MINUTES. BOARD OF DIRECTORS ABSENT Melinda Marler, Secretary (M) Michael Mullenix (A) Phillip Hardy (M) GUESTS Matt Saulsgiver, SunTerra

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1 GEORGETOWN VILLAGE PUBLIC IMPROVEMENT DISTRICT #1 BOARD MEETING Monday, October 13, 2014 Meeting time 6:00 Georgetown Public Library, Classroom 211, 402 W. 8th St., Georgetown, TX. Mail address: Georgetown Village PID #1, P.O. Box 3000 #34, Georgetown, TX MINUTES BOARD OF DIRECTORS PRESENT Jill Fussell, President (M) Alex Hayes, Treasurer (M) Mark Booras (M) Steve Goodman (A) Vincent Uthoff (M) Bill Weber (M) BOARD OF DIRECTORS ABSENT Melinda Marler, Secretary (M) Michael Mullenix (A) Phillip Hardy (M) GUESTS Matt Saulsgiver, SunTerra 1. President Jill Fussell called the meeting to order at 6: Financial Report (Alex Hayes, Treasurer) A. Financial status reports provided by La Mar Kemp, City of Georgetown Financials, Sept 30, 2014 Year-to-Date Total Revenues $302, Year-to-Date Total Expenses $140, Current Funds Available $ 449, Bill Weber moved to approve the September Financials; Mark Booras 2 nd ; motion carried B. Corrections to July financials, to include consideration and possible action to approve the corrections. Page 1 of 9

2 Bill Weber moved to approve the corrections to the July Financials; Mark Booras 2 nd ; motion carried C. Corrections to August financials, to include consideration and possible action to approve the corrections. Bill Weber moved to approve the corrections to the August Financials; Mark Booras 2 nd ; motion carried D. Recap of approved expenditures 1.) Alex Hayes, $ Reimbursement of photo copy expenses 2.) Jill Fussell, $ Reimbursement of photo copy expenses 3.) SunTerra Landscape Svcs, $6, September 2014 Monthly Maintenance Billing 4.) Holcomb Electric Inc, $ At gazebo, install new service pole, replace 4 outlets with weatherproof lockable covers, disconnect broken motion detector, re-install light switch with lockable cover 5.) SunTerra Landscape Svcs, $ urgent irrigation repairs of leaks per September Irrigation Inspection Report 6.) Ink Images, $ Georgetown Village PID October 2014 brochure 3. Consideration and possible action to approve Minutes of Georgetown Village Public Improvement District #1 meetings held on September 8, Bill Weber moved to approve the Minutes; Mark Booras 2 nd ; motion carried 4. Consideration and possible action to renew the landscaping contract with SunTerra Landscape Services for the second year of a five-year contract of, per contract price of $75, annually, effective August 1, 2014 through July 31, Landscaping / Irrigation Report Matt Saulsgiver, Sunterra representative A. Report on pending work orders previously approved: 1. Wildflower meadow proposal for 3 areas along Shell Rd, WO 42275, ($ corrected from Minutes of September 8, 2014 notation) $ Page 2 of 9

3 Per Matt, areas on both sides of Sycamore and the north side of Westbury should be seeded by Oct. 31, and Do Not Mow, Wildflower Area signs will be ordered 2. Remove old grasses, plant coreopsis at Bedford Park, $ This is complete. B. Update on replacement of dead plant material in pocket parks 1. Dead sod in Bedford Park Per Matt, sod has to be ordered. 2. Dying grass and plant material in Hanover Park As soon as electrician fixes power to irrigation controller, Jill Fussell will call Matt to let him know it is fixed; then dying rosebushes and coreopsis will be replaced by Oct Irrigation adjustment in xeriscaped area of Bedford Park This is to be checked by Mark Fischer, irrigation specialist with SunTerra, then Mark or Matt will Jill Fussell and Alex Hayes. In addition, the stressed trees in Cedar Elm Park were discussed, with Jill and Alex to meet Matt in the park to review and discuss options. 6. Consideration and possible action on following proposals from SunTerra: A. Planting of two 3-gal red yuccas in front of Georgetown Village stone wall signs, including mulch in front of signs (to include removal of overgrown yucca at Sycamore entrance wall?), WO $ B. Remove 3 holly trees located under crepe myrtles in the middle of entrance round-about on Village Commons Blvd, WO $ C. At Westbury entrance the extending of the dry river rock bed from the south side of Westbury over to the north side of the road, including flaring out of existing rock be and bringing it down to the curb line of the road, and taking the same river rock to the north side of Westbury and filling in the spot between the sidewalk and the curb line (area where new electrical box is located), WO $2, Page 3 of 9

4 D. At Westbury entrance extending the decomposed granite path that is on the south side of the road to continue on the north side of the road, terminating in a circle area where a future bench could be installed (bench not included), including prepping area, installing edging and decomposed granite, compacting decomposed granite and making irrigation adjustments, WO $1, E. Additional non-urgent irrigation repairs as a result of September 2014 Irrigation Inspection, WO $ F. Replanting of entrance round-about on Village Commons Blvd, to include irrigation adjustments, replanting of 20 salvia greggi and 50 new gold lantana, mulching the entire bed, WO $2, Alex Hayes moved to table action on this proposal; Bill Weber 2 nd ; motion carried G. Installation of river rock (same rock as Westbury) in middle of turf area at entrance round-about on Village commons Blvd, including irrigation adjustments, installation of weed barrier, and moving large boulders from the construction site (KB Home) into the river rock area, WO $2, Alex Hayes moved to table action on this proposal; Bill Weber 2 nd ; motion carried H. Consideration and possible action to engage Landscape Architectural Services for the replanting of the Gazebo area, the entrance traffic roundaround and other areas to incorporate xeriscape design and water conservation. WO $4, plus reimbursable expenses Mark Booras amended the proposal and moved that the PID engage independent landscape architectural services for the replanting of the Gazebo area only, for a cost of $2, plus reimbursable expenses; Bill Weber 2 nd ; motion carried 7. Consideration and possible action for this fiscal year to allow any officer, acting alone, to authorize the approval of spending on behalf of the PID of an amount not to exceed $1, per project. (see Governing Rules of Georgetown Village Page 4 of 9

5 Public Improvement District No. 1, Article V, Section 5.07 Other Authority and Limitations of Officers) Mark Booras moved no action on this proposal and Alex Hayes seconded; motion carried 8. Consideration and possible action to change Article V, Section 5.07 noted above to read: 5.07 Other Authority and Limitations of Officers. Any officer, acting alone, is authorized to approve the spending on behalf of the PID of an amount not to exceed [$1,000.00] per project. Bill Weber amended the proposal to read: Other Authority and Limitations of Officers. Any officer, acting alone, is authorized [delete] to sign any one check or series of checks for and [add] to approve the spending on behalf of the PID in an amount that does not exceed on [$1,000.00] [add] for any one expenditure. Bill Weber moved to accept amended proposal as read; Alex Hayes 2 nd ; carried. 9. Update on Mr. Handyman (Mr. Dent) removing lock and chain as well as adding steel mesh under grate then re-securing grate over sink-hole in Cedar Elm Park. (Steve Goodman) Steve Goodman reported the work was complete to satisfaction. Mark Booras will retrieve PID-owned lock and chain from Mr. Handyman. 10. Update on Green Builders Inc. necessitated documents in conjunction with conveyance of Water Quality Facility located on Rosedale. Ponds Committee will inspect the pond before consideration for acceptance of conveyance. 11. Consideration and possible action on election of new PID Board Member officers, with new officers becoming effective with December 8, 2014 meeting. Bill Weber cited the Governing Rules, Article V, 5.01, allowing the waving of the one-year requirement of being a member of the Board prior to becoming an officer. Page 5 of 9

6 Jill Fussell appointed Steve Goodman as a Voting Member, and herself as an Alternate, effective Nov. 10. Bill Weber proposed a slate of officers to be independently voted upon, with new officers becoming effective with the November 10, 2014 meeting: Alex Hayes as President, motion by Bill Weber; Mark Booras 2 nd ; carried. Phillip Hardy as Vice President, motion by Bill Weber; Mark Booras 2 nd ; carried. (Although absent, Phillip conveyed to the Board that he would accept.) Steve Goodman as Treasurer, motion by Bill Weber; Mark Booras 2 nd ; carried. Jill Fussell re-appointed Melinda Marler as Secretary, effective Nov 10. (Although absent, Melinda conveyed to the Board that she would accept.) 12. Consideration and possible action to purchase a recording device to record the monthly PID meetings to facilitate preparing the Minutes of the meetings. Alex Hayes moved to approve; Vince Uthoff 2 nd ; carried. 13. Consideration and possible action to approve purchase of playground equipment for Cedar Elm Park, Bedford Park and Chestnut Park in Georgetown Village. Mark Booras moved no action on this proposal; Alex Hayes 2 nd ; carried. Continued evaluation moved back to Park Amenities Committee. 14. Discuss formation of a Communications Committee, to include trifold, website, member solicitation, etc. and volunteers to be on such a committee. A Communications Committee was formed, with Jill Fussell appointing Melinda Marler and Steve Goodman to the committee. 15. Committee Reports A. Landscape Committee (Jill Fussell, Phillip Hardy, Michael Mullenix) - Update on Request for Quote for mulch at entrances, along Shell Rd, and at two round-abouts (pocket parks were done with replanting) No update. - Update on replacement of ornamental fencing at gazebo, which has deteriorated beyond repainting Page 6 of 9

7 Jill Fussell showed the Board a brochure with an example of possible ornamental powder-coated steel fencing that could be used as a replacement. The initial estimate of a replacement exceeds $3,000, so it will require a Request for Quotation bidding process. The Park Amenities Committee will take over this bid, since it is an above ground improvement. - Update on repainting of gazebo, which has faded Jill Fussell will contact a painter to get a quote. B. Park Amenities Committee (Melinda Marler, Mark Booras, Alex Hayes) - Update on installation of Village Commons Pool Message Board. Jill Fussell reported that the Message Board is not low enough for easy posting or reading of messages. Mark Booras will contact Sharon and Steve at Affordable Signs to discuss resolution. - Update on enhancement of 4-foot empty square in the middle of Fairfield Park sitting area No update, however Park Amenities Committee will meet to discuss. - Update on playground equipment for parks Alex Hayes presented a possible playground pod concept for Cedar Elm Park. Since Cedar Elm Park sidewalk was flagged by the City as failed, the status or fixing of the sidewalk must be considered. Alex also presented possible playground equipment for Bedford Park and Chestnut Park. In addition, she discussed a shade structure and picnic benches Chestnut Park. Various proposals from vendor are still under review. C. Budget / 5-Year-Plan Committee (Alex Hayes, Jill Fussell, Steve Goodman) - Update Alex Hayes will have an updated 5-year plan ready to present at the November meeting. D. Ponds Committee (Jill Fussell, Vincent Uthoff, Mark Booras) Page 7 of 9

8 - Update Jill Fussell and Vince Uthoff walked all the ponds in Georgetown Village and found that the Water Quality Facility pond in Section 6 behind Westbury needs mowing. They also found that the Water Quality Facility located on Rosedale at Rowan has standing water and is not draining within the TCEQ required 48 hours after a rain for such type of pond. E. Governing Rules Committee (Alex Hayes, Phillip Hardy, Steve Goodman) - Update Jill Fussell dissolved this committee and rolled the task of managing the Governing Rules under the Executive Committee. F. Executive Committee (Jill Fussell, Alex Hayes, VP vacancy) - Update on PID Board insurance coverage. Jill Fussell will inquire what the deductible is for the property insurance that the PID will be getting through the City. G. Alley Paving and Upkeep Committee (Mark Booras, Jill Fussell, Bill Weber) The Alley Paving committee has received a list of contractors from David Pierce, Street Dept Foreman, City of Georgetown, that the City uses for pavement projects for the type of work the PID needs done in the alleys, although no bids have been let: Contractors Asphalt: / / Hinds Paving: Bill Hinds Asphalt Construction: Discussion on PID Board Member/Alternates and Committee Training Session to be held October 27, The training will begin at 6:00 pm at the Library. 17. Update on Georgetown Village PID October 2014 trifold brochure. Packets are available now for distribution by Board members. 18. Update on solicitation of additional board members and distribution of new October 2014 PID brochure to occur in October Page 8 of 9

9 Packets are available now for distribution by Board members 19. New Business A. Next year s PID meeting dates & times were distributed. B. City of Georgetown s evaluation of sidewalks for ADA compatibility: Nathaniel Waggoner, Transportation Services Analyst, , was unable to attend, however this will be reviewed next meeting. 20. Opportunity for residents to address the PID Board No residents were present. 21. There being no further business, Vince Uthoff moved to adjourn; Bill Weber 2 nd ; motion carried. The meeting adjourned at 9:20 pm. Jill Fussell, President Georgetown Village PID #1 Date Page 9 of 9