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HomeMy WebLinkAboutAgenda_GVPID_01.08.2018Notice of Meeting for the Georgetown Village Public Improv ement District of the City of Georgetown January 8, 2018 at 6:00 PM at West Side Serv ice Center, located at 5501 Williams Dr Georgetown, TX 78633 The City o f G eo rgeto wn is committed to comp lianc e with the Americans with Dis abilities 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, reas onab le 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 c o ntact the City Sec retary's Office, at leas t three (3) days prior to the sc hed uled meeting d ate, at (512) 930-3652 o r City Hall at 113 Eas t 8th Street fo r add itional info rmation; TTY us ers ro ute through Relay Texas at 711. Regular Session (This Regular S es s io n may, at any time, b e rec es s ed to convene an Exec utive S es s io n fo r any p urpose authorized b y the Op en Meetings Act, Texas Go vernment Co d e 551.) A Co nsideration and possible actio n to approve the minutes o f the Dec ember 11, 2017 regular meeting - Karen Fro s t, R ecording Sec retary B Dis cus s ion regard ing the Contrac ts Progres s Report - Jim Briggs , General Manager o f Utilities C 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 December 2017 - La'Mar Kemp , Acc o untant D Pres entatio n and d is cus s io n o n Geo rgetown Village Pub lic Imp ro vement Dis tric t landsc ap e, amenity, and wayfind ing s ignage mas terplan. Eric Nuner, As s is tant Parks and Recreation Directo r E Developer's Up d ate - Gary Newman Public Wishing to Address the Board On a sub ject that is pos ted on this agend a: Pleas e fill out a speaker regis tration form which c an b e found at the Bo ard meeting. C learly p rint yo ur name, the letter o f the item o n which yo u wis h to s p eak, and present it to the Staff Liais o n, p referab ly p rio r to the s tart of the meeting. You will be called forward to speak when the Board cons id ers that item. On a sub ject not pos ted on the agend a: Pers ons may add an item to a future Bo ard agenda b y filing a written req uest with the S taff Liaison no later than one week prior to the Board meeting. T he req uest mus t inc lude the s p eaker's name and the s p ecific to p ic to b e ad d res s ed with sufficient information to info rm the b o ard and the p ublic . For Board Liais on c o ntact info rmatio n, pleas e lo gon to http://go vernment.georgetown.o rg/category/b o ard s -commissions /. F At the time of th is posting, no citizens were sig n ed up to sp ea k. Adjournment CERTIFICATE OF POSTING Page 1 of 13 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 __________________, 2018, 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 13 City of Georgetown, Texas Georgetown Village Improvement District January 8, 2018 SUBJECT: Cons id eration and p o s s ib le ac tion to approve the minutes of the December 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_12.11.2017 Backup Material Page 3 of 13 Georgetown Village PID Page 1 of 2 Meeting: December 11, 2017 City of Georgetown, Texas Georgetown Village Public Improvement District Advisory Board Meeting Minutes Monday, December 11, 2017 at 6:00 p.m. West Side Service Center located at 5501 Williams Dr. Georgetown, TX 78633 Members present: Melinda Marler, Chair; Richard Harrison; Cara McKinney, Alternate; Brian Ortego, Vice-Chair; Gary Newman, Developer Rep; and Penny Evans, Developer Rep Members Absent: Norma Baker, Alternate; Marlene McMichael; and Katie Porter Staff present: Eric Nuner, Asst. Parks Director; Octavio Garza, Public Works Director; La’Mar Kemp, Accountant; Christi Rawls, Asst. Controller; and Karen Frost, Planning Specialist. The meeting was called to order by Chair Marler at 6:00 p.m. A. Consideration and possible action to approve the minutes of the November 13, 2017 regular meeting. Motion by Harrison to approve the minutes amended to show that Norma Baker was absent. Second by Ortego. Approved 5 – 0. (McMichael absent, Newman not in at this time.) B. Presentation of the Georgetown Village Public Improvement District (GVPID) monthly financial reports for the month of November 2017. La’Mar Kemp, Accountant Kemp reported that most tax assessment payments will be coming in during January and February. No further questions. C. Discussion regarding the Contracts Progress Report – Jim Briggs, General Manager of Utilities Newman entered the meeting. Octavio Garza provided the update in Briggs absence. He explained that the contract for the sidewalk repairs has been pushed to February and March 2018, weather permitting. Nuner reported that the landscape maintenance included cutting back perennials during the next month. The estimated cost for installing lighting at the roundabout is over twice the amount of money left in the contract and the job will be re-evaluated. Different options are being considered, including packaging the lighting installation with other items as part of the overall master plan. D. Presentation and discussion on Georgetown Village Public Improvement District landscape, amenity, and wayfinding signage masterplan. Eric Nuner, Assistant Parks and Recreation Director Ronnie Stafford, with Covey Landscaping explained the process they used to develop the proposals. The consultants began the process by taking an inventory of the existing signage and landscaping in the Village and then looked for other communities that could be used to compare with this one in the central Texas area. Areas used for consideration were Belterra in Dripping Springs, and Avery Ranch in Austin. The details of those developments were considered and it was identified that there is consistency across the different neighborhoods within each of these developments that is tied together with certain elements of their Page 4 of 13 Georgetown Village PID Page 2 of 2 Meeting: December 11, 2017 signage, to provide a more specific sense of place. That is what the consultants suggest doing in the Village. The board members reviewed the ideas and spoke about different types of materials and signage. They agreed that they liked the higher contrast between the light/white colored lettering and the dark background colors. They liked the metal letters on the limestone. They prefer using an upper case letter for the first letter of the name and then lower case for the rest of the letters on a sign. They prefer a more classic, rather than modern, font. It was identified that they prefer shorter, 2.5 foot metal and stone signs for the trail signage. The park signage may be driven by the use of the existing Georgetown parks standard signage. Nuner will look into required standards. Board members were thanked by the consultants for their comments and encouraged to put any further comments into an email and sent to Karen for forwarding. E. Developer's Update - Gary Newman Newman reported the Concept Plan for the second section of the Village has not changed. They are talking to builders. They are working on a new PID, which will be structured differently than this is existing PID. Thirty-seven acres were just dedicated to the county for a wildlife preserve and the County Commissioners voted to approve that. Newman stated that the builder does not want to assist with the removal of the rocks at Beretta Park and so that park cannot be mowed/maintained at this time. He may ask the PID Board to assist with that cost to expedite the acceptance of the park by the city. Ashton Woods Home builder has decided to not continue building in the Village. Public Wishing to Address the Board: Michael Charles, 244 Beretta Circle, asked for reconsideration of installing the roundabout at the intersection of Bellaire and Rosedale. It was not required of the developer at the time of construction and he thinks it would slow traffic and improve the aesthetics of the area. He also wants the rocks to be picked up at Beretta Park so that maintenance can be started there. Adjournment Motion by Ortego to adjourn. Second by Harrison. The meeting was adjourned at 7:47 p.m. ______________________________ ______________________________ Approved, Melinda Marler, Chair Attest, Brian Ortego Page 5 of 13 City of Georgetown, Texas Georgetown Village Improvement District January 8, 2018 SUBJECT: Disc ussion regarding the Co ntracts Pro gress R ep o rt - Jim Briggs, General Manager of Utilities 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 Contracts Progres s REport Jan 2018 Backup Material Page 6 of 13 Georgetown Village Public Improvement District (GVPID)Georgetown Village Public Improvement District (GVPID)Georgetown Village Public Improvement District (GVPID)Georgetown Village Public Improvement District (GVPID) Contracts Progress ReportContracts Progress ReportContracts Progress ReportContracts Progress Report Project BudgetProject BudgetProject BudgetProject Budget Project CostProject CostProject CostProject Cost AvailableAvailableAvailableAvailable Landscape Maintenance Landscaping services from July 1st to September 30th. Includes general grounds maintenance of all pocket parks, roundabouts and medians, and landscape easement lots, including irrigation repair Contract will continue with Bright View on a month to month basis until award of new contract is complete (Jan/Feb). Mowing was completed on Sept. 7, 14, 21 and 28. Mulch and fall application of fertilizer and pre-emerge in turf and beds were completed week of Oct. 2 Austin Landscape Supplies will be installing mulch week of Oct. 10 (Village Pool parking lot) - BrightView $13,000-ALS $8,750 Total $21,750 Mutt Mitts are being taken care of and ant mounds are being treated during site visits. Irrigation repairs complete. Irrigation timers were scaled back to a fall schedule. Complete monthly checks completed week of Sept. 26. Inspection Reports for the month of Aug are attached. As of the date of this report, Inspection Reports for the month of Sept have not been submitted.Open $24,204.00 $24,204.00 $0.00 Roundabouts Landscape Renovation Landscape renovation of the two roundabouts along Village Commons Blvd Meeting with Integrated Environmental week of Oct. 2. Work is scheduled to begin Oct. 12. Open $88,622.44 $88,622.44 Tree Trimming Tree trimming services of trees located in all pocket parks, roundabouts and medians, and landscape easement lots Legacy Arbor has started in a small section. Work will resume week of Oct. 3.Open $12,250.00 $12,250.00 Alley Repair Application of the Polymer Modified Masterseal (PMM) on alleys Work complete Closed $20,000.00 $20,145.00 -$145.00 Project to DateProject to DateProject to DateProject to Date Project NameProject NameProject NameProject Name DescriptionDescriptionDescriptionDescription StatusStatusStatusStatusUpdateUpdateUpdateUpdate Page 1 of 2 Printed on 1/4/2018 Page 7 of 13 Georgetown Village Public Improvement District (GVPID) Contracts Progress Report FY2017/18 Project Name Description Update Status Project Budget Landscape Maintenance Landscaping services for the GVPID parks areas and road frontages. Contract terms are May 1, 2017 through September 30, 2018 with 3 one year renewal options. Continued perennial cutbacks are taking place. Followed mowing schedule for leaf mulching/removal. Open 87,285.00$ Sidewalk maintenance and repair Trip hazard remediation and replacement "Safe routes first" Sidewalk repairs in this phase have been completed.Closed $30,000 Concrete sidewalk replacement Remove and replace concrete sidewalk sections adjacent to trees where damaged has occurred from tree roots. Repairs are schedeuled to begin in Februrary.Open $31,000 Right of Way Tree Pruning (Phase 2) Pruning of trees located between sidewalk and curb. Areas to be maintained are along portions of Village Commons, Westbury Lane, Village Park Drive, Rosebud, Greenside, Summers Green, Hickory, Fairfield, and Hanover. Bid Opening on 1/8/18 Open 30,000.00$ Page 2 of 2 Printed on 1/4/2018 Page 8 of 13 City of Georgetown, Texas Georgetown Village Improvement District January 8, 2018 SUBJECT: Presentatio n of the Georgetown Village Public Improvement Dis tric t (GVPID) monthly financial rep o rts for the month of Dec ember 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 Oc tober2017. FINANCIAL IMPACT: None. SUBMITTED BY: La'Mar Kemp , Ac c o untant ATTACHMENTS: Description Type Dec 2017 Financial Summary Backup Material December 2017 Financial Statement Backup Material Page 9 of 13 17/18 Budget YTD Activity Variance Revenues: Ad Valorem Taxes 388,128$ 26,596$ (361,532)$ Interest Earned 2,000 1,427 (573) Total Revenues 390,128 28,023 (362,105) Expenditures: Administrative Fee- General Fund 47,858 11,964 35,894 Office Supplies 500 - 500 Brochures, Advertising 3,000 - 3,000 Insurance 2,000 - 2,000 Contracts & Leases, Primary 90,160 90,112 48 Contracts & Leases, Secondary 28,479 - 28,479 Park Master Plan 70,000 59,490 10,510 Above Ground Improvements 38,000 - 38,000 Signs 4,813 - 4,813 Utilities/Irrigation 36,000 15,419 20,581 Maintenance, Sidewalks 42,164 - 42,164 Maintenance, Irrigation 10,900 - 10,900 Maintenance, Ponds 3,000 - 3,000 Maintenance, Alleys 20,000 947 19,053 Maintenance, Street Trees 60,000 - 60,000 Administrative Fee - Joint Service 8,966 2,241 6,725 Total Expenditures 465,840 180,172 285,668 Current Year Variance (75,712) (152,149) (76,437) Beginning Fund Balance 677,161 684,915 [A]7,754 Current Funds Available 601,449$ 532,766$ (68,683)$ 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 January 02, 2018. [A]Unaudited beginning fund balance. Financial Statement Village PID December 31, 2017 Page 10 of 13 1-02-2018 02:16 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: DECEMBER 31ST, 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 388,128.00 0.00 26,596.34 6.85 0.00 361,531.66 TOTAL PRIMARY REVENUE 388,128.00 0.00 26,596.34 6.85 0.00 361,531.66 INTEREST 4-0001-42-100 ALLOCATED INTEREST 2,000.00 0.00 1,412.51 70.63 0.00 587.49 4-0001-42-152 GISD TAX (PID) INTEREST 0.00 0.00 14.64 0.00 0.00 ( 14.64) TOTAL INTEREST 2,000.00 0.00 1,427.15 71.36 0.00 572.85 DEVELOPMENT FEE _____________ _____________ _____________ ______ ______________ _______________ ____________________________________________________________________________________ TOTAL REVENUE 390,128.00 0.00 28,023.49 7.18 0.00 362,104.51 VILLAGE PID =========== OTHER _____________ _____________ _____________ ______ ______________ _______________ ____________________________________________________________________________________ _____________________________________________________________________________________________________________________________ *** TOTAL REVENUES *** 390,128.00 0.00 28,023.49 7.18 0.00 362,104.51 ============= ============= ============= ====== ============== =============== _____________________________________________________________________________________________________________________________ Page 11 of 13 1-02-2018 02:16 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: DECEMBER 31ST, 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 47,858.00 3,988.00 11,964.00 25.00 0.00 35,894.00 5-0211-51-111 OFFICE SUPPLIES 500.00 0.00 0.00 0.00 0.00 500.00 5-0211-51-130 BROCHURES, ADVERTISING 3,000.00 0.00 0.00 0.00 0.00 3,000.00 5-0211-51-200 INSURANCE 2,000.00 0.00 0.00 0.00 0.00 2,000.00 5-0211-51-310 CONTRACT & LEASES, PRIMARY 90,160.00 0.00 15,481.55 99.95 74,630.02 48.43 5-0211-51-311 CONTRACT & LEASES, SECONDA 28,479.00 0.00 18,551.00 0.00 ( 18,551.00) 28,479.00 5-0211-51-315 PARK MASTER PLAN 70,000.00 0.00 0.00 84.99 59,490.00 10,510.00 5-0211-51-341 ABOVE GROUND IMPROVEMENTS 38,000.00 0.00 0.00 0.00 0.00 38,000.00 5-0211-51-342 SIGNS 4,813.00 0.00 0.00 0.00 0.00 4,813.00 5-0211-51-430 UTILITIES 36,000.00 4,599.57 15,418.78 42.83 0.00 20,581.22 5-0211-51-501 MAINT, ALLEYS/SIDEWALKS 42,164.00 0.00 31,086.74 0.00 ( 31,086.74) 42,164.00 5-0211-51-502 MAINT, IRRIGATION 10,900.00 0.00 0.00 0.00 0.00 10,900.00 5-0211-51-503 MAINT , PONDS 3,000.00 0.00 0.00 0.00 0.00 3,000.00 5-0211-51-506 MAINT, ALLEYS 20,000.00 0.00 4,434.13 4.74 ( 3,487.13) 19,053.00 5-0211-51-507 MAINT, STREET TREES 60,000.00 0.00 0.00 0.00 0.00 60,000.00 5-0211-51-950 JOINT SERVICES ALLOCATION 8,966.00 747.00 2,241.00 24.99 0.00 6,725.00 TOTAL OPERATIONS 465,840.00 9,334.57 99,177.20 38.68 80,995.15 285,667.65 ____________________________________________________________________________________ TOTAL VILLAGE PID 465,840.00 9,334.57 99,177.20 38.68 80,995.15 285,667.65 _____________________________________________________________________________________________________________________________ TOTAL COMMUNITY SERVICES 465,840.00 9,334.57 99,177.20 38.68 80,995.15 285,667.65 _____________________________________________________________________________________________________________________________ *** TOTAL EXPENSES *** 465,840.00 9,334.57 99,177.20 38.68 80,995.15 285,667.65 ============= ============= ============= ====== ============== =============== *** REVENUES OVER/(UNDER) EXPENSES( 75,712.00)( 9,334.5( 71,153.71) 200.96 ( 80,995.15) 76,436.86 *** END OF REPORT *** Page 12 of 13 City of Georgetown, Texas Georgetown Village Improvement District January 8, 2018 SUBJECT: Presentatio n and dis c us sion on Georgetown Village P ublic Improvement Dis tric t land s cape, amenity, and wayfinding s ignage mas terp lan. Eric Nuner, As s is tant P arks and Rec reation Direc tor ITEM SUMMARY: A tas k o rd er agreement with Kasberg, Patrick, and As s oc iates was p res ented to the Georgetown Village Pub lic Imp rovement Dis tric t Ad visory Board on No vember 13th to c o mp lete a lands c ap e, amenity, and wayfinding s ignage mas terp lan. The ad visory b o ard unanimo usly rec o mmend ed it be fo rwarded to City Counc il for approval. It was s ubsequently approved at the Novemb er 28th C ity C o uncil meeting. Covey Land s c ap e Arc hitects and Kas b erg, Patric k presented p reliminary a preliminary wayfinding and s ignage p lan during the Dec emb er Advis o ry Board meeting. The cons ultants will p res ent final c o nc ep ts for wayfinding/s ignage loc ations and design fo r feed b ack during the January ad vis ory board meeting. In ad d ition, the c ons ultants will disc uss the exis ting s urvey and site analysis with the ad visory board. FINANCIAL IMPACT: NA SUBMITTED BY: Eric Nuner, As s is tant Parks and Recreatio n Direc to r Page 13 of 13