HomeMy WebLinkAboutAgenda_GVPID_03.09.2020Notice of Meeting for the
Georgetown Village P ublic I mprov ement District
of the City of Georgetown
March 9, 2020 at 6:00 P M
at West Side Serv ice C enter located at 501 Williams Dr., Georgetown. T X. 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 - Marlene Mc Michael, C hair
B P ledge of Allegiance - Marlene Mc Mic hael, C hair
C Intro d uc tio n o f New Bo ard Memb ers and Vis ito rs - Marlene Mc Michael, C hair P erson
D R eview Bo ard /Meeting P ro cedures - Bo ard Lias on
E S taff Upd ate/s - "S tatus o f Mas ter Develo p er's c o mp letion of o b ligations " and any s taff updates
F G eo rgetown Village P ub lic Improvement Dis tric t (G VP I D) monthly financ ial report for the month of
F ebruary 2020 - P aul Diaz
G P ark Imporvement Update - Eric Nuner
L egislativ e Regular Agenda
H 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
http ://georgeto wn.org/boardsc o mmis s ions /
-At time of p ostin g , n o p erson/s h a d sign ed up to address T h e B oard
I Nominatio n and electio n o f Vice-C hair o f the G VP I D Bo ard . - Marlene Mc Michael - C hair P ers o n for
G VP I D
Page 1 of 14
J Nominatio n and electio n o f S ec retary of the G VP ID Bo ard . - Marlene Mc Michael, G VP I D C hair
P erson
K R eview and pos s ible actio n related to the Day, Time and Loc ation of the G VP ID Bo ard Meetings -
Marlene Mc Mic hael, C hair P ers o n
L 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 January, 2020 -
Tina Davis , Bo ard Liaison
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 14
City of Georgetown, Texas
Georgetown Village I mprovement District
March 9, 2020
S UB J E C T:
Introductio n of New Board Members and Vis itors - Marlene Mc Mic hael, C hair P ers o n
IT E M S UMMARY:
C hair will introduc e new and returning Bo ard Members
F IN AN C IAL IMPAC T:
.
S UB MIT T E D B Y:
Marlene Mc Mic hael, C hair P erson
Page 3 of 14
City of Georgetown, Texas
Georgetown Village I mprovement District
March 9, 2020
S UB J E C T:
R eview Bo ard/Meeting P roc ed ures - Bo ard Lias o n
IT E M S UMMARY:
T he following d o c uments will be p ro vided, at the meeting for your referenc e:
Bylaws
C o d e o f O rd inance - Attend anc e P olic y
R o s ter
T hings to R ememb er
R eview:
Attendanc e P olic y
Q uo rum R equirements
S ign in S heet
Atto rney G eneral Trainings - https://www.texas attorneygeneral.gov/o g/o p en-go vernment-training
1. O pen Meetings Act
2. P ublic Meetings Act
F IN AN C IAL IMPAC T:
.
S UB MIT T E D B Y:
Tina Davis, Board Liais o n
Page 4 of 14
F
VILLAGE PID MONTHLY REPORT AS OF FEBRUARY 29, 2020
Revenues are comprised of property tax and allocated interest. January and February are when the city receives the
bulk of property tax revenues. Revenues from property taxes total $441,575, or 97.65%, of budget. Allocated interest
revenues to date total $6,958 or 136.42% of budget.
Expenses include administrative charges, capital, contracts and leases. Through the period, expenses total $160,909
or 16.49% of budget. Administrative charges total $16,248, or 33.3% of budget. Following the rollforward
amendment, capital segment of expenses is budgeted at $674,912. Year to date spending in capital totals $4,500 as
most of the spending comes from a prior year PO for Madrone Park.
Overall, revenues are at 98% of budget while expenses are at 16.5% of budget due to the timing of capital
improvement projects.
Fund Schedule Development
The accounting staff along with the City’s outside independent auditor Weaver and Associates will present the
finalized Comprehensive Annual Financial Report (CAFR) to Council on March 24th. 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.
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 5 of 14
F
Fund Schedule as of February 29, 2020
234 - Village PID
FY2020
Budget
Beginning Fund Balance 919,178
Revenues
FY2020
Budget
FY2020 Year-
to-Date
FY2020
Encumbrance
FY2020
Actuals % of Budget
Interest 5,100 6,958 - 6,958 136.42%
Tax Revenue 452,210 441,575 - 441,575 97.65%
Grand Total 457,310 448,532 - 448,532 98.08%
Expenses
FY2020
Budget
FY2020 Year-
to-Date
FY2020
Encumbrance
FY2020
Actuals % of Budget
Administrative Charges 48,744 16,248 - 16,248 33.33%
Capital 674,912 32,875 (28,375) 4,500 0.67%
Contract & Leases 105,160 29,820 58,974 88,794 84.44%
Maintenance 102,300 19,927 4,656 24,583 24.03%
Operations 44,624 24,739 2,045 26,784 60.02%
Grand Total 975,740 123,609 37,300 160,909 16.49%
FY2020
Budget
Ending Fund Balance 400,748
CAFR Adjustment -
Contingency Reserve 113,053
Shell Landscape -
Available Fund Balance 287,695
FY2020 Actuals
Page 6 of 14
City of Georgetown, Texas
Georgetown Village I mprovement District
March 9, 2020
S UB J E C T:
No minatio n and elec tion of Vic e-C hair o f the G VP I D Board. - Marlene Mc Mic hael - C hair P erson for
G VP I D
IT E M S UMMARY:
P er the Bylaws of the G eo rgeto wn Village P ub lic Improvement Bo ard :
S ection 3.1 Officers. T he Ad visory Bo ard O ffic ers are C hair, Vic e C hair and S ecretary.
S ection 3.2 Election of Officers. T he C hair o f the Board is appointed by the C ity C ounc il. All o ther
o fficers s hall be elected by a majo rity vo te of the Ad visory Bo ard at the firs t meeting after the annual
ap p o intment p ro c es s .
F IN AN C IAL IMPAC T:
No ne
S UB MIT T E D B Y:
Marlene Mc Mic hael, C hair P erson
Page 7 of 14
City of Georgetown, Texas
Georgetown Village I mprovement District
March 9, 2020
S UB J E C T:
No minatio n and elec tion of S ecretary o f the G VP I D Board. - Marlene Mc Mic hael, G VP I D C hair P ers on
IT E M S UMMARY:
P er the Bylaws of the G eo rgeto wn Village P ub lic Improvement District Board:
S ection 3.1 Officers. T he Ad visory Bo ard O ffic ers are C hair, Vic e-C hair and S ec retary.
S ection 3.2 Election of Officers. T he C hair o f the Board is appointed by the C ity C ounc il. All o ther
o fficers s hall be elected by a majo rity vo te of the Ad visory Bo ard at its firs t meeting after the annual
ap p o intment p ro c es s .
F IN AN C IAL IMPAC T:
No ne
S UB MIT T E D B Y:
Marlene Mc Mic hael, C hair P erson
Page 8 of 14
City of Georgetown, Texas
Georgetown Village I mprovement District
March 9, 2020
S UB J E C T:
R eview and p o s s ib le ac tion related to the Day, Time and Lo catio n o f the G VP I D Board Meetings -
Marlene Mc Mic hael, C hair P erson
IT E M S UMMARY:
P er the G VP I D b ylaws S ection 4.1 Time and Date of Regular Meetings. T he Advis o ry Board s hall
meet o nc e a month on the s ame week o f the month, the same d ay o f the week, at the s ame time, and at the
s ame plac e. T he regular date, time and p lace of the Ad visory Bo ard meeting will b e dec id ed by the
memb ers at the firs t meeting of the Ad visory Board after the annual appointment proc es s .
F IN AN C IAL IMPAC T:
No ne
S UB MIT T E D B Y:
Marlene Mc Mic hael, C hair P erson
AT TAC H ME N T S:
D escription Type
DRAFT Meeting Schedule 2020-2021 Cover Memo
Page 9 of 14
GEORGETOWN VILLAGE PID ADVISORY BOARD
DRAFT Meeting Schedule
March 2020 – February 2021
Currently: All Regular Meetings will be held on the second MONDAY of
every month at 6:00 p.m.
The meeting location is inside West Side Service Center, 5501 Williams Dr.,
Georgetown, TX. 78633
Please contact Sherry Walsh at Sherry.Walsh@georgetown.org if you have
questions regarding meeting dates or times.
MARCH 9, 2020
APRIL 13, 2020
MAY 11, 2020
JUNE 8, 2020
JULY 13, 2020
AUGUST 10, 2020
SEPTEMBER 14, 2020
OCTOBER 12, 2020
NOVEMBER 9, 2020
DECEMBER 14, 2020
JANUARY 11, 2021
FEBRUARY 8, 2021
Page 10 of 14
City of Georgetown, Texas
Georgetown Village I mprovement District
March 9, 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 January, 2020 -
Tina Davis, Board Liais o n
IT E M S UMMARY:
Minutes from the J anuary 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
Minutes _GVPID_01.13.2020 Backup Material
Page 11 of 14
Georgetown Village PID Page 1 of 3
January 13, 2020
City of Georgetown, Texas
Georgetown Village Public Improvement District Advisory Board Meeting
Minutes
Monday, January 13, 2020 at 6:00 p.m.
West Side Service Center located at 5501 Williams Dr. Georgetown, TX 78633
Board Members Present: Marlene McMichael, Chair; Marsi Liddell; Norma Baker; Gary
Newman, Developer Rep; Steve Taylor, Alternate
Board Members Absent: Michael Charles; Cara McKinney, Penny Evans, Developer Rep
Staff Members Present: Wayne Reed, Assistant City Manager; Ray Miller; Public Works
Director; Paul Diaz, Budget Manager; Tina Davis, Board Liaison
Staff Members Absent: None
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 6:06 PM - Meeting called to order, followed by
Pledge of Allegiance
B. Georgetown Village Public Improvement District (GVPID) monthly financial report for
the month of December 2019 – Paul Diaz – Diaz briefed the Board on where they are in the
City’s budget process and what to expect at the end of the fiscal year. The annual budget
process begins Oct. 1st. Staff opens purchase orders and ecumbrances. Money spent plus any
encumbrance equal year to date numbers. Currently in the December/January time frame.
Every December, Paul’s staff does a Capital Improvement Project (CIP) roll forward
amendment to Council. Remaining money appropriated from the 2019 budget that was
allocated for the GVPID parks improvement project is rolled forward to the 2020 budget.
Rolled forward $674K that included the balance of Madrone Park of approximately $56K,
$280K for Parklets, $143K for Rowan Park, $195K for Shell Rd. project. The financial report
Paul presents at the February Board Meeting will show the budget increase, recognize funds
that were budgeted but not spent will be shown in the beginning balance and new
appropriations for 2020. Discussion - Liddell asked if the money that was not spent
technically encumbered. Diaz answered, “the money that was encumbered is good but this
is money that wasn’t spent or encumbered”. GVPID is funded by property tax. Typically the
big amount is seen in January/February. Overall GVPID budget is where it need to be.
Liddell asked if taxes will increase. Diaz answered the rate increase is capped off at 3.5% but
not sure where Council will set the rate. The City’s portion of property tax is about 18%, the
majority goes to ISD.
C. Project Update – Eric Nuner – Construction plans from the Board and Sub-Committee input
have been submitted to the City and is currently under review. Nuner anticipates end of
January for comments or approval. If there are any comments, it will be the end of February
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Georgetown Village PID Page 2 of 3
January 13, 2020
before the plans are approved. In the meantime, Nuner is working on bidding documents
and contract documents to have everything in place so when there is an approval the
bidding document can be presented to companies to bid out the project. May be March or
April before bids are back. McMichael asked if the construction documents go to Planning
and Zoning (P & Z) to see if she and Newman need to recuse themselves because of a
conflict with them being a resident. Reed will check with legal for verification of the conflict.
Nuner will continue to get information to update the Board on approval or comments.
Nuner will not be at February meeting but will have another staff member present with any
updates. Discussion- Liddell asked if there would be another Sub-Committee meeting.
Nuner answered – not until after bids are received to review them. If there are any changes
in pricing, it will be brought back for review and approval. McMichael asked if there will be
a phased construction. Nuner will work this out with approved bidder on what makes the
most sense. Liddell reiterated the Board would like Nuner to let the residents know prior
construction start. Nuner agreed. Newman asked if construction would begin in late
summer. Nuner – anticipates sooner. Goal is to present back to GVPID Board in April to
forward to Council for last meeting in April or first meeting in May. Usually 2-3 weeks with
contract documents in City Attorney’s office to move forward. Estimate Late May, early
June.
D. Update/s from City Staff (if any) – Wayne Reed - NOT ACTION TAKEN – Clarification
on when a Developer can come off the Board was tabled to the January meeting. Reed
returned with clarification on the composition changes of Advisory Board such that the two
Developers can come off of the Board. The developer needs to have completed the
development of the concept plan of the PID. Reed currently meeting as a staff, to look at the
inventory of all of the properties Green Builder has had, to lots still available for sale, open
space tracks or park lands the Builder still owns, to detention ponds the Builder has had to
improve and before conveying them to the PID. Reed is meeting internally with City staff to
document the satisfaction of the competed development of the concept plan. Next month
Reed will return presenting a map of remaining properties that the Builder needs convey
any lots to a buyer, the HOA or the PID. (if it’s a detention pond) Once the number of
properties is zero, and the Board recommends a change to the composition of the Board,
Reed will proceed with a recommendation to Council to change the composition of the
Board. Reed suggest when the recommendation to change the composition of the Board to
include the frequency of the meetings.
Legislative Regular Agenda
E. Tree Trimming – Ray Miller – Miller followed up with Board by presenting a handout of 10
trees to be removed and 17 trees to be trimmed at intersections. (causing a potential hazard
to the public’s view of a stop sign) Showed two examples of letters to send to homeowners
that will be impacted by a tree removal or trim and asked the Board to provide feedback on
the letters. Alternatives to leaving the trees in place: moving the stop sign away from the 10
trees is approximately $1K per intersection, flashing stop signs are approximately $2,500
each and a possible nuisance. Miller recommends removing the 10 trees for safety of all
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Georgetown Village PID Page 3 of 3
January 13, 2020
citizens based on state and local guidelines. Discussion: Clarity on letter (that would go out
to homeowners whose house is adjacent to one of the trees to be removed). Board agreed
the letter to homeowners should reflect the safety hazard caused by a tree in the right of
way that blocks a stop sign. Because of reduced visibility and possible safety hazard the tree
will be removed. (2 weeks to 1 month notice). Motion by Newman to recommend staff to
remove the 10 trees in the right of way that block stop signs and trim the 17 trees mentioned
today. Reed suggested holding off on moving forward today and allowing letters to be
mailed to residents first giving them a chance to voice any concerns, questions, affirmations
or disagreements at the February meeting.
Motion by Newman, seconded by Liddell directing staff to notify 10 homeowners by letter
that due to safety concerns and reduced visibility, the tree in the right of way will be
removed and notify 17 homeowners by letter that due to safety concerns and reduced
visibility, the tree in the right of way will be trimmed. Homeowner will be invited to attend
the next Board meeting February 10, 2020 or talk with City staff prior to the meeting. No
action will be taken at this time. Tree trimming and removal will happened at the same
time. Approved 4-0-3 (Evans, Charles and McKinney absent)
F. 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.
Adjournment
Motion to adjourn by McMichael. The meeting adjourned at 7:00 p.m.
__________________________________ ______________________________
Marlene McMichael, Chair Cara McKinney, Secretary
___________________________________
Board Liaison
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