HomeMy WebLinkAboutAgenda_GVPID_04.09.2018Notice of Meeting for the
Georgetown Village Public Improv ement District
of the City of Georgetown
April 9, 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
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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 March 12, 2018 regular meeting - Karen
Fro s t, Rec o rd ing S ecretary
B Dis cus s ion and review o f P ID Bro chure for p ublic ation. Karen Frost, R ec ording Sec retary
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 Marc h 2018 and the annual bud get c alendar - La'Mar Kemp, Ac countant
D Overview o f s idewalk rep airs and maintenanc e in GVP ID. Octavio Garza, P ublic Works Directo r
E 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
F Developer's Up d ate - Gary Newman
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 1 of 14
City of Georgetown, Texas
Georgetown Village Improvement District
April 9, 2018
SUBJECT:
Cons id eration and p o s s ib le ac tion to approve the minutes of the Marc h 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
GVPID_Minutes _03.12.2018 Backup Material
Page 2 of 14
GVPID Minutes Page 1 of 3
March 12, 2018
MINUTES OF THE MEETING
GEORGETOWN VILLAGE PUBLIC IMPROVEMENT DISTRICT (GVPID)
MARCH 12, 2018 6:00 PM
BOARD MEMBERS PRESENT: Marler, McMichael, Newman, Evans, Porter,
BOARD MEMBERS ABSENT: McKinney, Baker
STAFF PRESENT: Briggs, Garza, Kemp, Nuner, Wilkins,
OTHERS PRESENT:
Call to order at 6:04 PM by Marler.
A. MINUTES
Comment from Newman – Item D, last paragraph – there are 21 caves rather than 22.
Motion by Newman, second by McMichael to approve the minutes with this
correction. APPROVED 5-0 (Baker & McKinney absent)
B. ELECTION OF VICE-CHAIR PERSON AND SECRETARY
Vice-Chair – Marler nominated McMichael. No other nominations APPROVED 5-0
(Baker & McKinney absent)
Secretary – Newman nominated Porter. No other nominations. APPROVED 5-0 (Baker
& McKinney absent)
C. REVIEW/AMENDMENT OF BYLAWS
MOTION – McMichael, 2nd Newman. To accept the bylaws and recommend that
section 2.3 be amended so that alternate members may serve with voting privileges in
the absence of any regular board member. APPROVED 5-0 (Baker & McKinney
absent)
D. THE PID BROCHURE – PULLED – bring back at the next meeting. Jim explained the
status of the brochure. Draft will be ready for the next meeting. NO ACTION
E. MONTHLY FINANCIAL REPORT/BUDGET CALENDAR – Presented by La’Mar
Kemp, 95% collected ad valorem still some coming in. Brochures will be a deduction
when they are completed. Above ground – maintenance of sidewalk in progress. Alleys
– some done at the end of the year last year. Tree maintenance on-going now.
Question from Newman - how many roof tops are there in the area? La’Mar will e-mail
that information.
Page 3 of 14
GVPID Minutes Page 2 of 3
March 12, 2018
Budget Calendar/Process – Timeframe. Things from last year’s budget that will roll to
next year for 2019. $852K – if we spend nothing else this year – but this number will
fluctuate. We need to project what expenditures are expected – determine what we
think we will need additionally. Next meeting info from Master Plan to FY 19 and FY 20
projects. Will get numbers from WCAD and then determine how much money will be
collected.
Question from McMichael - $38K reserved for alleys – if we don’t spend it all does it roll
automatically or does it go back into the fund? La’Mar – yes it goes back into fund
balance – Briggs elaborated. McMichael if they don’t finish sidewalks this year – how
does that work – Answered by Briggs – if we have a contract for $50K and we complete
$35K the $15K is tied to contract and will flow to the next budget to complete the
contract as a carry over. Anything not tied to a contract rolls to fund balance.
Question from Newman - FY 19 – FY 23 service plan – Do we do the same detail all the
way out? Do we detail it out to replace a park bench in 10 years so it does not get
dropped? Answered by Briggs yes – we have the ability that certain enhancements can
be made with the funds available. Once a plan is developed for what the board wants
to do we will add in the costs and so those items will be handled – be careful not to over
reserve. Question by McMichael - so we can expect around $500K/yr in maint costs.
Answered by Briggs - Will be about $75K short this year. McMichael - Cannot spend
the entire reserve on the Master Plan? – Briggs answered - that is correct. Capital
Replacement Reserves – identify specific reserves for their purpose. We need to do that
in this budget. Could possibly raise the level for a special assessment. Board
recommend and the council would have to adopt it.
July 24 – budget hearing need to know before then what we want to present as the PID
Budget. To be finalized at the July 9th meeting. NO ACTION
F. LANDSCAPE, AMENITY, AND WAYFINDING SIGNAGE MASTERPLAN
Nuner – Travis with KPA to do a presentation. Travis presented a Power Point
presentation. Big picture – Big ideas etc. for overall final master plan.
Presentation - various questions and discussion. NO ACTION
G. DEVELOPER’S UPDATE – Newman gave update. NO ACTION
Speaker 3 minutes –
Michael Charles, of 244 Beretta Circle, spoke to the Board.
Page 4 of 14
GVPID Minutes Page 3 of 3
March 12, 2018
Agrees with attendance rules. Brochure – layman’s terms so that people buying a house know
what a PID is. Amount of $3,000 not a huge amount but if brochure is for people in PID 1 and
Shell Road PID - maybe there could be cost sharing that could go on so people can see we are
building this for everyone. Comment on use of asphalt instead of concrete to fill in portions of
sidewalk. Asphalt patches on the concrete sidewalks. Trees – notices went out from
Georgetown Utilities rather than the PID – wants everyone to know that the PID is doing
something – so maybe notices should go out from Georgetown Utilities “courtesy of OR paid
for by the PID” so that people understand that.
Marler – question about the asphalt. Briggs/Garza explained this is a polymer and not asphalt.
Pictures and explanation. This product is used in spots where tree roots are involved to
preserve the tree and the tree does not have to be removed – material flexes with the tree roots.
Briggs we are preparing information to be sent out to residents to clarify what this is. This was
also mentioned in the previous communications that went out to notify residents of the
upcoming sidewalk work. Questions and discussion followed.
Marler requested that we have some sort of notification and/or signage that states that projects
are paid for by PID funds – so that residents can see it during projects. She wants residents to
know that the PID funds are being used. Briggs/Garza - We will get something put together to
address this.
ADJOURNMENT: Motion by Porter, second by Newman to adjourn the meeting. APPROVED
5-0 (Baker and McKinney absent)
MEETING ADJOURNED AT 8:22 PM.
____________________________________ ______________________________________
Approved, Chair Attest, Secretary
Page 5 of 14
City of Georgetown, Texas
Georgetown Village Improvement District
April 9, 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 6 of 14
City of Georgetown, Texas
Georgetown Village Improvement District
April 9, 2018
SUBJECT:
Presentatio n of the Georgetown Village Public Improvement Dis tric t (GVPID) monthly financial rep o rts for
the month of Marc h 2018 and the annual b ud get c alendar - La'Mar Kemp , Ac c ountant
ITEM SUMMARY:
FINANCIAL IMPACT:
None.
SUBMITTED BY:
La'Mar Kemp , Ac c o untant
ATTACHMENTS:
Description Type
2018 Budget adoption calendar Backup Material
03.2018 Financial Summary Backup Material
03.2018 Financial Statement Backup Material
Page 7 of 14
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 8 of 14
17/18 Budget YTD Activity Variance
Revenues:
Ad Valorem Taxes 388,128$ 379,639$ (8,489)$
Interest Earned 2,000 3,674 1,674
Total Revenues 390,128 383,312 (6,816)
Expenditures:
Administrative Fee- General Fund 47,858 22,253 25,605
Office Supplies 500 - 500
Brochures, Advertising 3,000 - 3,000
Insurance 2,000 362 1,638
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 22,962 13,038
Maintenance, Sidewalks 42,164 1,746 40,418
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 21,600 38,400
Administrative Fee - Joint Service 8,966 4,482 4,484
Total Expenditures 465,840 226,057 239,783
Current Year Variance (75,712) 157,256 232,968
Beginning Fund Balance 677,161 713,772 [A]36,611
Current Funds Available 601,449$ 871,028$ 269,579$
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 April 02, 2018.
[A]Audited budgetary basis fund balance.
Financial Statement
Village PID
March 31, 2018
Page 9 of 14
4-02-2018 08:28 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: MARCH 31ST, 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 0.00 379,638.96 97.81 0.00 8,489.04
TOTAL PRIMARY REVENUE 388,128.00 0.00 379,638.96 97.81 0.00 8,489.04
INTEREST
4-0001-42-100 ALLOCATED INTEREST 2,000.00 0.00 3,634.09 181.70 0.00 ( 1,634.09)
4-0001-42-152 GISD TAX (PID) INTEREST 0.00 0.00 39.42 0.00 0.00 ( 39.42)
TOTAL INTEREST 2,000.00 0.00 3,673.51 183.68 0.00 ( 1,673.51)
DEVELOPMENT FEE _____________ _____________ _____________ ______ ______________ _______________
____________________________________________________________________________________
TOTAL REVENUE 390,128.00 0.00 383,312.47 98.25 0.00 6,815.53
VILLAGE PID
===========
OTHER _____________ _____________ _____________ ______ ______________ _______________
____________________________________________________________________________________
_____________________________________________________________________________________________________________________________
*** TOTAL REVENUES *** 390,128.00 0.00 383,312.47 98.25 0.00 6,815.53
============= ============= ============= ====== ============== ===============
_____________________________________________________________________________________________________________________________
Page 10 of 14
4-02-2018 08:28 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: MARCH 31ST, 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 2,313.00 22,253.00 46.50 0.00 25,605.00
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 2,000.00 361.65 361.65 18.08 0.00 1,638.35
5-0211-51-310 CONTRACT & LEASES, PRIMARY 90,160.00 0.00 37,911.08 99.95 52,201.24 47.68
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 9,060.00 38,690.00 84.99 20,800.00 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 1,847.57 22,961.56 63.78 0.00 13,038.44
5-0211-51-501 MAINT, ALLEYS/SIDEWALKS 42,164.00 0.00 32,833.08 4.14 ( 31,086.74) 40,417.66
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 6,537.13 15.25 ( 3,487.13) 16,950.00
5-0211-51-507 MAINT, STREET TREES 60,000.00 21,600.00 21,600.00 36.00 0.00 38,400.00
5-0211-51-950 JOINT SERVICES ALLOCATION 8,966.00 747.00 4,482.00 49.99 0.00 4,484.00
TOTAL OPERATIONS 465,840.00 35,929.22 206,180.50 48.53 19,876.37 239,783.13
____________________________________________________________________________________
TOTAL VILLAGE PID 465,840.00 35,929.22 206,180.50 48.53 19,876.37 239,783.13
_____________________________________________________________________________________________________________________________
TOTAL COMMUNITY SERVICES 465,840.00 35,929.22 206,180.50 48.53 19,876.37 239,783.13
_____________________________________________________________________________________________________________________________
*** TOTAL EXPENSES *** 465,840.00 35,929.22 206,180.50 48.53 19,876.37 239,783.13
============= ============= ============= ====== ============== ===============
*** REVENUES OVER/(UNDER) EXPENSES( 75,712.00)( 35,929.22 177,131.97 207.70-( 19,876.37)( 232,967.60)
*** END OF REPORT ***
Page 11 of 14
City of Georgetown, Texas
Georgetown Village Improvement District
April 9, 2018
SUBJECT:
Overview o f s id ewalk repairs and maintenanc e in GVPID. Oc tavio Garza, Pub lic Wo rks Direc tor
ITEM SUMMARY:
Please s ee the attac hed s id ewalk maintenanc e map , s treets labeled in p ro gres s have ad jacent s id ewalks
s ched uled for rep air. The next phas e of s id ewalk c oncrete c utting fo r the GVPID is b eing posted by
p urc hasing for q uote reques t. This wo rk will c o mp lete all sidewalk rep airs in the identified area with the
exc ep tion of five (5) loc ations where tree root c o nflic ts with p rivate driveways that will req uire a more
extensive app ro ac h. T he work will be complete b y mid -May.
FINANCIAL IMPACT:
s ee bud get.
SUBMITTED BY:
Dan So uthard , Streets and Drainage Sup erintend ent
ATTACHMENTS:
Description Type
Map of propos ed s idewalk maintenance Backup Material
Page 12 of 14
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RFQ 201827 Sidewalk Concrete Cutting ServicesLocation Map
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0 750375Feet
City of GeorgetownAttachment B
This map is a representation of the informat ion cu rren tly held by t he City of Georgetown Utility Systems. While ev ery effort has been mad e to ensure the a ccura cy of t he prod uct, G.U.S. makes no wa rrant ies regarding the v eracity or p recision of t he information depicted or the data from which it was produced and ass umes n o liabilit y for damages due t o erro rs o r omis sions. This map is not s uitable for s urv ey purpos es.
Legend
Facilities Repair
Completed
In Progress
April, 2018
Page 13 of 14
City of Georgetown, Texas
Georgetown Village Improvement District
April 9, 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:
The final mas ter plan will be p res ented and d is c us s ed .
FINANCIAL IMPACT:
NA
SUBMITTED BY:
Eric Nuner, As s is tant Parks and Recreatio n Direc to r
Page 14 of 14