10.29.2002 Town Council Minutes SpecialMINUTES APPROVED 11112102
Special Called Meeting of the Prosper
Town Council
First Baptist Church Youth Budding
601 S. Church St,, Prosper, TX
Tuesday, October 29, 2002, 7; 00pin
1. Call to Order/ Roll Call. Mayer Dunmire called the meeting to order. Council Members Present: Mayor Jim Dunmire,
Mayor Pro -Tem Jeff Walker, Charles Niswanger, Michael Perry and Russell Kaker. Larry Tracey arrived at 7:28pm. Also
Present: Town Administrator Jennifer Finley and Town Secretary Amber Phillips.
2. Authorize Pa ment #1 to Peachtree Construction in the amount of 154 127.05 for CR78 Street Improvements.
Charles Niswanger advised Council that Peachtree may have to return in a few weeks to repair some areas where the
asphalt has pulled up; however, these repairs are under warranty. Motioned by Charles Niswanger and seconded by Jeff
Walker to authorize Payment #1 to Peachtree Construction in the amount of $154,127.02 for CR78 Street Improvements.
Motion carried. Vote 4 to 0.
3. Authorize Final Payment to Gracon Construction in the amount of $35,666.80 for Water Storage & Modular
Pump Station Site `A' CR78 and Site'13' CR122. Bill Little advised Council that the project had been completed as
designed. There may need to be a change order on the project to upgrade to larger pumps. Motioned by Jeff Walker and
seconded by Russell Kaker to authorize the Final Payment to Gracon Construction in the amount of $35,666.80 for Water
Storage & Modular Pump Station Site 'A' CR78 and Site 'B' CR122. Motion carried. Vote 4 to 0.
4. Authorize Payment #3 to J.J. Biffle Water Well Drilling Company in the amount of $15,483.75 for the CR122
Well Proiect. Bill Little reported that all work had been completed, and the well is working. Motioned by Charles
Niswanger and seconded by Jeff Walker to authorize Payment #3 to J.J. Biffle Water Well Drilling Company in the
amount of $15,483.75 for the CR122 Well Project. Motion carried. Vote 4 to 0.
5. Authorize Town Administrator Jennifer Finley to sign contract by and between the Town of Prosper and
Southwest General Services of Dallas. L.L.C. for ambulance billing and collection services._ Jennifer Finley advised
Council that the contract had been changed as previously requested to include a 3 -year contract, and verbiage was
changed to reference "Town" rather than "City". Motioned by Michael Perry and seconded by Jeff Walker to authorize
Town Administrator Jennifer Finley to sign the contract by and between the Town of Prosper and Southwest General
Services, L.L.C. for ambulance billing and collection services. Motion carried. Vote 4 to 0.
6. Consider and act upon presentation from Mango Network for consulting services. Kathy Seei, Mango Network,
presented Council with an Engagement Agreement that included a description of the Town's present situation, Mango's
proposed action for addressing the situation and the Terms and Conditions of the agreement. She advised that the Town
Administrator and several members of the Council had previously identified the Town's situation and immediate needs as
follows: infrastructure planning for surface water, well water and waste water; completion of the master plan and land use
plan; response to the rollback petition; services of an interim town planner or consultant; update to ordinances;
coordination with the EDC and reinstitution of the Chamber of Commerce, and; procurement of grants/alternative funding.
Ms. Seei proposed her consulting services for a minimum commitment of 40 hours per month for six months. She would
be responsible for duties as assigned and prioritized by the Council and Staff. Initially, she would be responsible for the
following in relation to the aforementioned immediate needs: articulating the Town's specific needs, developing strategies
and tactics, initiating the implementation of the plan in partnership with the Prosper team and transitioning the services to
the Prosper team in a method that plans for sustainability.
The Terms and Conditions of the Agreement are solely for consulting services; however, Ms. Seei explained that Mango
is interested in using the information obtained from her consulting work to co -create with the Town a computer-based
model for long-term planning. Presently, no other municipalities utilize such a model, so Prosper would be the prototype.
Ms. Seei explained that she met with the North Texas Council of Governments (NTCOG) on potential funding for the
modeling project, and they expressed much interest.
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Chris White, Mango Network, addressed Council with a power point presentation illustrating examples of how computer-
based modeling could be utilized by the Town in planning for future growth and development. He explained such
modeling is well-known in corporate American but is presently foreign to municipalities.
Mayor Dunmire stated that Mango would not replace Mesa and their work on the master plan but provide a tool that will
work in conjunction with the master plan, therefore enhancing it.
Council discussed funding for the consultation services, as possible funding from NTCOG would only be available for the
modeling phase. The cost to the Town would be $6,000imonth. Mayor Dunmire recommended using a portion lI of the
money budgeted for Planning Director and additional administrative staff to fund the project. Salaries for additional
employees are generally budgeted for an entire year, but most often they are not hired until later on into the fiscal year
which leaves an excess of funds that could be used for these services. Michael Perry felt that the services should be co -
funded between the Town and the EDC.
Jennifer Finley presented Council with three different Engagement Agreements and explained that the Town Attorney had
previously reviewed each version. She advised that the limitation of liability was the only issue that the Town Attorney
and Ms. Seei had not agreed upon. Jeff Walker stated that the limitation of Liability was a concern of his as well. Ms. Seei
advised that they would be agreeable to changing the limitation of liability from $5,000.00 to $10,000.00.
Mayor Dunrnire recommended Council accept the Engagement Agreement (version #1) subject to increasing the limitation
of liability from $5,000.00 to $10,000.00. He explained that the services will be billed on an hourly basis and can be
terminated by the Town at any time.
Motioned by Michael Perry and seconded by Russell Kaker to accept the Engagement Agreement (version #1) as
presented by Mange Network, subject to increasing the limitation of liability from $5,000.00 to $10,000.00, and providing
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carried. Vote 4 to 0.
7. Discussion regarding sludge haulm Bill Little addressed Council regarding the current sludge hauling situation.
He advised that there seems to be a great deal of infiltration in the Gentle Creek area, but they will not been able to
identify the source without running a video camera through the line. Mr. Little stated that he and the engineers believe the
problem is in the Gentle Creek infrastructure; therefore, he recommended the Town request Gentle Creek fund the video
cameras at their own expense. He further stated that they received a bid to purchase a camera for $39,000.00. One
possibility would be to ask that Gentle Creek purchase the camera and turn it over to the Town. In turn, the Town would
run the cameras through the lines to locate the infiltration source. He advised that such arrangements are common
practice in other cities
Bill Little explained that a permit is required to haul and dispose of sludge. Currently, the Town contracts a company to
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perform these services; however, their permit expires in September 200.3, and they lidvu indleated io the I UJYVI l lI lat Ll 0--y
are not going to renew it. Mr. Little advised that he had been researching other disposal locations and possibilities such
as installing a sludge press at the Town's sewer plant. A sludge press would enable them to transform the sludge into
solid for disposal in a typical garbage dumpster. Mayor Dunmire explained that Town Engineer Travis Roberts is in the
process of preparing a timeline identifying when a sludge press could be installed at the sewer plant. He requested that
Bill Little obtain a cost estimate for purchasing a sludge hauling truck. Council requested an update regarding the sludge
hauling issue at the Regular November Council meeting.
8. DiscUgsign with Mesa rearesentatives regarding the Master Plan Project. Robin McCaffrey, Mesa representative,
updated Council regarding the master plan process. He explained that several meetings had been held over the course
of the past year. The purpose of the meetings was to identify a vision which is the key to finding what will make the plan
work. Their desire was to retain essential qualities that are beneficial to Prosper. The vision process includes a series of
workshops, beginning with goals and objectives (workshop #1). Workshop #2 was the envisioning workshop in which
they tested the validity of the goals and objectives collected in workshop #1 and graphically represented them. At that
point they had a framework plan which is a culmination of the goals and objectives. Mr. McCaffrey indicated the citizens'
reoccurring desire to reinforce and preserve the historic downtown without abandoning its economic viability. This could
be accomplished by connecting it with SH380 and redirecting SH289 down current BUS289 rather than widening it. At
that point in the vision, downtown and SH380 became the focus of the plan. Another major issue in the framework is
protecting Prosper's rural aspect. At this point in the process they have an expression of a vision which has a number of
implications with thoroughfares, the EDC, etc. Mr. McCaffrey explained that SH289 is an issue with the Texas
Department of Transportation (TXDOT). The actual proposal is to re -designate SH289, not to abandon it.
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Mayor Dunmire advised that Council was concerned with the realities that must be taken into consideration, nWFJ lye
SH289, and the things that TXDOT must do to control traffic flow northward. He stated that the Town does not have
control in this regard, and Council's desire is to communicate that to the citizens. He stated that several "rumors"
portrayed Council in a negative light in terms of limiting the plan, but that is not the case. There are a number of issues
that could potentially limit the plan that are beyond the control of Council. They have the ability to provide TXDOT with a
"wish list", but Council's control ends there.
Mr. McCaffrey explained that Mesa's job is to bring all interests together. He agreed that it may not be an easy task, and
the probability for failure is high. He recommended the Town make the re-designation of SH289 a big issue with TXDOT
by expressing their political will. He felt the plan, given the input from citizens, is a sustainable plan, and sustainab'ie
communities are the ones that NTCOG and TXDOT want to support. He recommended the focus be on a solution for
getting cars through Prosper without widening SH289. He felt strongly that SH289 was a critical issue as a unifier or
divider in the community in comparison to all the issues set before the master plan.
The Mayor explained that the actual concern surrounding SH289 could possibly be the danger that the high traffic poses
on that road. He suggested they identify other possibilities to solve the traffic problem. Larry Tracey felt that could
possibly result in moving the problem from one area to another. Mayor Dunmire expressed concern with redirecting traffic
down BUS289 by the high school.
Mr. McCaffrey explained that participants of the workshops indicated their desire to have the historic downtown as the
center of the community, while making it economically viable. By widening the existing SH289 and continuing to route the
flow of traffic the way it is today, it may be difficult to create a viable plan to revitalize downtown. Without traffic there is no
economic interest. He stated that making a smoother connection to get downtown could also be a viable solution. It
would be a lesser approach but could work with the vision.
Michael Perry asked how this plan compared to making a "new downtown", given the high risk of failure associated with
moving a thoroughfare to sustain economic viability. Mr. McCaffrey did not feel that future traffic on the existing SH289
could sustain a town center.
Mayor Dunmire questioned the possibility of creating a new town center adjacent to the current downtown. Mr. McCaffrey
advised that is very much the current vision for the plan. Mayor Dunmire stated that there are a number of limitations
associated with revitalizing the current downtown and recommended building the town center south of that location and
allowing it to naturally migrate northward to the current downtown.
Mr. McCaffrey stated that in the event they are successful with the idea of re-routing SH289 down BUS289, existing
SH289 will remain a rural highway with some retail. He warned that from an economic viewpoint, there is a limited
demand for retail; therefore, they should be cautious when determining where it should be located.
Steve Nichols, Willow Ridge resident, stated that the issue of SH289 is a mute point. He felt that redirecting traffic on
SH289 would result in an influx of traffic on the future Coit Rd., and he felt more comfortable keeping the businesses on
SH289. He advised that the desired rural feel could be obtained through larger setbacks, landscaping, etc., not by
straining SH289. He felt that redirecting traffic on SH289 would cost too much from the Town's aspect and open the
Town up to property owner complaints. He felt that keeping the town facilities downtown would be enough to attract
business and traffic to that area.
Jim Herblin, EDC Chairman, reminded the Council and audience that this is the "Town's Plan" made up of the desires of
citizens, and presently it is just an idea. He felt that many people had possibly taken the information out of context. He
warned against anyone trying to "strong arm" or "ramrod" the plan. He felt that there should be more focus placed on
perception rather than presentation. The Mayor agreed and stated that as Council, their responsibility is to take the input
of the citizens and make decisions; however, the Council felt it important that citizens understand their limitations in
certain areas such as re-designating SH289. Jim Herblin felt Council had given a fearful impression throughout the
meeting regarding the re-routing of SH289. He asked that no one contact TXDOT. If TXDOT needed to be contacted, the
EDC or Mesa should be the ones to contact them.
Jeff Walker felt that several citizens had thought that Council did not agree with the plan, but he did not have that attitude.
Mr. McCaffrey indicated that he had not heard any of the Council Members speak negatively towards the plan, but he had
heard comments made by certain developers. Michael Perry stated that negative perceptions are often the result of
people not knowing all of the facts. He advised that they must be united with the broad picture and not let one small point
make or break the unity.
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Charles Niswanger asked how many options would be presented with the final plan. Mr. McCaffrey stated that a
document will be presented which will include the outcomes from the workshops and the planners' interpretations
identifying various ways for the Town to reach the vision. He recommended thinking of the plan as a process and not a
document.
Mayor Dunmire clarified that Mesa will bring forth one vision, but each area (thoroughfare, economic viability,
infrastructure, etc.) will provide options to create the vision. It will be a living plan that is capable of being changed with
the overall concept remaining the same. Mr. McCaffrey stated that the plan will need to be modified to get closer and
closer to the goal.
Mayor Dunmire expressed appreciation for Mesa, the audience and all parties involved.
Mr. McCaffrey agreed to review the information and determine if he could possibly compress the timeframe without
rushing the project too much.
9. Adjourn._ Mayor Dunmire adjourned the meeting at 10:15pm.
May Jim Dunmire
Town Secretary Amber Phillip
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