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10.08.24 Town Council Meeting PresentationWelcome to the October 8, 2024, Prosper Town Council Meeting Call to Order/Roll Call Invocation, Pledge of Allegiance, and Pledge to the Texas Flag Pledge to the Texas Flag Honor the Texas flag; I pledge allegiance to thee, Texas, one state under God, one and indivisible. Announcements Consent Agenda Agenda Item 1. Consider and act upon the minutes from the September 24, 2024, Town Council Regular meeting. (MLS) Agenda Item 2. Consider and act upon authorizing the Town Manager to execute an agreement with Medical City of Plano for Medical Control and Continuing Education Services for $86,625. (SB) Agenda Item 3. Consider and act upon approving the purchase of pharmaceuticals and emergency medical supplies from Bound Tree Medical, LLC, at the unit prices bid through a City of Richardson contract in an amount not to exceed $125,000. (SB) Agenda Item 4. Consider and act upon approving funding for expenses of scheduled and unscheduled maintenance and repairs by Siddons- Martin Emergency Group, LLC for the Fire Department apparatus including fire engines and aerial trucks in an amount not to exceed $150,000. (SB) Agenda Item 5. Consider and act upon approving the purchase of uniforms and equipment from Galls, LLC through the North Texas Share First Responder Uniforms Contract #2021-073 in an amount not to exceed $90,000. (SB) Agenda Item 6. Consider and act upon approving the purchase of one (1) new Caterpillar Inc. model: 303.5 compact construction mini-excavator (mini-ex) for the Stormwater Division of Public Works for $73,644. (CJ) Agenda Item 7. Consider and act upon authorizing the Town Manager to execute documents for the emergency repair of the signalized intersection at Frontier Parkway and Dallas North Tollway for $63,200. (CJ) Agenda Item 8. Consider and act upon an ordinance establishing a no-parking zone on Chaucer Drive from First Street to Clearwater Drive and Winsor Drive from First Street to Clearwater Drive. (HW) Location Map Proposed No Parking Zone on Chaucer Drive and Winsor Drive south of First Street: 7AM – 9AM 2PM – 4PM School Days Rushing Middle School Agenda Item 9. Consider and act upon authorizing the Town Manager to execute a Construction Agreement awarding CSP No. 2024-32- B to WG Engineering & Construction, LLC, related to the Traffic Signal at Gee Road and Acacia Parkway project, for $454,478. (PA) Bids Received: Three (3) – September 17, 2024 CSP Percentages: • Cost Proposal = 65% • Project Timeline = 25% • Qualifications/Exp = 10% Engineers Estimate $518,341 Budget Amount $460,000 Range of Proposals (Cost): $438,946 - $471,680 Range of Proposals (Time) 50 days - 175 days Recommendation: WG Engineering & Construction $454,478 -50 days TOWN OF PROSPER PROPOSAL TABULATION SUMMARY Solicitation Number CSP No.2024-32-B Solicitation Title Traffic Signal at Gee Road and Acacia Parkway Close Date 09/17/2024 @ 2:00PM Responding Supplier City State Response Submitted Response Total Roadway Solutions Inc Carrollton TX 9/16/2024 12:44:29 PM (CT)$438,946.00 WG Engineering &Construction,LLC ALLEN TX 9/17/2024 01:26:02 PM (CT)$465,584.50 Road Solutions LLC Lucas TX 9/17/2024 12:00:28 PM (CT)$471,679.52 **All bids/proposals submitted for the designated project are reflected on this tabulation sheet.However,the listing of the bid/proposal on this tabulation sheet shall not be construed as a comment on the responsiveness of such bid/proposal or as any indication that the agency accepts such bid/proposal as being responsive.The agency will make a determination as to the responsiveness of the vendor responses submitted based upon compliance with all applicable laws,purchasing guidelines and project documents,including but not limited to the project specifications and contract documents.The agency will notify the successful vendor upon award of the contract and,as according to the law,all bid/proposal responses received will be available for inspection at that time. Certified by:Jay Carter,NIGP-CPP,CPPB,C.P.M. Purchasing Manager Town of Prosper,Texas Certified on:September 17,2024 Agenda Item 10. Consider and act upon a Resolution authorizing the Town Manager to execute a Local On-System Improvement Project Agreement between the Texas Department of Transportation (TxDOT), and the Town of Prosper, Texas, related to the design and construction of the FM 1385 at Magnolia traffic signal, in the amount of $440,004. (HW) Agenda Item 11. Consider and act upon authorizing the Town Manager to execute a License, Maintenance & Hold Harmless Agreement between The Tavern on Broadway, LLC, and the Town of Prosper relative to Silo Park Addition, Block A, Lot 3. (DH) Citizen Comments Regular Agenda Pursuant to Section 551.007 of the Texas Government Code, individuals wishing to address the Council for items listed as public hearings will be recognized when the public hearing is opened. Agenda Item 12. Consider and act upon authorizing the Town Manager to execute Amendment #1 to a Letter Agreement between the Town of Prosper and Olsson Studio related to preparation of Construction Documents for the Downtown Monumentation Project for an amount not to exceed $92,700. (RB) Downtown Monumentation Project •June 2024 – Letter Agreement approved for conceptual design •June 24-26 – Design Charrette with DTAC, Council, Downtown Stakeholders •August 19 – Monumentation Plan approved by DTAC, recommendation to proceed with Construction Documents, recommendation for phasing plan •September 16 – DTAC reaffirmed recommendation to proceed with Construction Documents •Amendment #1 includes: survey and Construction Documents for all monuments in Master Plan DTAC Proposed Phasing Plan: 1.The Icon (Silo) monument and the Secondary Gateway monuments at Broadway and Main Street should be constructed first 2.Tertiary monuments with lanterns to be installed on the north side of Broadway near Crockett and McKinley at the same time as the Silo and Secondary Gateway monuments 3.Construction of the Primary Gateway monument at Broadway and Coleman in conjunction with the Coleman Street widening project 4.An additional Primary Gateway Monument at First Street and Main Street in conjunction with the widening of First Street 5.A monument within the future roundabout at First Street and Coleman at a later date as a stand-alone project, similar in style to the Downtown Monumentation. Deliverables for Amendment #1: •Construction Documents for the entire family of monuments in the Downtown Monumentation Plan •Estimated date of completion for the Construction Documents is February 15, 2025. •Fee Not to Exceed $92,700 Agenda Item 13. Consider and act upon approving Change Order No. 1 for CSP No. 2023-34-B, (Lakewood Park Construction) to Ratliff Hardscape related to the construction of an additional 52 space parking lot including sub-base materials, striping, signage, and an evergreen screen, Zap Stand pad and electrical service, and four- foot fence extension with wind screen around four pickleball courts for $411,819. (DB) Change Order Components Parking Lot $ 317,632 Living Screen + Irrigation $ 12,587 Pickleball Court 8 ft. Fence $ 35,100 Zap Stand Pad and Electrical Service $ 1,500 Additional Sodding $ 45,000 Total $ 411,819 If approved, the project construction contract amount will increase from $4,866,455.95 to $5,278,274.95 Parking Lot Expansion •Park initially designed with 76 parking spaces •After design approval, staff were notified that the three full -sized soccer fields would be divided into multiple soccer fields requiring additional parking. •Staff are concerned that park users will park in undesignated locations and/or the adjacent neighborhood(s). •Staff were able to add spaces to the existing parking lot, but still recommend expanding to the south to meet the anticipated demand (total of 52 additional spaces). •Presented to the CIP Subcommittee on August 28 (recommended approval) •Presented to the Parks and Recreation Board on October 7 (recommended approval) 14 38 Coit Rd. Neighborhood Concern •September 16 - Town Council and select Town Staff receive an email with an attached letter stating resident concern regarding the parking lot expansion. •October 3 - PARD Staff meet with three residents onsite to discuss what is being proposed regarding the parking lot and necessity of the parking lot to mitigate the potential use of undesignated parking areas and potential efforts that could be incorporated to minimize the visual impact to the neighborhood. Resident preference is that the parking lot not be constructed, however if Town decides to approve the parking lot expansion, they request the following: •The installation of a living screen consisting of larger Nellie R Stevens hollies (6 to 8 ft tall at planting) •Installation of holly trees along the exterior of the residents’ fences that open to the park. •Allowing the grass south of the parking lot to be managed at a taller height, plant wildflowers in the same area, and allow the area to be mowed in a manner consistent with a natural area. •Allow a variance in the ordinance that prohibits wooden fences to allow the impacted residents to construct privacy fences to screen their backyards from park users. Parks and Recreation Board Recommendation: •Move forward with the parking lot expansion. •Install a living screen consisting of larger Nellie R Stevens hollies (6 to 8 ft tall at planting) •Allow the grass south of the parking lot to be managed at a taller height, plant wildflowers in the same area, and allow the area to be mowed in a manner consistent with a natural area. •Construct berms between trail and parking lot Agenda Item 14. Discussion regarding the timing of a 2025 November Bond Election process. (RBS) Town Council Strategic Visioning Priorities ACCELERATION OF INFRASTRUCTURE •Work with the Capital improvement Subcommittee to identify gaps in the Town’s infrastructure and ensure that it meets the demands of a growing community •Utilize all available financial methods (Bonds, Certificates of Obligation, Capital Dedicated Fund, Grants, etc.) to fund projects. •Work with the Capital Improvement Subcommittee to plan for a future bond program and/or pay-as-you-go program. DEVELOPMENT OF DOWNTOWN PROSPER AS A DESTINATION •Collaborate with the Downtown Business Alliance, Community Engagement Committee, Downtown Committee, and Prosper EDC to implement the Downtown Master Plan. •Pursue a mix of public and private developments as catalysts for office, retail, restaurants, entertainment, housing, and outdoor events. ENSURE THE TOWN’S COMMERCIAL CORRIDORS ARE READY FOR DEVELOPMENT •Ensure US 380 and Dallas North Tollway are primed and ready for development. •Develop long-term strategies for land use, landscaping, lighting, and traffic. •Leverage partnerships with TxDOT, NTTA and private development. CONTINUE TO PROVIDE EXCELLENT MUNICIPAL SERVICES •Strive to be a high-performing organization focused on continuous improvement, best practices, and benchmarking. •Develop a culture of excellence and provide the financial resources necessary to support these goals. •Provide a welcoming and respectful environment for residents, visitors, and Town employees. WORK TOWARDS A GROWING AND DIVERSIFIED TAX BASE •Collaborate with Prosper EDC and be adaptable to changing market conditions. •Place an emphasis on corporate, medical, and life-sciences sectors. •Utilize metrics to create resiliency strategies against market changes. The Challenge of Rapid Growth This is an extremely expensive stage in the Town’s life that creates multiple challenges: •Putting improvements in place fast enough to support current population and promote future growth without overburdening taxpayer. •Too fast- high taxes/Too slow- traffic gridlock and missed development opportunities •Includes items DNT braided ramps, u-turn lanes and Dallas Parkway repairs/expansion •Ensuring long-term financial viability of Town long after it stops growing and must maintain hundreds of millions of infrastructure going forward. •Plan for the operating budget impacts of proposed projects so that we can continue to provide excellent municipal services while staying within SB 2 limits on the M & O portion of the tax rate. Timing of the Bond Election Process November 4, 2025 Election Day October 20-October 31, 2025 Early Voting August 13, 2025 Bond Committee Disbanded, Any citizen who wishes to form “Vote Yes” Committee is free to do so but Town must remain neutral and provided provide informational literature only. August 12, 2025 Last Council Meeting for Calling Election July 22, 2025 Planned Council Meeting for Calling Election July 8, 2022 Committee Recommendation to Council April-June 2025 Bond Committee receives project presentations and prioritizes projects into ballot questions Timing of the Bond Election Process April 2025 Committee receives a financial overview, Town’s financial policies, debt levels, and “No Tax Rate Increase” size Early April 2025 Preliminary rolls received from CADs and final “No Tax Rate Increase” size is calculated. March 2025 Executive Team prioritizes and refines cost estimates for staff identified projects prior to presentations to committee. December-March 2025 Staff identifies potential projects, creates capital and operating cost estimates and project descriptions. October/November 2024 Kickoff Meeting with whole Committee to explain timing, process and to familiarize them with status of 2020 Bond Program. Agenda Item 15. Discuss and consider Town Council Subcommittee reports. (DFB) Possibly direct Town Staff to schedule topic(s) for discussion at a future meeting. Executive Session Section 551.087 – To discuss and consider economic development incentives and all matters incident and related thereto. Section 551.072 – To discuss and consider the purchase, exchange, lease, or value of real property for municipal purposes and all matters incident and related thereto. Section 551.074 – To discuss and consider personnel matters and all matters incident and related thereto. Section 551.071 – To consult with the Town Attorney regarding legal issues associated with code enforcement activities and substandard structures, and all matters incident and related thereto. Section 551.071 - To consult with the Town Attorney regarding BFS Real Estate LLC, et al., v. Town of Prosper, et al., pending in the 471st Judicial District Court of Collin County, Texas; discuss and consider legal issues regarding traffic ordinances; and all matters incident and related to the foregoing. The Town Council will reconvene after Executive Session. Reconvene into Regular Session and take any action necessary as a result of the Closed Session. Adjourn.