HomeMy WebLinkAboutAgenda_GVPID_01.13.2020Notice of Meeting for the
Georgetown Village P ublic I mprov ement District
of the City of Georgetown
January 13, 2020 at 6:00 P M
at West Side Serv ice Center located at 5501 Williams Driv e, Georgetown, T X. 78628
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.
* * * R E V I S E D A G E N D A * * *
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 - Marlene Mc Michael, C hair
B G eo rgetown Village P ub lic Improvement Dis tric t (G VP I D) monthly financ ial report for the month of
Dec emb er 2019 - P aul Diaz
C P rojec t Update - Eric Nuner
D Update/s from C ity S taff ( if any) - Wayne R eed - N O AC T I O N TAKEN
L egislativ e Regular Agenda
E Tree Trimming Up d ate - R ay Miller
F 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
G C ons id eratio n and p o s s ib le ac tion to app ro ve the Minutes fo r the R egular Board Meeting Novemb er,
2019 - Tina Davis , Bo ard Liaison
Page 1 of 8
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 _________________, 2020, 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 8
F
VILLAGE PID MONTHLY REPORT AS OF DECEMBER 31, 2019
OOOOperating revenuesperating revenuesperating revenuesperating revenues are comprised of allocated interest and property tax. Allocated interest revenues to date total
$3,105 or 60.89% of budget. Revenues from property taxes total $26,606, or 5.88%, of budget. The majority of
property tax revenue is typically received in the months of January and February.
OOOOperating perating perating perating expenses expenses expenses expenses include administrative charges, capital, maintenance, operations, contracts and leases. Operating
expenses also include encumbrances, funds the department has set aside to pay for contracts and leases, irrigation
maintenance, as well as special services. Combining all expenses listed, year to date the expenses total $140,328 or
46.65% of budget. 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. Operational expenses total zero through the month. Overall, expenses are in line with the budget.
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 finalize 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 February
meeting.
Staff will complete a second reading of a CIP Rollforward Amendment to Council in January. Staff is proposing to
recognize a positive beginning fund balance adjustment of $767,542. This adjustment is comprised of $9,878 of
additional revenue and $757,665 of expense budgeted but not spent in FY2019. Staff is proposing to rollforward
capital improvement projects into FY2020 so these projects can be completed. The following projects are proposed
to be moved to FY2020: Madone Park for $56,750, parklets for $279,794, Rowan Park for $143,141, and Shell road
for $195,227. Pending the approval of the budget amendment in January, staff will update the fund schedule to
reflect the CIP Rollforward Amendment.
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.
Please note in the fund schedule located on the next page year to date expenses + encumbrances = FY2020 Actuals.
Page 3 of 8
F
Fund Schedule as of December 31, 2019
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 3,105 - 3,105 60.89%
Tax Revenue 452,210 26,606 - 26,606 5.88%
Grand Total 457,310 29,712 - 29,712 6.50%
Expenses
FY2020
Budget
FY2020 Year-
to-Date
FY2020
Encumbrance
FY2020
Actuals % of Budget
Administrative Charges 48,744 - - - 0.00%
Capital - 17,625 (13,125) 4,500 0.00%
Contract & Leases 105,160 14,948 73,522 88,469 84.13%
Maintenance 102,300 19,927 5,048 24,975 24.41%
Operations 44,624 20,339 2,045 22,384 50.16%
Grand Total 300,828 72,838 67,490 140,328 46.65%
FY2020
Budget
Ending Fund Balance 308,118
CAFR Adjustment -
Contingency Reserve 113,053
Shell Landscape -
Available Fund Balance 195,065
FY2020 Actuals
Page 4 of 8
City of Georgetown, Texas
Georgetown Village I mprovement District
January 13, 2020
S UB J E C T:
C o nsideration and pos s ible actio n to ap p rove the Minutes for the R egular Bo ard Meeting No vember, 2019
- Tina Davis , Bo ard Liaison
IT E M S UMMARY:
Minutes from the November G VP ID meeting.
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 -November Backup Material
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Georgetown Village PID Page 1 of 3
November 11, 2019
City of Georgetown, Texas
Georgetown Village Public Improvement District Advisory Board Meeting
Minutes
Monday, November 11, 2019 at 6:00 p.m.
West Side Service Center located at 5501 Williams Dr. Georgetown, TX 78633
Board Members Present: Penny Evans, Marsi Liddell, Vice Chair; Cara McKinney, Secretary;
Michael Charles; Norma Baker; Gary Newman; Steve Taylor, Alternate
Board Members Absent: Marlene McMichael
Staff Members Present: Wayne Reed, Assistant City Manager; Paul Diaz, Budget Manager;
Ray Miller, Public Works Director; Seth Gipson, Performance Management Program Manager;
Eric Nuner, Assistant Parks Director; Tina Davis, Board Liaison
Staff Members Absent: None
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 Vice Chair 6:01 PM.
B. Change in Financial reporting and Presentation of the Georgetown Village Public
Improvement District (GVPID) monthly financial report for the month of October 2019. –
Paul Diaz. – Paul explained as a result of the City’s reorganization, the Budget Office will
take over the accounting reporting structure that was previously presented by Accounting
and he will present the GVPID monthly financial report at the Board Meetings. The GVPID
revenue is generated by $.14 property tax. Once billed, the property tax typically begins to
come in in January/February. Currently nothing has been collected for property tax revenue.
Budget expects to see GVPID’s amount to budget at 95% in January/February. Overall
GVPID’s financials are right on pace with 3-5 year trend with budget and actuals.
Estimating $5K in property tax will generate $450 for FY20. Expenses for FY2020 is allocated
at $300K broken down into 3 categories; Contract & Leases approximately $105K,
Maintenance approximately $103K, Operations approximately $45K and Administrative
Charges approximately $48K. Current expenses FY 2020 to date Contract & Leases, $7674,
Maintenance $17,432, Operations $7974 for a total of $33,080. Questions asked, if a budget
analysis was preformed, if an informal audit was completed prior to Budget taking over the
GVPID Financial reporting and dose the City do effective tax rate calculations? Answers: an
analysis is not initiated unless the projected amounts show a noticeable variance. An
informal audit was not done prior to the Budget department taking over for the Accounting
department because they are both under the Finance Department and effective tax rate
calculations are mandatory per state statue on the truth and taxation calculation for the
overall tax rate we set for the City. There is not a portion that is applied to the effective tax
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Georgetown Village PID Page 2 of 3
November 11, 2019
rate for GVPID because the PID gets to set the amount. Michael asked for a follow up on the
appraisal rules. Seth answered: He is working to get the information and recreate the
document prior to presenting it.
C. GVPID Meeting – Discussion: Marsi asked for clarification on the protocol for
scheduling/cancelling meetings and adding items to the agenda. Wayne answered:
According to By-laws, the Board shall meet at a predictable time, day and location. If there
are a lack of action items to vote on, the Staff or Chair can cancel the meeting. City staff
makes every effort to notify the Board and citizens of a cancelled meetings. Wayne agreed to
look into an additional way to notify everyone when a meeting has been cancelled. Michael
suggested a public notice on Nextdoor or the City’s website. Agenda items can be added by
City staff, given to the Chair person or sent to the Liaison for the Assistant City Manager to
approve prior to being added to the Agenda. The person requesting the item is responsible
for preparing the coversheet and presenting the item.
D. Tree Trimming & Street Tree Removal – Ray Miller – Discussion: Ray presented a handout
to the Board with pictures and the address of specific trees that present a traffic obstacle to
the public by restricting a safe view to drivers and pedestrians. This information was given
to the Board for their feedback, to see if the Board would agree to use GVPID funds to cover
the cost of removing trees. Ray states there are a total of 17 trees recommended for trimming
and 10 trees recommended for removal with an estimate of $3500 to complete the project.
Marsi asked what criteria was used to determine if a tree is removed. Ray states, the criteria
used to determine a tree removal was based on the location of the tree to the crosswalk,
corner and/or intersection. Cara asked if there were any alternatives to removing trees. Ray
explained there really are no alternatives to not remove trees that were never placed within
the mandatory guidelines. The guidelines dictate where the location of trees can or cannot
be placed in conjunction to signage. Wayne explained to the Board, in an emergency
situation where it was determined that an accident was caused by a sign blockage because
of a tree, the City would likely take responsibility for the cost. Michael is not in agreement
with spending PID funds on private property. The trees presented in the handout are in the
right of way. Ray agreed to re-evaluate the threes that were in question to see if there is a
possibility of relocating the sign but only for areas where permitted. Marsi asked if trees
could be pruned vs removed. Ray explained the tree would continue to grow and cause
future obstruction. Marsi suggest sending a letter to the particular homeowner to explain
when and why the tree is scheduled to be removed. Wayne agreed (at the next meeting) to
bring a draft copy of the letter from the City that will be sent giving the homeowner City
contact information and an explanation on the decision to remove the tree. Ray agreed to
bring back further evaluation of the trees in question to the next meeting and a plan of
action so the Board is informed and answer any additional questions before making a
decision on if they are in agreement with this being a GVPID expense or not. Carl Conn
addressed the Board: Took pictures of the intersection closes to his home and suggested
speed bumps in addition to the white line and stop sign. Has witness people in the past run
the stop sign and believes removing the tree closest to his home would not prevent anyone
from running the stop sign. He believes the speed bump will provide everyone visibility as
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Georgetown Village PID Page 3 of 3
November 11, 2019
an alternative to removing trees. He would like the Board to consider not removing the tree
located. Wayne agreed to accept the pictures from Mr. Conn via email. Ray explained
“typically speed bumps are not placed on publically maintained streets because of
emergency vehicles and in reality most people speed up prior to the speed bump. Cara
suggested flashing stop signs. Ray agreed to look at the possibility of flashing lights for cost
effectiveness.
Legislative Regular Agenda
E. 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/
Carl Conn Jr. addressed the Board on item D
F. Consideration and possible action to approve the Minutes for the Regular Board Meeting
October 2019 - Tina Davis, Board Liaison
Motion by McKinney, seconded by Charles to approve the Minutes for the Regular
Meeting for October, 2019. No discussion. Approved 0-0-1 (Marlene McMichael absent)
Adjournment
Motion to adjourn by McMichael, second by Charles. The meeting adjourned at 7:01 p.m.
__________________________________ ______________________________
Marlene McMichael, Chair Cara McKinney, Secretary
___________________________________
Board Liaison
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