01.31.2004 Town Council Minutes Work SessionLI
Minutes (approved)
Work Session i Meeting of the Prosper Town Council
113 W. Broadway
Prosper, Texas 75478
Planning/EDC Office
Saturday, January 31, 2044 -- 8:34 a.m.
Town Of Prosper
Call to Order/Roll Call
Mating was called to order at 8:47 p.m.
Roll call was taken by the Town Secretary
Council present included: Mayor Charles Niswanger, Mayor Pro -Tem Michael Perry, Ane Casady, Lisa Dritschler, Karie Dalton,
and Russell Kaker.
Staff present included: Town Administrator, Doug Mouses; Directw of Planning, Mitch Humble; Public Works Director, Bill Little;
Fire Chief, Ronnie Tucker, and Town Secretary, Shanae .Jennings
2. discuss and consider revising the Town's mission statement.
Town Council discussed action words that they think should be considered as part of the future components far a new mission
statement. Those words included: community service, partnership, integrity, vision, fiscal responsibility, integrity, compassion,
respect, responsiveness, historical value, perspective. Town Administrator Doug Mousel will work at a later date to revise the
mission statement, including some of these action words, and present it to Council for action.
3. Discuss current responsibilities and projects of Town Departments.
Council was provided with detailed responsibilities from each department head of what their daily job functions entailed, as well as
short and long term goals of the department. Council had no questions about these job functions and no comments as to the daily
functions of what each department does.
4. Discuss goals established during the 2003.2004 budget preparation process.
Goals were established during budget preparation for the 2003-2404 budget cycle. During this work session, Council reviewed the
goals generally and addressed any in which they had comments, conoems or questions.
Below is an outline of the goals addressed and the major strategies within each goal on how to accomplish them. Council
comments are generally listed below each objective that was addressed.
Goal 1: implement aggressive programs to provide residents and businesses with quality water, sewer systems, and
streets.
Strategy 1: Store and deliver the Town's current water needs with the highest quality water.
Staff informed Council that Strategy 1 is in the works and that lines are being installed to receive surface water from Frisco,
mobile pumps are being installed to facilitate delivery of surface water, a connection is being installed to NTMWD for surface
water at Prospees eastern boundary, and sites are being identified for future storage areas below or above ground.
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Strategy 2: Be proactive and responsive in maintenance or repairs of water, sewer and roads.
Staff informed Council that Strategy 2 is being addressed, however, the Town has been low on Staff, and once we are fully
staffed again there will be a more routine schedule in place for the routine repairs. Mayor Pro -Tem Michael Perry felt that we
needed to be pro -active on this subject and not re -active, for example, issues regarding road maintenance need more specific
attention. Council would like a plan regarding street repairs and long term maintenance, they do not object to outsourcing
some of our street repairs if necessary, and they discussed the need to have First Street repaired by way of a contract that is
in place at cost to the contractor.
Strategy 3: Increase service area capacity for water and sewer needs.
Strategy 3 was discussed and revolved around installing sewer lift stations and lines to service current/proposed
developments, as well as develop water and sewer plans to develop services to the east and west boundaries of Prosper.
Council feels they should consider sending out an RFQ for various engineers to get the best quality of work in order to
address the water and sewer plans for service development. Additionally, Council would like to bid out easements and begin
work on that if possible; if bids can't go out now, we can go ahead and create specifications and packets for when they can go
out.
Strategy 4: Develop long term plan to eliminate wastewater treatment facility.
Objectives involved in this strategy include installing new sewer lines, developing plans to utilize NTMWD to the east and west
boundaries, developing expansion plans for current treatment facilities, and closing a treatment facility.
Ronnie Tucker, the Fire Chief suggested that we use the treatment facility that is to be closed as a fire training facility.
Overall, there was not much discussion on this item.
Strategy 5. Sustain and improve transportation mobility and safety as community grows through effective planning
and maintenance.
Prosper is working with Frisco, Collin County and Property owners on developing plans for an interchange at SH 289 and US
384. Council would like to see this as a high priority.
The Police Chief, Kirk McFarlin has attempted to pursue a school zone with TXDot but has had no success to date. The
installation of a traffic light with opticom to promote mobility and safety at First Street, Prosper Trail and Broadway and FM
1461 was discussed. Council urged Planning Director Mitch Humble to get TXDot to agree to move the light to First Street
instead of Broadway, feeling that there is a greater need for it at that location than at Broadway -- if they have to choose one
location over the other. However, they would like lights at both.
Kirk McFarlin was directed to approach the railroad commission regarding crossing guards at all intersections and the
installation of "silent tracks."
Strategy 6: Work with outside agencies to provide education and services to Town citizens.
Bill Little will create a capital improvement plan, via direction from the Council, to address issues relating to but not limited to
the County's participation in paving county roads in Prosper.. He will also develop and revise standards for septic tanks and
engineering standards.
Strategy 7. Develop and maintain a Geographic Information Systems for water, sewer and roads.
Planning Director Mitch Humble is working with the City of Frisco to see if we can utilize GIS systems in conjunction with
theirs.
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Overall at the end of discussion for this goal Council suggested that we discuss looking into getting a junior engineer for the
Town, and that Town Administrator and the Mayor report their weekly and monthly activities and meetings to the Council as a
whole. Town Administrator Doug Mousel stated that it is not practical for him and the Mayor to report every meeting that they
have throughout a week, but they would give every effort to give more frequent updates. It was decided that once a month at
the beginning of the meeting the Mayor and Doug would provide the Council with a general update.
Goal 2: To take all possible and prudent steps to provide progressive public safety services.
Strategy 1: Enhance quality of life for citizens and businesses.
Council would like for Ronnie Tucker to revise and update the emergency management plan, along with Mitch Humble, for the
Town of Prosper. Objective addressed here included lowering the Town's ISO rating, developing plans for handling growth,
ensuring the Town can respond in specialized rescue and researching and implementing Storm Warning Systems town -wide.
Strategy 2. Develop and enhance standards for quality fire protection.
Objectives included in this strategy are reviewing SOP's to provide standards of protection, developing routine maintenance
schedules for all equipment and vehicles, and identifying fire and EMS standards to review and enhancing public safety
response capabilities. Council was supportive of the steps staff is taking to accomplish these objectives.
Strategy 3: Provide training and equipment for Police ,Emergency Response Unit.
There was no discussion on this topic, but staff updated Council stating that they are assessing current needs for equipment,
and providing training for Active Shooter, Natural Disaster and Major Incident Responses.
Strategy 4: Increase public awareness.
Staff will accomplish this by pursuing grants as possible, effectively utilizing the Town Secretary as the Director of Public
Information, doing public education presentations to the schools, implementing programs that involve citizens, and
participating in local events and professional associations. This is ongoing and the Council is happy with what the staff is
doing to increase public awareness to this point.
Strategy 5: Increase technology in Police and Fire Departments.
This is being addressed as time and money allow.
Goal 3: To achieve operational excellence in government services
Strategy 1: Maintain Town CouncillPISD Board relationships.
It was suggested that the Town make proactive attempts to meet with the PISD board on a more regular basis, potentially
quarterly each year.
Strategy 2: Develop an inventory program for all department supplies, equipment, machinery, etc.
Council suggested moving this under the Purchasing issues relating to the Town, and that the Town Secretary take over the
role of purchasing for the Town.
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Strategy 3: Provide essential Town services during power failures
The staff is researching the feasibility of purchasing emergency generators. Council suggested we look into getting more than
one. Staff is also reviewing the franchise agreement for TXU/Co-sere, and Council requested that staff add to their list the
review of all franchise agreements and provide future electricity to future facilities as they are built.
Strategy 4: To research the feasibility of an environmentally conscious program
Council requested that the Town expand the recycling program and explore or implement water conservation programs.
Strategy 5: Gain cost efficiencies by adopting policy to utilize centralized purchasing for all departments and
committees.
Council requested that the Town Secretary be designated as the point of contact as the purchasing agent.
Strategy 6. To effectively communicate and increase public awareness of Town services and events.
Council requested that the Town Secretary, Shanae Jennings develop a policy for the utilization of the communication
committee and develop a system by which the committee can increase awareness through email. Shanae will remain the
point of contact for all issues relating to public relations for the Town, and will begin a newsletter later this year. Additionally,
she will continue to write and send out press release for the Town, as well as be in contact with news sources and the media.
Strategy 7.• Strengthen relationships with agencies and municipalities that affect Prosper.
Staff will continue to encourage the strengthening of relationships and enhance communications with Denton County, which
has not been as active as is preferable.
Strategy 8. Review and create committees as required.
Council would like to set guidelines and create an application for boards and committees. The communications committee's
new role will need to be defined, and a planning and zoning committee, historical committee, board of adjustments and zoning
ordinance committee will need to be discussed. Guidelines will beset forth and reviewed by council at a future council
meeting.
Strategy 9: To identify outreach opportunities for the community.
Staff will implement a volunteer program and visit after-school programs to identify outreach programs.
Council recessed at 11:39 in order to go into a special session.
Council reconvened from special session at 11:57 a. m. They then recessed again for lunch at 11:58 a.m.
Council reconvened again at 12:34 p.m.
Strategy 10: Effectively recruit and retain quality employees.
Council trusts that the Town Administrator is addressing the objectives that were addressed in this strategy, to Include
identifying opportunities and criteria to determine the feasibility of hiring in-house professionals as opposed to outsourcing
such positions as engineering, legal, etc.; developing and outlining salary charts based on experience and tenure; enhancing
organization wide training programs; exploring performance based criteria in conjunction with salary charts; projecting staff
needs for future growth and providing employees with opportunities for training and professional education.
Strategy 11: Utilize technology for optimum performance for internal and external customers.
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Council directed Town Secretary Shanae Jennings, and Councilwomen Lisa Dritschler and Karie Dalton to look into ideas for
re -design of a Prosper website.
Strategy 12: Develop a plan for the adaptive re -use of Town facilities.
Council directed staff to look into how the old fire station will be utilized once the new station is built.
Goal 4: To attract, retain and promote existing and new commercial development within the Town.
Strategy f: Create policies and guidelines to manage growth.
Strategy 2; Create an identity for the Town.
Strategy 3: Increase marketing for the Town.
Strategy 4. Attract new commercial development within the Town.
Strategy 5: Encourage existing businesses to grow and expand to create additional employment opportunities and
sales tax generation.
Council addressed these strategies as a whole. They would like to see the fallowing in relation to all of them:
Council wants to increase manpower in building inspections and public works in order to better address the needs of the
community, which is growing at such a rapid pace; They would like to separate Doug Mousel's job, which is currently to act as
the Town Administrator and the Executive Director of Economic Development, and ensure that he solely focuses on Town
Administrator duties, while appointing someone else to the Executive Director of Economic Development; They want to
increase ambulance service and would like to add an ambulance to EMT; Lastly, they want to continue to put all Town
services and functions on the website in order to better provide information to those who live in Prosper, those who are
thinking of living in Prosper, or for those who want to move their businesses or commercial development to Prosper.
Goal 5: To maintain Prosper's identity through assistance of beautification efforts.
Strategy f: Enforce current building codes.
Objectives discussed in this strategy were to update building codes as needed, assess staffing and equipment needs, develop
and implement a training program for new inspectors and provide periodic updates on code enforcement activities. Bill Little
told Council that the COG is currently working on a draft of the 2003 Uniform Building and Fire Codes and that he will go
ahead and update the 2003 International Building Godes for presentation to Council.
Strategy 2: Improve appearance of the community.
Council directed Dirk McFarlin to implement an adopt a road litter program, and directed the Shanae Jennings to pursue
funding/donations for the holiday decorations and event for next year. Other than that, they supported the objectives that
were outlined, which included identifying and applying for grants for the community, reviewing drainage and maintenance
solutions for easements to include rear alleys, creating maintenance programs for all properties owned by the Town, research
main street grant possibilities and create lighting standards.
Strategy 3: Develop Park Master Plan.
This has been accomplished.
Strategy 4: Increase Parks and Recreation communications internally and externally.
Mitch Mumble will be designated as the official staff contact for the Parks and Recreation Committee, which will improve the
communication between the Town and the committee.
Strategy 5: Develop a median plan to include landscape, lighting and entry ways.
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Staff will review median plans for other cities and create and update ordinances accordingly.
Strategy 6. Develop revitalization plan for older residential and commercial developments.
Staff will research programs to require inspections for residential and commercial properties prior to re -occupancies, they will
develop plans that reward property owners for revitalization and compliance as opposed to penalizations, they will create
partnerships with neighborhoods to provide guidance and assistance in efforts and actively pursue dialogue with land owners.
Ane Casady had to leave the work session at this time, 1:54 p.m.
Goal 6. For council and staff to practice mutual trust, respect and professionalism in order to work as a team for the
betterment of the community.
Strategy I., Ensure good fiscal management.
Council reviewed everything that Staff was currently doing with the finances, and discussed the idea of the potential of hiring a
Finance Director. Staff updated staff with what was currently going on with Town Finances, and covered the current
objectives which include identifying and adopting responsible budget policy, pursuing all grants implementing workshops for
the benefit of new council members to discuss and educate on all current projects, attending conferences and seminars for
continued education, updating the organization chart, reviewing and updating the strategic plan, implement changes to
governmental accounting per the Town auditor, and leveraging the use of information technology to communicate with the
public, provide city services, improve operational efficiency and support internal communications.
Strategy 2: Increase public awareness.
Council supported staff in their efforts to increase public awareness of the Town's functions.
Strategy 3: Adopt a Code of Ethics for council members.
The Town Secretary will be responsible for looking into the adoption of a code of ethics for the Town of Prosper through
reviewing what other cities do and developing an ethics policy pertinent to Prosper alone.
5. Identify and prioritize short term objectives and long term goals of the Town and Town Departments.
There was no discussion on this item due to time limitations.
Discuss strategies for the implementation of goals and objectives, including, but not limited to, establishing
work programs for Departments, project tracking, and budgetary recognition,
There was no discussion on this item due to time limitations.
Adjourn.
Motioned by Russell Kaker, Seconded by Mayor Pro -Tem Michael Perry to adjourn the Work Session of the Town of Prosper flown
Council. Motion approved 5-0. The meeting was adjourned at 2:30 p.m.
Attest:
Shanae JenningsP*n Secretary
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