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10.08.2013 Town Council Minutesr �7 TOWN OF,, S PE-,** H Prosper is a place where everyone matters. 1. Call to Order/Roll Call. The meeting was called to order at 6:04 p.m. Council Members Present: Mayor Ray Smith Mayor Pro Tern Meigs Miller Deputy Mayor Pro Tern Kenneth Dugger Council Member Michael Korbuly (arrived at 6:06 p.m.) Council Member Curry Vogelsang Council Member Danny Wilson Council Member Jason Dixon MINUTES Regular Meeting of the Prosper Town Council Prosper Municipal Chambers 108 W. Broadway, Prosper, Texas Tuesday, October 8, 2013 Staff Members Present: Harlan Jefferson, Town Manager Robyn Battle, Town Secretary Terrence Welch, Town Attorney Hulon T. Webb, Jr., Executive Director of Development and Community Services Chris Copple, Director of Development Services Kent Austin, Finance Director Kirk McFarlin, Police Chief Gary McHone, Assistant Police Chief Baby Raley, Human Resources Director 2. Invocation, Pledge of Allegiance and Pledge to the Texas Flag. Pastor Ed Upton of Prestonwood Baptist Church led the invocation. The Pledge of Allegiance and the Pledge to the Texas Flag were recited. 3. Announcements of upcoming events. Deputy Mayor Pro Tern Miller made the following announcements: The Cory Ausenbaugh Memorial 5k and 1-Mile Fun Run will be held on Saturday, October 12, at Frontier Park. Registration begins at 8:00 a.m. Proceeds will benefit the Cory Ausenbaugh Memorial Scholarship Foundation for a deserving Prosper High School Senior who is pursuing a degree in education. Contact Assistant Fire Chief Stuart Blasingame for more information. The Town will present a composting seminar in conjunction with the Texas A&M Agri - Life program on Monday, October 14, starting at 6:30 p.m. at the Prosper Community Library. The composting seminar teaches participants about the different types and methods of composting, and how composting can improve soil conditions and decrease water consumption for landscaping. Page 1 of 5 The Prosper Chamber of Commerce will hold its annual banquet on Tuesday, October 15, from 6:30-8:30 p.m. at Gentle Creek Golf Club. Collin County Commissioner Matt Shaheen is the guest speaker, and an awards ceremony honoring outstanding Chamber members will be held at the end of the evening. Tickets are available online at www. r)rosgerchamber.orq The community is invited to join the fun at Prosper's Homecoming Parade, to be held on Wednesday, October 16, starting at 5:30 p.m. Come see a variety of floats and participants from community and school groups at one of Prosper's biggest Fall events. 4. Presentations. • Proclamation presented to members of the Prosper Police Department declaring October 23-31, 2013, as Red Ribbon Week. Mayor Smith presented a Proclamation to Police Chief Kirk McFarlin, Assistant Police Chief Gary McHone, and Officer Goodman from the Prosper Independent School District Police Department proclaiming October 23-31, 2013, as Red Ribbon Week. • Presentation of Certificates of Appreciation to former members of the Town's Boards and Commissions. Mayor Smith presented Certificates of Appreciation to the following former Town of Prosper Board and Commission members: Chris Keith — Planning & Zoning Commission Chuck Stuber — Parks & Recreation Board Bryan Dennis — Board of Adjustment/Construction Board of Appeals Hope Malone — Parks & Recreation Board 5. CONSENT AGENDA: (Items placed on the Consent Agenda are considered routine in nature and non- controversial. The Consent Agenda can be acted upon in one motion. Items may be removed from the Consent Agenda by the request of Council Members or staff.) 5a. Consider and act upon minutes from the following Town Council meeting. (RB) • Work Session — September 24, 2013 • Regular Meeting — September 24, 2013 5b. Consider and act upon whether to direct staff to submit a written notice of appeal on behalf of the Town Council to the Development Services Department, pursuant to Chapter 4, Section 1.5(C)(7) and 1.6(B)(7) of the Town's Zoning Ordinance, regarding action taken by the Planning & Zoning Commission on any site plan or preliminary site plan. (CC) 5c. Consider and act upon authorizing the Town Manager to execute a Service Agreement between DFW Communications, Inc., and the Town of Prosper, Page 2 of 5 Texas, related to the service of Motorola communications equipment for the Town. (JC) 5d. Receive the July 2013 Financial Report. (KA) Council Member Wilson made a motion and Council Member Vogelsang seconded the motion to approve all items on the Consent Agenda. The motion was approved by a vote of 7-0. 6. CITIZEN COMMENTS: (The public is invited to address the Council on any topic. However, the Council is unable to discuss or take action on any topic not listed on this agenda. Please complete a "Speaker Request Form" and present it to the Town Secretary prior to the meeting.) There were no Citizen Comments. REGULAR AGENDA: (If you wish to address the Council during the regular agenda portion of the meeting, please fill out a "Speaker Request Form" and present it to the Town Secretary prior to the meeting. Citizens wishing to address the Council for items listed as public hearings will be recognized by the Mayor. Those wishing to speak on a non-public hearing related item will be recognized on a case -by -case basis, at the discretion of the Mayor and Town Council.) DEPARTMENT ITEMS: 7. Consider and act upon authorizing the Town Manager to execute a Lease Agreement between Modular Space Corporation, and the Town of Prosper, Texas, related to the lease of a temporary modular building. (JC) Kent Austin, Finance Director, presented this item before the Town Council. The Town of Prosper has experienced significant growth in Town staff during the last two years. The Town Manager, Town Secretary, and Executive Assistant/Deputy Town Secretary are currently housed in the Prosper Economic Development Corporation offices, and Town Hall is at capacity, with no room available to accommodate additional staff. After exploring alternative solutions, staff recommends that the Town Council approve the proposal from Modular Space Corporation for the lease of a modular building to be located in the vacant lot behind Town Hall. The Town Manager, Town Secretary, and Executive Assistant/Deputy Town Secretary will relocate to Town Hall, and staff members currently in Town Hall will be relocated to the temporary modular building. After discussion, Mayor Pro Tern Miller made a motion and Deputy Mayor Pro Tern Dugger seconded the motion to authorize the Town Manager to execute a Lease Agreement with Modular Space Corporation, for the lease of a temporary modular building. The motion was approved by a vote of 7-0. 8. Consider and act upon setting a fee for Prosper Lacrosse's use of Frontier Park to conduct a league play date on Sunday, October 20, 2013. (HW) Page 3 of 5 This item was withdrawn by Prosper Lacrosse and no action was taken. Mayor Smith skipped to Item 10 10. EXECUTIVE SESSION: Recess into Closed Session in compliance with Section 551.001 et seq. Texas Government Code, as authorized by the Texas Open Meetings Act, to deliberate regarding: 10a. Section 551.087. To discuss and consider economic development incentives. 10b. Section 551.072. To discuss and consider purchase, exchange, lease or value of real property for municipal purposes and all matters incident and related thereto. 10c. Section 551.074. To discuss appointments to the Board of Adjustment/ Construction Board of Appeals, Library Board, Parks and Recreation Board, Planning and Zoning Commission, and Prosper Economic Development Corporation. 10d. Section 551.074 To discuss and review the Town Manager's performance evaluation. 10e. Section 551.071. Consultation with Town Attorney regarding legal issues associated with proposed extraterritorial jurisdiction release, and all matters incident and related thereto. The Town Council recessed into Executive Session at 6:30 p.m. 11. Reconvene in Regular Session and take any action necessary as a result of the Closed Session. The Regular Session was reconvened at 8:07 p.m. No action was taken as a result of Executive Session. 9. Consider and act upon appointments to fill expiring terms and vacancies on the following Boards and Commissions: Board of Adjustment/Construction Board of Appeals, Library Board, Parks and Recreation Board, Planning and Zoning Commission, and Prosper Economic Development Corporation. (RB) Mayor Pro Tern Miller made a motion and Deputy Mayor Pro Tern Dugger seconded the motion to appoint the following individuals to fill expiring terms and vacancies on the following Town Boards and Commissions: Planning & Zoning Commission Place 5 — Chris Keith Board of Adjustment/Construction Board of Appeals Place 1 (Alternate) — Kevin Drown Page 4 of 5 The motion was approved by a vote of 7-0. 12. Possibly direct Town staff to schedule topic(s) for discussion at a future meeting. • Cancel the November 26, 2013, Town Council meeting • Discuss street lighting on Coit Road • Discuss the Zoning Ordinance regarding Downtown Office • Set the date for the Strategic Planning Work Session in January 2014 • Cancel the December 24, 2013, Town Council meeting Mayor Smith reopened Item 9. 9. Consider and act upon appointments to fill expiring terms and vacancies on the following Boards and Commissions: Board of Adjustment/Construction Board of Appeals, Library Board, Parks and Recreation Board, Planning and Zoning Commission, and Prosper Economic Development Corporation. (RB) Mayor Pro Tern Miller made a motion and Deputy Mayor Pro Tern Dugger seconded the motion to appoint the following individuals to fill expiring terms and vacancies on the following Town Boards and Commissions: Library Board Place 1 — Lucy Towle The motion was approved by a vote of 7-0. 13. Adjourn. Deputy Mayor Pro Tern Dugger made a motion and Mayor Pro Tern Miller seconded the motion to adjourn the meeting at 8:26 p.m., on Tuesday, October 8, 2013. The motion was approved by a vote of 6-1. These minutes approved on the 22nd day of October, 2013. ATT T- a"// 0 Robyn �attle, Town Secretary APPROVED: Ray Smith Mayor Page 5 of 5