HomeMy WebLinkAboutAgenda_GVPID_03.14.2016Notice of Meeting for the
Georgetown Village Public Improv ement District
of the City of Georgetown
March 14, 2016 at 6:00 PM
at Public Safety Facility, 3500 D.B. Wood Rd Georgetown, TX 78628
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Legislativ e Regular Agenda
A Co nsideration and possible ap p ro val o f minutes o f the February 15, 2016 and March 1, 2016 meetings .
B Co nsideration and possible actio n to approve Merit invoic e 122808 d ated Augus t 25, 2015 for June
irrigation rep airs per Wo rk Ord er 50166.
C Dis cus s ion and pos s ible actio n p ertaining to the s pec ific s ervic es (sc ope o f wo rk) fo r future land s cape
maintenanc e c ontrac t. And possibly rec ommend to City Co uncil award of a blanket order fo r land s cap ing
services to a vend o r from the former Invitation to Bid.
D Co nsideration and possible actio n to replac e the Geo rgeto wn Village entry ro und ab o ut direc tional sign.
E Dis cus s ion and pos s ible d irectio n related to is s ues identified in the Marc h 1, 2016 Georgetown Village
Public Imp ro vement District (GVPID) Ad vis ory Board Wo rksho p pertaining to the GVP ID Ad visory
Board’s roles and res p o nsibility – Jim Briggs , General Manager of Utilities , Andreina Dávila-Quintero,
Pro ject Coordinator, Karen F ro s t, Adminis trative Assistant/S ecretary.
F Pres entatio n and d is cus s io n o f a s ched ule for the Georgetown Village P ublic Improvement Dis tric t
(GVPID) FY 2016/17 Budget - Jim Briggs , General Manager of Utilities , Andreina Dávila-Quintero ,
Pro ject Coordinator, Karen F ro s t, Adminis trative Assistant/S ecretary.
Adjournment
Ad jo urnment
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 __________________, 2016, 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 1 of 20
City of Georgetown, Texas
Georgetown Village Improvement District
March 14, 2016
SUBJECT:
Cons id eration and p o s s ib le approval of minutes of the F eb ruary 15, 2016 and Marc h 1, 2016 meetings.
ITEM SUMMARY:
FINANCIAL IMPACT:
na
SUBMITTED BY:
Karen Fro s t, Rec o rd ing S ecretary
ATTACHMENTS:
Description Type
Minutes of February 15, 2016 meeting Backup Material
Minutes of March 1, 2016 Works hop Backup Material
Page 2 of 20
Georgetown Village PID Page 1 of 3
Meeting: February 15, 2016
City of Georgetown, Texas
Georgetown Village Public Improvement District Advisory Board Meeting
Minutes
Monday, February 15, 2016 at 6:15 p.m.
Georgetown Public Library
402 W. 8th Street Georgetown, TX 78626
Members present: Steve Goodman, Acting President; Melinda Marler, Katie Porter and Bill Weber
Staff present: Jim Briggs, General Manager of Utilities; Andreina Davila, Project Coordinator; and Karen
Frost, Administrative Assistant.
Legislative Regular Agenda
1. Call to Order. Acting President Goodman called the meeting to order at 6:20 p.m.
2. Update on Membership:
a. Introduction of Brian Ortego for Georgetown Village PID# I Board Member
b. Consideration and possible action to approve Brian Ortego as a PID Board Member to fill
an open position on the Board.
c. Consideration and possible action to approve Resolution of the Georgetown Village Public
Improvement District #1 Board of Directors(PID Board) nominating certain new members
to the PID Board.
Motion by Goodman, second by Marler to recommend to City Council the appointment of
Brian Ortego as a Board member of the PID. Approved 4 – 0.
Motion by Goodman, second by Marler to approve the Resolution appointing Brian Ortego to
the Board. Approved 4 – 0.
3. Discussion related to working relationship between the GVPID Board and the City of
Georgetown. ( Jim Briggs, General Manager Utilities)
Mr. Briggs introduced Andreina Davila and Karen Frost, both from the city and explained that
they were asked by the City Manager to help the PID Board with administrative tasks. He
explained that since this was the only PID Board in the city that it is important to recognize the
state statute regulations, but also understand that it is an advisory board of the City Council and
therefore falls within its jurisdiction. The staff can assist with the day to day operations so that
the board can function more effectively.
The Board discussed that they had been asking for help for many years and had only been
receiving help from accounting, purchasing and legal staff, not administrative. They were happy
to see that assistance was being offered. Mr. Briggs also stated assistance would be given to help
with the budgets and assessment plans. Since this is a city board, he offered the Public Safety
facility or Fire Station #5 for future meetings, since they are much closer to their neighborhoods.
Marler suggested that a transaction plan would need to be developed and that they should have
workshops to have the discussion of who was responsible for what. The next workshop will be
March 1 at 6:00 in the Fire Station #5, next to the Public Safety Facility on D.B. Wood Rd.
Page 3 of 20
Georgetown Village PID Page 2 of 3
Meeting: February 15, 2016
It was also discussed that the Board still needs three alternate positions filled and one developer
position is still open. The City Secretary’s office is aware of that and will ask residents from
Georgetown Village to apply.
4. Consideration and possible action to approve Minutes of Georgetown Village Public
Improvement District #1 meeting held on January 21, 2016.
Porter pointed out corrections that needed to be made.
Motion by Weber, second by Marler to approve the minutes with corrections. Approved 4 – 0.
5. Financial Report ( Bill Weber, Acting Treasurer)
a. Financial status reports, provided by La'Mar Kemp, City of Georgetown
b. Utility usage
c. Recap of approved expenditures
The Board reviewed these reports, no action was taken.
6. Consideration and possible approval of Merit Work Orders 54529 and 54214
Weber reported that WO 54529 is for the irrigation work that was done last June. WO 54214 is for
the Westbury Park improvements. Motion by Weber to approve payment, second by Marler.
Approved 4 – 0.
7. Consideration and possible approval of a Landscape Contract.
Motion by Weber to recommend to City Council the landscaping contract for Georgetown
Village be awarded to Merit Service Solutions, based on using the best value method to choose
the contractor and using the City of Georgetown Purchasing RFP procedures. Second by
Marler. Approved 4 – 0.
8. Committee Reports
a. Alley Paving & Sidewalks (Bill Weber) No report, looking forward to working with Jim
Briggs.
b. Budget/ 5 year plan (Steve Goodman, Bill Weber) No report.
c. Communications (Melinda Marler, Steve Goodman, Katie Porter) They need assistance,
Karen Frost will be able to assist with the webpage and agenda posting.
d. Landscape & Parks Amenities (Steve Goodman, Melinda Marler, Katie Porter)
i. Update on Gazebo project – Goodman reported he will have an update by the end
of the month.
ii. Picnic tables installation status – These are complete and invoices will be sent to
the city for payment.
iii. A main water line in Atkins Park broke and Goodman authorized $311 for repairs.
e. Ponds (Bill Weber) There was a walk-through on January 25th and there were no issues.
There needs to be a discussion of who will maintain and own the water quality ponds and
sidewalks. Mr. Weber says that the PID should pay for a damaged sidewalk after the first
year of maintenance paid by the developer. This will be discussed later.
9. Election of Officers
The following officers were nominated and approved, 4 – 0:
Page 4 of 20
Georgetown Village PID Page 3 of 3
Meeting: February 15, 2016
President: Melinda Marler, Vice-President – Steve Goodman, Treasurer – Bill Weber, Secretary
(non-voting member) – Karen Frost
10. New Business
Josiah Longbons of Merit Service Solutions was introduced as the new branch manager. He will
be supporting Dwayne Lockhart and the Board.
Brian Ortego reported that there will be an Open House at the Village Elementary School on
February 16th to discuss the proposed apartment complexes that will be located in the area. All
are encouraged to attend to get more information.
Motion by Weber to adjourn. Second by Katie Porter. The meeting was adjourned at 7:50 p.m.
______________________________ _______________________________
Approved, Melinda Marler, President Attest, Karen Frost, Secretary
Page 5 of 20
Georgetown Village PID Page 1 of 3
Meeting: March 1, 2016
City of Georgetown, Texas
Georgetown Village Public Improvement District Advisory Board Workshop
Minutes
Tuesday, March 1, 2016 at 6:00 p.m.
Public Safety and Operations Facility
3500 D.B. Wood Rd. Georgetown, TX 78628
Voting Members present: Melinda Marler, President; Steve Goodman, Rich Harrison, Brian Ortego, Katie
Porter and Bill Weber
Staff present: Jim Briggs, General Manager of Utilities; Andreina Davila, Project Coordinator; and Karen
Frost, Recording Secretary.
Call to Order by President Marler at 6:06 p.m.
Policy Development/Review Workshop
A. Overview and discussion to clarify the purpose of the Georgetown Village PID#1 as defined by
the State of Texas and the PID Governing and Founding documents.
President Marler distributed the Governing Rules from 2014 that were approved and signed by
the board and given to the City Secretary’s office. Also distributed was the “What is a PID?”
document. Melinda has concerns about the document stating that it does not accurately represent
all that they do.
Bill Weber has concerns about the governing rules and the directions that have previously been
given to the Board versus the ones that are now being given. He is concerned that the quorum is
based on a full board number of seven and that they don’t usually have a full board appointed.
That makes having meetings difficult, which is why they have subcommittees that “act as staff”.
These subcommittees have not been posting meetings and they do not take final action on items,
only work on inspections and projects, and make recommendations to the full board.
Brian Ortego asked about the possibility of filling the empty board seats. Jim Briggs stated that
the City Council will need to make the appointments. They also are the only ones that can extend
terms. He stated it is very important to get those positions filled so that quorum can always be
met. He will ask assistance from the City Secretary’s office to fill those alternate positions.
B. Discuss the dual function of the PID as both Board and Staff and how committees are used.
Brian Ortego suggests looking at the purpose of the Board as defined by the City and as defined
by the Board. Jim Briggs goes over the history of how and why the Board was formed. It has not
had as much staff support in the past few years, since Randy Morrow left the board, but staff are
working now to bring it into compliance with state and city regulations.
Steve Goodman has issues with the expanded duties that the Board has had to take on, for
example, water quality ponds, insurance and land ownership. Jim Briggs agrees that those items
do need to be discussed further. He went on to explain the difference between detention ponds,
which Board is responsible for maintaining, and water quality ponds, which the developer or
HOA should be responsible for per TCEQ.
Jill Fussell, a past Board member, was present and provided some history on the discussion of
Page 6 of 20
Georgetown Village PID Page 2 of 3
Meeting: March 1, 2016
“ponds”. President Marler stated that there were still several gray areas that need to be discussed
in regards to ponds. She also stated that Chapter 2.115 of the Georgetown Code of Ordinances
was very clear about the affairs that should be managed by the Board, quoting “the Board shall
oversee and administer the maintenance and management of those improvements in the District
authorized to be funded by District Assessments in accordance with Chapter 372 of the Texas
Local Government Code.” Jim Briggs agreed and reminded everyone that it also states the
ultimate authority for making decisions regarding the District lies with the City Council.
C. Discuss the working relationship between the PID and the City.
1. What the PID needs
2. What the City needs
There was further discussion of ponds, alleys and catch basins. Jill and Bill took an inventory of
the alleyways and will share that information for future use. Steve Goodman discussed sidewalks
and is concerned that street trees are causing the heaving and cracking of the concrete. He argued
that it should not be the responsibility of the PID to pay for that maintenance. Melinda
questioned who has the authority to say whether it is the Boards responsibility or the City’s. Jim
stated that will be brought back for clarity once we establish the expectations of both sides.
Another concern was the administrative fee that is charged to the PID by the city. City staff helps
with the financial and budgets, contracts, insurance and sometimes legal documents. Jim stated
this Board is like other existing boards, citing the Georgetown Transportation Enhancement
Committee as an example. They have contracts and perform research, and also have tax funded
training. Melinda argued that the PID has different tasks that makes it different than other
Council appointed boards.
D. Next steps: Confirm items needing to go to the regular meeting agenda for consideration and
possible action by the PID Board; next workshop.
Items that were identified as needing answers and discussion:
• Committees, should they be posted or not and can they still serve as “staff”?
• Water Quality ponds
• Ownership of property – is it all City or all PID?
• Definitions of amenities
• Alleyways
• Sidewalks
• Street Trees – list of drip irrigation
• Budget and development of a 5 year plan – city generated?
• What does the Administrative Fee pay for?
• Mailings – can the Board use the city permit?
• Automation
• Communication – to contact the PID, can the Board use a PO Box?
Page 7 of 20
Georgetown Village PID Page 3 of 3
Meeting: March 1, 2016
E. Adjournment - The meeting was adjourned at 7:26 p.m.
______________________________ _______________________________
Approved, Melinda Marler, President Attest, Karen Frost, Secretary
Page 8 of 20
City of Georgetown, Texas
Georgetown Village Improvement District
March 14, 2016
SUBJECT:
Cons id eration and p o s s ib le ac tion to approve Merit invo ice 122808 dated Augus t 25, 2015 fo r June
irrigatio n repairs p er Work Order 50166.
ITEM SUMMARY:
FINANCIAL IMPACT:
na
SUBMITTED BY:
Karen Fro s t
ATTACHMENTS:
Description Type
Merit Invoice 12288 Backup Material
Page 9 of 20
Customer Information:
Billing Address: Shipping Address:
Company: Georgetown Village Public
Improvement District #1 Company: Georgetown Village Public Improvement
District #1
Name: c/o City of Georgetown Name:
Address: PO Box 3000 #34 Address: 998 Shell Road
City/State/Zip Georgetown, TX 78663 City/State/Zip Georgetown, TX 78628
Qty Product Description Amount Each Amount
08/24/2015: WORK ORDER: 50166
June irrigation repairs needed:
See excel sheet for details.
This proposal includes having an electrician come out
and look at power supply at Chestnut
Park
$1987.95
Subtotal: $1987.95
Tax:
:
Grand Total: $1987.95
Notes:
Merit
Service Solutions INVOICE
PO Box 80949 Invoice Number:
Austin, TX 78708 122808
(512) 834-0123 Invoice Date:
8/25/2015
Page 10 of 20
City of Georgetown, Texas
Georgetown Village Improvement District
March 14, 2016
SUBJECT:
Disc ussion and p o s s ib le ac tion pertaining to the s p ecific services (s cope of work) for future landsc ap e
maintenance c o ntract. And p o s s ib ly recommend to City Counc il award of a b lanket o rd er for landsc ap ing
s ervic es to a vendor fro m the fo rmer Invitatio n to Bid .
ITEM SUMMARY:
FINANCIAL IMPACT:
na
SUBMITTED BY:
Karen Fro s t
Page 11 of 20
City of Georgetown, Texas
Georgetown Village Improvement District
March 14, 2016
SUBJECT:
Cons id eration and p o s s ib le ac tion to replac e the Georgetown Village entry roundabout d irectio nal s ign.
ITEM SUMMARY:
The s ign was d amaged d uring a windy day and needs to b e replac ed . The s ign previo usly listed "model
homes" b ut the Board can c o nsider o ther op tions . Any s ignage must be co ns is tent with the ap p ro ved
Mas ter Sign P lan fo r Georgetown Village.
FINANCIAL IMPACT:
na
SUBMITTED BY:
Karen Fro s t
Page 12 of 20
City of Georgetown, Texas
Georgetown Village Improvement District
March 14, 2016
SUBJECT:
Disc ussion and p o s s ib le direc tion related to is s ues id entified in the March 1, 2016 Geo rgeto wn Village
Pub lic Imp rovement Dis tric t (GVP ID) Ad vis o ry Bo ard Works hop p ertaining to the GVPID Advis o ry
Bo ard ’s roles and res pons ib ility – Jim Briggs , General Manager o f Utilities , And reina Dávila-Quintero,
Projec t Coord inato r, Karen Frost, Ad ministrative As s is tant/Sec retary.
ITEM SUMMARY:
At the March 1, 2016 GVPID Ad visory Board Wo rksho p , the Board id entified s everal is s ues pertaining to
the Board’s ro les and res pons ib ility that required further review, as well as c larificatio n o n the Bo ard’s
p urview as autho rized by the City Co unc il. City staff c o mp leted the researc h o f all ap p lic able State law,
City o rd inances and City ap p ro ved doc uments s pec ific ally pertaining to the p ro ject known as the
Geo rgeto wn Village and as s o ciated GVPID.
Bas ed on this res earc h, s taff has identified the applic able s tand ard s and regulations to address thes e issues
b as ed o n State and lo cal law. The attached Exhibit A d etails the s p ec ific rules and polic ies ap p licable to
each issue, as well as s taff ’s recommend atio ns fo r addressing thes e issues .
To ad d res s these is s ues, staff rec ommend s that follow-up d is cus s ions be s ched uled at future meetings .
Potential future topic s may includ e:
Roles and res p o ns ibility of the GVPID Ad visory Board to includ e potential revis io ns to Chapter
2.115 o f the City Code (Advis o ry Board Ord inance) and o ther applic able d o cuments .
Designation of p ro ject managers fo r the approved pub lic imp ro vements .
Updates to the As sessment Plan and c reatio n o f a 5-year S ervic e Plan.
FINANCIAL IMPACT:
None.
SUBMITTED BY:
And reina Dávila-Quintero , Projec t Coordinato r
ATTACHMENTS:
Description Type
Exhibit A - Res pons e to Ques tions Exhibit
Page 13 of 20
Exhibit A
Page 1 of 5
Exhibit A
Response to issues from the March 1, 2016 Workshop
1. Creation and function of the Board through Committees
The GVPID Advisory Board has created a number of committees to manage the public
improvements authorized by the City Council, as well as perform other duties. The Board
wishes to know if 1) the committee meetings must be posted and require a quorum to have
the meeting, and 2) if the Board can operate with committees to complete their role and
responsibility.
The GVPID Advisory Board is a City board created and appointed by the City Council, and
thus subject to all state and local requirements for City boards and commissions, to include
the Open Meetings Act. This applies to all sub/committees created by the Board, as a
sub/committee is a subsidiary of the Board who in turn is a subsidiary of the City Council .
Because of this, sub/committees are subject to the Open Meetings Act and the City’s rules
and regulations for meetings. This means that all sub/committee meetings must be posted;
require a quorum of the sub/committee to be present to open the meeting (i.e. if a
sub/committee consists of three (3) members, at least two (2) members must be present to
open the meeting) and take action, if needed (i.e. recommendation to the full Board); and
minutes taken of the sub/committee meeting.
As it relates to the second question, further review and clarification from the Board is
needed on the purpose of the committees. In accordance with the Local Government Code
(Sections 372.008, 372.013 and 372.014), the Advisory Board’s responsibility includes the
development of an improvement plan, ongoing service plan and assessment plan for review
and approval by the City Council. Additionally, per Section 2.115.020 of the City Code, the
Board’s responsibility is to prepare an annual budget, oversee and administer the
maintenance and management of the approved improvements, and act as an advisory body
to the City Council as well as perform any other duties authorized by the City Council.
Looking at the Board’s role as may be allowed by State law and authorized by the City,
further discussion is needed on the purpose and intent of the committees to determine if
these will continue to serve the needed purpose in the future. Should the GVPID Advisory
Board wish to continue with the committees, the appointment of these committees must be
presented to the City Council so they may be officially established. In the interim, it is
important to note that the existing committees may not take any action (all issues must be
brought forward to the Board), and meetings must follow the City’s rules and procedures
and the Open Meetings Act.
2. Maintenance of water quality ponds and facilities.
Since 2008, the GVPID Advisory Board has had discussions regarding the responsibility for
the maintenance of the water quality ponds, to include conveyance procedure for water
Page 14 of 20
Exhibit A
Page 2 of 5
quality facilities. The Board wishes to know if the maintenance of water quality ponds falls
within the responsibility and purview of the GVPID.
A PID is a defined area within a City or its ETJ created and controlled by the City to fund
public improvements and services funded by the levy of assessments on the property in
that defined area. The City of Georgetown by policy has determined water quality ponds
not to be a public improvement. Water quality ponds are not detention ponds, which fall
under the responsibility of the City for residential subdivisions. Water quality ponds are
determined by the Texas Commission on Environmental Quality and Environmental
Protection Agency.
Because of this, the GVPID may not be responsible for the maintenance of water quality
ponds, or accept conveyance of these facilities. Water quality ponds are considered private
improvements, and thus must be maintained by the developer or Home/Property Owner
Association, if one exists.
3. GVPID as real property owners.
Current property records show the GVPID as real property owners of certain property
within the district’s boundary. The Board wishes to know if the GVPID may own and accept
conveyance of real property, which may include open/landscape lots with certain
improvements such as water quality ponds and facilities.
As previously mentioned, a PID is a special financing/funding district for a defined area in a
City or its ETJ for the purpose of funding certain public improvements within the district ; it
is not a political subdivision. Additionally, the acquisition, by purchase or otherwise, of real
property in connection with an authorized improvement (Section 372.003(b)(12) of the Texas
Local Government Code) has not been included in the GVPID’s improvement plan or
assessment plan approved by the City Council. Therefore , the GVPID may not own or
accept conveyance of real property, particularly open space lots with private improvements
(i.e. open space lots with water quality ponds).
Additionally, it should be noted that because the GVPID is a subsidiary board of the City,
all property currently “owned” by the GVPID should be under ownership of the City of
Georgetown. Consequently, further review on this issue is required.
4. Definition of Amenities
According to the Board’s Governing Rules, last amended in November 2014, the PID is to
maintain all parks less than one acre in size, alleyways, common area landscaping and
additional amenities as designated by the Board. The Board wishes to know what is
included in the term “amenities.”
When the Georgetown Village project was first approved by the City in 1997, it was through
the approval of a Planned Unit Development (PUD) Concept Plan that defined the project as
Page 15 of 20
Exhibit A
Page 3 of 5
a master planned community with residential, retail, work places, civic uses, and parks and
open spaces in a traditional neighborhood development. According to this PUD Concept
Plan, Georgetown Village desired to create a PID for the purposes of creating park lands, as
well as to provide for the operation and maintenance of these park lands, other public open
spaces and facilities to include irrigation, landscape maintenance of plazas, parks,
greenbelts, street trees, etc., alleys, special lighting, special paving, and hike and bike trails,
among other improvements. The purpose of the GVPID has been further defined as it
applied to each request and associated Assessment Plan for each section incorporated into
the PID.
Today, the GVPID is responsible for funding the public improvements identified in the
Assessment Plan approved by City Council, which includes the administration and
maintenance of:
Parks less than 1 acre;
Alleys (repair, maintenance and replacement);
Recreational facilities (gazebo maintenance);
Lighting (gazebo lighting and antique street lights - replacement and maintenance);
Landscaping (landscape/open space areas and landscaped medians/roundabouts -
general grounds maintenance, street trees, trails (walkways around perimeter, trails in
park, pedestrian alleyways), hardscape, pet waste dispenser/bags, plant replacement);
Signage (street and subdivision signs);
Related improvements (irrigation maintenance, water and electricity (rain sensor,
gazebo and irrigation), administrative costs).
The GVPID’s Governing Rules are a set of rules that have been adopted by the Board to
define their purpose, roles and responsibilities. However, it should be noted that this
document has not been approved, adopted or accepted by the City Council.
5. Maintenances of alleys and stormwater inlets/catch basins
In accordance with the approved Assessment Plan, the GVPID is responsible for funding the
repair, maintenance and replacement of alleys. However, the Board wishes to know if this
includes funding the repair and maintenance of the stormwater drainage improvements
associated with the alleys (stormwater inlets/catch basins).
After further review, the City has determined that the drainage improvements associated
with the alleys (the grate inlet, which includes the box and grate, and the storm sewers) fall
under the responsibility of the City. The pavement and curbs of the alley, to include the
necessary inlet aprons, fall under the responsibility of the GVPID.
6. Sidewalks
In accordance with the approved Assessment Plan, the GVPID is responsible for funding all
landscaping, which includes the maintenance of trails (walkways around perimeter, trails in
Page 16 of 20
Exhibit A
Page 4 of 5
park, pedestrian alleyways), and hardscape improvements. The Board wishes to know if
this includes all sidewalks within the district.
Sidewalks that are part of the trail system, as well as hardscape improvements of all
landscaped areas are to be maintained by the GVPID. Furthermore, as previously
mentioned the PID was created to fund certain public improvements for the proposed
Georgetown Village project - a traditional neighborhood development. As part of the overall
vision of this project, street trees were proposed on both sides of the streets. As such the
repair, maintenance and replacement of hardscape features (which includes sidewalks)
affected by these landscaping improvements fall under the responsibility of the GVPID.
7. Street Trees
The approved Assessment Plan includes the maintenance of landscaping, which is further
defined as landscape/open space areas and landscaped medians/roundabouts, street trees,
trails (walkways around perimeter, trails in park, pedestrian alleyways), hardscape, pet
waste dispenser/bags, and plant replacement. Additionally, it includes related
improvements, such as irrigation. The Board wishes to know what types of trees are
appropriate to be planted as street trees.
The issue at hand is that there is not sufficient space in the landscape strip that has been
provided between the curb and sidewalk to accommodate a healthy tree through its
lifespan. Because of this, there is not a recommended tree type that should be planted within
this strip. Additional care must be considered when looking into the overall maintenance of
the street trees and what this scope entails to continue with the Project’s vision.
8. Budget and 5-year Service Plan
In accordance with the Texas Local Government Code (Sections 372.013 and 372.014) and
City Code (Section 2.115.020), the GVPID must prepare and present an Assessment Plan,
ongoing Service Plan and annual budget to the City Council. The Service Plan must be for
five (5) years, and be reviewed and updated annually. The Assessment Plan must be
included in the annual review of the Service Plan. The annual updates, Assessment Plan and
budget are to be reviewed and approved by the City Council.
To present, the GVPID has not presented an on-going Service Plan and updated Assessment
Plan to the City Council consistent with State law. The development of these plans may be
proposed as part of next year’s budget.
9. Administrative Fee
The GVPID’s Budget includes a percentage that is to be allocated for administrative fees.
The Board wishes to know how this amount is calculated and the specific services to which
it is allocated.
Page 17 of 20
Exhibit A
Page 5 of 5
Section 372.003(b) of the Texas Local Government Code allows for the payment of expenses
incurred in the establishment, administration and operation of the PID. This expense was
included and approved by the City Council in the GVPID’s Assessment Plan. Because of
this, a portion of the PID fund is allocated to the administrative costs incurred.
The latest approved City Council Budget for the GVPID included $11,935 to cover the cost
of Administrative Fees. These Administrative Fees cover costs incurred by Accounting,
Controller, Purchasing and Legal staff for services provided specifically related to the
operation of the PID. Amount allotted is based on projected time for the fiscal year and
hourly rate.
10. Required City Permit for mailing
The City does not have nor require a permit for mailing purposes. However, further
clarification is needed on the Board’s intent for the mailings. In the case of other City boards
and commissions, required mailings related to an item on the agenda are typically
completed by the City.
11. Automation and Communication
Due to the current Board operations and acting as both board members and project
managers, the Board requests further clarification on the proper process for record retention,
as well as communication outside of the board meetings.
As previously mentioned, the GVPID Advisory Board is a City Board, and thus subject to
the City’s record retention policies. All GVPID documents and records are considered to be
public City records and thus must be maintained with the City. City staff is available to
assist as a repository for the Board documents.
Communication and deliberation regarding the GVPID and Board issues must be completed
at a posted open meetings. If a Board member is contacted or receives a request from a
resident, the Board member should forward that request to City staff so that staff may do
the necessary research and address the concern, as well as place the item on a future
meeting agenda for discussion and direction from the Board.
Information related to the GVPID Advisory Board may be made available online in the
Board’s webpage that is part of the City’s website. Updates to this webpage are completed
through the appropriate staff.
Page 18 of 20
City of Georgetown, Texas
Georgetown Village Improvement District
March 14, 2016
SUBJECT:
Presentatio n and dis c us sion of a sc hedule fo r the Geo rgeto wn Village Public Imp ro vement District
(GVPID) FY 2016/17 Bud get - Jim Briggs , General Manager o f Utilities , And reina Dávila-Quintero, Pro jec t
Coordinator, Karen Frost, Ad ministrative As s is tant/Sec retary.
ITEM SUMMARY:
In p rep aration fo r the upc o ming F Y 2016/17 Budget, City staff is p ro p o s ing the following sc hedule to
d etermine the s pec ific p ro jects planned fo r the up coming year, costs assoc iated , and total funding
req uirements:
April 11, 2016: GVPID Meeting - Disc us s io n and p o s s ib le direc tion o n s p ecific projec t
imp ro vements to be inc luded in the FY 2016/17 b udget
May 9, 2016 and June 13, 2016: GVPID Meetings - Disc ussion and review of the F Y 2016/17 budget
July 11, 2016: GVPID Meeting - Cons ideratio n and p o s s ib le ac tion to rec ommend to the City
Counc il ap p ro val o f the GVPID FY 2016/17 bud get
Augus t 23, 2016: City Counc il Meeting - C o ns ideratio n and p o s s ib le ac tio n to ap p ro ve a Res o lution
ad o p ting the GVP ID FY 2016/17 b udget
City s taff will be available to p ro vide as s is tanc e and s up p o rt in thes e disc us s io ns .
FINANCIAL IMPACT:
None.
SUBMITTED BY:
And reina Dávila-Quintero , Projec t Coordinato r
Page 19 of 20
City of Georgetown, Texas
Georgetown Village Improvement District
March 14, 2016
SUBJECT:
Adjournment
ITEM SUMMARY:
FINANCIAL IMPACT:
na
SUBMITTED BY:
Page 20 of 20