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12.02.2002 Town Council Minutes SpecialMinutes approved 12/10/02 Special Called Meeting of the Prosper Town Council First Baptist Church Youth Building 601 S. Church St., Prosper, TX Monday, December 2, 2002, 6:30pm Call to order) Roll Call: Mayor Dunmire called the meeting to order at 6:30 p.m. Mayor Dunmire, Jeff Walker, Larry Tracey, Charles Niswanger, Michael Perry and Russell Kaker were present. Also present were Town Attorney, Richard Abernathy; Town Engineer, Travis Roberts; and Town Administrator, Jennifer Finley. Action to adoPt Resolution No.02-58 ordering an election to be conducted on Saturday, February 1 2003 for the purpose of approving or disapproving the Proposition of reducing the tax rate in Prosper for the current year from $.36 to $.319905: The Council questioned Mr. Abernathy as to whether an election musk be held or if the Council could vote to roll the tax rate back. Mr. Abernathy responded that the Council was required to hold an election to change a tax rate, once it had been set. Mr. Abernathy also explained to the Council and staff members who were present that each of them had the right to express their opinion to the citizens as to the roll back election at hand. Motioned by Larry Tracey and seconded by Jeff Walker to adopt Resolution No. 02-58. Michael Perry opposed. Vote 4-1. Motion carried. Consider and act upon Class 7 Ballot for accepting or rejecting First Amended Plan of Reorganization in U.S. Bankruptcy Court, In re: Classic Communications, Inc to convert claire for $2,51+6.53 to a Convenience Class Claim and instruct City Attorney to submit ballot and/or objection and authorize City Administrator to sign Ballot: Motioned by Charles Niswanger and seconded by Larry Tracey to accept the First Amended Plan of Reorganization in U.S. Bankruptcy Court, In re: Classic Communications, Inc. to convert claim for $2,516.53 to a Convenience Class Claim and instruct City Attorney to submit ballot and/or objection and authorize City Administrator to sign Ballot. Vote 5-0. Motion carried. Workshop with Town Engineer Travis Roberts: Mayor Dunmire invited Town Engineer, Travis Roberts, to speak on infrastructure needs for the Town of Prosper. Mayor Dunmire also invited Kathy Seei to speak on any recommendations that she had for infrastructure plans for the Town. Mayor Dunmire then outlined critical issues facing the Town. Water Mr. Roberts originally recommended that the Town drill two additional water wells (# 7 and 8) for immediate water needs. Staff has since met with the City Manager of the City of Frisco and NTMWD regarding the possibility of obtaining surface water for the Town of Prosper through Frisco. Mr. Purefoy made a recommendation to the Frisco City Council to extend an existing 20" water line approximately two miles North to US 380 to provide water to Prosper. Travis prepared a cost estimate for Prosper to build a 12" water line from CR 78 back South to US 380 to tie into the Frisco line. The 12" line would provide water equivalent to 5 additional wells, at 2.5 mgd of water per day. • Cost for the project is $352,015.00, including Engineering Fees. The cost does not include any right-of-way acquisitions. The 12" water line would not be a throw -away line, but part of the Town of Prosper's existing CIP and looped water system. Time Frame: Prosper must enter into contracts with both the NTMWD and the City of Frisco before construction. This could take until January of 2003. Construction phase would be 90 days. Total project could be complete by June 1, 2003. If condemnation is necessary, it could delay the process an additional 45 days. • Prosper has purchased the remainder of Danville's Water CCN. Prosper must convert it's current system to handle the connection to Danville's lines. There will be an upcoming agenda item for action on the Danville System. Michael Perry questioned the current water rates as compared to the expected charges for surface water. Michael also questioned whether Prosper had adequate storage for the water potentially coming from Frisco. Travis explained that Prosper had adequate storage capacity and could safely float off of the Frisco system to avoid the construction of storage tanks for at least three years. The cost of building the additional wells, which r t weee originally planned, would be approx. $1 M. The cost for the 12" line is $352K. The Town of Prosper could save approximately $650K if the Frisco project goes through. • Prosper has already approved the construction of a 12" water line on CR 78, to be paid out of reserve funds, which amounts to $191,141.00. Sewer • Sewer lines in Gentle Creek have been tested for infiltration problems. A report has been provided to Council �:_ infiltration C....nd ' A- h.. 0— Develop— +n n—rr + +hn nrnhlnm The Ufl 1111, IJslle. infiltration II IIdllVll Wds IVUIIU an' Iepolla VVVIa lilauc vy alv vcvclvNcl w � WllcwL U— p-o—e operators of the Golf Course will also be making repairs to their infrastructure to cut down on the infiltration as well. • Travis will be reviewing the sewer line replacements in the old part of Town. He will have bid documents ready in the next few days so that the Council can award a bid in January. • Travis has furnished a report on the costs of a force main from the existing waste water treatment plant to the Wilson Creek area. The estimate of the line includes a major lift station, meter station and engineering fees. The line will move approximately 3 million gallons of waste water per day. The current treatment plant application has been opposed and the project is on hold. • Cost of the sewer line: $1,587,230.00 • Immediate benefit: avoid the expansion of the treatment plant at a cost of $4.9 Million; solve the excess flow at the sewer plant by routing the sewer thru the NMWD line; flow at the existing plant would be reduced enough to treat our current permit levels. • The La Cima and Willow Ridge Sewer could be pumped to the Steeplechase Lift Station and sent back to the waste water treatment plant. This would hold for at least one year until the actual sewer line was in place to the East to NTMWD. At that point, the line would be connected directly to the NTMWD line. • Future plan is to send the sewer on the western portion of Prosper to the Panther Creek Treatment Plant in Frisco. Compietion of that piant is appruximateiy 4 years out. • The Town could avoid construction of the force main from the existing plant back to the East by pumping all existing sewer East of Preston Road directly to NTMWD. This would free up capacity in the existingplant. The force main could be built at any time to handle excess flows. The modification to the system would carry the Town for an additional 2-4 years. • The Town is currently working on 2 contracts with NTMWD for sewer: one for treatment and the other for the sewer line. ■ Travis is currently working on the sludge press system for the treatment plant. He will have estimates and bidding documents prepared for an upcoming meeting. • Travis stated that the Town of Prosper coi llri potentially take the existing waste water treatment plant out of operation within the next 10 years. • There are also aerator problems at the plant, which could use upgrading in the future. Bill I i++In hno rnrnmmenriert the Tn%"n nl Irrhace n TV ramps fnr insnections of existina and new sewer lines. The Town could video the sewer lines on new development and charge the builder for the inspection as part of the building permit fee. Typical life expectancy for the equipment is approximately 10 years. • Travis recommended charging the Developer for the service as part of the inspection fee. Standard charge for inspection is $1.50 to $2.00 per foot of sewer line. • The existing plant, with no filtration problems should treat the capacity for 5,560 people. The most current data that the Town Engineer has shows that the plant only treats sewer for approximately 2000 people. Infiltration problems has caused the wwtp flows to exceed the maximum allowed by TCEQ. Discussion and possible action on allocation of 2601 Bond money, previously ear -marked for the construction of a Fire Station: Ronnie Tucker, Fire Chief, visited with Mr. Spurgin, the Architect for the Fire Station. The cost per sq. ft. for construction remains the same at approximately $125.00 per sq. ft. Ronnie also reviewed the 2 sites , proposed for the fire station. Both proposed sites are workable. There are 3 bonuses for the Preston Road Site: speed up the installation of traffic signals on SH 289, add TXDOT points to eventually lower the speed limit on SH 289, and create a center turn lane for the Fire Station, which is directly in front of the Fina Mart where numerous accidents have occurred. The original Architect has not had a chance to view this site for comparisons to the original construction plans. Both sites have water available with reachable sewer lines and utilities. Mayor Dunmire feels the Preston Road site is the best centralized location. Ronnie would like to keep the fire station at a lower profile, being adjacent to residential properties. Charles Niswanger has put in many hours of work in visiting with residents adjacent to the offered site, including several residents of Stone Creek and every resident of Hickory Creek. The only concern from residents was the loud speaker / buzzer noise as fire tones sounded. Ronnie explained that type of system was not necessary. Charles stated that he knows of no attachment to the donation of the land. The owner has offered the 2 land for three separate choices -a fire station, city hall or park land. Total acreage is 3 acres. The Council was all iri agreement of accepting the donation of land. Motioned by Michael Perry and seconded by Russell Kaker to re -affirm and allocate the 2001 Bond money for the Fire Station and authorize Fire Chief, Ronnie Tucker to proceed with the architect and land acquisition, not spending any money. The Architect, along with Chief Tucker will verify that the land on Preston Road is suitable for the construction of the Fire Station. This item will be placed on the December 17th agenda for further action, accompanied by a report from Mr. Spurgin. Vote 5-0. Motion carried. Discussion and possible action on the construction of a new Town Hall: Mayor Dunmire proposed to the Council the possibility of building a 4000 to 5000 sq. ft. facility on the existing Fire Station site on Church Street and First Street. Jim asked if the Council was interested in pursuing the proposed site and taking the plan to an architect. Jeff Walker stated that the Town could build a building immediately, if we owned the land, and have a payment similar to what we are paying in rent. Mayor Dunmire stated that the facility could be used for a future community or recreation center. Michael Perry questioned the immediate purpose of the facility. Mayor Dunmire responded that it would house the Town Hall for the next 3-5 years. Michael explained that in 5 years the needs of the Town will be significantly different, in terms of office and meeting space. Larry Tracey explained that the Town does not have a true Down - Town area to work with, as there is too large of a mixture of buildings. Frisco planned for 393 sq. ft. per employee, including common area, for their future City Hall. Michael and Jeff agreed that the Town should hire an expert to review the site and make a recommendation of the facility. Motioned by Michael Perry and seconded by Russell Kaker to empower Town Administrator, Jennifer Finley to visit with at least 3 architecture firms and bring back recommendations to the Town Council on December 17th. Vote 4-1. Charles Niswanger opposed. Motion carried. Discussion and possible action on the (Police Station: Chief McFarlin presented the council and explained that the immediate need of the police department relating to space is crucial. In the existing building, there is not adequate space for court or an appropriate separation between office space. The Police Chief discussed two options: the daycare center on East First Street and new construction. McFarlin explained that the daycare was a 5 year band-aid and not a permanent solution. There are many repairs and retro -fitting needs that would have to be made before they moved in. The new construction, with the Town acting as a general contractor, would be approximately $100.00 per sq. ft. Michael Perry suggested adding on to the existing building to provide space for court and additional offices. This could be a two to three year band-aid until the Fire Station is complete, then moving the police department to the existing fire station location, after renovation. Mayor Dunmire asked Chief McFarlin to bring further proposals back to the Council on December 171" for discussion. Ad2 burn: Meeting adjourned at 9:25 pm. enni er Finley, Town Administra Jirii Dunmire, ayor 3