01.30.2019 Town Council Minutes Specialr = l�.
' TOWN OF
P SPER
Prosper is a place where everyone matters.
Call to Order/Roll Call.
The meeting was called to order at 8:30 a.m.
Council Members Present:
Mayor Ray Smith
Mayor Pro-Tem Curry Vogelsang, Jr.
Deputy Mayor Pro-Tem Jason Dixon
Councilmember Mike Korbuly
Councilmember Craig Andres
Councilmember Meigs Miller
Councilmember Jeff Hodges
MINUTES
Special Meeting of the
Prosper Town Council
Prosper Fire Station #2 Training Room
1140 S. Teel Parkway
Prosper, TX 75078
Wednesday, January 30, 2019
Staff Members Present:
Harlan Jefferson, Town Manager
' Robyn Battle, Town Secretary/PIO
Hulon Webb, Executive Director of Development and Community Services
John Webb, Development Services Director
Dudley Raymond, Parks and Recreation Director
Frank Jaromin, Public Works Director
Chuck Springer, Executive Director of Administrative Services
Kelly Neal, Finance Director
Leigh Johnson, IT Director
Kale Smith, Human Resources Director
Doug Kowalski, Police Chief
Stuart Blasingame, Fire Chief
Darcy Schroer, Vice President of Marketing and Communications, Prosper EDC
Other Attendees:
Mike Conduff, The Elim Group
Jim Cline, Transportation Consultant
2. The Town Council will hold a strategic planning work session to discuss successes
and accomplishments since the last planning work session and to prioritize future
strategic goals.
Town Manager Harlan Jefferson introduced Mike Conduff of The Elim Group who served
and the facilitator for the Strategic Planning Session. Mike started the meeting with
introductions, and an exercise where everyone in the group described their experiences
working in public service.
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Major Accomplishments
' The group identified major accomplishments from 2018, including the new Town Hall
facility, new staff members added, the completion of Frontier Park North, the creation of
the Special Purpose Districts, the addition of a ladder truck, the progress on the Public
Safety Complex, and various community engagement and economic development
successes. Areas identified as needing improvement included road projects, handling the
speed of growth, bringing new facilities online and the ongoing need for better
communication.
Review of Town Vision and Strategic Goals
The group reviewed the Town Vision and current Strategic Goals, and decided that all of
them are still appropriate and relevant given the Town's current circumstances, values,
and priorities. Small group discussions were held to discuss the Major Initiatives identified
by the Council and Town staff, after which the results were shared with the group.
Discussion of Council Identified Issues
Town staff provided a series of presentations on the following discussion items to gather
Council feedback:
I. Employee Survey
Kale Smith, Human Resources Director, briefed the Council on the results of the
2018 employee survey. Benchmark comparisons from 2016 were either the same
or higher in almost all areas. Employees reported high levels of job satisfaction
overall, and gave executive leadership and supervisors high marks. Ratings for
employee support services improved from 2016. Areas of concern included the
ease of getting around Town, and communication among staff. Ms. Smith
' identified several strategies the Town will utilize to address those concerns. The
Town Council concurred with staffs recommendations.
it. Downtown Road Construction
Hulon Webb, Executive Director of Development and Community Services, briefed
the Council on the progress of the Broadway, Fifth Street, and McKinley road
construction projects. All underground work has been completed, and paving
should be completed on all three projects by the end of March. The remaining
sidewalk installation, landscaping, and lighting on Broadway is anticipated to be
installed prior to Summer 2019. Mr. Webb explained that the delay of the
Broadway project was partially due to unanticipated difficulties in locating old
underground water lines, overlapping project scopes with two different contractors,
and unusually heavy rainfall in September and October 2018. Town staff has
made continual efforts to communicate the project status to downtown businesses.
The Town Council expressed frustration with the delays, and discussed the
possibility of holding an event in downtown when construction is complete.
Ill. Infrastructure and Transportation Study
Jim Cline, the Town's Transportation Consultant, briefed the Council on the results
of an infrastructure and transportation study that he recently completed. The study
focused on improving processes for implementing Capital Improvement Projects,
minimizing the negative impacts of the BNSF railroad due to noise and traffic
delays, traffic signal improvements, and project funding opportunities. The Council
' expressed concern with the impact the new football stadium will have on
pedestrian and motorist traffic along Frontier Parkway. Mr. Cline offered
recommendations in all four study areas, and the Council concurred with his
recommendations.
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' iv. Downtown Beautification Update
Development Services Director John Webb updated the Council on Code
Compliance efforts in the downtown area. Town staff continues to focus on
ensuring compliance through consistent enforcement, increased patrols, and
working closely with the Town prosecutor to ensure violations are corrected. Mr.
Webb recommended continued enforcement for properties that are out of
compliance, as well as ensuring that non -conforming properties, apartments, and
mobile homes adhere to Town standards. The Town Council concurred with Mr.
Webb's recommendations. The Town Council discussed several ideas for
improving the aesthetics and market appeal forfuture developments in Downtown.
V. Public Hearings on Consent Agenda
Development Services Director John Webb proposed placing non -controversial
Public Hearings on the Consent Agenda for select zoning cases to expedite the
approval process. Citizens, Town Council members, or staff would still have the
ability to remove items from the Consent Agenda for comment or discussion. The
Council concurred with the recommendation.
A. Field Utilization and Fees
Dudley Raymond, Parks and Recreation Director, briefed the Council on field
utilization statistics for the major sports leagues. Prosper is experiencing higher
than average registration numbers which will increase demand for field usage in
all sports. Additionally, the sports league boundaries extend beyond the Town
boundaries, resulting in a large number of non-residents utilizing Town sports
' facilities. The City of Celina has plans to construct several sports fields by 2020,
which should alleviate some of the demand from non-residents. Town staff
recommended advising the Prosper sports leagues to ensurethat Town of Prosper
players are accepted first before allowing non-residents to register. Town staff will
also continue to discuss options for sharing field space with the Cities of Frisco
and Celina. Funding for the preparation of construction documents for Sexton
Park, the Town's next major community park, will be requested as part of the FY
2019-2020 proposed budget; however completion of the park is still several years
away.
Mr. Raymond continued discussion on proposed amendments to park dedication
fees. Town staff conducted a Parkland Dedication Analysis to determine the
number of parks and acreage required to meet the Town's needs at buildout, and
whether the current park development fees will adequately cover future
construction costs for park facilities. Town staff recommended no change to the
parkland dedication rate based on dwelling units per acre; however, the current
park dedication fee is inadequate to meet the Town's needs through 2025. The
Town Council directed staff to increase the single-family fee from $1,500 to $2,300
per unit, and review the fee every five years.
vii. McKinney Urban Transit District
Hulon Webb, Executive Director of Development and Community Services,
updated the Council on options for participating in the McKinney Urban Transit
' District's service for older adults and individuals with disabilities, as well as a pilot
program for individuals with lower incomes. Eligible individuals receive a three -to -
one match for every dollar they spend on taxi services. The Council agreed to
allocate $3,000 towards participation in the program.
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viii. Water Conservation Plan
Frank Jaromin, Public Works Director, updated the Council on the Town's Water
Conservation program. He reviewed proposed changes to the enforcement stages
based on water levels in Lake Lavon. Residential water usage over the past ten
years has shown a slight decrease; however, Town staff recommended continued
efforts to reduce residential per capita water usage over the next ten years through
awareness campaigns and public education. Town staff is also investigating the
implementation of an online portal for customers to view their water usage data in
real time. Town staff will continue the current enforcement policy which
emphasizes public education to promote water conservation, monitoring water
usage, and promoting the use of drought tolerant landscaping. The Town Council
concurred with staffs recommendations.
ix. Holiday Council Meeting Schedule
Robyn Battle, Town Secretary/PIO proposed the establishment of an annual Town
Council meeting calendar. Each January, the Town Council will consider the
regular meeting schedule for the year and identify meetings that conflict with major
holidays and events, such as Spring Break. By identifying conflicts early, Town
staff will be better able to accommodate developers'timelines, and schedule Public
Hearings appropriately. The Town Council directed staff to cancel the December
24, 2019, Town Council meeting, but to keep all other regular meetings as
scheduled.
' X. Legislative Strategy
Kelly Neal, Finance Director, discussed the state legislature's proposed 2.5%
property tax revenue cap, and the impact such a cap would have on the Town's
budget. The costs that are driving the Town's budget, such as construction costs,
personnel salary and benefits, and inflation increases, already exceed 2.5%. A
revenue cap would cause the Town to absorb a loss of approximately $5 million in
the General Fund over the next five years, and force the Town to reduce the budget
by 16%. The loss of revenue would also necessitate the increased use of debt to
fund capital expenditures. The Town Council concurred with staffs
recommendation to develop a legislative strategy and pursue the renewal of the
hotel occupancy tax legislation that was adopted in 2017; however, TML should
take the lead on communicating their message to the public that municipalities
should retain local control over their tax rate, revenue, and spending decisions.
Additionally, Town staff should take steps to prepare for the possibility of revenue
caps by reviewing the budget closely, and building relationships with the public to
continue to educate them about the value they receive for their tax dollars.
A. Town Council Succession Planning
Town Manager Harlan Jefferson briefed the Council on the effects of term limits
on overall Town Council experience levels, which will begin to impact the current
Council in 2020. The current Council holds over 50 years of combined experience,
however, term limits will cause that experience to decrease dramatically by 2022.
Town staff has developed a strategy to assist the Council in preparing the
community for this transition. Town Secretary/PIO Robyn Battle provided an
' overview of current and proposed programs to promote Council engagement,
citizen engagement, and leadership development. Mike Conduff recommended
the Council consider developing its own Rules of the Road/Code of Conduct. Ms.
Battle recommended adding a Strategic Goal to develop a Town Council
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succession planning strategy, which would incorporate the ideas proposed in the
presentation. The Town Council concurred with staffs recommendations.
` The Town Council shared their closing thoughts with the group. Several areas of concern
still remain, including Frontier Parkway, and the continual need for road and infrastructure
improvements. The Town must continue to be diligent about communicating with the
public, and developing a vision for the future.
The Town Council recessed into Executive Session at 4:01 p.m.
3. 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:
3a. Section 551.087 — To discuss and consider economic development
incentives.
3b. 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.
4. Reconvene in Regular Session and take any action necessary as a result of the
Closed Session.
The Town Council reconvened the meeting at 4:30 p.m. No action was taken as a result
of the closed session.
5. Adjourn.
The meeting was adjourned at 4:30 p.m., on Wednesday, January 30, 2019.
These minutes approved on the 12th day of February 2019.
.OWN t0F p� 4,�� APPROVED: r
ti `A� , • osA,i
* • • • °' 9 Ray Smith, Major
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