11 Bluehaw Dr & Pinion 309 Bluehaw Dr 12 Bluehaw Dr & Tascate St 549 Bluehaw Dr 13 Madrone Dr & Narranjo 903 Madrone Dr 14 Madrid Dr & Bloxwood Lp 1003 Bloxwood Lp 15 Madrid Dr & Bloxwood Lp 1125 Bloxwood Lp 16 Rosadale Blvd and Poplar Dr 906 Poplar Dr 17 Rosadale Blvd & Elmwood Dr 908 Elwood Dr Anything over the R.O.W. Tree is inside property Page 10 of 36 No.Location House number Reference 1 Westburry Lnf & Village Commons Blvd 558 Westburry 2 Greenside Ln & Village Commons Blvd 102 Greenside Ln 3 Greenside Ln & Hickory Ln 138 Hickory Ln 4 Greenside Ln & Cedar Elm Ln 1019 Cedar Elm Ln 5 Hickory Ln & Rosebud Ln 117 Rosebud Ln 7 Tascate St & Moral Pass 203 Moral Pass 8 Madrid Dr & Birch Drive 4602 Madrid Dr 9 Madrid Dr & Sherwood Ct 501 Sherwood Ct 10 Popular Dr & Fairmont Dr 700 Fairmont Dr ** Pictures of trees to be remove included Page 11 of 36 Page 12 of 36 Page 13 of 36 Page 14 of 36 Page 15 of 36 Page 16 of 36 Page 17 of 36 Page 18 of 36 Page 19 of 36 Page 20 of 36 Page 21 of 36 Page 22 of 36 Page 23 of 36 Page 24 of 36 Page 25 of 36 Page 26 of 36 Page 27 of 36 Page 28 of 36 Page 29 of 36 Office: 512 971-5070 ~ Email: office@legacyarbor.com We accept Visa, Mastercard, American Express and Discover Estimate ADDRESS Heather Brewer McFarling City of Georgetown 1101 N. College St. Georgetown, TX 78627 SHIP TO Heather Brewer McFarling City of Georgetown 1101 N. College St. Georgetown, TX 78627 ESTIMATE #7318 DATE 11/05/2019 PROPERTY NAME Georgetown Village Road DATE ACTIVITY AMOUNT 11/05/2019 Tree prunePrune trees at the following locations to provide clearance for stop sign visibility. Seal all wounds on oak trees. Chip and haul away all debris. Locations include: Hickory Ln and Greenside Ln, Hickory Ln and Summers Green, Westbury Ln and Greenside Ln, Westbury Ln and Village Commons Blvd (two locations), Westbury Ln and Cedar Elm Ln, Sycamore St and Westbury Ln, Sycamore St and Greenside Ln (two locations), Madrid Dr and Rosedale Blvd, Bluehaw Dr and Tascate St, Bluehaw Dr and Pinion, Madrone Dr and Narranjo, Madrid Dr and Boxwood Lp (two locations), Rosedale Blvd and Poplar Dr, Rosedale Blvd and Elmwood Dr. 1,075.00 11/05/2019 Tree removalRemove and grind stumps of trees at the following locations blocking stop signs. Chip and haul away all debris. Locations include: 558 Westbury, 102 Greenside Ln, 138 Hickory Ln, 1019 Cedar Elm Ln,117 Rosebud Ln, 203 Moral Pass, 4602 Madrid Dr, 501 Sherwood Ct, and 700 Fairmont Dr. 1,375.00 11/05/2019 Tree removalRemove and grind stumps of trees at the following locations blocking stop signs. Chip and haul away all debris. Locations include: 344 Berretta, 1248 Naranjo, 972 Naranjo, 203 Moral, 502 Bluehaw, 202 Bluehaw, 702 Westbury, 501 Sheepshank, 512 Sheepshank, 1228 Half Hitch, 480 Sheepshank, 134 Hickory, 1228 Crown Anchor, 1101 Clove Hitch, and 1201 Half Hitch. 975.00 TOTAL $3,425.00 Accepted By Accepted Date Page 30 of 36 City of Georgetown, Texas Georgetown Village I mprovement District November 11, 2019 S UB J E C T: Public Wishing to Address the Board O n a subject that is posted on this agenda: P leas e fill out a speaker regis tration form which c an b e fo und on the tab le at the entranc e to the Board Meeting. C learly print your name and the letter o f the item o n which yo u wis h to s p eak and p res ent it to the S taff Liaison, prior to the start of the meeting. You will b e c alled forward to s p eak when the Bo ard c ons id ers that item. O nly p ers ons who have delivered the s p eaker fo rm prior to the meeting being called to order may s p eak. On a subject not posted on the agenda: P ers ons may add an item to a future R egular sc heduled Bo ard agend a by filing a written reques t with the S taff Liais o n no later than one week prior to the Bo ard meeting. T he reques t must includ e the s p eaker ’s name and the spec ific topic to b e addressed with s uffic ient informatio n to inform the board and the p ublic . Only those persons who have submitted a timely request will be allowed to speak. F o r Bo ard Liaison c o ntact informatio n, please lo gon to https://governm ent.georgetow n.org/gvpid/ -At time of posting, no person /s had sig n ed u p to a d d ress T he B oa rd IT E M S UMMARY: F IN AN C IAL IMPAC T: . S UB MIT T E D B Y: Marlene Mc Mic hael, C hair P erson Page 31 of 36 City of Georgetown, Texas Georgetown Village I mprovement District November 11, 2019 S UB J E C T: C o nsideration and pos s ible actio n to ap p rove the Minutes for R egular Board Meeting O cto b er, 2019 - Tina Davis, Board Liais o n IT E M S UMMARY: Updated Minutes fo r R egular June 2019 & July 2019 Meeting and the Minutes of the R egular Meeting fo r August 12, 2019 F IN AN C IAL IMPAC T: . S UB MIT T E D B Y: Tina Davis, Board Liais o n AT TAC H ME N T S: D escription Type GVPID_Minutes _10.14.2019 Backup Material Page 32 of 36 Georgetown Village PID Page 1 of 3 October 14, 2019 City of Georgetown, Texas Georgetown Village Public Improvement District Advisory Board Meeting Minutes Monday, October 14, 2019 at 6:00 p.m. West Side Service Center located at 5501 Williams Dr. Georgetown, TX 78633 Board Members Present: Penny Evans, Marlene McMichael, Chair; Marsi Liddell, Vice Chair; Cara McKinney, Secretary; Michael Charles; Board Members Absent: Norma Baker, Gary Newman, Howard Davis, Alternate; Steve Taylor, Alternate Staff Members Present: Ray Miller, Public Works Director; Seth Gipson, Performance Management Program Manager; Eric Nuner, Assistant Parks Director; Tina Davis, Board Liaison Staff Members Absent: Wayne Reed, Assistant City Manager; Paul Diaz, Budget Manager Others Present: Ronnie Stafford, Covey Landscape Architects; Tyler Richburg, Covey Landscape Architects 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 6:01 PM. B. Change in Financial reporting and Presentation of the Georgetown Village Public Improvement District (GVPID) monthly financial reports for the month of September 2019. – Paul Diaz. Seth Gipson handed out a paper copy of the September financials and presented the budget report for the month of September on behalf of Paul Diaz who was absent. Notes YTD totals: Taxes are $427,793, interest earned, $20,677 for a total revenue of $448,470, parks improvement $103,250 (Madrone Park), current funds available, $920,703 with $106K in contingency reserve. Bottom line current funds available is $814,703. Board questioned the $103K for Madrone Park improvements. Eric and Ronnie explained the $103,250 was encumbered for the park improvement. To date, only $62K has been spent. C. Update and presentation from the August Sub-Committee Meeting (September meeting was cancelled) – Eric Nuner, Assistant Parks Director Liddell asked about the cancelled September meeting. Gipson explained, Wayne was waiting to speak with City Attorney regarding meeting schedule and would set up a conference call in the near future. Nuner notes there have been 3 Sub-Committee meetings so far where Covey Landscape has presented photos & handouts of materials they intend to use. Today’s update brings Board up to date on things that have been discussed and agreed Page 33 of 36 Georgetown Village PID Page 2 of 3 October 14, 2019 upon during Sub-Committee meetings. Nuner turned it over to Stafford for update. Stafford notes they are in the construction document phase currently. Gave handouts to Board to follow along and show location of benches, sitting areas and improvements to be made in the parks. Power currently available at all entryways for low lighting except Bellaire. Stafford is reviewing cost associated with lighting the entryway at Bellaire. Discussed possible location for construction staging area to prevent any major hazards during improvement project. Covey will meet with Sub-Committee in November for further update on progress of design. Covey will bring design back to Board before taking the project to bid in January for approval to Council in February. Liddell asked if Board Members could be present for Bid. Nuner said yes but explained, during the bidding process, companies present their bid for the entire project in a sealed envelope. There is no discussion. The bids are received and time/date stamped. It is customary to award the bid to the lowest bidder. Before the bid is awarded, the Board will receive an explanation on why the winning bid was selected. Liddell noted Heather Brewer is a wonderful person. Heather follows up with phone calls, is patient and answers questions. Charles thanked Davis for assisting him in getting a neighbors sprinkler fixed that was damaged during removal of a T-Post from the homeowners tree. Legislative Regular Agenda D. 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 person/s had signed up to address the Board. E. Consideration and possible action to approve the Updated Minutes for the Regular June 2019 & July 2019 Meeting and the Minutes of the Regular meeting for August 12, 2019- Tina Davis, Board Liaison Motion by Liddell, seconded by McKinney to approve the Updated Minutes for the Regular June 2019 & July 2019 Meeting and the Minutes of the Regular Meeting for August 12, 2019. No discussion. Approved 5-0-2 (Baker and Newman absent) Page 34 of 36 Georgetown Village PID Page 3 of 3 October 14, 2019 F. Consideration and possible action to approve the Corrected Minutes of the Sub-Committee for May 2019 and the Minutes of the Sub-Committee for June 2019 and August 2019, Tina Davis, Board Liaison Motion by Liddell, seconded by Cara to approve the Corrected Minutes of the Sub- Committee for May 2019 and the Minutes of the Sub-Committee for June 2019 and August 2019. No discussion. Approved 5-0-2 (Baker and Newman absent) Adjournment Motion to adjourn by McMichael, second by Charles. The meeting adjourned at 7:11 p.m. __________________________________ ______________________________ Marlene McMichael, Chair Cara McKinney, Secretary ___________________________________ Board Liaison Page 35 of 36 City of Georgetown, Texas Georgetown Village I mprovement District November 11, 2019 S UB J E C T: Ad jo urnment IT E M S UMMARY: F IN AN C IAL IMPAC T: . S UB MIT T E D B Y: Marlene Mc Mic hael, C hair P erson Page 36 of 36