HomeMy WebLinkAboutAgenda_GVPID_03.12.2018Notice of Meeting for the
Georgetown Village Public Improv ement District
of the City of Georgetown
March 12, 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 February 12, 2018 regular meeting -
Karen Fro s t, R ecording Sec retary
B No mination and elec tion of Vice-Chair and S ecretary fo r the 2018/19 Board. Karen F ro s t, Recording
Secretary.
C Review, c ons id eration, and p o s s ib le amendment o f Board Bylaws . Karen F ro s t, Recording Sec retary.
D Dis cus s ion and review o f P ID Bro chure for p ublic ation. Karen Frost, R ec ording Sec retary
E 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 F eb ruary 2018 and the annual b udget calend ar - La'Mar Kemp , Acc o untant
F 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
G 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 /.
H At the time of th is posting, no citizens were sig n ed up to sp ea k.
Page 1 of 20
Adjournment
CERTIFICATE OF POSTING
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 20
City of Georgetown, Texas
Georgetown Village Improvement District
March 12, 2018
SUBJECT:
Cons id eration and p o s s ib le ac tion to approve the minutes of the Feb ruary 12, 2018 regular meeting - Karen
Frost, Rec o rding Sec retary
ITEM SUMMARY:
FINANCIAL IMPACT:
.
SUBMITTED BY:
Karen Fro s t, Rec o rd ing S ecretary
ATTACHMENTS:
Description Type
Minutes _GVPID_02.12.2018 Backup Material
Page 3 of 20
Georgetown Village PID Page 1 of 2
Meeting: January 8, 2018
City of Georgetown, Texas
Georgetown Village Public Improvement District Advisory Board Meeting
Minutes
Monday, February 12, 2018 at 6:00 p.m.
West Side Service Center located at 5501 Williams Dr. Georgetown, TX 78633
Members present: Melinda Marler, Chair; Richard Harrison; Brian Ortego, Vice-Chair; Marlene
McMichael; and Katie Porter; Gary Newman, Developer Rep; and Penny Evans, Developer Rep
Members Absent: Norma Baker, Alternate; Cara McKinney, Alternate
Staff present: Jim Briggs, General Manager of Utilities; Eric Nuner, Asst. Parks Director;
Octavio Garza, Public Works Director; Paul Diaz, Budget Manager and Karen Frost, Planning
Specialist.
The meeting was called to order by Chair Marler at 6:02 p.m. She acknowledged that this
would be Ortego and Harrison’s last meeting serving on the Board. Their terms are ending and
their good work was appreciated.
A. Consideration and possible action to approve the minutes of the January 8, 2017 regular
meeting.
Motion by Newman, second by Harrison to approve the minutes with correction of Alex
Hayes name spelling. Approved 7 – 0.
B. Presentation of the Georgetown Village Public Improvement District (GVPID) monthly
financial reports for the month of January 2018. La’Mar Kemp, Accountant
Diaz, in Kemp’s absence, reported that the majority (83%) of the assessments have been
collected by Williamson County. They expect to have the remainder by the end of March.
Expenses look good and the end of year amount that is being carried over to the budget is
shown as $677,000 but is closer to $713,000. The next budget discussions will begin again in
April/May. Kemp will send a budget calendar for the next meeting.
C. Presentation and discussion on Georgetown Village Public Improvement District landscape,
amenity, and wayfinding signage masterplan. Eric Nuner, Assistant Parks and Recreation
Director
Travis Crowe, with Covey Landscaping explained they began the process this month by
taking an inventory of the open spaces and landscaping currently being used in the Village.
The consultants are considering community, continuity, functionality and maintenance – all
principals that are used in review of all city parks. They are reviewing all the parks and will
make recommendations on what needs to be done to bring them all up to the same
standards. They are working on not only what it would cost to upgrade the parks, but the
five year plan for maintenance.
The board members discussed the trails and sidewalk system and expressed views that
there would be a cost break of not adding or upgrading trail signage, but to have an online
application and to have trail maps at the trail heads. It was felt that any signage installed
would be obsolete within a few years.
Page 4 of 20
Georgetown Village PID Page 2 of 2
Meeting: January 8, 2018
Commissioners made suggestions of upgrading the Shell Road landscaping, including
irrigation, to make the entire community look better. They discussed that Shell Road will
eventually be widened so the PID should not suggest spending too much money on those
improvements.
The consultants will bring back a list of items that the board can review and discuss.
Public Wishing to Address the Board:
Michael Charles, 244 Beretta Circle, offered appreciation to Ortego for assistance in Section
9. He asked the Board to look at the pocket parks and the survey results which did not
include signage. He asked that the board be consistent when choosing amenities and to
make sure that all neighborhoods receive the same amenities.
Board member McMichael asked for additional fire ant treatment, which is needed as a
result of the recent rains.
Board member Evans reported that the Section 9 HOA had a meeting and they looked at
money available for a neighborhood pool. It does not look like there is enough money for
that project so they are considering other options.
D. Developer's Update - Gary Newman
Newman reported the Concept Plan for the second section of the Village has not changed.
They are currently talking to builders for purchase of the lots. They are working on a new
PID, which will be structured differently than this existing PID. The first step in adding the
new PID will be annexation into the city limits, then having a PUD rezoning. He thinks that
annexation should begin in May through July.
Newman also reported that trails in the new sections will be built of concrete because of
more drainage areas in those neighborhoods. He reported there are 22 caves in the new
section and they are working with TCEQ to insure they are protected.
Adjournment
Motion by Newman to adjourn. Second by McMichael. The meeting was adjourned at
7:24 p.m.
______________________________ ______________________________
Approved, Melinda Marler, Chair Attest,
Page 5 of 20
City of Georgetown, Texas
Georgetown Village Improvement District
March 12, 2018
SUBJECT:
Nomination and electio n o f Vic e-Chair and Sec retary for the 2018/19 Board . Karen Frost, Rec o rd ing
Sec retary.
ITEM SUMMARY:
FINANCIAL IMPACT:
.
SUBMITTED BY:
Karen Fro s t, Rec o rd ing S ecretary
Page 6 of 20
City of Georgetown, Texas
Georgetown Village Improvement District
March 12, 2018
SUBJECT:
Review, cons ideratio n, and possible amendment of Bo ard Bylaws. Karen Fros t, Rec o rd ing S ecretary.
ITEM SUMMARY:
The Bo ard is as ked to review the Bylaws every year after the appointment of new members. The Bo ard
has as ked to review the us e of alternates and when they c an s erve, to be more c ons is tent with o ther board s
with alternates and to allow the alternates to s erve more freq uently.
We will also be reviewing the attendance p olic y as direc ted b y the City Secretary's offic e.
FINANCIAL IMPACT:
NA.
SUBMITTED BY:
Karen Fro s t, Rec o rd ing S ecretary
ATTACHMENTS:
Description Type
GVPID Bylaws 02.2017.Backup Material
Page 7 of 20
Page 8 of 20
Page 9 of 20
Page 10 of 20
Page 11 of 20
Page 12 of 20
Page 13 of 20
City of Georgetown, Texas
Georgetown Village Improvement District
March 12, 2018
SUBJECT:
Disc ussion and review of PID Broc hure for pub lic atio n. Karen F ro s t, Reco rd ing S ecretary
ITEM SUMMARY:
The b ro chure will be b ro ught to the meeting for review.
FINANCIAL IMPACT:
na
SUBMITTED BY:
Karen Fro s t, Rec o rd ing S ecretary
Page 14 of 20
City of Georgetown, Texas
Georgetown Village Improvement District
March 12, 2018
SUBJECT:
Presentatio n of the Georgetown Village Public Improvement Dis tric t (GVPID) monthly financial rep o rts for
the month of F eb ruary 2018 and the annual b udget calend ar - La'Mar Kemp , Ac c o untant
ITEM SUMMARY:
FINANCIAL IMPACT:
None.
SUBMITTED BY:
La'Mar Kemp , Ac c o untant
ATTACHMENTS:
Description Type
02.2018 Financial Summary Backup Material
02.2018 Financial Statment Backup Material
2018 Budget adoption calendar Backup Material
Page 15 of 20
17/18 Budget YTD Activity Variance
Revenues:
Ad Valorem Taxes 388,128$ 366,776$ (21,352)$
Interest Earned 2,000 2,729 729
Total Revenues 390,128 369,504 (20,624)
Expenditures:
Administrative Fee- General Fund 47,858 19,940 27,918
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 21,600 6,879
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 21,114 14,886
Maintenance, Sidewalks 42,164 1,465 40,700
Maintenance, Irrigation 10,900 - 10,900
Maintenance, Ponds 3,000 - 3,000
Maintenance, Alleys 20,000 3,050 16,950
Maintenance, Street Trees 60,000 - 60,000
Administrative Fee - Joint Service 8,966 3,735 5,231
Total Expenditures 465,840 220,506 245,334
Current Year Variance (75,712) 148,998 224,710
Beginning Fund Balance 677,161 713,772 [A]36,611
Current Funds Available 601,449$ 862,770$ 261,321$
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 February 05, 2018.
[A]Audited budgetary basis fund balance.
Financial Statement
Village PID
February 28, 2018
Page 16 of 20
3-05-2018 11:11 AM 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: FEBRUARY 28TH, 2018
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 0.00 366,775.58 94.50 0.00 21,352.42
TOTAL PRIMARY REVENUE 388,128.00 0.00 366,775.58 94.50 0.00 21,352.42
INTEREST
4-0001-42-100 ALLOCATED INTEREST 2,000.00 0.00 2,713.94 135.70 0.00 ( 713.94)
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 2,728.58 136.43 0.00 ( 728.58)
DEVELOPMENT FEE _____________ _____________ _____________ ______ ______________ _______________
____________________________________________________________________________________
TOTAL REVENUE 390,128.00 0.00 369,504.16 94.71 0.00 20,623.84
VILLAGE PID
===========
OTHER _____________ _____________ _____________ ______ ______________ _______________
____________________________________________________________________________________
_____________________________________________________________________________________________________________________________
*** TOTAL REVENUES *** 390,128.00 0.00 369,504.16 94.71 0.00 20,623.84
============= ============= ============= ====== ============== ===============
_____________________________________________________________________________________________________________________________
Page 17 of 20
3-05-2018 11:11 AM 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: FEBRUARY 28TH, 2018
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 19,940.00 41.66 0.00 27,918.00
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 90,160.00 608.25 30,637.32 99.95 59,475.00 47.68
5-0211-51-311 CONTRACT & LEASES, SECONDA 28,479.00 0.00 18,551.00 75.85 3,049.00 6,879.00
5-0211-51-315 PARK MASTER PLAN 70,000.00 16,857.50 29,630.00 84.99 29,860.00 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 1,971.50 21,113.99 58.65 0.00 14,886.01
5-0211-51-501 MAINT, ALLEYS/SIDEWALKS 42,164.00 0.00 31,086.74 3.47 ( 29,622.24) 40,699.50
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 2,103.00 6,537.13 15.25 ( 3,487.13) 16,950.00
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 3,735.00 41.66 0.00 5,231.00
TOTAL OPERATIONS 465,840.00 26,275.25 161,231.18 47.34 59,274.63 245,334.19
____________________________________________________________________________________
TOTAL VILLAGE PID 465,840.00 26,275.25 161,231.18 47.34 59,274.63 245,334.19
_____________________________________________________________________________________________________________________________
TOTAL COMMUNITY SERVICES 465,840.00 26,275.25 161,231.18 47.34 59,274.63 245,334.19
_____________________________________________________________________________________________________________________________
*** TOTAL EXPENSES *** 465,840.00 26,275.25 161,231.18 47.34 59,274.63 245,334.19
============= ============= ============= ====== ============== ===============
*** REVENUES OVER/(UNDER) EXPENSES( 75,712.00)( 26,275.25 208,272.98 196.80-( 59,274.63)( 224,710.35)
*** END OF REPORT ***
Page 18 of 20
City of Georgetown, Texas
Georgetown Village Improvement District
M a r c h 12, 2018
SUBJECT:
Discussion regarding the FY19 Budget Calendar – La’Mar Kemp, Senior Accountant
ITEM SUMMARY:
To lay out the framework on the budget process.
FINANCIAL IMPACT:
None.
SUBMITTED BY:
La’Mar Kemp, Senior Accountant
ATTACHMENTS:
Calendar FY19
Page 19 of 20
City of Georgetown, Texas
Georgetown Village Improvement District
March 12, 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. Co vey
Land s cape Arc hitec ts and KPA will p res ent the draft masterp lan inc luding es timates fo r the five year b udget
and p ro p o s ed p rio rities .
FINANCIAL IMPACT:
NA
SUBMITTED BY:
Eric Nuner, As s is tant Parks and Recreatio n Direc to r
Page 20 of 20