04.02.2002 Town Council Minutes SpecialSpecial City Council Meeting
First Baptist Church Youth Building
601 S. Church St., Prosper, TX
Tuesday, April 2, 2002, 7:OOpm
Those Present: Mayor Jim Dunmire, Mayor Pro -Tem Charles Niswanger, Jeff Walker, Larry Tracey and Janet Phillips.
Michael Perry not present.
Call to order: Mayor Dunmire called the meeting to order.
Public Hearing on Update to Impact Fees -,Public Hearing opened at 7:03pm. Travis Roberts presented Council
regarding the Update to Impact Fees. He previously met with an Advisory Committee on February 19, 2002, to update
the impact fees, which legally must be updated every three (3) years. Travis and the committee recommended that no
change be made to the current impact fees that were established with the Land Use Assumption and Capital
Improvements Study of 1994, and updated to remain the same In 1997. As the new Master Plan Project and a new Land
Use Assumption Study is completed, impact fees will be revisited and updated accordingly. Action will be taken at the
next Council meeting to adopt the Ordinance to Update Impact lees. Public hearing closed at 7:07pm.
2nd Public Hearing for Annexation — Prosper Town Center, 44.613 acres located at the northeast corner of SH289 and
CR78: Public hearing opened at 7:07pm. John Harris, representative for Prosper Town Center, presented Council to
speak on behalf of the annexation. He and his company are currently working with the Planning & Zoning Commisslon,
attempting to zone the property concurrently with the annexation, Charles Nisvwanger questioned whether Mr. 'Harris
would be willing to help with the proposed improvements to CR78. Mr. Harris advised that they strongly supported such
improvements and would be willing to help financially with the project.
Mike Wadsworth, Planning & Zoning Commissioner, advised Council that the Commission does not feel they will be
prepared to zone the property within the 90 -day timeframe the Council has to adopt the annexation ordinance. He feels
that the Planning & Zoning Commission will require several more months of preparation before making a recommendation
to the Council for zoning the property. Mayor Dunmire advised Mr. Wadsworth that the public hearing is for annexation
and that if the owner of the property wishes to annex before issues are worked out regarding the zoning they may. He
advised Mr. Wadsworth that the Council would entertain a joint workshop with the Commission regarding the Prosper
Town Center development.
Tom Clark, another representative for Prosper Town Center, presented Council and advised that they would most likely
pull the annexation petition if such zoning issues were not taken rare of within the required 90 -day timeframe for
annexation. If the annexation is pulled, they will be required to resubmit the petition and begin the annexation process
and public hearings again. Janet Phillips requested the landowners/developer pay the fees involved with publishing
notices if the annexation process starts over. Mayor Dummire requested the City Secretary confer with the City Attorney
in regards to the City's ability to recoup such costs.
Public Hearing closed at 7:18pm. No action taken.
Bob Jameson Variance request for Ray and Lena Smith 1500 Harvest Ridge. to construct a barn with an efficiency
apart ?nt located upstairs on their lot In Amberwood Farms: Bob Jameson was not present. Ray and Lena Smith
presented Council with a variance request to build a 900 -sq. ft. apartment above a barn on their 6 -acre lot with the
expectation for elderly parents, siblings or older children to reside there at some point in the future. They explained they
have no intentions of leasing or renting the apartment. Mr. and Mrs. Smith previously requested a building permit for the
apartment, but the City's Inspector explained that because the apartment will have heat/air, a restroom and a kitchenette,
it constitutes as a second dwelling. The Zoning Ordinance prohibits more than one dwelling per lot: therefore, it requires a
variance from the zoning ordinance to obtain a building permit. Janet Phillips commented that she feels variance issues
should go before the Planning and Zoning Commission. Mayor Dunmire advised that variances require a vote by Council
and his signature, but they may be sent before the Planning & Zoning Commission for recommendation if they so choose.
The recommendation would not be binding and would not require a supermajority vote by the Council to overturn, Council
agreed to establish the procedure of sending variances before the Planning & Zoning Commission for recommendation.
Item tabled until recommendation can be made by the Planning & Zoning Commission at their April 16, 2002, meeting.
The Council will set the item for possible action at the next available meeting thereafter.
Discussion and possible action on the urchase of SCADA s stem for waters stem im rovemenis: Travis Roberts
presented Council regarding the City's need for the SCADA system. The SCADA system will allow the operators to
control the City's water system and pumps from a centralized computer. An alarm wilt be set off by the SCADA system to
alert operators in the event of water leaks and shortages, Travis recommended consideration of the purchase of the
SCADA system. He explained that $10,000 of the money committed to fund the storage tanks being built by Gracon
Construction was set up in the contract as "emergency money" to be used only by the approval of the City Council. The
money was not used; therefore, may be spent towards the purchase of the SCADA system.
Jeff Walker questioned maintenance costs involved with such a system. Travis advised that lightening could possibly
damage the system in the event of being struck and recommended covering the system on the City's insurance policy.
U0U11G
Mayor Dunmire advised the Council of budgeted funds available in the Water Fund's Capital Improvements Account. A
portion of this money was budgeted for improvements to the current system, but there is sufficient funds available to pay
for the remaining portion of the SCADA system. After applying the money available from the Gracon contract, the cost
from capital improvements will be approximately $24,000.
Janet Phillips asked what location was proposed as the sight for the SCADA system's centralized computer station.
Mayor Dunmire advised that !t : dri most likely be located next to the fire Station. Ms. Phillips also asked if f rrnmp t.r
would be dedicated solely to the SCADA software or if the computer could be used for other purposes as well. Travis
advised that it should be dedicated solely to the SCADA system due to security issues. In regards to security, Janet
recommended a security system be installed at the location of the SCADA. Mayor Dunmire agreed.
Charles Niswanger asked the most common location used by other cities as the control sight for the SCADA system.
Travis advised that each city is different, but he has seen problems with the systems being installed in Police
Departments. He also explained the possibility of having satellites at the homes of employees responsible for the system,
such as the Director of Public works or the City Administrator. Travis also advised that cost associated in moving the
system would be minimal if the situation arose.
Charles Niswanger commented that such a system would provide significant relief to the public works employees,
especially during the peak summer months. In the past, employees have been required to "baby-sit" the wells and pumps
24 -hours a day, as well as hand -pump water at times, in an attempt to insure the City did not run out of water.
Citizen Randy Tucker asked if a training package was included in the cost of the system. Travis advised that there is
training included in the cost, and anyone familiar with a computer should be capable of easily learning the system.
Motioned by Jeff Walker and seconded by Larry Tracey to authorize the purchase of the SCADA system by utilizing the
funds remaining from the Gracon ground storage contract and by paying the remainder from the Water Fund's capital
improvements account. Motion carried.
Discussion and possible action on authorizinci the Fire Chief to order two 2 Ambulances: Chief Ronnie Tucker
presented Council with a request to purchase 2 ambulances costing $106,880 each. The ambulances will be financed
over a 5 -year period, with the first payment having been budgeted for this fiscal year. The target date for the Fire
Department to be online with its ambulance service is October 1, 2002. In order to meet the target date, Chief Tucker
originally believed that it would require the ambulance order to be placed in mid-May. However, the vendor, being aware
of Prosper's October 1 � target date, recently contacted hum and recommended placing the order now. Due to an
unexpected influx in orders from other cities, it is taking longer to get orders processed. If the City chooses to wait until
mid-May, it will most likely not received the ambulances in time to meet the target date.
Chief Tucker explained the significance of the target date being partially due to an agreement with the City of Frisco.
Prosper currently contracts out its ambulance service with the City of Frisco. The contract will expire at the end of
September 2002. The City previously agreed to have its own ambulance service online last year but was unable to meet
that date, therefore renewing the contract with the City of Frisco with the understanding that Prosper's service would be
up and running by October 1, 2002. The City currently pays $75,000 per year to the City of Frisco for ambulance service
Charles Niswanger expressed concern regarding placing the order at this time. He explained that the fire department has
applied for grants, and by placing such a large order it may hinder them from receiving the grants. Chief Tucker explained
that the inability to purchase an ambulance was not a criteria for receiving the grant; therefore, the ability to purchase
them would not by a hindrance.
Chief Tucker explained that it is common practice in most Fire Departments to have 2 ambulances as opposed to only
one. A Fire Department that runs its own ambulance service should always have a backup in the event that one is out of
service for maintenance or repairs and/or two calls are received at one time. After the purchase of the 2 ambulances, the
backup to Prosper's backup will be the City of Frisco. He stressed the fact that he expects the citizens of Prosper to have
the same quality, if not better, ambulance service in October as they do now.
Jeff Walker questioned the possibility of purchasing a used ambulance. Chief Tucker advised that used ambulances are
usually too worn out by the time they go to the used market to serve as a City's primary ambulance.
Janet Phillips asked about the future plans for additional purchases as the City grows. Chief Tucker explained that he
hopes to get 6 to 7 years of service from these two ambulances. Mayor Dunmire anticipates 2 more ambulances being
purchased in 5 years, after these have been paid in full.
Chief Tucker advised that he has also been working with the City of Celina, and they are very interested in contracting
service out with Prosper much like the contract that Prosper currently has with the City or Frisco. Such a contract will
most likely generate enough revenue to pay for 2 additional firefighter/paramedics
Charles Niswanger questioned the cost per year to run our own ambulance service. Chief Tucker explained it will consist
of salaries for 4 more paramedics, the cost of 2 ambulances, and the cost of various supplies which have already been
budgeted. Chief Tucker further explained that by running our own service, we will save $75,000 per year by not paying
the City of Frisco plus we will be bringing in revenue by contracting out to the City of Celina. He does not see any reason
for next year's Fire Department budget to be significantly higher than this year.
Charles Niswanger recommended tabling the authorization of the purchase until after the May 4'" election. Janet Phillips
disagreed with the idea of tabling the issue, stating she did not see any reason to delay the order. The first payment will
not be due until the ambulances are actually delivered. Jeff Walker agreed with Janet, stating Frisco has already been
asked to extend their deadline once.
Motioned by Janet Phillips and seconded by Larry Tracey to authorize Chief Tucker to place the order for 2 -ambulances.
Charles Niswanger opposed. Motion carried.
Action to award bid for an Air Cascade System: Ronnie Tucker presented Council with the bids received for the Air
Cascade System. The air cascade system is a compressor which fills the air tanks carried by firefighters in the event of a
house fire. The use of the air tanks is extremely important because it enables the firefighters the ability to breathe fresh,
clean air.
The lowest bid was in the amount of $24,023.05 and the highest being over $31,000. He explained that all bids received
were for brands of very comparable and top quality; therefore, he recommended awarding the bid to the lowest bidder.
The air cascade system was previously budgeted at $25,000.
Motioned by Jeff Walker and seconded by Janet Phillips to award the bid to Ballard Compressors in the amount of
$24,023.05 for an Air Cascade System. Motion carried.
Swear in members appointed to the Parks & Recreation Committee: City Secretary Amber Phillips swore in the following
members to the Parks & Recreation Committee: Darin Riggs, Steve Witt, Randy Turner, Julie Larios, Karen Williams and
Natalie Hill. Bob Jameson was not present to take the oath. Council members and citizens congratulated and welcomed
all members.
Workshop with the Parks & Recreation Committee: Chairman Darin Riggs advised Council that at the Parks & Recreation
Committee's previous meeting with Mayor Dunmire and City Administrator Jennifer Finley, they decided the make the
maintenance of Main Street Park their first priority. Short-term, the project will consist of such issues as drainage, dug-
outs and score tables. Long term, the focus will be on constructing a park area around the baseball fields and landscape.
They would also like to think about some indoor facilities at some point in the future.
The Council and Parks & Recreation Committee discussed ideas surrounding the following issues and possible long-
tem/short-term projects:
• Cooperative agreement between the School District and the City enabling the residents of Prosper to use the
school's facilities (i.e. gymnasium, field house, etc...) -The Committee and Council agreed that dialogue should
begin with the School Board in regards to such an agreement. It may require funding by the City to provide
additional supervision and maintenance of these facilities. Additionally, the Committee was asked to keep in
mind the various grants available for joint projects between the City and School District.
• Updates to Mainstreet Park — Ideas included a walking path around the facility, picnic tables, playground area,
outdoor basketball court and additional landscape. The Council and Committee agreed that Mainstreet Park
should be updated to provide a park that facilitates all residents, not just those involved in baseball.
• Begin work with developers and the Planning & Development Commission to obtain land dedicated for the
purpose of open spaces, parks and hike & bike traits —The Council mentioned that Whispering Farms and
several other developments have already donated land for some of these endeavors. The City requires
developers to dedicate a certain percentage of their land for open spaces or pay $12,500 per acre up to 5% of
the total land. The Committee agreed that they would choose the land dedication over the money. They also
agreed that they would prefer dedicated land to. be located on the outskirts of a development rather than in the
center, for the purpose of all citizens having access to the parks.
• Appropriate parking for all parks and recreation facilities
• Mix -use of parks throughout the city —Including fields that provide for all categories of sports as well as non -
sports related facilities
• Purchase of property for the purpose of parks and recreation facilities —Ideas included a 17 -acre tract of
property along FM2478 and property on the west side of the City
• Consideration of the following properties for parks and/or sports -fields: south of the elementary school, next to
the Fire Department, surrounding the water tower on CR78, revamping of the City's park in Prestonview and
an area next to the High School
Application for Open Spaces Grants
Beautification of Preston Road, as well as other corridors throughout the City —Including wildflowers, landscape
around the directional signs that the City will soon erect and monumental signs
• Community center with an outdoor common area to be used by all citizens as well as provide a meeting place
for various events. Such a complex could possibly be tied to a future municipal complex
• Access of Mainstreet Park to all residents, not exclusive to the Prosper Sports Association —Currently, games
and practices for Mainstreet Park are scheduled through the baseball commissioner. The Parks & Recreation
Committee agreed to provide the City Staff with the baseball schedule and establish times for the park to be
open to the public.
• Future in -housing of the concession stand by the Parks & Recreation Committee
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Close work with the Master Plan study in an attempt to identify potential areas for parks as well as the number
of parks needed in regards to the City's density
Additional discussion continued regarding the budget and funding for the Parks & Recreation Committee. Mayor Dunmire
advised that the Council provides money in the budget each year for the Park & Recreation Department, and 50% of the
EDC's funds from the City's Sales Tax are earmarked for Parks & Recreation. He reminded the Parks & Recreation
committee that the fiscal year ends in September and advised them to be prepared to present the Council with their
proposed budget listing their wants and needs at that time.
Darin Riggs explained that the Parks & Recreation Committee will eventually be a hub communicating with the school
district, developers and various other boards and committees throughout the City. Mayor Dunmire agreed, but advised
the Committee not to feel obligated to have a member attending all meetings held by the Planning & Zoning Commission,
EDC, School Board, Prosper Sports Association, etc. There will be instances where their presence will be required at
other meetings but not on a regular basis. Workshops with these other groups would most likely be helpful. However, the
Mayor did request a Parks & Recreation member be present at each Regular Council Meeting.
The Mayor reminded the Committee that this meeting was intended to give the Council an opportunity to provide advice
and opinions. The Committee will be responsible for setting their own agendas and priorities and will need to determine
what they can do best with the resources they have.
The next meeting of the Parks & Recreation Committee will be held Thursday, April 4`". Darin Riggs requested the
Committee be placed on the April 91" Council Agenda as an action granting them the authority to spend the money
associated with the improvements to Mainstreet Park.
Adjourn: Mayor Dunmire adjourned the meeting at 10:10pm.
M or Jim Duruniie
City Secretary Amber Phillips