06.24.2002 Town Council Minutes Specialra�t��UJ"1
MINUTES
Special Meetina
of the
Prosl2er Town Council
First Baptist Church Youth Building
601 S. Church St., Prosper, TX
Monday, June 24, 2002, 7:00pm
1. Call to order/Roll Call. Mayor Dunmire called the meeting to order.
Those Present — Council Members: Mayor Jim Dunmire, Mayor Pro -Tem Jeff Walker, Charles Niswanger,
Larry Tracey, Michael Perry and Russell Kaker. Also Present: Town Administrator Jennifer Finley, Town
Secretary Amber Phillips, Town Attorney Rebecca Brewer, Town Engineer Travis Roberts and Town Planner
Edward McRoy.
2. Consideration and , ossible action on the reasons for the denial of the Preliminau Plat for the
Villages o i Ph s 1 and 111. Mayor Dunmire opened discussion regarding certifying reasons for the
denial of the Preliminary Plat for the La Cima Subdivision Phases I & 11. Council discussed reasons and
concerns expressed by Travis Roberts, Ed McRoy and Rebecca Brewer. They also addressed
concerns/comments listed in written correspondence from both Town Attorney Richard Abernathy and Special
Zoning Attorney Terry Welch.
After amending various reasons listed by legal counsel, the Town Council came to a consensus regarding the
certified reasons for denial of the La Cima Preliminary Plat Phases I & ll. Rebecca Brewer read the following
certified reasons aloud.
1. the Preliminary Plat calls for block length in excess of 1,000 feet;
2. the Preliminary Plat calls for block length of less than 400 feet;
3. the applicant failed to provide adequate off-site water and sewer facilities to assure adequate service to
and sewage disposal of the subdivision, including, but not limited to, a looped water system for each
phase of the subdivision;
4. the number of lots indicated in the title block do not reflect the number of residential and common area
lots proposed;
5. the Preliminary Plat fails to include La Cima Drive within its boundaries and/or include a binding
agreement on the landowner to extend La Cima Drive to US380 and CR78 to ensure that La Cima
Phases I & II connect to an existing street or road system and to establish a time schedule for the
constructiori of La Cima Drive from US 380 and CR78 in accordance with the specific criteria set forth in
Ordinance No. 01-18, as amended;
6. the Preliminary Plat fails to show how the alignments for proposed stub streets connect to adjacent
streets or possible future streets;
7. the Preliminary Plat fails to provide a drainage plan that adequately addresses the impact of internal
and external drainage, including, but not limited to, lot -to -lot, off-site, storm sewer, detention ponds
and/or similar conditions;
8. the Preliminary Plat fails to show the common areas by block and tract numbers;
9. the Preliminary Plat fails to identify the ownership and/or control authority of the proposed common
areas. A note should be added to the Preliminary Plat clarifying whether the common areas are to be
maintained publicly or privately by a Homeowners' Association; and
10. the Preliminary Plat fails to identify necessary reservations and/or easements for private and/or public
utilities.
Motioned by Larry Tracey and seconded by Jeff Walker to adopt the list presenter! to Council, including the
agreed-upon amendments previously discussed and read aloud by Rebecca, as certified reasons to be
forwarded to Attorney Kirk Williams for the denial of the Preliminary Plat of the La Cima Subdivision Phases I&II.
Motion carried. Vote 5 to 0.
Rebecca advised Council that Attorney Kirk Williams has expressed interest in having a meeting to clarify the
issues surrounding the denial of the Preliminary Plat. Council agreed that such a meeting might be a good idea.
Jeff Walker volunteered to be the Council Representative present at the meeting. Ed McRoy will request a
volunteer from the Planning & Zoning Commission attend the meeting as well. Jennifer Finley agreed to
coordinate schedules and report back to Rebecca regarding potential meeting times/dates/places.
Action
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Discussion and ross5ible Acta n GSI StrF;IrL [[ep Jlrb. Charles IVIJUVaIIIJy.er presented Council ill a listof
proposed street repairs and cost -estimates. He explained that there is currently $100,000 in the budget for
street repairs. Charles advised Council regarding the importance of having the asphalt work done in a timely
manner. If the Town waits another month to have the repairs made, then it may be too hot for asphalt work.
The repairs are significant because most of them are for streets that lead to the schools.
Charles Niswanger requested repairs be made to all 7 streets that he presented. The total cost of repairs is
approximately $99,000. He explained that he received bids from 2 other people, but WOPAC was the lowest
bid.
Larry Tracey questioned whether the Town is required to advertise bids and whether this particular bid had been
advertised. Charles explained that it was not advertised. If the jobs are thought of as a package deal, then yes
they would require advertising, but if they are considered individual jobs then no, because each individual street
repair is under $25,000. Rebecca explained that if they are considered 7 separate projects, each individually
under $25,000, then separate contracts and separate motions would be required for each one individually. It
also appears to be a package deal because it was listed on the agenda as one single item. She advised
Council that there could be a risk involved if the project is not properly advertised.
Travis Roberts agreed to prepare the specs and information required to publish the advertisement for bids.
Motioned by Charles Niswanger and seconded by Jeff Walker to publish the advertisement for bids for the street
repair project. Motion carried. Vote 5 to 0.
4 Review and Discussion of Pending Water & Sewer Projects. Travis Roberts presented Council in
regards to the upcoming water & sewer projects. He presented Council with packets outlining the projects,
potential timeframes for project beginning and completions and estimated population growth and estimated
costs associated with such projects.
Mayor Dunmire questioned the infiltration problem. Travis advised there is definitely ground water infiltration,
but he is unsure as to where it is coming from. It is most likely an accumulation of problems that will be unable
to be fixed. He has been working with the Town Staff researcning the problem but has not yet identified
anything as a sure sign; however, they have not yet been able to study the problem during heavy rains. Travis
recommended running a TV camera between 2 or 3 manholes as a further attempt to identify the problem and
what lines need replacing. This would be the most cost effective means of further research. He agreed to
prepare a list of names of people that could provide a proposal/quote for such a service.
Travis agreed to make changes to the documents he presented to Council based on the feedback he received.
He will also need to meet with David Whitsett to get a theoretical idea of the sewer flow in Gentle Creek Phase
III, which is not currently tied into the Town's wastewater plant. The Town is currently paying to haul sludge out
of Gentle Creek Phase III and will need to pursue an alternate to waste disposal.
Mayor Dunmire recommended increasing water/sewer rates before the next budget which will begin FY October
2002. Jennifer advised Council that she has requested rates from North Texas Municipal Water District to get a
better idea on how much the increase should be.
S. Discussion and Possible Action on the Purchase of a Fire En€�inea Chief Tucker presented Council with
a request for authority to purchase a new fire engine. They recently purchased a 1982 reserve engine which is
only a backup. The Fire Department was without a fire truck for 17days last month because of repairs. The
existing fire engine has been paid in full. Ronnie advised that past Council agreed to purchase a new fire
engine each time an existing engine is paid off. This will ensure that the Town has a reliable truck at all times.
It will take 9 to 10 months to get the new engine after the order is placed.
Ronnie explained the upgrades and differences between the existing fire engine and the one he proposes to
order. Addendums on fire engines were part of the reasons that Wylie, Frisco and Plano were awarded Class 1
Ratings. Ronnie intends to include it on the new engine which will cost approximately an additional $25,000.
Due to limited storage space, the reserve engine and one other vehicle will most likely be secured behind the
fire station after the purchase of a new engine and after receiving the 2 ambulances.
Motioned by Michael Perry and seconded by Jeff Walker to authorize Chief Ronnie Tucker to set forth the
design criteria and submit a Purchase Order for the purchase of a new fire engine up to and not exceeding
$325,000. Motion carried. Vote 5 to 0.
Jeff Walker asked Ronnie for a fire equipment comparison between Prosper and other cities this size. Ronnie
explained that Pilot Point and Aubrey are slightly ahead of the Town in that regard, but Celina is not. He stated
that regardless of what other cities do, the Council should determine what level of service Prosper wants to
provide its residents. The tax valuation of the homes in Prosper should also be taken'into consideration, not just
population.
Michael Perry stated that if the trusted professionals are not equipped with the tools they need then, the Town's
Fire Department will soon be in the same situation as the sewer plant and be behind the curve in terms of
planning. He explained that the infrastructure should be set in place for the proposed growth, and the Town has
the tax base to support it.
I Workshop with Fie Chief Ronnie Tucker regarding a New Fire Station Mayor Dunmire opened the
discussion regarding a new fire station.
Charles Niswanger asked Ronnie's opinion regarding a temporary building at the existing station. Ronnie
explained that he is at the Council's pleasure, but he feels the current facility is inadequate. He is also a firm
believer that the Town should build to the same standards that we hold the citizens to.
Larry Tracey recommended sending out a newsletter and asking the citizens to respond with their opinions on a
new fire station. Jennifer Finley suggested a Town Hall meeting with a presentation by Ronnie Tucker and a
question and answer session instead.
Ronnie explained that the existing central station is in the wrong place for the ISO Rating. Charles Niswanger
asked how much insurance would reduce by lowering the ISO. Ronnie stated that he thinks his personal
homeowners insurance went down approximately $100/year the last time it was lowered. He feels the ISO
could be lowered to a 4 with a new station and a new fire engine.
Mayor Dunmire advised that a date will be pursued for a Town Hall meeting regarding a new fire station. He
advised that the fire station will be the main topic of discussion, but the presentation will cover all the issues
including water/sewer needs, staffing needs, etc. Michael Perry felt it will take at least 30 days to put together a
proper agenda. Mayor Dunmire advised that the 1 St or 2nd week in August will be the target date.
Mayor Dunmire explained the architectural drawings will be important to have for the Town Hall Meeting
Presentation. He asked that authorization for Ronnie to obtain this information be placed on the next Council
agenda.
7. Ado+urn. Mayor Dunmire adjourned the meeting at 10:45pm.
<:�Ll
M yor Jim Dunmire
Town Secretary Amber Phillipsr