HomeMy WebLinkAboutAgenda_GVPID_04.08.2019Notice of Meeting for the
Georgetown Village P ublic I mprov ement District
of the City of Georgetown
April 8, 2019 at 6:00 P M
at West Side Serv ice Center, located at 5501 Williams Dr Georgetown, T X 78633
T he C ity of G eorgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you
require as s is tance in partic ipating at a public meeting due to a disability, as defined under the ADA, reas onable
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O ffic e, at leas t three (3) days prior to the sc heduled meeting date, at (512) 930-3652 or C ity Hall at 808 Martin
Luther King Jr. S treet, G eorgetown, T X 78626 for additional information; T T Y users route through 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 onvene an Exec utive S es s ion for any purpose
authorized by the O pen Meetings Act, Texas G overnment C ode 551.)
A C all to O rder
B P resentation of the G eorgetown Village P ublic Improvement District (G VP I D) monthly financ ial reports
for the month of Marc h 2019. - C hris ti R awls, As s is tant C ontroller
L egislativ e Regular Agenda
C P ublic Wishing to Address the Board
O n a subject that is posted on this agenda: P leas e fill out a s peaker registration form which c an be
found on the table at the entranc e to the Board Meeting. C learly print your name and the letter of the item
on whic h you wis h to s peak and pres ent it to the S taff Liais on, prior to the start of the meeting. You
will be called forward to s peak when the Board c onsiders that item. O nly 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: P ers ons may add an item to a future R egular sc heduled Board
agenda by filing a written reques t with the S taff Liaison no later than one week prior to the Board
meeting. T he reques t must include the s peaker ’s name and the s pecific 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. F or Board Liais on contac t information, please logon to
https://governm ent.georgetow n.org/gvpid/
-N o one signed up to speak prior to posting the Agenda.
D C ons ideration and possible action to approve the Minutes of the regular meeting of Marc h 11, 2019 - Tina
Davis , Board Liais on
E C ons ideration and possible action to approve a Design C ommittee to review and make recommendations
regarding the 2019 G VP I D capital improvement projec ts. Eric Nuner, Assistant P arks & R ec reation
Direc tor
Adjournment
Page 1 of 10
C E RT IF IC AT E O F P O S T IN G
I, R obyn Densmore, C ity S ecretary for the C ity of G eorgetown, Texas, do hereby c ertify that this Notic e of
Meeting was pos ted at C ity Hall, 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626, a place readily
ac cessible to the general public at all times, on the ______ day of __________________, 2019, at
__________, and remained so pos ted for at least 72 continuous hours preceding the sc heduled time of s aid
meeting.
____________________________________
R obyn Densmore, C ity S ecretary
Page 2 of 10
City of Georgetown, Texas
Georgetown Village Improvement District
April 8, 2019
S UB J E C T:
P res entation of the G eorgetown Village P ublic Improvement Dis tric t (G VP I D) monthly financial reports
for the month of March 2019. - C hristi R awls , Assistant C ontroller
IT E M S UMMARY:
F IN AN C IAL IMPAC T:
.
S UB MIT T E D B Y:
C hristi R awls , Assistant C ontroller
AT TAC H ME N T S:
Description Type
GVPID Finaincial Summary Mar 2019 Backup Material
Page 3 of 10
18/19 Budget YTD Activity Variance
Revenues:
Ad Valorem Taxes 426,392$ 419,642$ (6,750)$
Interest Earned 4,000 7,058 3,058
Total Revenues 430,392 426,700 (3,692)
Expenditures:
Administrative Fee- General Fund 38,210 15,921 22,289
Office Supplies 300 100 200
Insurance 500 - 500
Contracts & Leases, Primary 90,160 87,611 2,549
Contracts & Leases, Secondary 15,000 - 15,000
Special Services 5,000 2,550 2,450
Utilities/Irrigation 41,000 18,909 22,091
Maintenance, Sidewalks 30,000 444 29,556
Maintenance, Irrigation 6,000 - 6,000
Maintenance, Ponds 6,300 - 6,300
Maintenance, Repairs 10,000 - 10,000
Maintenance, Alleys 500 - 500
Maintenance, Street Trees 50,000 - 50,000
Administrative Fee - Joint Service 15,924 6,635 9,289
Total Expenditures 308,894 132,170 176,724
Capital:
Park Improvements - Shell Rd 195,227 - 195,227
Park Improvements - Parklets 279,794 - 279,794
Park Improvements - Rowan Park 143,141 - 143,141
Total Expenditures 618,162 - 618,162
Current Year Variance (496,664) 294,530 791,194
Beginning Fund Balance 763,359 797,650 [A]34,291
Current Funds Available 266,695$ 1,092,180$ 825,485$
Contingency
Reserve 106,000 106,000 -
Park Improvements - Madrone Park 160,000 160,000 -
Current Funds Available 695$ 826,180$ 825,485$
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 4/01/19
[A]Unaudited beginning fund balance.
Financial Statement
Village PID
March 31, 2019
Page 4 of 10
City of Georgetown, Texas
Georgetown Village Improvement District
April 8, 2019
S UB J E C T:
Public Wishing to Address the Board
O n a subject that is posted on this agenda: P lease fill out a speaker regis tration form whic h can be
found on the table at the entrance to the Board Meeting. C learly print your name and the letter of the item
on which you wish to speak and present it to the S taff Liaison, prior to the start of the meeting. You will
be c alled forward to speak when the Board cons iders that item. O nly pers ons who have delivered the
s peaker form prior to the meeting being called to order may s peak.
On a subject not posted on the agenda: P ersons may add an item to a future R egular s cheduled Board
agenda by filing a written request with the S taff Liais on no later than one week prior to the Board
meeting. T he request mus t inc lude the speaker’s name and the spec ific topic to be addres s ed with
s uffic ient information to inform the board and the public . Only those persons who have submitted a
timely request will be allowed to speak. F or Board Liaison c ontact information, pleas e logon to
https://government.georgetow n.org/gvpid/
-N o one signed up to speak prior to posting the Agenda.
IT E M S UMMARY:
F IN AN C IAL IMPAC T:
.
S UB MIT T E D B Y:
Marlene Mc Michael, C hair P ers on
Page 5 of 10
City of Georgetown, Texas
Georgetown Village Improvement District
April 8, 2019
S UB J E C T:
C onsideration and pos s ible ac tion to approve the Minutes of the regular meeting of March 11, 2019 - Tina
Davis, Board Liaison
IT E M S UMMARY:
F IN AN C IAL IMPAC T:
.
S UB MIT T E D B Y:
Tina Davis, Board Liaison
AT TAC H ME N T S:
Description Type
Minutes _GVPID_03.11.2019 Backup Material
Page 6 of 10
Georgetown Village PID Page 1 of 3
March 11, 2019
City of Georgetown, Texas
Georgetown Village Public Improvement District Advisory Board Meeting
Minutes
Monday, March 11, 2019 at 6:00 p.m.
West Side Service Center located at 5501 Williams Dr. Georgetown, TX 78633
Board Members Present: Marlene McMichael, Chair; Michael Charles; Norma Baker; Marsi
Liddell; Gary Newman, Developer Rep; Steve Taylor, Alternate 1; Howard Davis, Alternate 2
Board Members Absent: Cara McKinney; Penny Evans, Developer Rep
Staff Members Present: Dan Southard, Public Works Operations Manager; Seth Gipson,
Management Analyst; Christi Rawls, Assistant Controller; Eric Nuner, Assistant Parks Director;
Laura Wilkins, Executive Assistant; Tina Davis, Board Liaison
Others Present: Evan Cuyler, Covey Landscape Architect, Ronnie Stafford, Covey Landscape
Architect
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 6:03 PM.
B. Introduction of New Board Members and Visitors. – Marlene McMichael, Chair
Board Members introduced themselves. Chair acknowledges the absence of remaining
board members.
C. Review Board/Meeting Procedures – Tina Davis, Liaison
Handouts given to members containing the By-laws, Code of Ordinance, Attendance Policy,
Roster and training requirements.
D. Presentation of the Georgetown Village Public Improvement District (GVPID) monthly
financial reports for the month of February, 2019. - Christi Rawls, Controller
Rawls gave overview of February financials. Rawls stated “did not update corrections from
last meeting. Under Capitol: Park Improvements - Madrone should be Shell Road, Under
Current Funds Available – Contingency - Park Improvements – Rowan Park should be
crossed out. Rawls will make corrections on the March financial report.
E. Project Updates - Octavio Garza, Public Works Director
Southard reports in Garza’s absence – (1) Shell Road Sidewalk design is in process and
nearing 90% completion. There is a need for an easement at the corner of Shell Road and
Sequoia Spur. City staff is currently working with the property owner to secure the
easement. The plan is to take the sidewalk on the east side of Shell Road from Sequoia Spur
to Bellaire Drive. This will go out to bid once the easement is secured and the water
pollution abatement plan is also approved. (2) The 2019 street sealant application to
Page 7 of 10
Georgetown Village PID Page 2 of 3
March 11, 2019
Georgetown Villages will be taken to bid by the Systems Engineering department within the
City in mid-April to mid-May. KPA Engineering is the consultant doing the design. Bid will
require Contractor to apply a high performance pavement sealant to streets within the map.
(map provided) Proposed schedule: the project should be awarded in June or July and the
start date will be based on Contractors availability. The goal is to have the sealant down in
2019. No decision has been made on the product that will be used. Discussion about the
project phase, cost of two products used in the past, their differences and durability.
Southard says the main difference is the time it takes for each product to cure. The cost and
durability questions can be answered best by the Project Manager, Systems Engineering and
KPA. This project is paid by the City of Georgetown and the update provides locations and
timeframe only. Southard expects future updates. Homeowners will be give prior notice
before the project begins. McMichael confirms, the sidewalk will go all the way to Bellaire.
Legislative Regular Agenda
F. Nominations and election of Vice-Chair of the GVPID Board. - Marlene McMichael, Chair
Motion by Baker, seconded by Charles to approve the nomination and election of Liddell
as Vice-Chair. No discussion. Approved 5-0-2 (McKinney and Evans absent)
G. Nominations and election of Secretary of the GVPID Board. – Marlene McMichael, Chair
Motion by Liddell, seconded by Baker to approve the nomination and election of
McKinney as Secretary. Approved 5-0-2 (McKinney and Evans absent)
H. Review and possible action related to the Day and Time of the GVPID Board Meetings –
Marlene McMichael, Chair
Confirmed future meetings can be cancelled if there are no action items. Motion by Liddell,
seconded by Newman to approve the meeting day and time as the second Monday of every
month at 6:00 PM. The meeting location is inside West Side Service Center, 5501 Williams
Drive, Georgetown, Texas, 78633. Approved 5-0-2 (McKinney and Evans absent)
I. Consideration and possible action on the Minutes of the regular meeting of February 25,
2019. Newman asked for clarification on page 2 of the minutes, top paragraph, second line-
“Discussion of Covey” to be more descriptive. Motion by Newman, seconded by Baker to
modify minutes to read “Discussion of Covey selection”. Davis agreed to modify minutes to
read “Discussion of Covey selection” per the Boards request. Approved 5-0-2 (McKinney
and Evans absent)
J. Consideration and possible action to recommend approval of Task Order CLA-19-001 with
Covey Landscape Architects of Georgetown, TX in the amount of $103,250.00 for
professional design services related to Georgetown Village Public Improvement District
landscape and amenity improvements. – Eric Nuner, Assistant Parks and Recreation
Director
Nuner introduced Ronnie Stafford and Evan Cuyler from Covey Landscape Architects.
Agreed in February 25, 2019 meeting to return and explain fee associated with the
Page 8 of 10
Georgetown Village PID Page 3 of 3
March 11, 2019
discussion of recommending Covey Landscape Architects. The fees are in-line with what is
shown in the Master Plan. Confirms Madrone is included in the design as a contingent
project. Currently not funded; could be funded later-through mid-level budget amendment.
If taken out of Master Plan, the associated cost will be removed and the task order would be
amended before going to Council March 26, 2019. Stafford details 3 phases of design. The
current Master Plan now moves into the Schematic Design (planning) phase, the Board has
the opportunity to make changes, ask questions and have input. Covey agrees to return in
April for additional input. An item will be placed on the April agenda to form a sub-
committee or have a representative from the Board to meet with Architects between
meetings to bring collective questions, concerns or suggestion. Covey scheduled to return to
in May with redefined design to show the Board. In the Design Development phase in June,
Covey will bring in examples with price point/cost estimate. In the Construction Drawings
for Bidding phase, (Construction Documentation process) in August, Covey translates the
design into how a contractor will build and bid on it. When Board approves final drawings,
Covey works with the City prior to the bidding process. After awarded contractor begins,
Covey will oversee construction and provide project updates to the Board, cover all
inspections before doing the final walk-thru until final acceptance. Nuner confirmed, there
will be a 5% retainage for the contractor on all pay applications beyond this point. Once the
project goes out for bid, it will come back to the Board to recommend approval to move to
Council. McMichael suggest not spending money for new markers at entries down Shell
Road by maximizing plantings to enhance existing markers to give Shell Road refreshed
new look at a lower cost and consider looking more like current exterior monument signs to
be more cost effective and look cohesive. Advised to get collective change orders or
concerns out now. Any cost difference will be reported to the Board. Board members will
look over Master Plan on their own time and bring any changes, questions and input to
April meeting. Parklet updates have to meet ADA standards. May be able to use existing
benches to bring down cost. Covey will look at ways to save on cost of project and make
recommendations. Motion by Liddell, seconded by Baker to recommend approval of Task
Order CLA-19-001 with Covey Landscape Architects of Georgetown, TX in the amount of
$103,250.00 for professional design services related to Georgetown Village Public
Improvement District landscape and amenity improvements. Approved 5-0-2 (McKinney
and Evans absent)
Adjournment
Motion to adjourn by Liddell, seconded by Charles. The meeting adjourned at 7:17 p.m.
__________________________________ ______________________________
Marlene McMichael, Chair Cara McKinney, Secretary
__________________________________
Tina Davis, Liaison
Page 9 of 10
City of Georgetown, Texas
Georgetown Village Improvement District
April 8, 2019
S UB J E C T:
C onsideration and pos s ible ac tion to approve a Des ign C ommittee to review and make rec ommendations
regarding the 2019 G VP I D c apital improvement projects . Eric Nuner, As s is tant P arks & R ecreation
Director
IT E M S UMMARY:
T he committee will work with C ity staff and C ovey Lands cape Architec ts to refine the projec t design
process and will periodically update the board on progress.
F IN AN C IAL IMPAC T:
.
S UB MIT T E D B Y:
Eric Nuner, As s is tant P arks & R ecreation Director
Page 10 of 10