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07.22.2003 Town Council Minutes SpecialMinutes (approved 8!12!03) x Special Meeting of the Prosper Town Council 609 South Church Street Prosper First Baptist Church Children's Building (South Wing) Tuesday, July 22, 6:OOpm 1. Call to Order /(Roll Call. Mavnr Micinnnncr rallerl the meeting !n ^refef n+ R•nnnm Council Members present: Mayor Charles Niswanger, Mayor Pro -Tem Michael Perry, Ane Casady, Lisa Dritschler and Russell Kaker. Karie Dalton was not present. Also present: Town Administrator Jennifer Finley, Police Chief Kirk McFarlin and Town Secretary Amber Phillips. 2. Discussion on Halff Associates providing architectural services to the Town for a future Town Hall I Police Facilitv. including_a_needs assessment and facilities plan. The following representatives with Halff & Associates presented Council: Greg Schon, AIA Melissa Brand-Vokey, AIA Paul Woodard, AIA Lenny Hughes, RLA Derek Hansel Their power point presentation included the following. Project Manager & Police Programmer Town Hall Programmer Project Architect Site Planning & Landscape Architecture Construction Administration "Finding the right partner..." o Stability Serving Texas towns and cities since 1956 o Experience With town halls and police facilities o Full Service Architecture, Planning and Engineering o Vision Converting YOUR ideas into architectural solutions Some of their police experience included: Coppell Justice Center, Euless Police Jail & Courts, Hurst Police Station (MEP) and the Tyler Police Station (MEP). Some of their Town Hall experience included: Frisco Citywide Needs Assessment, Lakeway City Hall Needs Assessment, Highland Park Town Hall (design) and Rockwall City Hall (MEP). Some of their Site Master Planning Experience included: Fairview Town Center Master Plan, College Station Town Center, DIFW International Commerce Park Master Development Plan and the Castle Hills Development Master Plan. °Naviciating the process..." o Needs Assessment o Site Master Planning o Conceptual Design o Design Development o Construction Documents o Bidding o Construction Administration ' 0UL1,3 "Facility Planning' This step included: Project Initiation, Needs Assessment & Site Master Planning, Conceptual Design and Design & Delivery, "Meet with each de ag dmen k o First with department heads p Discuss staffing organization y How it will change in the future Splitting of departments as city gets bigger • Do first run of space needs o Meet with rest of department Discuss space needs — How do they work Let everyone be heard (better buy in) "Needs Assessment" This step is needed to determine "how big" and "how much" in relation to the project. Issues such as Expansion, Security, Durability, Flexibility, Efficiency, Image, etc., would be addressed for both Police and Town Hall Facilities during this phase. 'Site Master Pian" and 'cgnceptual Desi n, Both were discussed in some detail, including Site Evaluation Criteria, Growth Options, Trends and Styles. Haiff & Associates recommended a style that would encompass Prosper's rural feel, celebrate the past, etc., all at a reasonable cost. Council discussed the presentation Halff & Associates. 3. Discussion regarding the expansion of the gai"rce station, Mayor Niswanger explained that the potential "needs assessment" discussed in Item 2 would be for long-term, permanent facilities; however, the Council was presently being faced with making interim facilities arrangements. It was his understanding that a potential buyer had signed a contract to purchase the building currently being leased as the Town Administrative Office. The Mayor explained that the owner's intention was not to "sell the building out from under the Town", and the owner understood that the lease contract on the building would be up in April 2004. Due to the current situation, the Mayor had requested that Don Cardwell, Unlimited Construction Company, assist him in drawing preliminary plans to construct a 7,000 sq, ft, facility at the current location of the Police Station. He felt that a building of that size would suffice in housing the Police and Administrative Departments until such time a permanent facility(s) could be built. The Dlnnni ilnn-,.am,.nF d C....r.n.,,'.. n,...nl...........{ P�.......,1"__ ll 1_ L_ L_..__J 'L_a L..:e J!__, n.._ '_ lal 11 ling UGUQI UIIGIIL a11V LVUfNlllll. UGVCIUl/11iClll l.Ullll 111 llt'C I.UUI[l Alio IlF` 11f_U 111 11 Ir71 Ill 1171 111 ill IfHI I JiIN t[11fIP iI1vR7Rf'�I significance, the current Police Station, which is the old Opossum Trot School House, could be relocated and used as a small community center and/or part of Mainstreet Park. Mr. Cardwell estimated a 60 to 90 day timeframe for completion. Mr. Cardwell assisted the Mayor in drawing the preliminary plans at no charge. Mayor Niswanger stated that the Town had not yet gone out for bids on this project, and that Mr. Cardwell had merely performed the services "as a friend to the Town". The Mayor expressed his appreciation for Mr. Cardwell's assistance. Mayor Niswanger felt that the plans provided a viable solution, and he requested the Council Members express their opinions, Lisa Dritschler and Russell Kaker agreed and expressed a desire to move forward. Michael Perry felt that it was a poor "band-aid", and that Council would not be fulfilling its fiduciary duty by building on that particular property. He understood the immediate need for new facilities, but he stated that he was 100% against co -mingling the Police and Administrative Departments. He also stated that he was 100% against building a facility on this particular property because he did not feel it would provide adequate parking, especially in the future, and he did not feel that it provided adequate accessibility for the Police Department. Mr. Perry felt that the existing Fire Station would provide a better interim location for the Police Department because there is better accessibility. In regards to an interim solution for the Administration Office, he proposed a building in Prosper Town Center (Broadway and Preston Road). He also recommended a needs assessment study to determine the best interim solution. Ane Casady felt that there were already enough structures in the downtown area, and that Council should not add to it. Mayor Niswanger explained that several architects had actually recommended that particular area for the Town Hall's long-term location. Ms. Casady felt that a needs assessment should be completed and a plan formulated. She stated that Council needed to quit re- acting. The Mayor understood her issues with "needing a plan" and "re -acting" but emphasized the potential urgency of the situation. He asked what would happen to the Administrative Office in the event the building/property sold, Michael Perry agreed with the immediate need and explained that his main concern was merely the location, which he felt would be better suited on the property of the current Fire Station. Mayor Niswanger agreed with exploring possibilities at both the Fire and Police Station locations. Mr. Pent' asked that dialogue also continue with Prosper Town Center representatives, as he still did not feel it suitable to combine the Police and Administrative Departments. Mayor Niswanger agreed that he did not wish to combine the two departments in one facility; however, the Town is very vulnerable to losing the Administrative Office lease. He advised that he had a meeting scheduled with Prosper Town Center representatives and would discuss with them the possibilityof an interim building at their location. Russell Kaker agreed to pursue all three locations. Lisa Dritschler agreed to pursue the Fire and Police Station sites but did not agree with pursuing the Prosper Town Center location. Michael Perry agreed to pursue all options and alternatives. Ane Casady did not agree to pursue any of the alternatives. No formal action taken. 4. Discussion and possible ac#ion re ardln repairs to East First Street as related to the Peachtree Construction Proiect. Mayor Niswanger explained that he discussed the needed repairs to East First Street with two other contractors who both agreed that the street was in need of another coat of asphalt, applied correctly, to alleviate the problem. They both provided the Mayor ballpark figures of $20,000.00 to $21,000.00. He advised that the repairs would need to be made in the next two months before temperatures started dropping. The Mayor stated the Town was still holding back a retainage payment on this project, and that there was approximately one year remaining on the two-year warranty related to the Peachtree Construction East First Street Project. Peachtree claimed that the problem was due to too much traffic on the road; therefore, they agree to re -surface with asphalt and rock under the warranty but only if the Town agreed to "let them off of the hook" in regards to the warranty after those repairs were made. Furthermore, they would not agree to repairing the entire road but only repairs up to CR77. Don Cardwell, Unlimited Construction, advised Council that he was present the night the first penetration was applied to the street, and he did not feel that it was applied properly. He felt that was the cause of the current problems. He also advised that if the retainage had not yet been paid, then the bond should not have started, He explained that bonds start upon the final sign -off of the project. Mayor Niswanger was not aware of any final sign -offs on the project. Council agreed that the street was in definite need of repairs. Furthermore, they agreed that Peachtree should be held accountable, that the retainage would not be released until such time the project was satisfactorily completed, and that Council would not "let them off of the hook" in regards to the warranty, Motioned by Lisa Dritschler and seconded by Russell Kaker to authorize the Town Administrator and Mayor to direct the Town Attorney to draft a letter demanding Peachtree Construction complete the repairs necessary to bring East First Street into compliance with the project plans and specifications. Motion carried. Vote 4 to 0. 5. Adiourn. Mayor Niswanger adjourned the meeting at 8:05pm. Douglas Mousel, Interm Town Secretary a r Charles Iii' wa ger, Maypre—