GEORGETOWN VILLAGE PUBLIC IMPROVEMENT DISTRICT #1 ADVISORY BOARD MEETING Monday, February 09, 2015 Meeting time 6:15 PM @ Georgetown Public Library, Classroom 211, 402 W. 8th St., Georgetown, TX. http://government.georgetown.org/georgetown-village-public-improvement-district-gvpid/ Mail address: Georgetown Village PID #1, P.O. Box 3000 #34, Georgetown, TX. 78627 MINUTES BOARD OF DIRECTORS PRESENT Alex Hayes, President (M) Steve Goodman, Treasurer (M) Melinda Marler, Secretary (M) Mark Booras (M) Vincent Uthoff (M) Bill Weber (M) BOARD OF DIRECTORS ABSENT Phillip Hardy, Vice President (M) GUESTS Matt Saulsgiver Merit Service Solutions Dwayne Lockhart Merit Service Solutions Arturo Nieto, resident Patsy Nieto, resident Brian Ortego, resident 1. Call to order at 6:20 by Alex Hayes, President. 2. Financial Report (Steve Goodman, Treasurer) A. Consideration and possible action to approve the January 31, 2015 Unaudited Financial Statements as provided by La'Mar Kemp, Accountant, City of Georgetown Financials, January 31, 2015: Year-to-Date Total Revenues $ 280,865 Year-to-Date Total Expenses $ 116,040 Current Funds Available $ 602,770 Motion by Bill Weber, 2 nd Mark Booras to approve the financials as submitted. Approved 6-0 B. Recap of approved expenditures as provided by Steve Goodman, Treasurer No invoices were paid in January 2015. Page 1 of 6
C. Recap of Utility Usage Report as provided by La'Mar Kemp, Accountant, City of Georgetown Notes: Steve Goodman will check with the city to clarify how it is calculated and the amount charged to the PID. 3. Consideration and possible action to approve Minutes of Georgetown Village Public Improvement District No. 1 Advisory Board meeting held on January 12, 2015. Note: The minutes submitted to the city and posted on our website were not the approved minutes. The minutes were amended (financials added) for this meeting. An amended, approved version will need to be sent to the City for posting. Motion by Bill Weber, 2 nd Mark Booras to approved as amended. Approved 6-0. 4. Resignation of Melinda Marler as Georgetown Village Public Improvement District No. 1 Advisory Board Secretary effective date February 10, 2015. (February 9, 2015 Exhibit A) 5. Consideration and possible action on election of Georgetown Village Public Improvement District No. 1 Advisory Board Secretary, with Secretary becoming effective as of March 09, 2015 meeting or a date to be determined. Notes: According to the Governing Rules, Section 501 the Secretary may be a nonmember but may not vote or participate in any other official actions. No member stepped up to become the Secretary at this time. For the interim, Bill Weber volunteered to act as Secretary for the March 2015, April 2015 and May 2015 meetings. Motion by Mark Booras, 2 nd Melinda Marler to accept Bill Weber as interim Secretary as described. Approved 6-0 6. Update on Georgetown Village Public Improvement District No. 1 Advisory Board Alternate Board Member, Joshua Schroeder, as approved at the January 12, 2015 Georgetown Village Public Improvement District No. 1 Advisory Board Meeting: (February 9, 2015 Exhibit B) No discussion 7. Landscaping / Irrigation Report Dwayne Lockhart, Merit Service Solutions Representative Report on pending work orders previously approved: A. Apply one (1) inch of double ground hardwood mulch to all of the garden areas in Georgetown Village excluding Shell Road and The Gazebo, Work Order 46815 $1,295.52 To be completed Feb 12 B. Install one (1) inch of organic compost to surround all existing rose bushes excluding The Gazebo. To be Stalled and raked prior to mulching, Page 2 of 6
(reference Merit Service Solutions Work Order 46815) Work Order 46817 $969.41 Completed week of Jan 12 C. Fertilize four (4) planted trees and provide a root collar excavation on all five (5) trees in Cedar Elm Park, Work Order 46339 $868.00 Completed Jan 10 8. Consideration and possible action on the following proposals from Merit Service Solutions: There are no Work Orders (WO) to be considered at this meeting. Discussion: Merit Service Solutions WO #47920 in the amount of $843.98 was submitted via email to Alex Hayes from Mark Fischer, Merit Service Solutions Irrigation Manager on February 09, 2015 after the agenda had been posted. WO #47920 was presented to the Board. The Board considered the repairs necessary and Alex Hayes, by executive order, approved WO #47920. She will forward the WO to the Board members on Tuesday, February 10, 2015, as well as handle getting the appropriate signatures from Merit Service Solutions. 9. Comprehensive Report on all Georgetown Village Public Improvement District No. 1 Advisory Board Locations Under Current Contract with Merit Service Solutions f/k/a SunTerra Landscape Services Dwayne Lockhart and Matt Saulsgiver, Merit Service Solutions representatives (February 9, 2015 Exhibit C) Note: Dwayne Lockhart presented the landscape status of our parks using a presentation he prepared and handed out to the Board. 10. Update on painting at The Gazebo Discussion: Per Steve Goodman, he received an email from Jill Fussell (who originally handled this project) that the floor has been painted and looks good. Steve will follow up on paying the invoice that has been held until job completion. 11. Consideration and possible action to approve Blair Hill Landscape Architects Proposal for the Village Commons Entry Circle in the amount of $2,400.00 plus Reimbursable Expenses (February 9, 2015, Exhibit D) Discussion: This item was previously tabled pending verification that there were no approved work orders for this property. Alex Hayes investigated the prior two WO (45502 & 45499) and found that they were both tabled in the Oct 2014 meeting. Phillip Hardy was asked to reengage Blair Hill Landscape Architects. Mark Booras said this sounds like a worthwhile project since this park is a large, prominent entrance. Motion by Bill Weber, 2 nd Mark Booras to approve the design as submitted. Approved 6-0 Page 3 of 6
12. Per Cathy Atkinson at the Williamson County Tax Assessor/Collector s Office the WCAD Entity Fee is for the collection of property taxes for property annexed into the Georgetown Village Public Improvement District No. 1. (February 9, 2015 Exhibit E) Discussion: Alex Hayes explained this request and fee which the PID now pays. This fee is an administrative fee for the collection of the PID taxes and was previously paid by the City of Georgetown. The most recent invoice dated October 30, 2014 reflects 865 homes at a rate of $0.24 per parcel equating to a total amount due of $207.60. 13. Committee Reports A. Landscape Committee (Phillip Hardy, Alex Hayes, Steve Goodman) Update: See item 9 above. B. Park Amenities Committee (Mark Booras, Alex Hayes, Melinda Marler) Update: Mark Booras advised us that the message board at the Village Commons pool will be lowered by 13 inches this week. He also mentioned it may be good to add another message board, but no location was recommended. The playground equipment is currently tabled. Alex Hayes would like to discuss shade structures and picnic tables at our next committee meeting. This committee has not met recently and is planning to meet in February. C. Budget / 5-Year-Plan Committee (Steve Goodman, Phillip Hardy, Alex Hayes) No update D. Ponds Committee (Mark Booras, Vince Uthoff, Bill Weber) Discussion: Alex Hayes asked about mowing the pond in Section 6. She would like the committee to check the pond and surrounding area to assure it is being mowed and that the debris is being cleared. E. Communications Committee (Steve Goodman, Phillip Hardy, Melinda Marler) Update: Steve Goodman reported that we would like to set up online document storage for the Board s documents i.e. Brochure, board members info, membership application, binder table of contents, misc forms. Alex Hayes would like a presentation on the cost for email accounts for each board member by their title so that contact can be made to the dedicated title rather than the person. This Committee would like email for each member which will eliminate the need to use our personal email for PID business i.e. president.gtvpid@gmail.com, member1.gtvpid@gmail.com, accounts_payable.gtvpid@gmail.com Page 4 of 6
F. Executive Committee (Alex Hayes, Phillip Hardy, Steve Goodman) No update G. Alley Paving and Upkeep Committee (Mark Booras, Vince Uthoff, Bill Weber) Update: Bill Weber met with Alpha Paving, the only contractor who presented a bid, to discuss items not addressed in their bid. The scope of work has now been expanded so the bid will need to be re-let. He also said that Mark Miller, City of Georgetown, who previously assessed the alleyways, was now reviewing our videos which were recorded during heavy rain to show the drainage issues. Though there are no immediate issues in the alleys the committee sees there could be if the drainage is not addressed. Alex Hayes believes that maintenance of the alleys may not be the sole responsibility of the PID based on an in person conversation between herself and Mark Miller. 14. New Business A. 2015 Boards & Commissions Process Calendar (February 9, 2015 PID Agenda, Exhibit F) B. John R. Marler ORR Request (February 9, 2015 PID Agenda Exhibit G) C. LCS and White Construction Company (February 9, 2015 PID Agenda Exhibit H) D. The 2015 Williamson Central Appraisal District Annual Entity Meeting is April 01, 2015 from 8:00 a.m. to 9:00 am. located at 625 P.M. 1460, Georgetown, TX 78626 Discussion: Alex Hayes attended this meeting last year. Invitations are sent to each taxing entity. Attendees are given a packet when they arrive explaining the breakdown of the taxes for that entity. E. New PID Board Member Application Distribution and Revised/Updated Application Form (February 9, 2015 Exhibit I) Discussion: Alex Hayes reminded the Board that we do not have a full Board of 7 voting members and 3 alternate members, and would like to distribute applications again. The Board agreed we need to again solicit the residents but consider a different process since we are not getting a reasonable response. Melinda Marler suggested a photo of our Board to promote the PID. This photo, with our names, could be posted on a Facebook site and in our Bulletin Boards. Alex Hayes suggested we host a meet-and-greet event in the neighborhood. She also suggested the Board solicit for membership in April. We will further address this topic. F. Discussion PID Accounts Payable Alex Hayes presented invoices that are not getting paid in a timely manner due to Committee members not communicating amongst themselves in an effort to code the invoices and forward to the PID Treasurer for payment. She asked the Board how the coding of invoices and forwarding for payment could be assured by the various Committees. Melinda Marler suggested each Committee discuss the projects and Page 5 of 6
outstanding invoices and monitor them for receipt. She also suggested an email account for our invoices. G. Georgetown Village Public Improvement District No. 1 Advisory Board Committee Member List (February 9, 2015 Exhibit J) Melinda Marler mentioned that Phillip Hardy s name needs to be added to the Communications Committee on this list. H. Discussion: March 09, 2015 Board Meeting Alex Hayes informed the Board that she was not going to be at the March 9, 2015 meeting. She asked the Board if they would like to cancel our March meeting or have one with Phillip Hardy, Vice President presiding. Since Phillip Hardy was not present to assure he was available and able to conduct that meeting, the Board agreed to cancel the March meeting. 15. Opportunity for residents to address the PID Board Residents Arturo and Patsy Nieto are new to Georgetown Village and interested in knowing more about their neighborhood. They live on Westbury and their property backs up to the Life Care Communities property. Patsy pointed out that there is considerable noise and dust being generated and wanted to know how long this will continue. She is also concerned that they are not preserving all of the Live Oaks. She asked if there will be a barrier wall between them and the new building, which there is not. Alex Hayes briefly reviewed plans for the Life Care Communities 24.076 acres being developed. There will be one building plus a commercial strip along Shell Road. Alex also requested the contractor submit periodic updates to communicate to the residences. 16. Meeting adjourned 9:22 pm. Phillip Hardy, President Pro tem _March 5, 2015 Date Page 6 of 6