Regular Session. Public Wishing to Address the Board

Transcription

1 Notice of Meeting for the Georgetown Village Public Improvement District of the City of Georgetown February 25, 2019 at 6:00 PM at West Side Service Center, located at 5501 Williams Dr Georgetown, TX The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary's Office, at least three (3) days prior to the scheduled meeting date, at (512) or City Hall at 808 Martin Luther King Jr. Street, Georgetown, TX for additional information; TTY users route through Relay Texas at 711. 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. B Consideration and possible action on the Minutes of the regular meeting of January 14, Karen Frost, Recording Secretary C Introduction of new staff members that will be supporting the Georgetown Village Public Improvement Board and processes. Wayne Reed, Assistant City Manager D Presentation of the Georgetown Village Public Improvement District (GVPID) monthly financial reports for the month of January Christi Rawls, Assistant Controller E Discussion and possible action on the recommendation to enter into negations with Covey Landscape Architects (CLA) of Georgetown, Texas to complete a task order for Landscape Architectural Services for Georgetown Village Public Improvement District (GVPID). Eric Nuner, Assistant Parks and Recreation Director F Project Updates - Octavio Garza, Public Works Director 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 at the Board meeting. Clearly print your name, the letter of the item on which you wish to speak, and present it to the Staff Liaison, preferably prior to the start of the meeting. You will be called forward to speak when the Board considers that item. On a subject not posted on the agenda: Persons may add an item to a future 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. For Board Liaison contact information, please logon to G At the time of posting, no one had signed up to speak. Page 1 of 16

2 Adjournment CERTIFICATE OF POSTING I, Robyn Densmore, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 808 Martin Luther King Jr. Street, Georgetown, TX 78626, a place readily accessible to the general public at all times, on the day of, 2019, at, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. Robyn Densmore, City Secretary Page 2 of 16

3 City of Georgetown, Texas Georgetown Village Improvement District February 25, 2019 SUBJECT: Consideration and possible action on the Minutes of the regular meeting of January 14, Karen Frost, Recording Secretary ITEM SUMMARY: FINANCIAL IMPACT:. SUBMITTED BY: Karen Frost, Recording Secretary ATTACHMENTS: Description Minutes_GVPID_ Type Backup Material Page 3 of 16

4 City of Georgetown, Texas Georgetown Village Public Improvement District Advisory Board Meeting Minutes Monday, January 14, 2019 at 6:00 p.m. West Side Service Center located at 5501 Williams Dr. Georgetown, TX Members present: Norma Baker; Marsi Liddell; Melinda Marler, Chair; Marlene McMichael, Vice-chair; Gary Newman, Developer Rep; and Penny Evans, Developer Rep Members Absent: Cara McKinney; and William Laing, Alternate; Staff present: Jim Briggs, General Manager of Utilities; Octavio Garza, Public Works Director; La Mar Kemp, Senior Accountant; Eric Nuner, Assistant Parks Director; and Karen Frost, Recording Secretary. 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 The meeting was called to order by Chair Marler at 6:00 p.m. B. Consideration and possible action on the Minutes of the regular meeting of November 12, Karen Frost, Recording Secretary. Motion by Liddell, second by Baker to approve the minutes as presented. Approved 6 0. C. Presentation of the Georgetown Village Public Improvement District (GVPID) monthly financial reports for the month of October La'Mar Kemp, Senior Accountant Kemp provided an overview. He explained the tax assessments would begin coming in to the city account in January. Very little was paid at the time the report was run. The estimate is that $426,000 plus interest will be paid and go toward operating expenses. D. Discussion and possible action regarding the Parks Master Plan. Eric Nuner, Parks Department Nuner reported he has been working to create an RFQ (request for qualifications), which has been sent to qualified contractors. The RFQ is due back to the city by January 31, The applicants will be reviewed and a recommendation will be sent back to the board at the March meeting, with it being forwarded to Council on March 26 th. The goal is to solicit construction bids in April. This bids will include the three projects that will be designed based on the board s choices of projects last year. Nuner also explained that the architect will be bringing the final construction documents back to the board prior to going out to bid for construction. Ms. Liddell will take part in the selection of the architect. The architect only prepares the construction documents that will Georgetown Village PID Page 1 of 2 January 14, 2019 Page 4 of 16

5 go out to bid through the city s purchasing department process. The construction contractor will be chosen by the lowest bid. That contract is then taken to council for approval. McMichael asked when the board could have discussions and possibly change the scope of work of the chosen plan. Briggs explained that the architect, when chosen, will meet with the board and discuss design, timing and options. The Board may choose not to design something previously chosen if it looks like that part of the project would not happen for a while or not be fully funded. All options will be considered. Chair Marler opened the floor for the public to speak. Brian Ortego, 125 Cedar Elm Cove, is concerned about the process of developing the Master Plan not including enough residents. He suggested another opportunity for input. E. Project Updates - Octavio Garza, Public Works Director Garza reported that the sidewalk issues, everything over a 2 tripping hazard, have been addressed for the budgeted amount of money available this year. The areas that required tree removal to solve the problem, were not being addressed at this time. There are five areas where the construction is heavier, where moisture barriers are being installed and new sidewalk is being placed where existing sidewalk was, but changing the slope and variation of height to avoid harming the tree roots and to solve the problems. These areas should be completed soon. Adjournment Motion by Evans to adjourn. Second by Baker. The meeting was adjourned at 6:48 p.m. Approved, Melinda Marler, Chair Attest, Marsi Liddell Georgetown Village PID Page 2 of 2 January 14, 2019 Page 5 of 16

6 City of Georgetown, Texas Georgetown Village Improvement District February 25, 2019 SUBJECT: Presentation of the Georgetown Village Public Improvement District (GVPID) monthly financial reports for the month of January Christi Rawls, Assistant Controller ITEM SUMMARY: FINANCIAL IMPACT:. SUBMITTED BY: La'Mar Kemp, Senior Accountant ATTACHMENTS: Description GVPID Financial Summaries Type Backup Material Page 6 of 16

7 Financial Statement Village PID January 31, /19 Budget YTD Activity Variance Revenues: Ad Valorem Taxes $ 426,392 $ 361,746 $ (64,646) Interest Earned 4,000 4, Total Revenues 430, ,832 (64,560) Expenditures: Administrative Fee- General Fund 38,210 12,737 25,473 Office Supplies Insurance 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 14,536 26,464 Maintenance, Sidewalks 30, ,556 Maintenance, Irrigation 6,000-6,000 Maintenance, Ponds 6,300-6,300 Maintenance, Repairs 10,000-10,000 Maintenance, Alleys Maintenance, Street Trees 50,000-50,000 Administrative Fee - Joint Service 15,924 5,308 10,616 Total Expenditures 308, , ,709 Capital: Park Improvements - Madrone 195, ,227 Park Improvements - Parklets 279, ,794 Park Improvements - Rowan Park 143, ,141 Total Expenditures 618, ,162 Current Year Variance (496,664) 242, ,311 Beginning Fund Balance 763, ,544 [A] 7,185 Current Funds Available $ 266,695 $ 1,013,191 $ 746,496 Contingency Reserve 106, ,000 - Park Improvements - Rowan Park - Madrone Park 160, ,000 - Current Funds Available $ 695 $ 747,191 $ 746,496 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 2/06/19 [A] Unaudited beginning fund balance. Page 7 of 16

8 REVENUE ======= :34 PM 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: JANUARY 31ST, 2019 ANNUAL CURRENT Y-T-D % OF Y-T-D BUDGET REVENUES BUDGET PERIOD ACTUAL BUDGET ENCUMB. BALANCE PRIMARY REVENUE AD VALOREM TAX 426, , , TOTAL PRIMARY REVENUE 426, , , INTEREST ALLOCATED INTEREST 4, , ( 57.40) GISD TAX (PID) INTEREST ( 29.23) TOTAL INTEREST 4, , ( 86.63) DEVELOPMENT FEE TOTAL DEVELOPMENT FEE TOTAL REVENUE 430, , , VILLAGE PID =========== OTHER TOTAL OTHER TOTAL VILLAGE PID *** TOTAL REVENUES *** 430, , , ============= ============= ============= ====== ============== =============== TOTAL REVENUE Page 8 of 16

9 :34 PM 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: JANUARY 31ST, 2019 COMMUNITY SERVICES VILLAGE PID ANNUAL CURRENT Y-T-D % OF Y-T-D BUDGET EXPENSES BUDGET PERIOD ACTUAL BUDGET ENCUMB. BALANCE OPERATIONS GENERAL FUND ALLOCATION 38, , , , OFFICE SUPPLIES INSURANCE CONTRACT & LEASES, PRIMARY 90, , , , CONTRACT & LEASES, SECONDA 15, , SPECIAL SERVICES 5, , , UTILITIES 41, , , , MAINT, SIDEWALKS 30, , ( 9,898.20) 29, MAINT, IRRIGATION 6, , MAINT, PONDS 6, , MAINT, REPAIRS 10, , MAINT, ALLEYS MAINT, STREET TREES 50, , JOINT SERVICES ALLOCATION 15, , , , TOTAL OPERATIONS 308, , , , , CAPITAL PARK IMPROVEMENTS- MADRONE 195, , PARK IMPROVEMENTS PARKLETS 279, , PARK IMPROVEMENTS-ROWAN PA 143, , TOTAL CAPITAL 618, , TOTAL VILLAGE PID 927, , , , , TOTAL COMMUNITY SERVICES 927, , , , , *** TOTAL EXPENSES *** 927, , , , , ============= ============= ============= ====== ============== =============== *** REVENUES OVER/(UNDER) EXPENSES( 496,664.00)( 6, , ( 57,478.09)( 739,310.78) *** END OF REPORT *** Page 9 of 16

10 City of Georgetown, Texas Georgetown Village Improvement District February 25, 2019 SUBJECT: Discussion and possible action on the recommendation to enter into negations with Covey Landscape Architects (CLA) of Georgetown, Texas to complete a task order for Landscape Architectural Services for Georgetown Village Public Improvement District (GVPID). Eric Nuner, Assistant Parks and Recreation Director ITEM SUMMARY: A request for qualifications (RFQ) was extended to three (3) prequalified landscape architectural firms to do business with the City of Georgetown through a Master Services Agreement (MSA). CLA was the sole respondent to the RFQ. The selection committee has reviewed and scored their statement of qualifications. Although there was only one respondent, the committee feels CLA is well qualified to complete landscape architectural services requested in the RFQ. The committee requests approval to enter into negation with CLA as they have been evaluated, prequalified and approved to complete landscape architectural services for the City. If approved, the next step is to begin negotiations with CLA to develop a project scope for the design process of projects recommended for completion in the 2019 budget. A task order which identifies this scope and cost for design services is scheduled to be presented at the March GVPID board meeting. FINANCIAL IMPACT:. SUBMITTED BY: Karen Frost, Recording Secretary for Eric Nuner ATTACHMENTS: Description Summary Memo from Purchasing Department Letter of Recommendation from M. Liddell Consultant Bid Review tabulations Type Backup Material Backup Material Backup Material Page 10 of 16

11 Solicitation Summary From: Nicole Abrego, Buyer, Purchasing Date: February 7, 2019 Solicitation Summary of Request for Qualifications Landscape Architectural Services for the Re: Georgetown Village Public Improvement District SUMMARY: The solicitation was issued to three landscape architect firms on January 4 th, All architect firms have active master service agreements with the City. One statement of qualifications (SOQ) was received from Covey Landscapes Architects. The SOQ was reviewed for compliance with the specifications and an evaluation was performed. It was determined that the statement of qualification was compliant and provides qualified services for the City. Upon review of the SOQ it is recommended to request a proposal from: Covey Landscape Architects Ronnie Stafford, PLA 1008 S. Main Street Georgetown TX Telephone #: rstafford@coveylandscape.com Page 1 of 1 Page 11 of 16

12 TO: FROM: DATE: GVPID Marsi Liddell, RFQ reviewer 19 February, 19 In Re: Covey Landscaping As you may be aware, there was limited response to the City of Georgetown s RFQ for Landscape Architects regarding the GVPID project. I am disappointed that I will not be there in person to address any questions/concerns and to hear directly from board colleagues. However, I am out of the country and since our normal meeting was postponed, am unavailable to participate in person. That said this memo summarizes my perspective about the hiring of Covey for the project. To that end, I interviewed Ronnie, the principal of Covey on February 18 th by phone. My questions primarily reflected my scoring rate/concerns on their proposal. Chief among my concern was their Ability to Perform, specifically the fact that although they had individual experience, the company had only existed per se, for about 2 years. A second concern was a question of how they would react to board recommendations and suggestions vis a vis City contractual obligation. The third question dealt with timing. Ronnie was quite accommodating. He explained that while he and his co-owner had over 25 years between them in Austin it was with a very large company and that they both preferred smaller and more local projects and hence their formation of the new Covey Company. Travis Page 12 of 16

13 does much of the graphic work while Ronnie specializes in construction. Further, he advised that the company had a strong relationship with KPA Engineers in Georgetown. He emphasized that the goal of Covey was to provide quality work with little or no surprises to the client. When asked about following GVPID vs. City, he stated that since the City was responsible for issuing the RFQ, the company responded directly to that format. However, he was adamant that Covey would communicate frequently and clearly to the PID board as the ultimate end user of the landscape project. He further encouraged board members to visit the office in downtown Georgetown for any questions or comments. Finally, with regard to timing of the entire project, Ronnie said he anticipated that bringing the document from conceptual to final construction documents might take up to 2-3 months. He added that, should they be the successful bidder, they would put the final document out to bid and would work with the contractors to meet deadlines; he was clear that late fall or early spring would be the most advantageous time to complete (install) the heavily weighted planting project for best results. What that means is that the entire project may not be completed until one year from now. Following my discussion with Covey representative, I am satisfied that the firm is eager and prepared to work with GVPID and the City to fulfill our expectations and vision for landscaping in the Village. I further believe it is imperative that we (GVPID) come to consensus prior to initiating the contractual work with the firm about what we want, expect, and the timeline. Change orders, once the project is underway, would not only bring about a delay but also significant increase in project cost. I support the hiring of Covey to bring about the execution of our project; the fact that they worked on the master plan could easily be a distinct advantage inasmuch as they know the area and the basic plan. Page 13 of 16

14 Bid Invitation No.: Division: Bid Opening Date: Landscape Architectural Services for Georgetown Village Public Improvement District Parks & Recreation 1/31/2019 Covey Landscapes Architect Georgetown, TX Average of all evaluators Basic Qualifications (5 pts) 4.0 Ability to Perform (15 pts) 12.0 Geographic Proximity (10 pts) 9.5 Technical Capabilities (20 pts) 18.8 Performance History ( 25 pts) 22.8 Project Approach (25 pts) 24.0 Scores 91 Page 14 of 16

15 City of Georgetown, Texas Request for Qualifications - Landscape Architectural Services for Georgetown Village Public Improvement District PROPOSER: Covey Landscape Architects Evaluator 1 Evaluator 2 Evaluator 3 Evaluator 4 Average Score per Question Basic Qualifications (5 ttl pts) Notes Basic Qualifications Sub-Totals: Basic Qualifications Average Score: 4.0 Ability to Perform (15 ttl pts) Notes Ability to perform Sub-Totals Ability to perform Average Score 12.0 Geographic Proximity (10 ttl pts) Notes Geographic proximity Geographic Average Score: 9.5 Technical Capabilities ( 20 ttl pts) Notes Technical Sub-Totals: Technical Averages: 18.8 Performance History/References (25 ttl pts) Notes Cost of Services Sub-Totals: Cost of Services Score: 22.8 Project Approach & Scope of Services (25 pts ttl) Notes Project Approach and Scope Sub-Totals: Project Approach and Scope Score: 24.0 OVERALL TOTALS Additional notes Grand Totals: TOTAL OVERALL Average Score: 91 Page 15 of 16

16 Phase1WestburyLnSidewalkReconstruction 1/10/2019, 10:25:43AM 1:2, mi km Sources: Esri, HERE, Garmin, Intermap, increment PCorp., GEBCO, USGS, Page 16 of 16 WebAppBuilder for ArcGIS Countyof Williamson, TexasParks&Wildlife, Esri, HERE, Garmin, INCREMENTP, USGS, EPA, USDA Cityof Georgetown