07.11.17 Town Council Regular Meeting Packet
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Prosper is a place where everyone matters.
1. Call to Order/Roll Call.
2. Invocation, Pledge of Allegiance and Pledge to the Texas Flag.
3. Announcements of recent and upcoming events.
4. 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.)
4a. Consider and act upon minutes from the following Town Council meeting. (RB)
Regular Meeting – June 27, 2017
4b. Receive the May Financial Report. (KN)
4c. Consider and act upon an ordinance annexing 5.7± acres generally located on the
west side of Custer Road, 1,300± feet south of Frontier Parkway. (A17-0001).
(AG)
5. 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 “Public
Meeting Appearance Card” and present it to the Town Secretary prior to the meeting.
REGULAR AGENDA:
If you wish to address the Council during the regular agenda portion of the meeting, please
fill out a “Public Meeting Appearance Card” 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.
PUBLIC HEARINGS:
6. Conduct a Public Hearing, and consider and act upon a request for a Variance to Section
1.09 of the Sign Ordinance regarding Wood Frame Signs for Tribute Senior Living in the
Prosper Town Center development, generally located on the northeast corner of Preston
Road and First Street. (V17-0004). (AG)
AGENDA
Meeting of the Prosper Town Council
Prosper Municipal Chambers
108 W. Broadway, Prosper, Texas
Tuesday, July 11, 2017
6:00 p.m.
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7. Conduct a Public Hearing, and consider and act upon a request to rezone a portion of
PD-25, on 35.9± acres, in order to modify development standards to allow for temporary
buildings at Rogers Middle School, in Prosper Independent School District (PISD),
located on the northeast corner of Richland Boulevard and Coit Road. (Z17-0005). (AG)
DEPARTMENT ITEMS:
8. Consider and act upon an ordinance adopting and ratifying a Personnel Policies and
Regulations Manual, separating the Manual into two component parts: (1) Personnel
Policies, and (2) Administrative Regulations. (HJ)
9. CIP Project Update. (MB)
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.
11. Reconvene in Regular Session and take any action necessary as a result of the Closed
Session.
12. Possibly direct Town staff to schedule topic(s) for discussion at a future meeting.
13. Adjourn.
CERTIFICATION
I, the undersigned authority, do hereby certify that this Notice of Meeting was posted at Prosper Town Hall,
located at 121 W. Broadway Street, Prosper, Texas 75078, a place convenient and readily accessible to
the general public at all times, and said Notice was posted by 5:00 p.m., on July 7, 2017, and remained so
posted at least 72 hours before said meeting was convened.
_______________________________ _________________________
Robyn Battle, Town Secretary Date Notice Removed
Pursuant to Section 551.071 of the Texas Government Code, the Town Council reserves the right to consult
in closed session with its attorney and to receive legal advice regarding any item listed on this agenda.
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NOTICE
Pursuant to Town of Prosper Ordinance No. 13-63, all speakers other than Town of Prosper staff are limited
to three (3) minutes per person, per item, which may be extended for an additional two (2) minutes with
approval of a majority vote of the Town Council.
NOTICE OF ASSISTANCE AT PUBLIC MEETINGS: The Prosper Town Council meetings are wheelchair
accessible. For special services or assistance, please contact the Town Secretary’s Office at (972) 569-
1011 at least 48 hours prior to the meeting time.
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Prosper is a place where everyone matters.
1. Call to Order/Roll Call.
The meeting was called to order at 6:01 p.m.
Council Members Present:
Mayor Ray Smith
Mayor Pro-Tem Curry Vogelsang, Jr.
Councilmember Michael Korbuly
Councilmember Kenneth Dugger (arrived at 6:09 p.m.)
Councilmember Jeff Hodges
Council Members Absent:
Deputy Mayor Pro-Tem Jason Dixon
Councilmember Meigs Miller
Staff Members Present:
Harlan Jefferson, Town Manager
Robyn Battle, Town Secretary/Public Information Officer
Terrence Welch, Town Attorney
Hulon Webb, Executive Director of Development and Community Services
John Webb, Development Services Director
Alex Glushko, Senior Planner
Steve Glass, Deputy Director of Engineering Services
Dudley Raymond, Parks and Recreation Director
Kelly Neal, Finance Director
Ronnie Tucker, Fire Chief
2. Invocation, Pledge of Allegiance and Pledge to the Texas Flag.
Colonel Carl Rau, Retired Chaplain for the United States Army, led the invocation. The
Pledge of Allegiance and the Pledge to the Texas flag were recited.
3. Announcements of recent and upcoming events.
The Town celebrated the “Topping Off” of the new Town Hall/Multi-Purpose Facility this
morning as the last major piece of the structure was lifted into place. Thanks to everyone
who helped us celebrate this event.
The Police Department held a swearing-in ceremony this afternoon for six new Patrol
Officers. The Town Council would like to welcome Officer Seanna Arredondo, Officer Eric
Freeman, Officer Joe Fuller, Officer Jacob Sellman, Officer Ryan Ovens, and Officer Ian
Patrick to the Prosper Police Department.
MINUTES
Meeting of the Prosper Town Council
Prosper Municipal Chambers
108 W. Broadway Street
Prosper, TX 75078
Tuesday, June 27, 2017
Item 4a
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TxDOT has approved the installation of all-way stops at three intersections in Town. The
all-way stop at Coit Road and FM 1461 will be installed by July 10. Sometime around July
13, TxDOT will place a message board near the Prosper Trail/Custer Road intersection
notifying the travelling public of the change. Stop signs will be installed approximately two
weeks later, and the all-way stop should be in place by the end of July.
Pride in the Sky returns to Frontier Park this Saturday, July 1, from 5:00-11:00 p.m.
Activities include a car show, charity softball game, Kid Zone, food trucks, vendors, and
live music. Bring your blankets and lawn chairs and enjoy the fireworks at the end of the
evening. A shuttle service will run continuously from the Prosper High School parking lot.
Town Offices will be closed in observance of the Independence Day Holiday on Tuesday,
July 4. The Town Council wishes everyone a safe a happy Fourth of July.
4. 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.)
4a. Consider and act upon minutes from the following Town Council meeting.
(RB)
Regular Meeting – June 13, 2017
4b. Consider and act upon approving a renewal to the Bank Depository Services
Agreement between Independent Bank and the Town of Prosper; and
authorizing the Town Manager to execute same. (KN)
4c. Consider and act upon Resolution No. 17-47 of the Town of Prosper, Texas,
authorizing the Town Attorney to bring a condemnation action for the
purpose of obtaining approximately 0.359 acres of real property, located at
206 W. First Street, in the Town of Prosper, Collin County, Texas, necessary
for the construction of the First Street Project and for other public purposes
permitted by law. (SG)
4d. 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. (AG)
Mayor Pro-Tem Vogelsang made a motion and Councilmember Hodges seconded
the motion to approve all items on the Consent Agenda. The motion was approved
by a vote of 4-0.
5. 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 “Public Meeting Appearance Card” and present it to the Town Secretary
prior to the meeting.
Item 4a
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Gina Kern, 570 Abbey Lane, Prosper, spoke regarding the proposed median street lighting
on Lovers Lane. She asked that the Council consider lighting that has a less obtrusive,
residential style than the lighting that has been installed on Preston Road, to prevent
spillover light into the adjacent neighborhood.
Councilmember Dugger arrived at 6:09 p.m. and took his place at the Council bench.
REGULAR AGENDA:
If you wish to address the Council during the regular agenda portion of the meeting,
please fill out a “Public Meeting Appearance Card” 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.
PUBLIC HEARING:
6. Conduct a Public Hearing and consider and act upon an ordinance amending
Chapter 3, Permitted Uses and Definitions of the Zoning Ordinance regarding the
permitted use of restaurants with drive-through service, the definition of
restaurants, and the definition of automobile sales, service and leasing. (Z17-0006).
(JW)
Development Services Director John Webb presented this item before the Town Council.
Town staff has initiated this request to amend the Zoning Ordinance to clarify the use chart
related to auto sales by differentiating between new and used auto sales and leasing. The
request would also provide the Town Council with the ability to review the appropriateness
of restaurants with drive-through service on a case-by-case basis in Retail, Commercial,
and Commercial Corridor zoning districts by requiring a Specific Use Permit. Restaurants
with drive-through service that are already listed as a permitted use in Planned
Development (PD) districts would not be required to obtain a SUP.
Mayor Pro-Tem Vogelsang made a motion and Councilmember Korbuly seconded the
motion to approve Ordinance No. 17-49 amending Chapter 3, Permitted Uses and
Definitions of the Zoning Ordinance regarding the permitted use of restaurants with drive-
through service, the definition of restaurants, and the definition of automobile sales,
service and leasing. The motion was approved by a vote of 5-0.
DEPARTMENT ITEMS:
7. Consider all matters incident and related to the issuance and sale of "Town of
Prosper, Texas, Combination Tax and Surplus Revenue Certificates of Obligation,
Series 2017,” including the adoption of an ordinance authorizing the issuance of
such certificates of obligation and approving all other matters incident thereto. (KN)
Finance Director Kelly Neal introduce David Medanich of FirstSouthwest, the Town’s
financial advisor. Mr. Medanich reviewed the terms of the sale of the Certificates of
Obligation which will be used to fund municipal facilities and other capital projects. Mr.
Medanich announced that Moody’s has upgraded the Town’s bond rating from Aa2 to Aa1.
Standard & Poor’s has also upgraded the Town’s bond rating from AA to AA+. The
Item 4a
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upgraded bond rating allowed the Town to secure a preferred interest rate for the
Certificates of Obligation, and indicates a strong financial position for the Town.
Dan Culver of McCall, Parkhurst & Horton, LLP, the Town’s bond attorney, addressed the
Council stating that the proper notice of intent to issue the Certificates had been published
in accordance with state law, and the final action required by Council is to approve the
proposed ordinance.
Councilmember Korbuly made a motion and Mayor Pro-Tem Vogelsang seconded the
motion to adopt Ordinance No. 17-48 authorizing the issuance and sale of Town of
Prosper, Texas, Combination Tax and Surplus Revenue Certificates of Obligation, Series
2017, and approve all other matters related thereto. The motion was approved by a vote
of 5-0.
8. Consider and act upon an ordinance establishing a Homestead Tax Exemption.
(KN)
Finance Director Kelly Neal presented this item before the Town Council. In 2015, the
Town Council approved a Homestead Exemption of 7.5%. At the June 13, 2017, Town
Council meeting, the Council discussed raising the Homestead Exemption to 10%. Ms.
Neal reviewed the effects of an increased Homestead exemption on the Town’s property
tax revenue, and the average annual savings for homeowners. The proposed exemption,
based on preliminary projections, would lower the Town’s effective tax rate to
approximately $0.43 per $100 valuation.
Councilmember Dugger made a motion and Councilmember Hodges seconded the motion
to approve Ordinance No. 17-50 establishing a Homestead Tax Exemption of ten percent.
The motion was approved by a vote of 5-0.
9. Consider and act upon a request for a Façade Exception for the Gates of Prosper
(Dick’s Sporting Goods/Field & Stream), located on the northwest corner of US 380
and Lovers Lane. (MD17-0003). (AG)
Senior Planner Alex Glushko presented this item before the Town Council. The Zoning
Ordinance requires all mechanical equipment to be screened from view at a point six feet
above ground level at the property line. During a routine inspection for Zoning compliance,
staff identified the installation of rooftop mechanical equipment at the subject location
which was not properly screened. The applicant is seeking a Façade Exception to allow
a metal screening material to screen the rooftop mechanical equipment.
Scott Shipp of Blue Star Land, representing the applicant, confirmed the metal screen
would be painted a neutral color to match the buildings.
After discussion, Councilmember Korbuly made a motion and Mayor Pro-Tem Vogelsang
seconded the motion to approve the request for a façade exception for the Gates of
Prosper (Dick’s Sporting Goods/Field & Stream), and further, that the color of the
screening around each roof top unit shall match the color of the closest parapet wall color.
The motion was approved by a vote of 5-0.
Item 4a
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10. Consider and act upon a request for a Façade Exception for Bryant’s Addition,
Block 23, Lot 3R (307 E. First Street), located on the northwest corner of Church
Street and First Street. (MD17-0004). (AG)
Senior Planner Alex Glushko presented this item before the Town Council. The applicant
is seeking a façade exception to allow for the use of an alternative material (DecoStone)
to meet the masonry requirements of the Town’s Zoning Ordinance. The material is a
decorative limestone plaster that is applied to a lath system and then hand-troweled to
create the appearance of individual stones and mortar joints. Trevor Woods, representing
the applicant, described the material in more details, noting his confidence in the material’s
durability and ease of maintenance.
After discussion, Councilmember Dugger made a motion and Councilmember Korbuly
seconded the motion to approve the request for a façade exception for Bryant’s Addition,
Block 23, Lot 3R, and that tooled DecoStone limestone product specifically be utilized.
The motion was approved by a vote of 5-0.
11. Consider and act upon awarding Bid No. 2017-48-B Frontier Park Soccer Field
Improvements, to Dyna-Mist Construction Company, related to improving drainage
and safety of the soccer fields; and authorizing the Town Manager to execute a
construction agreement for same. (DR)
Parks and Recreation Director Dudley Raymond presented this item before the Town
Council. The proposed project would resolve a field drainage issue that exists in a section
of Frontier Park just southeast of the eastern-most concession stand, which affects the
playability of the field and quality of the turf. Town staff has since learned that the timing
of the project would affect the field’s playability for the upcoming Fall soccer season. Town
staff requested the Council table the item, and Town staff will address the drainage issue
next year.
Councilmember Korbuly made a motion and Councilmember Hodges seconded the
motion to reject all bids for the Frontier Park Soccer Field Improvements project, Bid No.
2017-48-B. The motion was approved by a vote of 5-0.
12. 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:
12a. Section 551.087 – To discuss and consider economic development
incentives.
12b. 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.
The Town Council recessed into Executive Session at 6:57 p.m.
13. Reconvene in Regular Session and take any action necessary as a result of the
Closed Session.
Item 4a
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The Town Council reconvened the Regular Session at 7:30 p.m. No action was taken as
a result of Executive Session.
14. Possibly direct Town staff to schedule topic(s) for discussion at a future meeting.
Discussion on Collin County Bond Election Resolution. (HJ)
Town Manager Harlan Jefferson updated the Council on the recent Collin County
Commissioner’s Court meeting. The Commission has delayed discussion on a
proposed transportation bond election until 2018, so there is no need for Council to
consider a resolution at this time.
Councilmember Dugger inquired whether Town traffic lights are equipped with
appropriate back-up batteries. Hulon Webb, Executive Director of Development and
Community Services, confirmed that they are appropriately equipped.
15. Adjourn.
The meeting was adjourned at 7:33 p.m., on Tuesday, June 27, 2017.
These minutes approved on the 11th day of July, 2017.
APPROVED:
Ray Smith, Mayor
ATTEST:
Robyn Battle, Town Secretary
Item 4a
Prosper is a place where everyone matters.
MONTHLY FINANCIAL REPORT
as of May 31, 2017
Budgetary Basis
Prepared by
Finance Department
July 11, 2017
Item 4b
TOWN OF PROSPER, TEXAS
MONTHLY FINANCIAL REPORT
MAY 2017
Table of Contents
Dashboard Charts 1 - 3
General Fund 4
Water-Sewer Fund 5
Debt Service Fund 6
Internal Service Fund 7
Vehicle and Equipment Replacement Fund 8
Storm Drainage Utility Fund 9
Park Dedication and Improvement Fund 10
TIRZ #1 - Blue Star Fund 11
TIRZ #2 - Matthews Southwest 12
Water Impact Fees Fund 13
Wastewater Impact Fees Fund 14
Thoroughfare Impact Fees Fund 15
Special Revenue Fund 16
Capital Projects Fund-General 17
Capital Projects Fund-Water/Sewer 18
Detail All Funds 19
Item 4b
1
$- $500,000 $1,000,000 $1,500,000 $2,000,000 $2,500,000
Total Budget
YTD Budget
YTD Actual
Building Permit Revenues
0
100,000
200,000
300,000
400,000
500,000
600,000
Oct Nov Dec Jan Feb Mar Apr May June July Aug Sept
Town of Prosper, Texas
Sales Tax Revenue by Month
FY 14/15 FY15/16 FY 16/17
Item 4b
2
$22.261
$14.841
$13.120
$21.609
$14.406
$17.718
$- $5 $10 $15 $20 $25
Total Budget
YTD Budget
YTD Actual
In Millions
General Fund Revenues and Expenditures
Revenues Expenditures
$14.820
$9.880
$8.833
$14.252
$9.501
$8.404
$- $2 $4 $6 $8 $10 $12 $14 $16
Total Budget
YTD Budget
YTD Actual
In Millions
Water -Sewer Fund Revenues and Expenditures
Revenues Expenditures
Item 4b
3
Prosper is a place where everyone matters.
GENERAL FUND AT A GLANCE
%% Year
Passed
Resources 66.67%
Revenues 81.99%
Other Resources-Beginning Fund Balance 100.00%
Uses 66.67%
Expenditures 58.94%
Ending Fund Balance 100.00%
Resources Over (Under) Uses
UTILITY FUNDS AT A GLANCE
%% Year
Passed
Resources 66.67%
Revenues 59.18%
Other Resources-Beginning Fund Balance 100.00%
Uses 66.67%
Expenditures 59.84%
Ending Fund Balance 100.00%
Resources Over (Under) Uses
OTHER MAJOR IMPACT FEE FUNDS AT A GLANCE
%% Year
Passed
Resources 66.67%
Revenues 57.82%
Other Resources-Beginning Fund Balance 100.00%
Uses 66.67%
Expenditures 38.57%
Ending Fund Balance 100.00%
Resources Over (Under) Uses
Category Budget YTD Actual
$21,609,381
$10,028,374
$17,717,650
$10,028,374
$0
Category Budget YTD Actual
$9,376,939$9,376,939
$13,120,442$22,260,816
$5,248,642
$14,597,852 $8,639,220
$9,277,657 $9,277,657
$15,220,792 $9,107,870
$8,654,717 $8,654,717
$0 $154,290
Category Budget YTD Actual
$9,293,730 $5,373,896
$14,702,277 $14,702,277
$134,100 $6,555,068
$16,834,539 $6,493,737
$7,027,368 $7,027,368
Town of Prosper
Monthly Financial Report FY 2016/2017
Through the Month Ended May 2017
Unaudited -Intended for Management Purposes Only
The following is a summary of the Town's financial results for operating funds. This information is
summarized from financial statements for the monthly period that ended May 2017.
Item 4b
4
TOWN OF PROSPER, TEXAS
MONTHLY FINANCIAL REPORT
May 31, 2017
Expected Year to Date Percent 66.67%
GENERAL FUND
Original Budget Amended Current Year Current Year Current Remaining Prior Year Change from
Budget Adjustment Budget YTD Actuals Encumbrances Budget Balance YTD Percent Note YTD Actuals Prior Year
REVENUES
Property Taxes 10,003,217$ (490,682)$ 10,493,899$ 10,207,602$ -$ 10,207,602$ 97%1 8,276,004$ 23%
Sales Taxes 4,230,600 (402,591) 4,633,191 3,341,094 - 3,341,094 72%2,564,217 30%
Franchise Fees 739,400 - 739,400 320,388 - 320,388 43%2 285,752 12%
Building Permits 2,656,400 (84,904) 2,741,304 1,701,886 - 1,701,886 62%3 1,911,379 -11%
Fines 385,000 - 385,000 258,216 - 258,216 67%261,778 -1%
Other 2,571,587 2,001,354 2,616,587 1,888,463 - 1,888,463 72%1,939,340 -3%
Total Revenues 20,586,204$ 1,023,177$ 21,609,381$ 17,717,650$ -$ 17,717,650$ 82%15,238,469$ 16%
EXPENDITURES
Administration 3,712,721$ 7,720$ 3,720,441$ 2,418,641$ 184,409$ 1,117,391$ 70%4 1,913,815$ 26%
Police 3,836,484 217,193 4,053,677 2,448,530 105,062 1,500,085 63%1,750,480 40%
Fire/EMS 4,733,929 303,622 5,037,551 2,903,384 17,419 2,116,748 58%2,088,916 39%
Public Works 3,470,908 52,345 3,523,253 1,946,149 65,464 1,511,640 57%1,359,764 43%
Community Services 2,728,045 66,872 2,794,917 1,467,443 182,680 1,144,794 59%1,204,008 22%
Development Services 2,218,078 74,067 2,292,145 1,418,318 141,873 731,954 68%5 1,132,116 25%
Engineering 829,967 8,865 838,832 517,976 7,700 313,156 63%420,531 23%
Total Expenses 21,530,132$ 730,684$ 22,260,816$ 13,120,442$ 704,606$ 8,435,768$ 62%9,869,630$ 33%
REVENUE OVER (UNDER) EXPENDITURES (943,928)$ 292,493$ (651,435)$ 4,597,208$ 5,368,839$
Beginning Fund Balance October 1-Unassigned/Unrestricted 10,028,374$ 10,028,374$ 5,284,611$
Ending Fund Balance 9,376,939$ 14,625,582$ 10,653,450$
Notes
1 Property taxes are billed in October and the majority of collections occur December through February.
2 Franchise use fees are collected quarterly and annually. Next quarterly payment will be received and recorded in June.
3
4 YTD expenditures are in line with budget. Encumbrances are for professional/contract services for the remainder of the year.
5 YTD expenditures are in line with budget. Encumbrances are for professional/contract services for the remainder of the year.
Building permits reflects a decline due to 30 building permits issued for Adara Windsong Ranch Apartments last year.
Item 4b
5
TOWN OF PROSPER, TEXAS
MONTHLY FINANCIAL REPORT
May 31, 2017
Expected Year to Date Percent 66.67%
WATER-SEWER FUND
Original Budget Amended Current Year Current Year Current Remaining Prior Year Change from
Budget Adjustment Budget YTD Actual Encumbrances Budget Balance YTD Percent Note YTD Actual Prior Year
REVENUES
Public Works Revenues 11,722,007$ (989,054)$ 12,711,061$ 7,569,442$ -$ 5,141,619$ 60%1 6,547,239$ 16%
Administration Revenues 1,616,729 (75,563) 1,541,166 834,362 - 706,804 54%2 840,511 -1%
Total Revenues 13,338,736$ (1,064,617)$ 14,252,227$ 8,403,804$ -$ 5,848,423$ 59%7,387,749$ 14%
EXPENDITURES
Public Works 5,156,269$ 174,906$ 5,331,175$ 3,461,664$ 90,322$ 1,779,189$ 67%2,443,248$ 42%
Water Purchases 2,748,305 953,054 3,701,359 2,266,662 - 1,434,697 61%1,274,435 78%
Administration 5,880,578 (92,639) 5,787,939 3,104,453 1,580,646 1,102,840 81%3 2,735,042 14%
Total Expenses 13,785,152$ 1,035,322$ 14,820,474$ 8,832,779$ 1,670,968$ 4,316,726$ 71%6,452,725$ 37%
REVENUE OVER (UNDER) EXPENDITURES (446,416)$ (2,099,939)$ (568,247)$ (428,975)$ 935,025$
Beginning Working Capital October 1 9,110,072 9,110,072 4,856,972
Ending Working Capital 8,541,825$ 8,681,097$ 5,791,997$
Notes
1 Public Works budgeted revenue reflects a recent budget amendment that will be collected in revenue during the peak months of summer.
2 Administration revenues are slightly lower than projected monthly budgeted revenue for Solid Waste charges due to commercial customers are now billed directly by the provider.
3 Administration expenditures and encumbrances reflect the principal and interest payments for bonds.
Average Monthly
Average
Cumulative
October 9.6%9.6%
May-17 May-16 Growth % November 7.6%17.2%
WATER SEWER WATER SEWER Change December 5.3%22.5%
# of Accts Residential 6,456 5,795 5,411 4,757 20.49%January 4.1%26.6%
#of Accts Commercial 256 171 224 144 16.03%February 4.3%30.9%
Consumption-Residential 82,610,410 40,166,255 50,266,270 31,682,274 49.82%March 4.6%35.5%
Consumption-Commercial 10,319,070 3,340,670 8,255,930 2,984,520 21.52%April 5.9%41.4%
Average Residential Water Consumption 12,796 9,290 37.74%May 7.1%48.5%
Billed ($) Residential $481,614.22 $306,659.80 June 8.5%57.0%
Billed ($) Commercial $78,817.01 $62,514.09 July 12.1%69.1%
Total Billed ($) $560,431.23 $292,500.72 $369,173.89 $236,607.47 40.80%August 14.5%83.6%
September 16.4%100.0%
Item 4b
6
TOWN OF PROSPER, TEXAS
MONTHLY FINANCIAL REPORT
May 31, 2017
Expected Year to Date Percent 66.67%
DEBT SERVICE FUND
Original Budget Amended Current Year Current Year Current Remaining Prior Year Change from
Budget Adjustment Budget YTD Actual Encumbrances Budget Balance YTD Percent Note YTD Actual Prior Year
REVENUES
Property Taxes-Delinquent 73,828$ -$ 73,828$ 279,270$ -$ (205,442)$ 378%2 61,808$ 352%
Property Taxes-Current 4,086,721 - 4,086,721 3,983,560 - 103,161 97%1 3,576,957 11%
Taxes-Penalties 21,439 - 21,439 64,587 - (43,148) 301%19,289 235%
Interest Income 18,000 - 18,000 15,991 - 2,009 89%13,978 14%
Total Revenues 4,199,988$ -$ 4,199,988$ 4,343,408$ -$ (143,420)$ 103%3,672,033$ 18%
EXPENDITURES
Professional Services -$ -$ -$ 1,800$ 1,600$ (3,400)$ 4 -$
2008 CO Bond Payment 572,175 (41,175) 531,000 531,000 - - 100%3 594,203 -11%
2010 Tax Note Payment 368,376 (3,376) 365,000 365,000 - - 100%366,256 0%
2011 Refunding Bond Payment 118,541 (3,491) 115,050 115,050 - - 100%144,125 -20%
2012 GO Bond Payment 282,263 (107,263) 175,000 175,000 - - 100%-
2013 GO Refunding Bond 286,200 (131,200) 155,000 - 155,000 - 100%67,100 -100%
Bond Administrative Fees 21,000 - 21,000 2,400 - 18,600 11%2,000 20%
2014 GO Bond Payment 372,750 (117,750) 255,000 - 255,000 - 100%61,218 -100%
2015 GO Bond Payment 659,374 (614,374) 45,000 45,000 - - 100%303,510 -85%
2015 CO Bond Payment 374,800 (314,800) 60,000 60,000 - - 100%155,072 -61%
2016 GO Debt Payment 598,848 (191,948) 406,900 406,900 - - 100%-
2016 CO Debt Payment 528,483 (273,483) 255,000 255,000 - - 100%-
Bond Interest Expense - 1,798,860 1,798,860 911,183 887,677 - 100%-
Total Expenditures 4,182,810$ -$ 4,182,810$ 2,868,333$ 1,299,277$ 15,200$ 100%1,693,482$ 59%
REVENUE OVER (UNDER) EXPENDITURES 17,178$ -$ 17,178$ 1,475,075$ 1,978,550$
Beginning Fund Balance October 1 1,841,724 1,841,724 1,470,008
Ending Fund Balance Current Month 1,858,902$ 3,316,799$ 3,448,558$
Notes
1
2 Prosper received a significant AG delinquent tax payment in January.
3 Debt Service payments are made in the months of February and August. The 2017 financial report breaks out the principle and interest seperately.
Principle payments are paid completely in February except 2013 GO and 2014 GO bonds.
In order to reflect the Town's financial responsibility, Finance encumbered the full debt service payments for the year.
4 Arbitrage calculations services required as post issuance compliance.
Property taxes are billed in October and the majority of collections occur December through February.
Item 4b
7
TOWN OF PROSPER, TEXAS
MONTHLY FINANCIAL REPORT
May 31, 2017
Expected Year to Date Percent 66.67%
INTERNAL SERVICE FUND-MEDICAL EXPENSE REIMBURSEMENT PROGRAM
Original Budget Amended Current Year Current Year Current Remaining Prior Year Change from
Budget Adjustment Budget YTD Actual Encumbrances Budget Balance YTD Percent Note YTD Actual Prior Year
REVENUES
Charges for Services 20,000$ -$ 20,000$ 6,030$ -$ 13,970$ 30%13,995$ -57%
Interest Income 700 - 700 458 - 242 65%577 -21%
Transfers In 2,400 - 2,400 600 - 1,800 25%1,600 -63%
Total Revenue 23,100$ -$ 23,100$ 7,088$ -$ 16,012$ 31%16,172$ -56%
EXPENDITURES
MERP H & D Expense 40,000$ -$ 40,000$ 21,853$ -$ 18,147$ 55%10,621$
Total Expenditures 40,000$ -$ 40,000$ 21,853$ -$ 18,147$ 55%10,621$
REVENUE OVER (UNDER) EXPENDITURES (16,900)$ -$ (16,900)$ (14,765)$ 5,551$
Beginning Fund Balance October 1 116,207 116,207 117,609
Ending Fund Balance Current Month 99,307$ 101,442$ 123,160$
Note
Finance is budgeting the fund balance to be moved into the Health Insurance Trust Fund for the first of next fiscal year.
This fund will show minimal activity for the remainder of the year.
Employees are able to make claims on their accounts through March 15, 2017. The Town is still reconciling those claims.
MERP will continue to pay for Compass and other projected services coming online this fiscal year.
Item 4b
8
TOWN OF PROSPER, TEXAS
MONTHLY FINANCIAL REPORT
May 31, 2017
Expected Year to Date Percent 66.67%
VEHICLE AND EQUIPMENT REPLACEMENT FUND
Original Budget Amended Current Year Current Year Current Remaining Prior Year Change from
Budget Adjustment Budget YTD Actual Encumbrances Budget Balance YTD Percent Note YTD Actual Prior Year
REVENUES
Charges for Services 500,781$ -$ 500,781$ 333,854$ -$ 166,927$ 67%333,854$ 0%
Other Reimbursements 18,000 - 18,000 1,664 - 16,336 9%1 81,867
Interest Income - - - 8,229 - (8,229) -
Transfers In - - - - - - -
Total Revenue 518,781$ -$ 518,781$ 343,746$ -$ 175,035$ 66%415,721$ -17%
EXPENDITURES
Vehicle Replacement 204,560$ 94,818$ 320,498$ 151,424$ 132,634$ 36,440$ 89%2 519,660$
Equipment Replacement - - - - - - 0%9,995
IT Replacement 30,350 - 30,350 27,800 - 2,550 92%3 3,216
Total Expenditures 234,910$ 94,818$ 350,848$ 179,224$ 132,634$ 38,990$ 89%532,870$
REVENUE OVER (UNDER) EXPENDITURES 283,871$ (94,818)$ 167,933$ 164,523$ (117,149)$
Beginning Fund Balance October 1 1,677,754 1,677,754 1,762,267
Ending Fund Balance Current Month 1,845,687$ 1,842,277$ 1,645,118$
Notes
1 Auction revenues and insurance reimbursements are placed in the Other Reimbursements account
as they occur.
2
3
Budgeted vehicle replacements are paid or fully encumbered for the year.
Budgeted IT replacements are paid or fully encumbered for the year.
Item 4b
9
TOWN OF PROSPER, TEXAS
MONTHLY FINANCIAL REPORT
May 31, 2017
Expected Year to Date Percent 66.67%
STORM DRAINAGE UTILITY FUND
Original Budget Amended Current Year Current Year Current Remaining Prior Year Change from
Budget Adjustment Budget YTD Actual Encumbrances Budget Balance YTD Percent Note YTD Actual Prior Year
REVENUES
45-4 Storm Drainage Utility Fee 344,725$ -$ 344,725$ 227,672$ -$ 117,053$ 66%1 204,061$ 12%
45-4 Interest Income 900 - 900 7,744 - (6,844) 860%631 1127%
Other Revenue - - - - - - -
Total Revenue 345,625$ -$ 345,625$ 235,416$ -$ 110,209$ 68%204,693$ 15%
EXPENDITURES
Personnel Services 149,963$ 2,706$ 152,669$ 88,169$ -$ 64,500$ 58%47,154$ 87%
45-7 Operating Expenditures 215,249 32,400 247,649 186,921 35,610 25,118 90%2 56,199 233%
Total Expenses 365,212$ 35,106$ 400,318$ 275,091$ 35,610$ 89,618$ 78%103,353$ 166%
REVENUE OVER (UNDER) EXPENDITURES (19,587)$ (35,106)$ (54,693)$ (39,675)$ 101,340$
Beginning Working Capital October 1 167,585 167,585 261,398
Ending Working Capital Current Month 112,892$ 127,910$ 362,738$
Note
1 YTD revenue is in line with budget and reflects a 12% increase from this time last year.
2 YTD operating expenditures reflect the entire budget for bond payment and transfer out to capital projects fund.
Item 4b
10
TOWN OF PROSPER, TEXAS
MONTHLY FINANCIAL REPORT
May 31, 2017
Expected Year to Date Percent 66.67%
PARK DEDICATION AND IMPROVEMENT FUNDS
Original Budget Amended Current Year Current Year Current Remaining Prior Year Change from
Budget Adjustment Budget YTD Actual Encumbrances Budget Balance YTD Percent Note YTD Actual Prior Year
REVENUES
60-4 Park Dedication-Fees 100,000$ -$ 100,000$ 364,179$ -$ (264,179)$ 364%423,631$ -14%
60-4 Park Improvements 100,000 - 100,000 201,727 - (101,727) 202%87,120 132%
Contributions - - - - - - -
60-4 Interest-Park Dedication 7,000 - 7,000 5,692 - 1,308 81%4,632 23%
60-4 Interest-Park Improvements 3,800 - 3,800 4,612 - (812) 121%2,989 54%
Total Revenue 210,800$ -$ 210,800$ 576,210$ -$ (365,410)$ 273%518,372$ 11%
EXPENDITURES
60-5 Miscellaneous Expense -$ -$ -$ -$ -$ -$ 40$ -100%
Professional Services-Park Ded - - - - - - -
60-5 Professional Services-Park Imp - - - - - - -
Developer Reimbursement-Park Imp - - - - - - -
60-6 Capital Exp-Park Imp 90,000 914,260 1,004,260 187,381 809,181 7,698 99%1 434,218 -57%
60- Capital Exp-Park Ded - 534,590 534,590 30,728 397,607 106,255 80%2 596,788 -95%
Transfers Out - - - - - - -
Total Expenses 90,000$ 1,448,850$ 1,538,850$ 218,109$ 1,206,788$ 113,953$ 93%1,031,046$ -79%
REVENUE OVER (UNDER) EXPENDITURES 120,800$ (1,448,850)$ (1,328,050)$ 358,102$ (512,674)$
Beginning Fund Balance October 1 2,148,564 2,148,564 2,296,791
Ending Fund Balance Current Month 820,514$ 2,506,666$ 1,784,117$
Notes
1 Frontier Park North Field Improvements - design and CMAR services and encumbrance for contract.
2 Frontier Park North Field Improvements - CMAR services and encumbrance for contract.
Item 4b
11
TOWN OF PROSPER, TEXAS
MONTHLY FINANCIAL REPORT
May 31, 2017
Expected Year to Date Percent 66.67%
TIRZ #1 - BLUE STAR
Original Budget Amended Current Year Prior Year Change from
Budget Adjustment Budget YTD Actual YTD Percent Note YTD Actual Prior Year
REVENUES
Impact Fee Revenue:
Water Impact Fees -$ -$ -$ 81,027$ -$
Wastewater Impact Fees - - - 63,816 -
East Thoroughfare Impact Fees - - - 656,379 -
Property Taxes - Current - - - 368,324 -
Other Revenue 1,190
Transfers In - - - - -
Total Revenue -$ -$ -$ 1,170,736$ -$
EXPENDITURES
Professional Services -$ -$ -$ -$ -$
Developer Rebate - - - (540,184) -
Transfers Out - - - - -
Total Expenses -$ -$ -$ (540,184)$ -$
REVENUE OVER (UNDER) EXPENDITURES -$ 1,710,920$ -$
Beginning Fund Balance October 1 (7,500) (7,500) 1 (7,500)
Ending Fund Balance Current Month (7,500)$ 1,703,420$ (7,500)$
Note
1 Revenues reported as of September 30, 2016, to the TIRZ board is not reflected in the audited financial report.
This will be reported in the FY ending September 30, 2017, financial report in the amount of $576,311.
Item 4b
12
TOWN OF PROSPER, TEXAS
MONTHLY FINANCIAL REPORT
May 31, 2017
Expected Year to Date Percent 66.67%
TIRZ #2 - MATTHEWS SOUTHWEST
Original Budget Amended Current Year Prior Year Change from
Budget Adjustment Budget YTD Actual YTD Percent Note YTD Actual Prior Year
REVENUES
Impact Fee Revenue:
West Thoroughfare Impact Fees -$ -$ -$ 178,629$
Property Taxes - - - - -
Other Revenue - - - 388 -
Transfers In - - - - -
Total Revenue -$ -$ -$ 179,016$ -$
EXPENDITURES
Professional Services -$ -$ -$ -$ -$
Developer Rebate - - - 153,629 -
Transfers Out - - - - -
Total Expenditures -$ -$ -$ 153,629$ -$
REVENUE OVER (UNDER) EXPENDITURES -$ 25,388$ 1 -$
Beginning Fund Balance October 1 - - -
Ending Fund Balance Current Month -$ 25,388$ -$
Note
1 Revenues reported as of September 30, 2016, to the TIRZ board is not reflected in the audited financial report.
This will be reported in the FY ending September 30, 2017, financial report in the amount of $178,628.50.
Item 4b
13
TOWN OF PROSPER, TEXAS
MONTHLY FINANCIAL REPORT
May 31, 2017
Expected Year to Date Percent 66.67%
WATER IMPACT FEES FUND
Current Year Current Year Current Year Project
Project Original Budget Amended Current Year Current Year Current Remaining Prior Years Budget STATUS OF
Budget Budget Adjustment Budget Actual Encumbrances Budget Balance Expenditure Balance PROJECT
REVENUES
Impact Fees Water 3,200,000$ -$ 3,200,000$ 2,208,255$
Interest - Water 29,700 - 29,700 17,474
Total Revenues 3,229,700$ -$ 3,229,700$ 2,225,729$
EXPENDITURES
Developer Reimbursements
TVG Westside Utility Developer Reimb 975,000$ 975,000$ -$ 975,000$ 1,111,818$ -$ (136,818)$ -$ (136,818)$
Prosper Partners Developer Reimb 195,000 195,000 - 195,000 - - 195,000 - 195,000
Preserve Doe Creek Developer Reimb 713,460 532,586 180,874 713,460 713,457 - 3 - 3
Prosper Lakes Developer Reimb 251,000 - 251,000 251,000 50,700 - 200,300 - 200,300
Total Developer Reimbursements 2,134,460$ 1,702,586$ 431,874$ 2,134,460$ 1,875,975$ -$ 258,485$ -$ 258,485$
Capital Expenditures
Impact Fee Study 67,473$ -$ 13,457$ 13,457$ 13,080$ 376$ 0$ 44,379$ 9,637$
Prosper Trail EST 4,403,300 - 818,669 818,669 623,305 195,364 (0) 2,540,459 1,044,171 Construction 98% complete
Lower Pressure Plane Pump Station Design 127,081 1,726,000 (1,726,000) - 11,335 - (11,335) 31,022 84,724
County Line Elevated Storage 565,700 337,500 228,200 565,700 - 325,250 240,450 - 240,450 Design contract schedule 4/11/17
Kroger Reimb Prosper Trail 130,000 - - - - - - 130,000 - Project completed
24" WL Connector County Line EST 829,850 70,775 759,075 829,850 - 797,000 32,850 - 32,850 Design contract schedule 4/11/17
Traffic Signal at First and DNT 25,000 - - - - - - 25,000 - Funds transferred to Thoroughfare Fund
Custer Road Pump Station Expansion 134,100 - 134,100 134,100 - 134,100 - - - Construction start date Winter 2018
42" Lovers Lane Transmission Line 925,590 - 925,590 925,590 892,229 5,089 28,272 - 28,272 Construction 99% complete
Total Projects 7,208,094$ 2,134,275$ 1,153,091$ 3,287,366$ 1,539,949$ 1,457,180$ 290,237$ 2,770,860$ 1,440,105$
Total Expenditures 9,342,554$ 3,836,861$ 1,584,965$ 5,421,826$ 3,415,925$ 1,457,180$ 548,722$ 2,770,860$ 1,698,589$
REVENUE OVER (UNDER) EXPENDITURES (2,192,126)$ (1,190,195)$
Beginning Fund Balance October 1 4,900,480 4,900,480
Ending Fund Balance Current Month 2,708,354$ 3,710,285$
Item 4b
14
TOWN OF PROSPER, TEXAS
MONTHLY FINANCIAL REPORT
May 31, 2017
Expected Year to Date Percent 66.67%
WASTEWATER IMPACT FEES FUND
Current Year Current Year Current Year Project
Project Original Budget Amended Current Year Current Year Current Remaining Prior Years Budget STATUS OF
Budget Budget Adjustment Budget Actual Encumbrances Budget Balance Expenditure Balance PROJECT
REVENUES
Impact Fees Wastewater 600,000$ -$ 600,000$ 282,277$
Interest - Wastewater 7,800 - 7,800 6,598
Upper Trinity Equity Fee - - - 52,000
Total Revenues 607,800$ -$ 607,800$ 340,875$
EXPENDITURES
Developer Reimbursements
Impact Fee Reimbursement LaCima 5,000$ 5,000$ -$ 5,000$ -$ -$ 5,000$ -$ 5,000$
TVG Westside Utility Developer Reimb 170,750 170,750 - 170,750 132,819 - 37,931 - 37,931
Prosper Partners Utility Developer Reimb 34,150 34,150 - 34,150 - - 34,150 - 34,150
Frontier Estates Developer Reimb 71,300 71,300 - 71,300 10,928 - 60,372 - 60,372
Brookhollow Developer Reimb - - - - 1,366 (1,366) - (1,366)
LaCima #2 Interceptor 220,000 465,000 (245,000) 220,000 - - 220,000 - 220,000 Development-scheduled for payment Summer 2017
Total Developer Reimbursements 501,200$ 746,200$ (245,000)$ 501,200$ 145,113$ -$ 356,087$ -$ 356,087$
Capital Expenditures
Impact Fee Study 112,993$ -$ 22,541$ 22,541$ 21,903$ 638$ (0)$ 90,452$ 0$
Public Works Interceptor 1,045,000 - 1,045,000 1,045,000 41,046 838,824 165,130 - 165,130 Construction 5% complete
Total Projects 1,157,993$ -$ 1,067,541$ 1,067,541$ 62,949$ 839,462$ 165,130$ 90,452$ 165,130$
Total Expenditures 1,659,193$ 746,200$ 822,541$ 1,568,741$ 208,062$ 839,462$ 521,217$ 90,452$ 521,217$
REVENUE OVER (UNDER) EXPENDITURES (960,941)$ 132,813$
Beginning Fund Balance October 1 1,648,867 1,648,867
Ending Fund Balance Current Month 687,926$ 1,781,680$
Item 4b
15
TOWN OF PROSPER, TEXAS
MONTHLY FINANCIAL REPORT
May 31, 2017
Expected Year to Date Percent 66.67%
THOROUGHFARE IMPACT FEES FUND
Current Year Current Year Current Year Project
Project Original Budget Amended Current Year Current Year Current Remaining Prior Years Budget STATUS OF
Budget Budget Adjustment Budget Actual Encumbrances Budget Balance Expenditure Balance PROJECT
REVENUES
East Thoroughfare Impact Fees 4,000,000$ -$ 4,000,000$ (593,174)$ The negative revenue reflects prior period adjustment to report TIRZ impact fees in the correct fund.
West Thoroughfare Impact Fees 1,200,000 - 1,200,000 2,799,715 Increased collections in West Thoroughfare Impact fees is used for developer reimbursement
Interest-East Thoroughfare Impact Fees 32,560 - 32,560 22,212
Interest-West Thoroughfare Impact Fees 12,870 - 12,870 2,328
Total Revenues 5,245,430$ -$ 5,245,430$ 2,231,082$
EXPENDITURES
East
Impact Fee Study 17,322$ -$ 3,461$ 3,461$ 3,357$ 104$ 0$ 11,388$ 2,473$
Impact Fee Reimbursement Lakes of LaCima 300,000 300,000 - 300,000 - - 300,000 199,029 100,971
Frontier Pkwy BNSF Overpass 2,340,000 2,340,000 - 2,340,000 - - 2,340,000 - 2,340,000 Planning stage-all parties agreed to shared contribution
Prosper Trail (Kroger - Coit)3,305,000 3,000,000 - 3,000,000 92,117 - 2,907,884 169,770 3,043,114 Design 95% complete-construction start Fall 2017
Prosper Trail (Coit - Custer)610,000 540,000 70,000 610,000 40,633 569,367 - - - Design 28% complete
Kroger Reimbursement - Prosper Tr 960,000 - - - - - - 954,933 5,067 Project completed
Coit Road (First - Frontier)700,000 770,000 (70,000) 700,000 167,660 522,240 10,100 - 10,100 Design 30% complete
Custer Turn Lane - Prosper Tr 100,000 100,000 - 100,000 - - 100,000 - 100,000 TxDOT on hold
First St. DNT-Coleman-EAST 585,000 - 350,000 350,000 41,489 - 308,511 195,000 348,511 Design 70% complete
Total East 8,917,322$ 7,050,000$ 353,461$ 7,403,461$ 345,256$ 1,091,711$ 5,966,495$ 1,530,120$ 5,950,236$
West
Impact Fee Study 17,322 -$ 3,461$ 3,461$ 3,357$ 104$ 0$ 11,388$ 2,473$
TVG Developer Reimb 500,000 500,000 - 500,000 1,918,076 - (1,418,076) - (1,418,076) See increased impact fee collections
Parks at Legacy Developer Reimb 100,000 100,000 - 100,000 204,985 - (104,985) - (104,985) See increased impact fee collections
200,000 200,000 - 200,000 - - 200,000 - 200,000 Design contract anticipated to Council Summer 2017
First St. DNT-Coleman-EAST 355,000 - 98,200 98,200 179,969 -$ (81,769) 152,130$ 22,901 Design 70% complete
Teel Parkway-DCFWSD#10 300,000 - - - - - - - 300,000 Anticipate payment to developer early summer 2017
Total West 1,472,322$ 800,000$ 101,661$ 901,661$ 2,306,386$ 104$ (1,404,829)$ 163,518$ (997,686)$
Total Expenditures 10,389,644$ 7,850,000$ 455,122$ 8,305,122$ 2,651,642$ 1,091,815$ 4,561,665$ 1,693,638$ 4,952,550$
REVENUE OVER (UNDER) EXPENDITURES (3,059,692)$ (420,560)$
Beginning Fund Balance October 1 5,870,266 5,870,266
Ending Fund Balance Current Month 2,810,574$ 5,449,706$
Cook Lane (First - End)
Item 4b
16
TOWN OF PROSPER, TEXAS
MONTHLY FINANCIAL REPORT
May 31, 2017
Expected Year to Date Percent 66.67%
SPECIAL REVENUE FUNDS
Original Budget Amended Current Year Current Year Current Remaining Prior Year Change from
Budget Adjustment Budget YTD Actual Encumbrances Budget Balance YTD Percent Note YTD Obligated Prior Year
REVENUES
Police Donation Revenue 12,000$ -$ 12,000$ 11,330$ -$ 670$ 94%10,481$ 8%
Police Grant - - - - - - -
Fire Donation Revenue 8,400 - 8,400 9,054 - (654) 108%7,927 14%
Child Safety Revenue 8,000 - 8,000 6,237 - 1,763 78%6,608
Court Security Revenue 7,000 - 7,000 4,689 - 2,311 67%-
Court Technology Revenue 9,000 - 9,000 6,252 - 2,748 69%-
LEOSE Revenue - - - 2,398 - (2,398) 1,769
Library Grant - - - - - - -
Interest Income 8,000 - 8,000 388 - 7,612 5%7,893 -95%
Prosper Christmas Donations 12,000 - 12,000 13,706 - (1,706) 114%-
Tree Mitigation Revenue - - - - - - -
Cash Seizure/Forfeiture - - - 1,798 - (1,798) 650
Donations - ITTCC - - - 1,000 - (1,000) -
Transfer In - - - 1,119 - (1,119) -
Total Revenue 64,400$ -$ 64,400$ 57,972$ -$ 6,428$ 90%35,327$ 64%
LEOSE Expenditure -$ -$ -$ 2,065$ -$ (2,065)$ 500$
Prosper Christmas Expense 40,000 - 40,000 29,813 5,350 4,837 88%-
Court Technology Expense 18,000 - 18,000 41 - 17,959 0%-
Court Security Expense 8,179 10,649 18,828 11,221 - 7,607 60%-
Police Donation Expense 10,000 - 10,000 5,836 - 4,164 58%4,000
Fire Donation Expense - - - 1,337 - (1,337) 2,753 -51%
Child Safety Expense 10,000 - 10,000 1,148 - 8,852 11%6,784
Tree Mitigation Expense 14,000 - 14,000 - - 14,000 0%-
Library Grant Expense - - - - - - -
Police Seizure Expense 5,000 - 5,000 92 - 4,908 2%330 -72%
Transfer Out - - - 882,729 - (882,729)
Total Expenses 105,179$ 10,649$ 115,828$ 934,283$ 5,350$ (823,805)$ 807%14,367$ 6403%
REVENUE OVER (UNDER) EXPENDITURES (40,779)$ (10,649)$ (51,428)$ (876,311)$ 20,961$
Beginning Fund Balance October 1 1,143,867$ 1,143,867$ 857,283$
Ending Fund Balance Current Month 1,092,439$ 267,556$ 878,244$
Item 4b
17
TOWN OF PROSPER, TEXAS
MONTHLY FINANCIAL REPORT
May 31, 2017
CAPITAL PROJECTS FUND-GENERAL
Current Year Current Year Current Year Project
Project Original Budget Amended Current Year Current Year Current Remaining Prior Years Budget STATUS OF
Budget Budget Adjustment Budget Actual Encumbrances Budget Balance Expenditure Balance PROJECT
REVENUES
Grants -$ -$ -$ -$
Contributions/Interlocal Revenue - - - 3,000,000
Bond Proceeds 12,792,496 - 12,792,496 - closing on 2017 CO bonds 7/27/17
Interest - - - 14,000
Interest-2004 Bond 2,000 - 2,000 1,373
Interest-2006 Bond 600 - 600 1,829
Interest-2008 Bond 7,500 - 7,500 437
Interest-2012 GO Bond 12,000 - 12,000 617
Interest-2015 Bond - - - 14,592
Interest-2016 Bond - - - 49,491
Transfers In-Bond Proceeds 1,665,000 2,274,268 3,939,268 9,274,821
Total Revenues 14,479,596$ 2,274,268$ 16,753,864$ 12,357,160$
EXPENDITURES
Coleman-Prosper Tr to Prosper HS 4,400,000$ -$ 46,162$ 46,162$ 20,892$ 31,459$ (6,189)$ 4,321,893$ 25,756$ Project complete
Downtown Enhancements 1,850,000 1,850,000 - 1,850,000 61,520 34,780 1,753,700 51,300 1,702,400 Design 30% complete
Seventh Street (Coleman-PSID)990,000 - 200 200 200 - - 985,288 4,512 Project complete
West Prosper Roads 12,781,000 - 6,691,786 6,691,786 516,144 6,175,642 0 6,089,214 - Phase 1-Construction 99% complete
- - Phase 2-design 80% complete
Prosper Trail (Kroger to Coit)975,000 - 1,059,610 1,059,610 40,446 44,164 975,001 200,549 975,000 Design 95% complete
First Street (DNT to Coleman)660,672 - 174,412 174,412 37,578 148,149 (11,315) 395,224 79,721 Design 70% complete
Old Town Streets 2015 (Broadway,Fifth, McKinley)1,000,000 1,000,000 - 1,000,000 - - 1,000,000 - 1,000,000 Negotiations on design contract
Fishtrap Rd (Artesia to Dallas Parkway) & 2,037,676 - 1,262,277 1,262,277 32,668 - 1,229,609 2,005,005 3 Project complete
First St (Coit to Custer Rd)- -
Prosper Road Improvements 1,415,906 - - - - - - 1,415,906 (0) Project complete
Main Street (First - Broadway)625,000 625,000 - 625,000 1,000 597,342 26,658 - 24 Construction 7% complete
Eighth Street (Church-PISD)260,000 260,000 - 260,000 - - 260,000 - 260,000 Project moved to 2020-2025
Church Street (First-PISD)750,000 - 595,060 595,060 595,060 - - 89,300 65,640 Project complete
Field Street (First-Broadway)250,000 250,000 - 250,000 - - 250,000 - 250,000 Project moved to 2020-2025
Parvin Road (Good Hope-FM1385)270,000 270,000 - 270,000 - - 270,000 - 270,000 Project moved to 2020-2025
Pasewark (Preston-Hickory)400,000 400,000 - 400,000 - - 400,000 - 400,000 Project moved to 2020-2025
Parvin (Broadway-Eighth)515,000 515,000 - 515,000 - - 515,000 - 515,000 Contract awarded 4/25/17-construction start Summer 2017
Sixth Street (Coleman-Church)430,000 430,000 - 430,000 - - 430,000 - 430,000 Contract awarded 4/25/17-construction start Summer 2017
Third Street (Church-Lane)320,000 320,000 - 320,000 - - 320,000 - 320,000 Contract awarded 4/25/17-construction start Summer 2017
Town Hall Infrastructure Improvements 1,307,400 1,275,000 32,800 1,307,800 195,313 1,045,350 67,137 (139,871) 206,607 Construction 27% complete
Total Street Projects 31,237,654$ 7,195,000$ 9,862,307$ 17,057,307$ 1,500,820$ 8,076,887$ 7,479,600$ 15,413,808$ 6,504,663$
SH289 Median Lighting 1,000,000$ -$ 6,590$ 6,590$ -$ 6,590$ (0)$ 953,203$ 40,206$ Project complete
Decorative Monument Street Signs 150,020 - - - 5,543 - (5,543) 109,943 40,077 Construction 95% complete
Coit Rd (US 380 - First) Median Lighting 450,000 - - - - - - - - Design stage
Total Traffic Projects 1,600,020$ -$ 6,590$ 6,590$ 5,543$ 6,590$ (5,543)$ 1,063,146$ 80,284$
Frontier Park - North Field Improvements 10,060,815$ 9,526,225$ -$ 9,526,225$ 2,868,378$ 6,697,347$ (39,500)$ -$ 495,090$ Construction 30% complete
Total Park Projects 10,060,815$ 9,526,225$ -$ 9,526,225$ 2,868,378$ 6,697,347$ (39,500)$ -$ 495,090$
Windsong Ranch Fire Station 7,500,000$ -$ 187,225$ 187,225$ 255,650$ 46,644$ 7,097,167$ 147,183$
Town Hall Professional Services 2,040,695 1,450,000 245,313 1,695,313 417,337 312,377 1,720,054 (96,696)
Town Hall Multipurpose Facility 19,989,691 10,000,000 1,176,691 11,176,691 4,950,134 14,647,557 - 392,000 Construction 30% complete
Town Hall - FF&E 1,362,000 - - - - - - -
Windsong Ranch Fire - Apparatus 1,078,000 - 77,002 77,002 83,183 - 720,900 273,918 Ambulance purchase will bereflected in June financials
Total Facility Projects 31,970,386$ 11,450,000$ 1,686,231$ 13,136,231$ 5,706,304$ 15,006,578$ -$ 9,538,120$ 716,405$
Transfer Out - GF -$ -$ -$ -$ 45,000$ -$ -$ -$ -$ Streets transferred to CIP in 15/16 for ashpalth repairs project
that was not done so funds were transferred back to GF-Streets
Total Expenditures 74,868,875$ 28,171,225$ 11,555,128$ 39,726,353$ 10,126,045$ 29,787,402$ 7,434,557$ 26,015,074$ 7,796,441$
REVENUE OVER (UNDER) EXPENDITURES (22,972,489)$ 2,231,114$
Beginning Fund Balance October 1 12,955,728 12,955,728
Ending Fund Balance Current Month (10,016,761)$ 15,186,842$
Item 4b
18
TOWN OF PROSPER, TEXAS
MONTHLY FINANCIAL REPORT
May 31, 2017
CAPITAL PROJECTS FUND-WATER/SEWER
Current Year Current Year Current Year Project
Project Original Budget Amended Current Year Current Year Current Remaining Prior Year Budget STATUS OF
Budget Budget Adjustment Budget Actual Encumbrances Budget Balance Expenditure Balance PROJECT
REVENUES
Interest Income 37,200$ -$ 37,200$ 13,036$
Bond Proceeds 11,138,450 - 11,138,450 -
Transfers In - - - 90,975 Transfer from Water Impact Fund for Lower Pressure Plane Pump Station Design & 2016 CO Bonds for Old Town Drainage projects
Total Revenues 11,175,650$ -$ 11,175,650$ 104,011$
EXPENDITURES
PRV's at BNSF Railroad 582,000$ -$ 115,096$ 115,096$ 73,806$ 45,213$ (3,923)$ 28,788$ 434,193$ Pre-Construction
Lower Pressure Plane Pump Station Design 22,960,919 22,960,919 - 22,960,919 7,398 39,286 22,914,235 102,199 22,812,036 Construction 25% complete for Lovers Lane
Prosper Trail EST Construction 517,300 - 34,930 34,930 25,280 9,650 (0) 456,389 25,981 Construction 98% complete
Total Water Projects 24,060,219$ 22,960,919$ 150,026$ 23,110,945$ 106,484$ 94,150$ 22,910,312$ 587,375$ 23,272,210$
Downtown Drainage-Hawk Ridge 165,000$ -$ -$ -$ -$ -$ -$ -$ 165,000$ Waiting on developer's request for reimb-Drainage fund funding source
Old Town Drainage 500,000 500,000 - 500,000 - 31,480 468,520 19,720 448,800 Design 30% complete
Coleman Rd Drainage 300,000 282,500 - 282,500 - 3,350 279,150 17,500 279,150 Ongoing - second phase to Council Summer 2017
Old Town Land Drainage Land Acq 750,000 750,000 - 750,000 6,574 580 742,846 59,920 682,926 Phase I Summer 2017; Phase II early 2018
Old Town Drainage Broadway Design & Construction 750,000 750,000 - 750,000 - - 750,000 - 750,000 Phase I design Summer 2017; Phase II 2018
Old Town Drainage Trunk Main 600,000 600,000 - 600,000 324,387 275,613 - - - Construction 30% complete
Old Town Drainage-First and Main 800,000 800,000 - 800,000 - 291,737 508,263 - 508,263 2017
Amberwood Farms Drainage 32,000 32,000 - 32,000 - - 32,000 - 32,000 Project on hold
Total Drainage Projects 3,897,000$ 3,714,500$ -$ 3,714,500$ 330,961$ 602,760$ 2,780,779$ 97,140$ 2,866,139$
Total Expenses 27,957,219$ 26,675,419$ 150,026$ 26,825,445$ 437,445$ 696,909$ 25,691,091$ 684,515$ 26,138,349$
(15,649,795)$ (333,434)$
Beginning Working Capital October 1 5,664,920 5,664,920
Ending Working Capital Current Month (9,984,875)$ 5,331,486$
Item 4b
19
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
100-4035-10-00 3% Construction Fee - 363,000.00 - 363,000.00 - 169,954.00 - 6,151.76 46.82 - 193,046.00
100-4061-10-00 Notary Fees - 200.00 - 200.00 - 188.00 - 36.00 94.00 - 12.00
100-4105-10-00 Property Taxes -Delinquent - 113,138.00 - 113,138.00 - 522,157.28 - 1,676.60 461.52 409,019.28
100-4110-10-00 Property Taxes -Current - 9,848,328.00 - 490,682.00 - 10,339,010.00 - 9,562,817.21 81,572.28 92.49 - 776,192.79
100-4115-10-00 Taxes -Penalties - 41,751.00 - 41,751.00 - 122,627.35 - 8,815.68 293.71 80,876.35
100-4120-10-00 Sales Taxes - 4,230,600.00 - 402,591.00 - 4,633,191.00 - 3,341,094.10 - 556,356.53 72.11 - 1,292,096.90
100-4130-10-00 Sales Tax-Mixed Beverage - 19,000.00 - 19,000.00 - 8,005.09 42.13 - 10,994.91
100-4140-10-00 Franchise Taxes - Electric - 420,000.00 - 420,000.00 - 98,709.67 23.50 - 321,290.33
100-4150-10-00 Franchise Taxes - Telephone - 190,000.00 - 190,000.00 - 93,780.10 - 44,899.25 49.36 - 96,219.90
100-4160-10-00 Franchise Taxes - Gas - 92,000.00 - 92,000.00 - 91,194.67 99.13 - 805.33
100-4170-10-00 Franchise Taxes - Road Usage - 9,350.00 - 9,350.00 - 18,532.18 - 64.75 198.21 9,182.18
100-4190-10-00 Franchise Fee-Cable - 28,050.00 - 28,050.00 - 18,171.73 - 9,319.30 64.78 - 9,878.27
100-4200-10-00 T-Mobile Fees - 34,608.00 - 34,608.00 - 23,070.00 - 2,883.75 66.66 - 11,538.00
100-4201-10-00 Tierone Converged Network - 18,000.00 - 18,000.00 - 12,000.00 - 1,500.00 66.67 - 6,000.00
100-4202-10-00 NTTA Tag Sales - 150.00 - 150.00 - 80.00 - 10.00 53.33 - 70.00
100-4205-10-00 Blue Wireless Fees (Panaband)- 23,808.00 - 23,808.00 - 16,762.68 - 2,281.31 70.41 - 7,045.32
100-4206-10-00 Verizon Antenna Lease - 28,000.00 - 28,000.00 - 28,000.00
100-4218-10-00 Administrative Fees-EDC - 7,500.00 - 7,500.00 - 10,000.00 - 1,250.00 133.33 2,500.00
100-4230-10-00 Other Permits - 870.00 - 870.00 - 990.00 - 60.00 113.79 120.00
100-4610-10-00 Interest Income - 36,000.00 - 36,000.00 - 55,774.99 3,786.54 154.93 19,774.99
100-4910-10-00 Other Revenue - 25,000.00 - 25,000.00 - 12,011.07 - 117.55 48.04 - 12,988.93
100-4995-10-00 Transfer In/Out - 1,091,166.00 - 1,091,166.00 - 727,444.00 - 90,930.50 66.67 - 363,722.00
100-4410-10-07 Court Fines - 385,000.00 - 385,000.00 - 258,216.25 - 23,319.68 67.07 - 126,783.75
100-4610-10-07 Interest Income - 3,600.00 - 3,600.00 - 1,232.51 34.24 - 2,367.49
100-4930-10-99 Insurance Proceeds - 2,600.00 - 1,000.00 2,600.00
100-4030-20-01 Miscellaneous - 485.00 - 485.00 485.00
100-4230-20-01 Other Permits - 660.00 - 660.00 - 1,225.00 - 425.00 185.61 565.00
100-4440-20-01 Accident Reports - 880.00 - 880.00 - 643.00 - 53.00 73.07 - 237.00
100-4450-20-01 Alarm Fee - 40,700.00 - 40,700.00 - 31,697.00 - 3,855.00 77.88 - 9,003.00
100-4910-20-01 Other Revenue - 500.00 - 500.00 - 4,170.00 - 755.00 834.00 3,670.00
100-4310-30-01 Charges for Services - 220,000.00 - 220,000.00 - 170,154.14 - 19,814.89 77.34 - 49,845.86
100-4411-30-01 CC Fire Assoc - 499.62 499.62
100-4315-30-05 Fire Review/Inspect Fees - 40,000.00 - 40,000.00 - 65,200.00 - 6,175.00 163.00 25,200.00
100-4012-40-01 Saturday Inspection Fee - 100.00 100.00
100-4017-40-01 Contractor Registration Fee - 68,985.00 - 68,985.00 - 71,000.00 - 11,200.00 102.92 2,015.00
100-4060-40-01 NSF Fees - 60.00 - 30.00 60.00
100-4210-40-01 Building Permits - 2,656,400.00 - 84,904.00 - 2,741,304.00 - 1,701,886.45 - 282,304.26 62.08 - 1,039,417.55
100-4230-40-01 Other Permits - 200,000.00 - 200,000.00 - 170,502.50 - 21,920.00 85.25 - 29,497.50
100-4240-40-01 Plumb/Elect/Mech Permits - 45,000.00 - 45,000.00 - 33,919.90 - 4,763.80 75.38 - 11,080.10
100-4242-40-01 Re-inspection Fees - 35,000.00 - 35,000.00 - 44,150.00 - 4,275.00 126.14 9,150.00
100-4910-40-01 Other Revenue - 10,000.00 - 10,000.00 - 21,302.76 - 2,747.98 213.03 11,302.76
100-4245-40-02 Health Inspections - 19,340.00 - 19,340.00 - 16,430.00 - 2,525.00 84.95 - 2,910.00
100-4910-40-02 Other Revenue - 875.00 - 875.00 - 9,081.20 1,037.85 8,206.20
Item 4b
20
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
100-4220-40-03 Zoning Application Fees - 20,000.00 - 20,000.00 - 15,694.94 - 1,830.00 78.48 - 4,305.06
100-4225-40-03 Development Application Fees - 100,000.00 - 100,000.00 - 34,320.00 - 2,575.00 34.32 - 65,680.00
100-4910-40-03 Other Revenue - 3,000.00 - 3,000.00 - 7,290.00 - 1,860.00 243.00 4,290.00
100-4910-50-01 Other Revenue - 15,000.00 - 15,000.00 - 7,740.00 51.60 - 7,260.00
100-4995-50-01 Transfer In - 45,000.00 - 45,000.00 - 45,000.00 100.00
100-4056-60-00 Field Rental Fees - 49,500.00 - 49,500.00 - 56,002.50 - 19,335.00 113.14 6,502.50
100-4057-60-00 Pavilion User Fees - 3,500.00 - 3,500.00 - 2,935.00 - 390.00 83.86 - 565.00
100-4058-60-00 Park Program Fees - 44,000.00 - 44,000.00 - 27,063.39 - 9,475.80 61.51 - 16,936.61
100-4063-60-05 Lost Fees - 275.00 - 275.00 - 38.93 14.16 - 236.07
100-4064-60-05 Printing/Copying Fees - 60.00 - 60.00 - 60.20 - 22.80 100.33 0.20
100-4065-60-05 Book Fines - 660.00 - 660.00 - 851.89 - 147.00 129.07 191.89
100-4510-60-05 Grants - 2,500.00 - 2,500.00 - 10,731.24 429.25 8,231.24
100-4910-60-05 Other Revenue - 250.00 - 250.00 - 2.06 0.82 - 247.94
100-5110-10-01 Salaries & Wages 68,097.00 1,880.95 69,977.95 44,576.07 5,421.28 63.70 25,401.88
100-5140-10-01 Salaries - Longevity Pay 215.00 215.00 215.00 100.00
100-5145-10-01 Social Security Expense 4,235.00 4,235.00 2,754.65 333.30 65.05 1,480.35
100-5150-10-01 Medicare Expense 991.00 991.00 644.23 77.95 65.01 346.77
100-5155-10-01 SUTA Expense 171.00 171.00 171.00 100.00
100-5160-10-01 Health/Dental Insurance 6,100.00 6,100.00 4,365.12 468.84 71.56 1,734.88
100-5165-10-01 Dental Insurance 433.00 433.00 261.48 32.82 60.39 171.52
100-5170-10-01 Life Insurance 92.00 92.00 69.04 9.38 75.04 22.96
100-5175-10-01 Liability (TML)/Workers' Comp 139.00 139.00 45.07 5.46 32.42 93.93
100-5180-10-01 TMRS Expense 9,174.00 9,174.00 5,901.12 734.98 64.32 3,272.88
100-5185-10-01 Long/Short Term Disability 126.00 126.00 79.56 10.30 63.14 46.44
100-5186-10-01 WELLE-Wellness Prog Reimb Empl 600.00 600.00 313.28 39.16 52.21 286.72
100-5190-10-01 Contract Labor 100.00 100.00 45.00 45.00 55.00
100-5210-10-01 Supplies 1,200.00 - 233.00 967.00 837.89 86.65 129.11
100-5212-10-01 Building Supplies 1,000.00 1,000.00 707.37 129.25 70.74 292.63
100-5230-10-01 Dues,Fees,& Subscriptions 2,550.00 233.00 2,783.00 2,782.94 100.00 0.06
100-5240-10-01 Postage and Delivery 100.00 100.00 3.44 3.44 96.56
100-5250-10-01 Publications 400.00 400.00 53.12 53.12 13.28 346.88
100-5280-10-01 Printing and Reproduction 150.00 150.00 150.00
100-5330-10-01 Copier Expense 250.00 250.00 169.44 13.07 67.78 80.56
100-5340-10-01 Building Repairs 500.00 500.00 164.91 32.98 335.09
100-5410-10-01 Professional Services 272,110.00 16,730.00 288,840.00 174,368.01 37,881.19 110,338.73 60.37 4,133.26
100-5430-10-01 Legal Fees 72,450.00 72,450.00 60,976.09 84.16 11,473.91
100-5480-10-01 Contracted Services 9,755.00 9,755.00 6,746.03 426.05 69.16 3,008.97
100-5524-10-01 Gas 500.00 500.00 399.75 43.50 79.95 100.25
100-5525-10-01 Electricity 7,250.00 7,250.00 2,970.46 362.60 40.97 4,279.54
100-5526-10-01 Data Network 1,000.00 1,000.00 303.92 37.99 30.39 696.08
100-5530-10-01 Travel 250.00 250.00 250.00
100-5533-10-01 Mileage Expense 200.00 200.00 200.00
100-5536-10-01 Training/Seminars 200.00 200.00 139.00 139.00 69.50 61.00
Item 4b
21
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
100-5110-10-02 Salaries & Wages 128,561.00 9,908.74 138,469.74 83,604.54 10,787.76 60.38 54,865.20
100-5140-10-02 Salaries - Longevity Pay 210.00 210.00 210.00 100.00
100-5143-10-02 Cell Phone Allowance 1,080.00 1,080.00 705.00 75.00 65.28 375.00
100-5145-10-02 Social Security Expense 8,054.00 8,054.00 5,243.26 673.88 65.10 2,810.74
100-5150-10-02 Medicare Expense 1,884.00 1,884.00 1,226.24 157.60 65.09 657.76
100-5155-10-02 SUTA Expense 513.00 513.00 374.86 73.07 138.14
100-5170-10-02 Life Insurance 195.00 195.00 147.84 18.48 75.82 47.16
100-5175-10-02 Liability (TML)/Workers' Comp 265.00 265.00 84.53 10.87 31.90 180.47
100-5180-10-02 TMRS Expense 12,701.00 12,701.00 8,328.14 1,036.41 65.57 4,372.86
100-5185-10-02 Long/Short Term Disability 172.00 172.00 111.95 14.48 65.09 60.05
100-5193-10-02 Records Retention 2,470.00 - 2,200.00 270.00 221.50 82.04 48.50
100-5210-10-02 Supplies 1,200.00 500.00 1,700.00 1,499.19 3.99 88.19 200.81
100-5212-10-02 Building Supplies 1,000.00 1,000.00 693.31 129.24 69.33 306.69
100-5220-10-02 Office Equipment 500.00 500.00 105.12 21.02 394.88
100-5230-10-02 Dues,Fees,& Subscriptions 1,860.00 1,860.00 437.50 - 15.00 23.52 1,422.50
100-5240-10-02 Postage and Delivery 200.00 200.00 78.00 29.08 39.00 122.00
100-5280-10-02 Printing and Reproduction 1,135.00 - 900.00 235.00 31.67 13.48 203.33
100-5290-10-02 Other Charges and Services 100.00 100.00 51.98 51.98 48.02
100-5310-10-02 Rental Expense 5,800.00 - 1,300.00 4,500.00 2,862.68 498.00 63.62 1,637.32
100-5330-10-02 Copier Expense 1,500.00 1,500.00 1,145.05 84.97 76.34 354.95
100-5340-10-02 Building Repairs 1,000.00 - 500.00 500.00 500.00
100-5430-10-02 Legal Fees 21,600.00 21,600.00 9,879.59 45.74 11,720.41
100-5435-10-02 Legal Notices/Filings 5,100.00 2,000.00 7,100.00 6,384.70 423.00 89.93 715.30
100-5460-10-02 Election Expense 14,650.00 - 6,000.00 8,650.00 3,763.47 26.82 43.51 4,886.53
100-5480-10-02 Contracted Services 14,905.00 13,613.00 28,518.00 10,375.00 6,000.00 36.38 12,143.00
100-5520-10-02 Telephones 600.00 600.00 481.69 34.99 80.28 118.31
100-5526-10-02 Data Network 460.00 460.00 303.92 37.99 66.07 156.08
100-5530-10-02 Travel 4,600.00 - 1,000.00 3,600.00 1,735.34 157.07 48.20 1,864.66
100-5533-10-02 Mileage Expense 800.00 800.00 327.74 40.97 472.26
100-5536-10-02 Training/Seminars 2,690.00 2,690.00 395.00 14.68 2,295.00
100-5538-10-02 Council/Public Official Expnse 21,000.00 9,000.00 30,000.00 19,677.21 6,634.75 65.59 10,322.79
100-5600-10-02 Special Events 2,881.00 1,100.00 3,981.00 2,843.91 - 2,750.00 71.44 1,137.09
100-5110-10-03 Salaries & Wages 426,332.00 15,435.11 441,767.11 265,877.40 31,631.30 60.19 175,889.71
100-5115-10-03 Salaries - Overtime 1,808.00 1,808.00 221.65 12.26 1,586.35
100-5126-10-03 Salaries-Vacation Buy-Out 4,021.00 4,021.00 2,500.31 62.18 1,520.69
100-5140-10-03 Salaries - Longevity Pay 660.00 660.00 590.00 89.39 70.00
100-5143-10-03 Cell Phone Allowance 900.00 900.00 900.00
100-5145-10-03 Social Security Expense 26,896.00 26,896.00 16,205.73 1,850.88 60.25 10,690.27
100-5150-10-03 Medicare Expense 6,291.00 6,291.00 3,790.05 432.86 60.25 2,500.95
100-5155-10-03 SUTA Expense 1,026.00 1,026.00 884.80 86.24 141.20
100-5160-10-03 Health/Dental Insurance 27,762.00 27,762.00 17,479.66 2,471.34 62.96 10,282.34
100-5165-10-03 Dental Insurance 2,032.00 2,032.00 882.92 140.32 43.45 1,149.08
100-5170-10-03 Life Insurance 677.00 677.00 261.52 39.02 38.63 415.48
Item 4b
22
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
100-5175-10-03 Liability (TML)/Workers' Comp 884.00 884.00 269.65 31.76 30.50 614.35
100-5180-10-03 TMRS Expense 58,269.00 58,269.00 35,186.94 4,272.93 60.39 23,082.06
100-5185-10-03 Long/Short Term Disability 789.00 789.00 422.95 60.10 53.61 366.05
100-5186-10-03 WELLE-Wellness Prog Reimb Empl 1,650.00 1,650.00 538.28 114.16 32.62 1,111.72
100-5190-10-03 Contract Labor 11,940.91 - 11,940.91
100-5191-10-03 Hiring Cost 100.00 100.00 6,102.00 6,102.00 - 6,002.00
100-5210-10-03 Supplies 3,550.00 3,550.00 3,024.90 108.01 85.21 525.10
100-5212-10-03 Building Supplies 2,000.00 1,000.00 3,000.00 2,144.83 219.68 71.49 855.17
100-5220-10-03 Office Equipment 1,350.00 1,350.00 1,450.09 194.97 107.41 - 100.09
100-5230-10-03 Dues,Fees,& Subscriptions 6,090.00 6,090.00 6,277.20 505.00 103.07 - 187.20
100-5240-10-03 Postage and Delivery 1,800.00 1,800.00 1,147.61 165.72 63.76 652.39
100-5280-10-03 Printing and Reproduction 150.00 150.00 144.62 96.41 5.38
100-5290-10-03 Other Charges and Services 434.75 - 434.75
100-5310-10-03 Rental Expense 20,000.00 20,000.00 14,342.40 1,567.60 4,702.80 71.71 954.80
100-5330-10-03 Copier Expense 1,600.00 1,600.00 1,038.46 117.13 64.90 561.54
100-5340-10-03 Building Repairs 1,000.00 - 800.00 200.00 200.00
100-5410-10-03 Professional Services 7,200.00 7,200.00 4,727.63 65.66 2,472.37
100-5412-10-03 Audit Fees 35,700.00 35,700.00 41,990.00 117.62 - 6,290.00
100-5414-10-03 Appraisal/Tax Fees 100,000.00 100,000.00 74,029.22 20,795.00 74.03 25,970.78
100-5418-10-03 IT Fees 48,900.00 48,900.00 33,594.20 1,620.00 68.70 15,305.80
100-5419-10-03 IT Licenses 12,500.00 12,500.00 7,500.00 60.00 5,000.00
100-5430-10-03 Legal Fees 9,289.00 9,289.00 3,516.82 37.86 5,772.18
100-5435-10-03 Legal Notices/Filings 76.00 - 76.00
100-5480-10-03 Contracted Services 8,890.00 8,890.00 5,735.59 352.96 64.52 3,154.41
100-5520-10-03 Telephones 1,575.00 1,575.00 1,075.93 102.92 68.31 499.07
100-5525-10-03 Electricity 8,500.00 8,500.00 2,679.81 31.53 5,820.19
100-5526-10-03 Data Network 500.00 - 200.00 300.00 303.92 37.99 101.31 - 3.92
100-5530-10-03 Travel 9,100.00 9,100.00 4,076.88 812.34 44.80 5,023.12
100-5533-10-03 Mileage Expense 1,505.00 1,505.00 867.67 47.94 57.65 637.33
100-5536-10-03 Training/Seminars 4,835.00 4,835.00 4,070.00 915.00 84.18 765.00
100-5110-10-04 Salaries & Wages 139,415.00 5,089.79 144,504.79 90,153.57 13,697.64 62.39 54,351.22
100-5115-10-04 Salaries - Overtime 5,000.00 5,000.00 616.92 12.34 4,383.08
100-5126-10-04 Salaries-Vacation Buy-Out 2,603.00 2,603.00 2,641.16 101.47 - 38.16
100-5140-10-04 Salaries - Longevity Pay 290.00 290.00 285.00 98.28 5.00
100-5145-10-04 Social Security Expense 9,143.00 9,143.00 5,391.07 796.11 58.96 3,751.93
100-5150-10-04 Medicare Expense 2,138.00 2,138.00 1,260.81 240.56 58.97 877.19
100-5155-10-04 SUTA Expense 342.00 342.00 248.37 72.62 93.63
100-5160-10-04 Health/Dental Insurance 15,590.00 15,590.00 8,646.33 872.34 55.46 6,943.67
100-5165-10-04 Dental Insurance 962.00 962.00 501.46 75.42 52.13 460.54
100-5170-10-04 Life Insurance 315.00 315.00 131.12 20.00 41.63 183.88
100-5175-10-04 Liability (TML)/Workers' Comp 290.00 290.00 400.91 13.70 138.25 - 110.91
100-5180-10-04 TMRS Expense 19,799.00 19,799.00 12,249.24 1,843.70 61.87 7,549.76
100-5185-10-04 Long/Short Term Disability 257.00 257.00 155.90 26.02 60.66 101.10
Item 4b
23
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
100-5186-10-04 WELLE-Wellness Prog Reimb Empl 600.00 600.00 150.00 25.00 450.00
100-5191-10-04 Hiring Cost 23,200.00 23,200.00 8,765.26 596.48 37.78 14,434.74
100-5210-10-04 Supplies 1,710.00 1,710.00 1,903.36 230.76 111.31 - 193.36
100-5212-10-04 Building Supplies - 15.99
100-5220-10-04 Office Equipment 9,463.00 9,463.00 9,463.00
100-5230-10-04 Dues,Fees,& Subscriptions 5,530.00 5,530.00 1,375.00 337.00 24.86 4,155.00
100-5240-10-04 Postage and Delivery 382.00 382.00 141.61 10.74 37.07 240.39
100-5250-10-04 Publications 500.00 500.00 362.40 72.48 137.60
100-5280-10-04 Printing and Reproduction 500.00 500.00 1,273.94 254.79 - 773.94
100-5290-10-04 Other Charges and Services 25.20 - 25.20
100-5330-10-04 Copier Expense 1,160.00 1,160.00 1,137.79 127.24 98.09 22.21
100-5410-10-04 Professional Services 31,000.00 31,000.00 17,365.95 203.70 56.02 13,634.05
100-5419-10-04 IT Licenses 4,285.00 4,285.00 4,285.00
100-5430-10-04 Legal Fees 10,000.00 10,000.00 4,713.67 47.14 5,286.33
100-5435-10-04 Legal Notices/Filings 51.00 - 51.00
100-5480-10-04 Contracted Services 3,076.65 328.95 - 3,076.65
100-5520-10-04 Telephones 1,272.00 1,272.00 411.56 51.46 32.36 860.44
100-5526-10-04 Data Network 124.82 37.99 - 124.82
100-5530-10-04 Travel 3,600.00 3,600.00 3,600.00
100-5533-10-04 Mileage Expense 1,000.00 1,000.00 1,000.00
100-5536-10-04 Training/Seminars 4,700.00 4,700.00 3,310.38 3,285.00 70.43 1,389.62
100-5600-10-04 Special Events 10,000.00 10,000.00 3,838.65 1,050.56 38.39 6,161.35
100-5110-10-05 Salaries & Wages 175,114.00 11,632.79 186,746.79 120,737.52 14,626.80 64.65 66,009.27
100-5115-10-05 Salaries - Overtime 930.20 282.71 - 930.20
100-5140-10-05 Salaries - Longevity Pay 70.00 70.00 70.00
100-5143-10-05 Cell Phone Allowance 2,760.00 2,760.00 1,840.00 230.00 66.67 920.00
100-5145-10-05 Social Security Expense 11,037.00 11,037.00 6,980.98 855.61 63.25 4,056.02
100-5150-10-05 Medicare Expense 2,581.00 2,581.00 1,632.65 200.11 63.26 948.35
100-5155-10-05 SUTA Expense 342.00 342.00 342.00 100.00
100-5160-10-05 Health/Dental Insurance 18,870.00 18,870.00 13,290.24 1,526.88 70.43 5,579.76
100-5165-10-05 Dental Insurance 988.00 988.00 599.58 75.42 60.69 388.42
100-5170-10-05 Life Insurance 184.00 184.00 173.52 22.44 94.30 10.48
100-5175-10-05 Liability (TML)/Workers' Comp 363.00 363.00 123.50 15.10 34.02 239.50
100-5180-10-05 TMRS Expense 23,906.00 23,906.00 16,190.00 2,044.51 67.72 7,716.00
100-5185-10-05 Long/Short Term Disability 323.00 323.00 215.59 27.80 66.75 107.41
100-5186-10-05 WELLE-Wellness Prog Reimb Empl 225.00 50.00 - 225.00
100-5210-10-05 Supplies 500.00 500.00 500.62 115.32 100.12 - 0.62
100-5212-10-05 Building Supplies 500.00 500.00 98.64 1.97 19.73 401.36
100-5220-10-05 Office Equipment 1,000.00 1,000.00 927.52 92.75 72.48
100-5225-10-05 Computer Hardware 30,860.00 30,860.00 20,238.26 65.58 10,621.74
100-5230-10-05 Dues,Fees,& Subscriptions 500.00 500.00 150.00 30.00 350.00
100-5240-10-05 Postage and Delivery 300.00 300.00 189.47 63.16 110.53
100-5280-10-05 Printing and Reproduction 200.00 200.00 81.10 40.55 118.90
Item 4b
24
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
100-5290-10-05 Other Charges and Services 103.95 - 103.95
100-5330-10-05 Copier Expense 28,730.00 28,730.00 18,469.10 2,323.42 9,204.50 64.29 1,056.40
100-5400-10-05 Uniform Expense 800.00 800.00 87.30 87.30 10.91 712.70
100-5410-10-05 Professional Services 5,000.00 5,000.00 2,488.40 211.50 49.77 2,511.60
100-5418-10-05 IT Fees 42,450.00 42,450.00 19,877.08 6,032.10 46.83 22,572.92
100-5419-10-05 IT Licenses 88,700.00 88,700.00 62,540.56 70.51 26,159.44
100-5430-10-05 Legal Fees 1,000.00 1,000.00 760.00 76.00 240.00
100-5480-10-05 Contracted Services 33,000.00 33,000.00 12,636.50 295.00 38.29 20,363.50
100-5520-10-05 Telephones 30,663.00 30,663.00 22,752.99 1,478.74 74.20 7,910.01
100-5526-10-05 Data Network 58,232.00 58,232.00 42,711.98 6,185.93 73.35 15,520.02
100-5530-10-05 Travel 3,720.00 3,720.00 2,359.02 1,858.26 63.42 1,360.98
100-5533-10-05 Mileage Expense 1,500.00 1,500.00 1,208.98 66.94 80.60 291.02
100-5536-10-05 Training/Seminars 7,000.00 7,000.00 4,487.40 2,756.40 64.11 2,512.60
100-5620-10-05 Tools & Equipment 1,000.00 1,000.00 347.99 34.80 652.01
100-5630-10-05 Safety Equipment 500.00 500.00 57.56 57.56 11.51 442.44
100-5110-10-07 Salaries & Wages 119,401.00 5,993.72 125,394.72 78,723.47 9,819.80 62.78 46,671.25
100-5115-10-07 Salaries - Overtime 251.00 251.00 177.35 78.17 70.66 73.65
100-5126-10-07 Salaries-Vacation Buy-Out 3,174.00 3,174.00 3,173.76 99.99 0.24
100-5128-10-07 Language Pay 2,250.00 2,250.00 1,200.00 100.00 53.33 1,050.00
100-5140-10-07 Salaries - Longevity Pay 235.00 235.00 190.00 80.85 45.00
100-5145-10-07 Social Security Expense 7,632.00 7,632.00 4,652.37 557.81 60.96 2,979.63
100-5150-10-07 Medicare Expense 1,785.00 1,785.00 1,088.06 130.45 60.96 696.94
100-5155-10-07 SUTA Expense 342.00 342.00 296.43 86.68 45.57
100-5160-10-07 Health/Dental Insurance 20,026.00 20,026.00 14,111.02 1,574.48 70.46 5,914.98
100-5165-10-07 Dental Insurance 898.00 898.00 546.86 67.42 60.90 351.14
100-5170-10-07 Life Insurance 184.00 184.00 138.08 18.76 75.04 45.92
100-5175-10-07 Liability (TML)/Workers' Comp 249.00 249.00 82.34 9.87 33.07 166.66
100-5180-10-07 TMRS Expense 16,528.00 16,528.00 10,763.19 1,332.26 65.12 5,764.81
100-5185-10-07 Long/Short Term Disability 221.00 221.00 140.23 18.66 63.45 80.77
100-5186-10-07 WELLE-Wellness Prog Reimb Empl 600.00 600.00 150.00 25.00 450.00
100-5191-10-07 Hiring Cost 400.00 - 400.00
100-5210-10-07 Supplies 1,700.00 1,700.00 1,363.01 107.28 80.18 336.99
100-5212-10-07 Building Supplies 3,749.00 3,749.00 2,218.89 175.43 59.19 1,530.11
100-5220-10-07 Office Equipment 200.00 200.00 200.00 100.00
100-5230-10-07 Dues,Fees,& Subscriptions 250.00 250.00 80.00 32.00 170.00
100-5240-10-07 Postage and Delivery 1,400.00 1,400.00 490.25 35.02 909.75
100-5250-10-07 Publications 100.00 100.00 40.95 40.95 59.05
100-5280-10-07 Printing and Reproduction 700.00 700.00 478.70 68.39 221.30
100-5290-10-07 Other Charges and Services 94.20 - 94.20
100-5310-10-07 Rental Expense 36,920.00 36,920.00 27,130.88 3,116.88 9,350.64 73.49 438.48
100-5320-10-07 Repairs & Maintenance 500.00 500.00 438.12 87.62 61.88
100-5330-10-07 Copier Expense 1,850.00 1,850.00 1,249.16 173.15 67.52 600.84
100-5418-10-07 IT Fees 6,610.00 6,610.00 4,481.48 67.80 2,128.52
Item 4b
25
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
100-5420-10-07 Municipal Court/Judge Fees 24,000.00 24,000.00 12,000.00 1,000.00 50.00 12,000.00
100-5425-10-07 State Fines Expense 1,200.00 1,200.00 1,744.75 139.58 145.40 - 544.75
100-5430-10-07 Legal Fees 31,200.00 31,200.00 14,650.70 46.96 16,549.30
100-5480-10-07 Contracted Services 4,800.00 4,800.00 3,590.00 200.00 74.79 1,210.00
100-5524-10-07 Gas 750.00 750.00 481.65 44.59 64.22 268.35
100-5525-10-07 Electricity 1,500.00 1,500.00 619.10 82.83 41.27 880.90
100-5530-10-07 Travel 700.00 700.00 381.55 54.51 318.45
100-5533-10-07 Mileage Expense 700.00 700.00 390.91 55.84 309.09
100-5536-10-07 Training/Seminars 700.00 700.00 450.00 64.29 250.00
100-5110-10-99 Salaries & Wages 136,864.00 - 136,864.00
100-5176-10-99 TML Prop. & Liab. Insurance 110,000.00 110,000.00 94,455.60 85.87 15,544.40
100-5305-10-99 Chapt 380 Program Grant Exp 183,600.00 183,600.00 57,632.98 1,469.34 31.39 125,967.02
100-5306-10-99 Developer Rollback Incentives 55,011.69 - 55,011.69
100-5410-10-99 Professional Services 62,500.00 62,500.00 59,855.97 7,812.50 7,812.50 95.77 - 5,168.47
100-5480-10-99 Contracted Services 48,000.00 48,000.00 24,000.00 3,000.00 24,000.00 50.00
100-5600-10-99 Special Events 5,000.00 5,000.00 5,577.06 111.54 - 577.06
100-5930-10-99 Damage Claims Expense 2,600.00 - 2,600.00
100-6125-10-99 Capital Expense Technology 84,795.00 84,795.00 56,530.00 7,066.25 66.67 28,265.00
100-6140-10-99 Capital Expenditure Equipment 77,874.00 77,874.00 51,916.00 6,489.50 66.67 25,958.00
100-6160-10-99 Capital Expenditure Vehicles 280,489.00 280,489.00 186,992.64 23,374.08 66.67 93,496.36
100-7000-10-99 Contingency 50,000.00 50,000.00 37,801.05 1,029.50 13,000.00 75.60 - 801.05
100-5110-20-01 Salaries & Wages 1,602,812.00 194,445.83 1,797,257.83 977,089.88 137,804.28 54.37 820,167.95
100-5115-20-01 Salaries - Overtime 75,386.00 75,386.00 62,218.72 8,024.01 82.53 13,167.28
100-5126-20-01 Salaries-Vacation Buy-Out 14,523.00 14,523.00 13,492.36 92.90 1,030.64
100-5127-20-01 Salaries-Certification Pay 23,130.00 23,130.00 16,889.32 2,422.94 73.02 6,240.68
100-5140-20-01 Salaries - Longevity Pay 5,785.00 5,785.00 5,285.00 91.36 500.00
100-5143-20-01 Cell Phone Allowance 1,980.00 1,980.00 920.00 115.00 46.47 1,060.00
100-5145-20-01 Social Security Expense 106,841.00 106,841.00 63,403.37 8,935.48 59.34 43,437.63
100-5150-20-01 Medicare Expense 24,987.00 24,987.00 15,130.02 2,089.79 60.55 9,856.98
100-5155-20-01 SUTA Expense 4,617.00 4,617.00 3,725.15 80.68 891.85
100-5160-20-01 Health/Dental Insurance 171,917.00 171,917.00 94,899.76 10,456.62 55.20 77,017.24
100-5165-20-01 Dental Insurance 10,181.00 10,181.00 5,060.75 650.06 49.71 5,120.25
100-5170-20-01 Life Insurance 7,114.00 7,114.00 4,782.93 697.10 67.23 2,331.07
100-5175-20-01 Liability (TML)/Workers' Comp 30,330.00 30,330.00 36,993.81 5,107.39 121.97 - 6,663.81
100-5180-20-01 TMRS Expense 231,450.00 231,450.00 141,250.29 19,992.63 61.03 90,199.71
100-5185-20-01 Long/Short Term Disability 3,009.00 3,009.00 1,629.83 248.11 54.17 1,379.17
100-5186-20-01 WELLE-Wellness Prog Reimb Empl 5,550.00 5,550.00 987.40 167.48 17.79 4,562.60
100-5191-20-01 Hiring Cost 1,100.00 5,000.00 6,100.00 3,628.11 1,261.00 59.48 2,471.89
100-5192-20-01 Physical & Psychological 300.00 300.00 300.00
100-5210-20-01 Supplies 12,313.00 6,400.00 18,713.00 15,311.93 1,176.81 81.83 3,401.07
100-5212-20-01 Building Supplies 900.00 900.00 805.84 139.10 89.54 94.16
100-5214-20-01 Tactical Supplies 31,009.00 8,275.70 39,284.70 38,294.00 67.50 990.70 97.48
100-5215-20-01 Ammunition 24,204.00 24,204.00 18,709.99 493.65 2,725.85 77.30 2,768.16
Item 4b
26
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
100-5220-20-01 Office Equipment 4,060.00 4,060.00 3,081.02 54.94 75.89 978.98
100-5230-20-01 Dues,Fees,& Subscriptions 9,700.00 9,700.00 8,268.75 592.00 85.25 1,431.25
100-5240-20-01 Postage and Delivery 750.00 750.00 877.24 116.51 116.97 - 127.24
100-5250-20-01 Publications 400.00 400.00 400.00
100-5265-20-01 Promotional Expense 1,000.00 1,000.00 1,000.00
100-5280-20-01 Printing and Reproduction 500.00 500.00 1,000.00 880.01 154.29 88.00 119.99
100-5310-20-01 Rental Expense 4,200.00 4,200.00 2,989.00 71.17 1,211.00
100-5330-20-01 Copier Expense 2,060.00 2,060.00 1,406.14 175.58 68.26 653.86
100-5335-20-01 Radio/Video Repairs 500.00 500.00 500.00
100-5340-20-01 Building Repairs 2,000.00 2,000.00 2,000.00
100-5350-20-01 Vehicle Expense 92,000.00 - 35,075.70 56,924.30 31,335.32 3,507.17 55.05 25,588.98
100-5352-20-01 Fuel 54,000.00 - 5,400.00 48,600.00 27,893.23 609.31 57.39 20,706.77
100-5353-20-01 Oil/Grease/Inspections 3,500.00 3,500.00 86.96 36.21 2.49 3,413.04
100-5400-20-01 Uniform Expense 20,300.00 14,000.00 34,300.00 28,524.05 3,606.54 83.16 5,775.95
100-5410-20-01 Professional Services 91,600.00 - 5,000.00 86,600.00 - 661.00 64,815.00 - 0.76 22,446.00
100-5415-20-01 Tution Reimbursement 5,000.00 5,000.00 382.00 7.64 4,618.00
100-5418-20-01 IT Fees 1,000.00 1,000.00 1,000.00 100.00
100-5419-20-01 IT Licenses 1,000.00 1,000.00 1,000.00
100-5430-20-01 Legal Fees 7,550.00 2,600.00 10,150.00 8,598.00 84.71 1,552.00
100-5435-20-01 Legal Notices/Filings 69.20 - 69.20
100-5480-20-01 Contracted Services 27,824.00 27,824.00 17,319.00 1,039.04 62.25 10,505.00
100-5520-20-01 Telephones 8,310.00 8,310.00 2,609.66 356.87 31.40 5,700.34
100-5521-20-01 Cell Phone Expense 600.00 600.00 600.00
100-5524-20-01 Gas 400.00 400.00 400.00
100-5525-20-01 Electricity 10,000.00 10,000.00 6,549.83 1,005.69 65.50 3,450.17
100-5526-20-01 Data Network 13,760.00 13,760.00 4,948.85 703.81 35.97 8,811.15
100-5530-20-01 Travel 6,450.00 6,450.00 2,161.65 903.86 33.51 4,288.35
100-5533-20-01 Mileage Expense 500.00 500.00 62.10 12.42 437.90
100-5536-20-01 Training/Seminars 16,000.00 16,000.00 15,469.82 2,115.00 96.69 530.18
100-5600-20-01 Special Events 4,000.00 - 500.00 3,500.00 1,715.79 1,433.88 49.02 1,784.21
100-5630-20-01 Safety Equipment 23,100.00 23,100.00 14,523.71 330.60 62.87 8,576.29
100-5640-20-01 Signs & Hardware 500.00 500.00 500.00
100-6140-20-01 Capital Expense-Equipment 81,200.00 19,200.00 100,400.00 78,705.24 78.39 21,694.76
100-6160-20-01 Capital Expense-Vehicles 180,000.00 180,000.00 167,243.10 12,197.61 92.91 559.29
100-5110-20-05 Salaries & Wages 409,992.00 12,747.44 422,739.44 238,496.15 25,750.85 56.42 184,243.29
100-5115-20-05 Salaries - Overtime 10,545.00 10,545.00 7,158.10 1,151.21 67.88 3,386.90
100-5127-20-05 Salaries-Certification Pay 11,280.00 11,280.00 8,060.35 1,019.94 71.46 3,219.65
100-5140-20-05 Salaries - Longevity Pay 1,875.00 1,875.00 1,725.00 92.00 150.00
100-5145-20-05 Social Security Expense 26,840.00 26,840.00 15,108.78 1,636.19 56.29 11,731.22
100-5150-20-05 Medicare Expense 6,277.00 6,277.00 3,533.50 382.66 56.29 2,743.50
100-5155-20-05 SUTA Expense 1,539.00 1,539.00 1,344.19 87.34 194.81
100-5160-20-05 Health/Dental Insurance 40,164.00 40,164.00 28,913.66 3,015.24 71.99 11,250.34
100-5165-20-05 Dental Insurance 3,192.00 3,192.00 2,139.31 241.04 67.02 1,052.69
Item 4b
27
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
100-5170-20-05 Life Insurance 827.00 827.00 538.25 65.66 65.09 288.75
100-5175-20-05 Liability (TML)/Workers' Comp 860.00 860.00 255.16 27.75 29.67 604.84
100-5180-20-05 TMRS Expense 58,126.00 58,126.00 33,652.27 3,789.04 57.90 24,473.73
100-5185-20-05 Long/Short Term Disability 754.00 754.00 408.20 46.43 54.14 345.80
100-5186-20-05 WELLE-Wellness Prog Reimb Empl 3,000.00 3,000.00 1,892.82 228.32 63.09 1,107.18
100-5191-20-05 Hiring Cost 100.00 100.00 166.00 166.00 - 66.00
100-5192-20-05 Physical & Psychological 1,000.00 1,000.00 1,000.00
100-5210-20-05 Supplies 5,463.00 5,463.00 3,730.86 1,072.29 68.29 1,732.14
100-5212-20-05 Building Supplies 1,500.00 1,500.00 1,500.00
100-5220-20-05 Office Equipment 1,500.00 1,500.00 1,339.43 1,339.43 89.30 160.57
100-5230-20-05 Dues,Fees,& Subscriptions 1,000.00 1,000.00 625.03 62.50 374.97
100-5240-20-05 Postage and Delivery 100.00 100.00 38.83 7.29 38.83 61.17
100-5250-20-05 Publications 100.00 100.00 100.00
100-5280-20-05 Printing and Reproduction 100.00 100.00 100.00
100-5320-20-05 Repairs & Maintenance 35.94 - 35.94
100-5330-20-05 Copier Expense 500.00 500.00 440.51 59.26 88.10 59.49
100-5340-20-05 Building Repairs 3,000.00 3,000.00 698.50 23.28 2,301.50
100-5400-20-05 Uniform Expense 1,500.00 1,500.00 1,500.00
100-5430-20-05 Legal Fees 500.00 500.00 500.00
100-5480-20-05 Contracted Services 176,849.00 176,849.00 149,227.32 23,332.64 84.38 4,289.04
100-5520-20-05 Telephones 2,499.00 2,499.00 427.89 50.60 17.12 2,071.11
100-5524-20-05 Gas 300.00 300.00 733.61 88.09 244.54 - 433.61
100-5526-20-05 Data Network 254.61 - 254.61
100-5530-20-05 Travel 1,000.00 1,000.00 1,000.00
100-5533-20-05 Mileage Expense 500.00 500.00 500.00
100-5536-20-05 Training/Seminars 200.00 - 150.00 - 200.00
100-5600-20-05 Special Events 500.00 500.00 400.00 - 700.00 80.00 100.00
100-5620-20-05 Tools & Equipment 438.81 - 438.81
100-5110-30-01 Salaries & Wages 2,549,515.00 282,311.48 2,831,826.48 1,513,110.61 202,717.28 53.43 1,318,715.87
100-5115-30-01 Salaries - Overtime 319,972.00 319,972.00 268,061.19 27,521.85 83.78 51,910.81
100-5126-30-01 Salaries-Vacation Buy-Out 6,574.00 6,574.00 4,658.00 70.86 1,916.00
100-5127-30-01 Salaries-Certification Pay 32,280.00 32,280.00 16,645.38 2,197.00 51.57 15,634.62
100-5140-30-01 Salaries - Longevity Pay 12,105.00 12,105.00 10,070.00 83.19 2,035.00
100-5143-30-01 Cell Phone Allowance 5,820.00 5,820.00 3,200.00 400.00 54.98 2,620.00
100-5145-30-01 Social Security Expense 179,454.00 179,454.00 106,508.04 13,674.80 59.35 72,945.96
100-5150-30-01 Medicare Expense 42,365.00 42,365.00 24,989.37 3,198.21 58.99 17,375.63
100-5155-30-01 SUTA Expense 7,524.00 7,524.00 6,830.12 90.78 693.88
100-5160-30-01 Health/Dental Insurance 244,033.00 244,033.00 156,548.12 19,701.16 64.15 87,484.88
100-5165-30-01 Dental Insurance 14,490.00 14,490.00 7,968.76 1,087.66 55.00 6,521.24
100-5170-30-01 Life Insurance 9,733.00 9,733.00 7,115.34 1,008.44 73.11 2,617.66
100-5171-30-01 Life Insurance-Supplemental 8,000.00 8,000.00 7,471.00 93.39 529.00
100-5175-30-01 Liability (TML)/Workers' Comp 38,222.00 38,222.00 54,253.38 6,905.11 141.94 - 16,031.38
100-5180-30-01 TMRS Expense 371,292.00 371,292.00 229,321.29 30,648.14 61.76 141,970.71
Item 4b
28
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
100-5185-30-01 Long/Short Term Disability 4,410.00 4,410.00 2,414.61 361.70 54.75 1,995.39
100-5186-30-01 WELLE-Wellness Prog Reimb Empl 7,050.00 7,050.00 2,656.44 306.64 37.68 4,393.56
100-5190-30-01 Contract Labor 1,440.00 1,440.00 1,440.00
100-5191-30-01 Hiring Cost 1,000.00 1,000.00 374.00 37.40 626.00
100-5194-30-01 FD Annual Phy & Screening 32,900.00 32,900.00 11,253.00 34.20 21,647.00
100-5204-30-01 Sp. Rev Child Safety Expense 50.00 50.00 - 50.00
100-5210-30-01 Supplies 10,321.00 10,321.00 4,491.42 249.35 43.52 5,829.58
100-5212-30-01 Building Supplies 12,000.00 12,000.00 4,068.28 691.99 33.90 7,931.72
100-5220-30-01 Office Equipment 1,350.00 1,350.00 3,368.03 249.48 - 2,018.03
100-5230-30-01 Dues,Fees,& Subscriptions 6,250.00 6,250.00 4,547.65 72.76 1,702.35
100-5240-30-01 Postage and Delivery 250.00 250.00 207.36 34.63 82.94 42.64
100-5250-30-01 Publications 700.00 700.00 700.00
100-5280-30-01 Printing and Reproduction 1,900.00 1,900.00 81.01 81.01 4.26 1,818.99
100-5320-30-01 Repairs & Maintenance 18,000.00 18,000.00 6,588.82 1,199.67 36.61 11,411.18
100-5330-30-01 Copier Expense 3,613.00 3,613.00 1,549.62 228.14 42.89 2,063.38
100-5335-30-01 Radio/Video Equip. and Repairs 6,000.00 6,000.00 4,801.40 2,976.40 80.02 1,198.60
100-5340-30-01 Building Repairs 26,517.00 26,517.00 1,164.39 4.39 25,352.61
100-5350-30-01 Vehicle Expense 45,000.00 45,000.00 22,345.25 9,785.92 49.66 22,654.75
100-5352-30-01 Fuel 20,000.00 20,000.00 11,708.55 877.04 58.54 8,291.45
100-5353-30-01 Oil/Grease/Inspections 250.49 57.25 - 250.49
100-5400-30-01 Uniform Expense 33,500.00 33,500.00 16,449.80 568.29 49.10 16,481.91
100-5410-30-01 Professional Services 7,500.00 7,500.00 3,502.62 46.70 3,997.38
100-5419-30-01 IT Licenses 16.22 16.22 - 16.22
100-5430-30-01 Legal Fees 2,000.00 2,000.00 1,387.00 69.35 613.00
100-5435-30-01 Legal Notices/Filings 52.00 - 52.00
100-5440-30-01 EMS 96,407.00 96,407.00 45,246.36 6,509.71 16,850.37 46.93 34,310.27
100-5445-30-01 Emergency Management 20,000.00 20,000.00 5,795.28 1,075.00 28.98 14,204.72
100-5480-30-01 Contracted Services 12,730.00 12,730.00 12,650.32 223.45 99.37 79.68
100-5520-30-01 Telephones 1,525.00 1,525.00 1,365.57 426.36 89.55 159.43
100-5521-30-01 Cell Phone Expense 1,620.00 1,620.00 1,620.00
100-5524-30-01 Gas 13,000.00 13,000.00 2,040.33 15.70 10,959.67
100-5525-30-01 Electricity 50,000.00 50,000.00 16,278.30 1,200.32 32.56 33,721.70
100-5526-30-01 Data Network 9,282.00 9,282.00 4,166.66 538.75 44.89 5,115.34
100-5530-30-01 Travel 3,000.00 3,000.00 1,871.14 230.00 62.37 1,128.86
100-5533-30-01 Mileage Expense 1,500.00 1,500.00 590.64 335.98 39.38 909.36
100-5536-30-01 Training/Seminars 20,175.00 20,175.00 8,469.80 56.95 41.98 11,705.20
100-5610-30-01 Fire Fighting Equipment 20,000.00 20,000.00 10,643.57 8,557.67 53.22 9,356.43
100-5620-30-01 Tools & Equipment 137.88 137.88 - 137.88
100-5630-30-01 Safety Equipment 31,000.00 31,000.00 9,880.94 31.87 21,119.06
100-6140-30-01 Capital Expense-Equipment 8,800.00 8,800.00 8,876.18 100.87 - 76.18
100-6160-30-01 Capital Expense-Vehicles 49,626.00 49,626.00 48,692.92 98.12 933.08
100-5110-30-05 Salaries & Wages 141,865.00 21,310.17 163,175.17 102,841.23 14,076.80 63.03 60,333.94
100-5115-30-05 Salaries - Overtime 22,904.00 22,904.00 7,968.22 2,380.32 34.79 14,935.78
Item 4b
29
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
100-5126-30-05 Salaries-Vacation Buy-Out 1,772.00 1,772.00 1,772.00
100-5140-30-05 Salaries - Longevity Pay 755.00 755.00 750.00 99.34 5.00
100-5143-30-05 Cell Phone Allowance 1,740.00 1,740.00 1,125.00 150.00 64.66 615.00
100-5145-30-05 Social Security Expense 10,522.00 10,522.00 6,442.09 959.23 61.23 4,079.91
100-5150-30-05 Medicare Expense 2,461.00 2,461.00 1,506.58 224.33 61.22 954.42
100-5155-30-05 SUTA Expense 342.00 342.00 519.02 151.76 - 177.02
100-5160-30-05 Health/Dental Insurance 15,514.00 15,514.00 9,686.50 1,300.36 62.44 5,827.50
100-5165-30-05 Dental Insurance 925.00 925.00 547.50 72.54 59.19 377.50
100-5170-30-05 Life Insurance 464.00 464.00 443.44 66.16 95.57 20.56
100-5175-30-05 Liability (TML)/Workers' Comp 2,138.00 2,138.00 2,505.98 506.92 117.21 - 367.98
100-5180-30-05 TMRS Expense 22,797.00 22,797.00 14,849.29 2,242.05 65.14 7,947.71
100-5185-30-05 Long/Short Term Disability 301.00 301.00 181.97 26.76 60.46 119.03
100-5186-30-05 WELLE-Wellness Prog Reimb Empl 1,200.00 1,200.00 400.00 50.00 33.33 800.00
100-5191-30-05 Hiring Cost 100.00 100.00 100.00
100-5193-30-05 Records Retention 250.00 250.00 152.50 152.50 61.00 97.50
100-5194-30-05 FD Annual Phy & Screening 1,614.00 1,614.00 1,614.00
100-5210-30-05 Supplies 250.00 250.00 246.18 98.47 3.82
100-5215-30-05 Ammunition 1,250.00 1,250.00 1,197.09 62.92 95.77 52.91
100-5220-30-05 Office Equipment 4,355.00 4,355.00 1,985.52 45.59 2,369.48
100-5230-30-05 Dues,Fees,& Subscriptions 350.00 350.00 350.00 100.00
100-5240-30-05 Postage and Delivery 60.00 60.00 10.48 10.48 17.47 49.52
100-5250-30-05 Publications 1,300.00 1,300.00 558.44 449.64 42.96 741.56
100-5260-30-05 Advertising 3,000.00 3,000.00 3,000.00
100-5280-30-05 Printing and Reproduction 500.00 500.00 251.56 50.31 248.44
100-5335-30-05 Radio/Video Equip. and Repairs 4,500.00 4,500.00 4,680.00 104.00 - 180.00
100-5350-30-05 Vehicle Expense 800.00 800.00 511.03 49.99 63.88 288.97
100-5352-30-05 Fuel 4,000.00 4,000.00 533.91 91.40 13.35 3,466.09
100-5353-30-05 Oil/Grease/Inspections 750.00 750.00 17.11 17.11 2.28 732.89
100-5400-30-05 Uniform Expense 2,690.00 2,690.00 358.57 13.33 2,331.43
100-5418-30-05 IT Fees 360.00 360.00 300.00 83.33 60.00
100-5419-30-05 IT Licenses 150.00 150.00 150.00 100.00
100-5430-30-05 Legal Fees 2,500.00 2,500.00 2,500.00
100-5480-30-05 Contracted Services 2,000.00 2,000.00 2,000.00
100-5520-30-05 Telephones 765.00 765.00 765.00
100-5521-30-05 Cell Phone Expense 250.00 250.00 250.00
100-5526-30-05 Data Network 1,440.00 1,440.00 849.22 110.97 58.97 590.78
100-5530-30-05 Travel 1,000.00 1,000.00 274.23 274.23 27.42 725.77
100-5533-30-05 Mileage Expense 750.00 750.00 817.53 109.00 - 67.53
100-5536-30-05 Training/Seminars 4,700.00 4,700.00 1,316.29 928.98 28.01 3,383.71
100-5620-30-05 Tools & Equipment 450.00 450.00 79.98 17.77 370.02
100-5630-30-05 Safety Equipment 4,100.00 4,100.00 2,174.75 53.04 1,925.25
100-5640-30-05 Signs & Hardware 1,250.00 1,250.00 1,250.00
100-6160-30-05 Capital Expense-Vehicles 41,000.00 41,000.00 40,018.58 920.35 97.61 981.42
Item 4b
30
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
100-5110-40-01 Salaries & Wages 741,065.00 9,643.14 750,708.14 494,692.83 60,838.82 65.90 256,015.31
100-5115-40-01 Salaries - Overtime 42,831.00 42,831.00 3,403.41 569.20 7.95 39,427.59
100-5126-40-01 Salaries-Vacation Buy-Out 3,640.00 3,640.00 3,640.00
100-5140-40-01 Salaries - Longevity Pay 2,180.00 2,180.00 1,960.00 89.91 220.00
100-5143-40-01 Cell Phone Allowance 3,120.00 3,120.00 2,130.00 285.00 68.27 990.00
100-5145-40-01 Social Security Expense 49,245.00 49,245.00 28,675.51 3,514.82 58.23 20,569.49
100-5150-40-01 Medicare Expense 11,517.00 11,517.00 6,706.40 822.02 58.23 4,810.60
100-5155-40-01 SUTA Expense 2,223.00 2,223.00 2,170.60 97.64 52.40
100-5160-40-01 Health/Dental Insurance 69,428.00 69,428.00 54,607.96 6,758.18 78.65 14,820.04
100-5165-40-01 Dental Insurance 4,692.00 4,692.00 3,137.00 392.26 66.86 1,555.00
100-5170-40-01 Life Insurance 1,195.00 1,195.00 897.52 121.94 75.11 297.48
100-5175-40-01 Liability (TML)/Workers' Comp 3,003.00 3,003.00 1,939.40 1,841.15 64.58 1,063.60
100-5180-40-01 TMRS Expense 106,638.00 106,638.00 65,683.61 8,303.89 61.60 40,954.39
100-5185-40-01 Long/Short Term Disability 1,367.00 1,367.00 876.03 115.62 64.08 490.97
100-5210-40-01 Supplies 7,800.00 7,800.00 1,649.04 195.06 21.14 6,150.96
100-5212-40-01 Building Supplies 2,200.00 2,200.00 1,783.63 224.31 81.07 416.37
100-5220-40-01 Office Equipment 9,100.00 9,100.00 1,880.16 834.18 20.66 7,219.84
100-5230-40-01 Dues,Fees,& Subscriptions 64,721.00 64,721.00 64,125.50 100.00 99.08 595.50
100-5240-40-01 Postage and Delivery 50.00 50.00 15.60 31.20 34.40
100-5250-40-01 Publications 2,000.00 2,000.00 752.35 752.35 37.62 1,247.65
100-5280-40-01 Printing and Reproduction 1,000.00 1,000.00 300.40 73.13 30.04 699.60
100-5310-40-01 Rental Expense 3,372.00 3,372.00 2,247.20 1,123.60 66.64 1.20
100-5330-40-01 Copier Expense 3,485.00 - 1,100.00 2,385.00 1,128.30 108.43 47.31 1,256.70
100-5340-40-01 Building Repairs 12,000.00 - 3,500.00 8,500.00 1,481.25 238.50 17.43 7,018.75
100-5350-40-01 Vehicle Expense 3,500.00 3,500.00 290.93 8.31 3,209.07
100-5352-40-01 Fuel 9,000.00 9,000.00 3,468.59 576.49 38.54 5,531.41
100-5353-40-01 Oil/Grease/Inspections 938.00 938.00 223.34 47.59 23.81 714.66
100-5400-40-01 Uniform Expense 3,250.00 3,250.00 2,291.49 70.51 958.51
100-5410-40-01 Professional Services 250,000.00 3,500.00 253,500.00 179,402.82 74,997.18 70.77 - 900.00
100-5418-40-01 IT Fees 1,000.00 1,000.00 1,000.00
100-5430-40-01 Legal Fees 500.00 500.00 342.00 68.40 158.00
100-5465-40-01 Public Relations 500.00 500.00 500.00
100-5475-40-01 Credit Card Fees 10,000.00 10,000.00 13,092.89 787.97 130.93 - 3,092.89
100-5480-40-01 Contracted Services 4,400.00 4,400.00 1,874.25 80.00 42.60 2,525.75
100-5520-40-01 Telephones 3,100.00 3,100.00 306.97 9.90 2,793.03
100-5525-40-01 Electricity 9,600.00 9,600.00 3,465.00 2,884.17 36.09 6,135.00
100-5526-40-01 Data Network 3,648.00 3,648.00 2,431.36 303.92 66.65 1,216.64
100-5530-40-01 Travel 5,000.00 5,000.00 1,572.40 31.45 3,427.60
100-5533-40-01 Mileage Expense 2,400.00 2,400.00 138.78 5.78 2,261.22
100-5536-40-01 Training/Seminars 12,860.00 12,860.00 8,183.54 6,057.50 63.64 4,676.46
100-5620-40-01 Tools & Equipment 1,000.00 1,000.00 828.65 273.48 82.87 171.35
100-5630-40-01 Safety Equipment 1,500.00 1,500.00 1,216.63 81.11 283.37
100-5640-40-01 Signs & Hardware 4,561.00 4,561.00 2,342.93 263.95 51.37 2,218.07
Item 4b
31
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
100-5110-40-02 Salaries & Wages 51,995.00 4,994.81 56,989.81 33,994.41 4,115.20 59.65 22,995.40
100-5115-40-02 Salaries - Overtime 828.00 828.00 50.00 6.04 778.00
100-5126-40-02 Salaries-Vacation Buy-Out 1,942.00 1,942.00 1,942.00
100-5140-40-02 Salaries - Longevity Pay 390.00 390.00 385.00 98.72 5.00
100-5145-40-02 Social Security Expense 3,421.00 3,421.00 1,868.32 221.86 54.61 1,552.68
100-5150-40-02 Medicare Expense 801.00 801.00 436.95 51.89 54.55 364.05
100-5155-40-02 SUTA Expense 171.00 171.00 171.00 100.00
100-5160-40-02 Health/Dental Insurance 4,944.00 4,944.00 5,641.80 728.46 114.11 - 697.80
100-5165-40-02 Dental Insurance 433.00 433.00 275.52 34.44 63.63 157.48
100-5170-40-02 Life Insurance 92.00 92.00 69.04 9.38 75.04 22.96
100-5175-40-02 Liability (TML)/Workers' Comp 248.00 248.00 161.82 161.82 65.25 86.18
100-5180-40-02 TMRS Expense 7,412.00 7,412.00 4,501.98 553.91 60.74 2,910.02
100-5185-40-02 Long/Short Term Disability 96.00 96.00 60.71 7.82 63.24 35.29
100-5210-40-02 Supplies 500.00 500.00 175.18 22.41 35.04 324.82
100-5230-40-02 Dues,Fees,& Subscriptions 370.00 370.00 280.00 120.00 75.68 90.00
100-5240-40-02 Postage and Delivery 375.00 375.00 340.15 72.48 90.71 34.85
100-5280-40-02 Printing and Reproduction 700.00 700.00 290.42 41.49 409.58
100-5350-40-02 Vehicle Expense 1,500.00 1,500.00 802.52 123.95 53.50 697.48
100-5352-40-02 Fuel 700.00 700.00 537.09 37.31 76.73 162.91
100-5353-40-02 Oil/Grease/Inspections 100.00 100.00 51.86 25.50 51.86 48.14
100-5400-40-02 Uniform Expense 200.00 200.00 119.95 59.98 80.05
100-5430-40-02 Legal Fees 500.00 500.00 1,673.03 334.61 - 1,173.03
100-5435-40-02 Legal Notices/Filings 400.00 400.00 400.00
100-5480-40-02 Contracted Services 116,340.00 116,340.00 56,660.25 2,835.00 51,956.75 48.70 7,723.00
100-5520-40-02 Telephones 255.00 255.00 123.82 15.61 48.56 131.18
100-5526-40-02 Data Network 456.00 456.00 303.92 37.99 66.65 152.08
100-5533-40-02 Mileage Expense 250.00 250.00 105.07 42.03 144.93
100-5536-40-02 Training/Seminars 390.00 390.00 757.24 194.16 - 367.24
100-5600-40-02 Special Events 250.00 250.00 227.14 90.86 22.86
100-5620-40-02 Tools & Equipment 200.00 200.00 200.00
100-5640-40-02 Signs & Hardware 1,600.00 1,600.00 1,434.52 349.90 89.66 165.48
100-5110-40-03 Salaries & Wages 285,036.00 34,428.70 319,464.70 183,319.99 18,725.45 57.38 136,144.71
100-5115-40-03 Salaries - Overtime 1,219.00 1,219.00 1,389.79 114.01 - 170.79
100-5126-40-03 Salaries-Vacation Buy-Out 6,502.00 6,502.00 1,165.13 17.92 5,336.87
100-5140-40-03 Salaries - Longevity Pay 995.00 995.00 995.00 100.00
100-5143-40-03 Cell Phone Allowance 2,520.00 2,520.00 1,530.00 150.00 60.71 990.00
100-5145-40-03 Social Security Expense 18,379.00 18,379.00 10,939.60 1,076.07 59.52 7,439.40
100-5150-40-03 Medicare Expense 4,298.00 4,298.00 2,558.47 251.67 59.53 1,739.53
100-5155-40-03 SUTA Expense 684.00 684.00 684.00 100.00
100-5160-40-03 Health/Dental Insurance 36,214.00 36,214.00 24,274.88 2,381.62 67.03 11,939.12
100-5165-40-03 Dental Insurance 1,878.00 1,878.00 1,030.30 108.50 54.86 847.70
100-5170-40-03 Life Insurance 510.00 510.00 269.65 30.00 52.87 240.35
100-5175-40-03 Liability (TML)/Workers' Comp 889.00 889.00 469.07 372.82 52.76 419.93
Item 4b
32
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
100-5180-40-03 TMRS Expense 39,805.00 39,805.00 24,738.47 2,554.10 62.15 15,066.53
100-5185-40-03 Long/Short Term Disability 526.00 526.00 313.60 35.60 59.62 212.40
100-5186-40-03 WELLE-Wellness Prog Reimb Empl 1,800.00 1,800.00 970.80 100.00 53.93 829.20
100-5210-40-03 Supplies 4,000.00 4,000.00 1,062.81 172.18 26.57 2,937.19
100-5212-40-03 Building Supplies 1,000.00 1,000.00 714.07 54.67 71.41 285.93
100-5220-40-03 Office Equipment 3,600.00 3,600.00 2,310.67 64.19 1,289.33
100-5230-40-03 Dues,Fees,& Subscriptions 2,435.00 2,435.00 1,595.34 65.52 839.66
100-5240-40-03 Postage and Delivery 500.00 500.00 289.39 87.46 57.88 210.61
100-5280-40-03 Printing and Reproduction 300.00 300.00 549.43 104.06 183.14 - 249.43
100-5290-40-03 Other Charges and Services 22.98 - 22.98
100-5330-40-03 Copier Expense 900.00 1,100.00 2,000.00 1,415.14 210.02 70.76 584.86
100-5340-40-03 Building Repairs 500.00 500.00 500.00
100-5352-40-03 Fuel 200.00 200.00 40.74 20.37 159.26
100-5400-40-03 Uniform Expense 300.00 300.00 183.28 61.09 116.72
100-5410-40-03 Professional Services 80,710.00 25,000.00 105,710.00 66,386.50 13,795.50 62.80 25,528.00
100-5415-40-03 Tution Reimbursement 294.29 - 294.29
100-5418-40-03 IT Fees 2,000.00 2,000.00 1,200.00 60.00 800.00
100-5430-40-03 Legal Fees 32,000.00 32,000.00 6,555.00 20.48 25,445.00
100-5435-40-03 Legal Notices/Filings 250.00 250.00 46.04 250.00
100-5480-40-03 Contracted Services 4,100.00 4,100.00 1,504.38 80.00 36.69 2,595.62
100-5526-40-03 Data Network 1,800.00 1,800.00 951.23 271.78 52.85 848.77
100-5530-40-03 Travel 3,860.00 3,860.00 1,352.87 11.20 35.05 2,507.13
100-5533-40-03 Mileage Expense 2,280.00 2,280.00 1,003.99 44.04 1,276.01
100-5536-40-03 Training/Seminars 3,600.00 3,600.00 1,021.93 28.39 2,578.07
100-5110-50-01 Salaries & Wages 156,768.00 7,345.02 164,113.02 96,602.20 13,073.58 58.86 67,510.82
100-5115-50-01 Salaries - Overtime 4,920.00 4,920.00 1,709.19 58.50 34.74 3,210.81
100-5140-50-01 Salaries - Longevity Pay 1,555.00 1,555.00 1,555.00 100.00
100-5145-50-01 Social Security Expense 10,133.00 10,133.00 5,774.90 742.18 56.99 4,358.10
100-5150-50-01 Medicare Expense 2,370.00 2,370.00 1,350.58 173.56 56.99 1,019.42
100-5155-50-01 SUTA Expense 513.00 513.00 374.09 72.92 138.91
100-5160-50-01 Health/Dental Insurance 26,890.00 26,890.00 14,674.29 2,229.02 54.57 12,215.71
100-5165-50-01 Dental Insurance 1,362.00 1,362.00 713.06 107.50 52.35 648.94
100-5170-50-01 Life Insurance 275.00 275.00 178.04 28.14 64.74 96.96
100-5175-50-01 Liability (TML)/Workers' Comp 7,519.00 7,519.00 9,261.76 1,132.60 123.18 - 1,742.76
100-5180-50-01 TMRS Expense 21,944.00 21,944.00 13,107.92 1,774.31 59.73 8,836.08
100-5185-50-01 Long/Short Term Disability 289.00 289.00 165.53 24.01 57.28 123.47
100-5186-50-01 WELLE-Wellness Prog Reimb Empl 250.00 50.00 - 250.00
100-5210-50-01 Supplies 300.00 300.00 300.00
100-5220-50-01 Office Equipment 1,500.00 1,500.00 1,500.00
100-5230-50-01 Dues,Fees,& Subscriptions 500.00 500.00 500.00
100-5250-50-01 Publications 50.00 50.00 50.00
100-5310-50-01 Rental Expense 13,000.00 13,000.00 11,761.98 90.48 1,238.02
100-5320-50-01 Repairs & Maintenance 4,000.00 4,000.00 5,647.56 141.19 - 1,647.56
Item 4b
33
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
100-5321-50-01 Signal Light Repairs 16,400.00 16,400.00 550.00 1,125.00 3.35 14,725.00
100-5340-50-01 Building Repairs 2,500.00 2,500.00 288.72 11.55 2,211.28
100-5350-50-01 Vehicle Expense 6,500.00 6,500.00 12,158.91 187.06 - 5,658.91
100-5352-50-01 Fuel 3,600.00 3,600.00 3,296.02 526.04 91.56 303.98
100-5353-50-01 Oil/Grease/Inspections 200.00 200.00 179.22 60.00 89.61 20.78
100-5400-50-01 Uniform Expense 3,600.00 3,600.00 1,406.36 39.07 2,193.64
100-5430-50-01 Legal Fees 4,000.00 4,000.00 3,562.79 89.07 437.21
100-5480-50-01 Contracted Services 212,652.00 45,000.00 257,652.00 72,259.30 760.73 19,477.00 28.05 165,915.70
100-5520-50-01 Telephones 1,780.00 1,780.00 689.51 102.06 38.74 1,090.49
100-5525-50-01 Electricity 177,388.00 177,388.00 119,669.74 17,889.96 67.46 57,718.26
100-5526-50-01 Data Network 100.00 100.00 57.91 7.00 57.91 42.09
100-5530-50-01 Travel 800.00 800.00 800.00
100-5536-50-01 Training/Seminars 1,400.00 1,400.00 2,431.29 1,560.00 173.66 - 1,031.29
100-5620-50-01 Tools & Equipment 3,000.00 3,000.00 1,099.98 36.67 1,900.02
100-5630-50-01 Safety Equipment 3,100.00 3,100.00 1,031.43 33.27 2,068.57
100-5640-50-01 Signs & Hardware 25,000.00 25,000.00 15,323.86 1,465.00 2,393.55 61.30 7,282.59
100-5650-50-01 Maintenance Materials 65,000.00 65,000.00 45,541.02 5,920.04 17,312.01 70.06 2,146.97
100-6110-50-01 Capital Expenditure 1,425,000.00 - 975,000.00 450,000.00 10,143.90 1,491.00 25,156.10 2.25 414,700.00
100-7100-50-01 Operating Transfer Out 1,265,000.00 975,000.00 2,240,000.00 1,493,333.36 186,666.67 66.67 746,666.64
100-5110-60-01 Salaries & Wages 246,641.00 7,580.24 254,221.24 164,608.99 22,635.10 64.75 89,612.25
100-5115-60-01 Salaries - Overtime 4,250.00 4,250.00 1,013.18 23.84 3,236.82
100-5126-60-01 Salaries-Vacation Buy-Out 3,059.00 3,059.00 3,059.00
100-5140-60-01 Salaries - Longevity Pay 550.00 550.00 280.00 50.91 270.00
100-5143-60-01 Cell Phone Allowance 360.00 360.00 1,065.00 180.00 295.83 - 705.00
100-5145-60-01 Social Security Expense 15,810.00 15,810.00 9,878.78 1,336.69 62.48 5,931.22
100-5150-60-01 Medicare Expense 3,698.00 3,698.00 2,310.35 312.62 62.48 1,387.65
100-5155-60-01 SUTA Expense 684.00 684.00 770.47 112.64 - 86.47
100-5160-60-01 Health/Dental Insurance 29,571.00 29,571.00 18,232.46 2,269.84 61.66 11,338.54
100-5165-60-01 Dental Insurance 1,860.00 1,860.00 997.64 139.60 53.64 862.36
100-5170-60-01 Life Insurance 368.00 368.00 256.46 37.52 69.69 111.54
100-5175-60-01 Liability (TML)/Workers' Comp 511.00 511.00 2,135.98 351.44 418.00 - 1,624.98
100-5180-60-01 TMRS Expense 34,242.00 34,242.00 22,103.20 3,082.92 64.55 12,138.80
100-5185-60-01 Long/Short Term Disability 455.00 455.00 290.62 43.02 63.87 164.38
100-5186-60-01 WELLE-Wellness Prog Reimb Empl 1,800.00 1,800.00 713.28 89.16 39.63 1,086.72
100-5191-60-01 Hiring Cost 79.38 - 79.38
100-5210-60-01 Supplies 3,005.00 3,005.00 856.55 71.36 28.50 2,148.45
100-5212-60-01 Building Supplies 650.00 650.00 83.34 6.67 12.82 566.66
100-5220-60-01 Office Equipment 4,910.00 4,910.00 496.67 89.00 10.12 4,413.33
100-5230-60-01 Dues,Fees,& Subscriptions 2,944.00 2,944.00 372.62 250.00 12.66 2,571.38
100-5240-60-01 Postage and Delivery 2.55 - 2.55
100-5280-60-01 Printing and Reproduction 10.80 10.80 - 10.80
100-5320-60-01 Repairs & Maintenance 34.50 34.50 - 34.50
100-5330-60-01 Copier Expense 2,060.00 2,060.00 1,502.47 161.72 72.94 557.53
Item 4b
34
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
100-5340-60-01 Building Repairs 136.13 64.38 - 136.13
100-5400-60-01 Uniform Expense 400.00 400.00 140.70 35.18 259.30
100-5410-60-01 Professional Services 68,760.00 68,760.00 2,200.00 51,700.00 3.20 14,860.00
100-5418-60-01 IT Fees 1,780.00 1,780.00 1,780.00
100-5430-60-01 Legal Fees 5,000.00 5,000.00 6,417.00 128.34 - 1,417.00
100-5435-60-01 Legal Notices/Filings 288.60 55.00 - 288.60
100-5480-60-01 Contracted Services 1,600.00 1,600.00 960.00 60.00 60.00 640.00
100-5520-60-01 Telephones 2,693.00 2,693.00 233.61 34.99 8.68 2,459.39
100-5530-60-01 Travel 4,400.00 4,400.00 2,322.19 1,564.92 52.78 2,077.81
100-5533-60-01 Mileage Expense 2,400.00 2,400.00 792.76 223.23 33.03 1,607.24
100-5536-60-01 Training/Seminars 8,860.00 8,860.00 2,842.37 1,289.00 32.08 6,017.63
100-5110-60-02 Salaries & Wages 573,696.00 41,162.24 614,858.24 372,155.16 50,329.86 60.53 242,703.08
100-5115-60-02 Salaries - Overtime 14,708.00 14,708.00 5,983.47 1,160.71 40.68 8,724.53
100-5126-60-02 Salaries-Vacation Buy-Out 6,000.00 6,000.00 3,160.52 52.68 2,839.48
100-5140-60-02 Salaries - Longevity Pay 2,880.00 2,880.00 2,615.00 90.80 265.00
100-5143-60-02 Cell Phone Allowance 2,520.00 2,520.00 1,390.00 200.00 55.16 1,130.00
100-5145-60-02 Social Security Expense 36,840.00 36,840.00 22,071.51 2,969.54 59.91 14,768.49
100-5150-60-02 Medicare Expense 8,615.00 8,615.00 5,161.90 694.51 59.92 3,453.10
100-5155-60-02 SUTA Expense 2,565.00 2,565.00 1,909.38 74.44 655.62
100-5160-60-02 Health/Dental Insurance 127,280.00 127,280.00 84,128.61 9,607.02 66.10 43,151.39
100-5165-60-02 Dental Insurance 5,769.00 5,769.00 3,244.39 458.46 56.24 2,524.61
100-5170-60-02 Life Insurance 1,267.00 1,267.00 938.17 140.70 74.05 328.83
100-5175-60-02 Liability (TML)/Workers' Comp 10,648.00 10,648.00 15,105.68 2,006.36 141.86 - 4,457.68
100-5180-60-02 TMRS Expense 79,804.00 79,804.00 50,884.05 7,015.21 63.76 28,919.95
100-5185-60-02 Long/Short Term Disability 1,061.00 1,061.00 660.71 95.64 62.27 400.29
100-5186-60-02 WELLE-Wellness Prog Reimb Empl 5,700.00 5,700.00 2,994.92 428.32 52.54 2,705.08
100-5191-60-02 Hiring Cost 200.00 200.00 200.00
100-5210-60-02 Supplies 478.99 - 478.99
100-5212-60-02 Building Supplies 1,500.00 1,500.00 750.03 50.00 749.97
100-5220-60-02 Office Equipment 1,650.00 1,650.00 609.03 584.26 36.91 1,040.97
100-5230-60-02 Dues,Fees,& Subscriptions 2,536.00 2,536.00 966.00 250.00 38.09 1,570.00
100-5310-60-02 Rental Expense 27,000.00 27,000.00 19,440.00 2,100.00 2,700.00 72.00 4,860.00
100-5320-60-02 Repairs & Maintenance 292,745.00 - 101,030.00 191,715.00 83,854.38 10,735.40 43.74 107,860.62
100-5322-60-02 Irrigation Repairs 12,200.00 12,200.00 13,786.83 153.80 113.01 - 1,586.83
100-5323-60-02 Field Maintenance 50,150.00 50,150.00 32,565.67 932.36 22,972.50 64.94 - 5,388.17
100-5330-60-02 Copier Expense 237.00 237.00 126.16 10.61 53.23 110.84
100-5350-60-02 Vehicle Expense 4,500.00 4,500.00 2,465.42 214.95 54.79 2,034.58
100-5352-60-02 Fuel 13,920.00 13,920.00 6,169.90 1,004.67 44.32 7,750.10
100-5353-60-02 Oil/Grease/Inspections 1,290.00 1,290.00 876.66 12.94 67.96 413.34
100-5355-60-02 Chemicals/Fertilizer 38,680.00 38,680.00 38,200.71 5,360.19 98.76 479.29
100-5400-60-02 Uniform Expense 8,940.00 8,940.00 6,948.07 496.80 77.72 1,991.93
100-5418-60-02 IT Fees 3,195.00 3,195.00 3,195.00
100-5480-60-02 Contracted Services 358,052.00 358,052.00 143,884.55 38,877.45 52,148.80 40.19 162,018.65
Item 4b
35
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
100-5520-60-02 Telephones 4,165.00 4,165.00 2,202.10 246.85 52.87 1,962.90
100-5525-60-02 Electricity 160,000.00 160,000.00 70,153.07 12,985.17 43.85 89,846.93
100-5526-60-02 Data Network 553.91 287.98 - 553.91
100-5530-60-02 Travel 2,305.00 2,305.00 14.51 0.63 2,290.49
100-5533-60-02 Mileage Expense 105.00 105.00 114.27 108.83 - 9.27
100-5536-60-02 Training/Seminars 1,650.00 1,650.00 2,014.45 122.09 - 364.45
100-5620-60-02 Tools & Equipment 1,850.00 1,850.00 2,468.87 133.45 - 618.87
100-5630-60-02 Safety Equipment 1,190.00 1,190.00 417.52 35.09 772.48
100-5640-60-02 Signs & Hardware 6,200.00 6,200.00 6,200.00
100-6120-60-02 Capital Expense-Park Impr 120,900.00 120,900.00 10,576.00 8.75 110,324.00
100-6140-60-02 Capital Expense-Equipment 15,200.00 15,200.00 11,544.31 75.95 3,655.69
100-6160-60-02 Capital Expense-Vehicles 38,500.00 38,500.00 1,905.00 49,360.00 4.95 - 12,765.00
100-5110-60-03 Salaries & Wages 45,895.00 4,545.00 50,440.00 31,141.30 3,974.76 61.74 19,298.70
100-5140-60-03 Salaries - Longevity Pay 170.00 170.00 170.00 100.00
100-5145-60-03 Social Security Expense 2,856.00 2,856.00 1,717.64 221.19 60.14 1,138.36
100-5150-60-03 Medicare Expense 668.00 668.00 401.71 51.73 60.14 266.29
100-5155-60-03 SUTA Expense 171.00 171.00 170.19 99.53 0.81
100-5170-60-03 Life Insurance 92.00 92.00 69.04 9.38 75.04 22.96
100-5175-60-03 Liability (TML)/Workers' Comp 94.00 94.00 31.33 3.98 33.33 62.67
100-5180-60-03 TMRS Expense 6,186.00 6,186.00 4,098.70 535.01 66.26 2,087.30
100-5185-60-03 Long/Short Term Disability 84.00 84.00 55.40 7.56 65.95 28.60
100-5240-60-03 Postage and Delivery 1,800.00 1,800.00 786.47 43.69 1,013.53
100-5260-60-03 Advertising 2,000.00 2,000.00 500.00 25.00 1,500.00
100-5280-60-03 Printing and Reproduction 2,000.00 2,000.00 1,186.00 59.30 814.00
100-5475-60-03 Credit Card Fees 1,500.00 1,500.00 1,232.56 249.83 82.17 267.44
100-5600-60-03 Special Events 28,725.00 28,725.00 14,618.32 289.79 50.89 14,106.68
100-5995-60-03 Recreation Activities 28,000.00 28,000.00 6,316.61 413.66 22.56 21,683.39
100-5110-60-05 Salaries & Wages 126,783.00 13,584.29 140,367.29 81,648.78 10,270.40 58.17 58,718.51
100-5140-60-05 Salaries - Longevity Pay 150.00 150.00 145.00 96.67 5.00
100-5145-60-05 Social Security Expense 7,870.00 7,870.00 5,074.02 637.12 64.47 2,795.98
100-5150-60-05 Medicare Expense 1,841.00 1,841.00 1,186.66 149.00 64.46 654.34
100-5155-60-05 SUTA Expense 684.00 684.00 312.35 45.67 371.65
100-5160-60-05 Health/Dental Insurance 2.37 - 2.37
100-5165-60-05 Dental Insurance 0.19 - 0.19
100-5170-60-05 Life Insurance 92.00 92.00 69.09 9.38 75.10 22.91
100-5175-60-05 Liability (TML)/Workers' Comp 268.00 268.00 82.37 10.28 30.74 185.63
100-5180-60-05 TMRS Expense 13,843.00 13,843.00 8,436.51 1,108.86 60.94 5,406.49
100-5185-60-05 Long/Short Term Disability 172.00 172.00 114.31 15.66 66.46 57.69
100-5210-60-05 Supplies 4,500.00 4,500.00 2,145.72 818.52 47.68 2,354.28
100-5212-60-05 Building Supplies 100.00 100.00 100.00
100-5220-60-05 Office Equipment 3,200.00 3,200.00 3,823.36 119.48 - 623.36
100-5230-60-05 Dues,Fees,& Subscriptions 3,000.00 3,000.00 1,976.77 260.00 65.89 1,023.23
100-5240-60-05 Postage and Delivery 400.00 400.00 90.50 41.94 22.63 309.50
Item 4b
36
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
100-5260-60-05 Advertising 600.00 600.00 600.00
100-5280-60-05 Printing and Reproduction 100.00 100.00 100.00
100-5281-60-05 Book Purchases 24,517.00 24,517.00 16,547.29 1,009.22 3,798.39 67.49 4,171.32
100-5282-60-05 DVD Purchases 1,000.00 1,000.00 1,032.48 270.48 103.25 - 32.48
100-5283-60-05 Audiobook Purchases 800.00 800.00 245.35 87.18 30.67 554.65
100-5284-60-05 Other Collect. Item Purchases 500.00 500.00 2,796.27 722.99 559.25 - 2,296.27
100-5330-60-05 Copier Expense 900.00 900.00 381.13 53.87 42.35 518.87
100-5400-60-05 Uniform Expense 300.00 300.00 353.81 116.91 117.94 - 53.81
100-5430-60-05 Legal Fees 200.00 200.00 152.00 76.00 48.00
100-5480-60-05 Contracted Services 6,500.00 6,500.00 1,200.00 18.46 5,300.00
100-5520-60-05 Telephones 1,980.00 1,980.00 1,046.90 182.49 52.87 933.10
100-5526-60-05 Data Network 155.64 37.99 - 155.64
100-5530-60-05 Travel 3,000.00 3,000.00 3,499.18 1,663.50 116.64 - 499.18
100-5533-60-05 Mileage Expense 1,000.00 1,000.00 684.71 432.87 68.47 315.29
100-5536-60-05 Training/Seminars 2,000.00 2,000.00 1,032.84 51.64 967.16
100-5600-60-05 Special Events 1,000.00 1,000.00 794.03 371.29 79.40 205.97
100-5110-98-01 Salaries & Wages 552,801.00 8,865.10 561,666.10 364,619.22 44,625.70 64.92 197,046.88
100-5115-98-01 Salaries - Overtime 1,200.00 1,200.00 596.86 49.74 603.14
100-5126-98-01 Salaries-Vacation Buy-Out 12,007.00 12,007.00 6,148.58 51.21 5,858.42
100-5140-98-01 Salaries - Longevity Pay 1,350.00 1,350.00 1,260.00 93.33 90.00
100-5143-98-01 Cell Phone Allowance 900.00 900.00 900.00
100-5145-98-01 Social Security Expense 35,238.00 35,238.00 19,889.09 2,537.00 56.44 15,348.91
100-5150-98-01 Medicare Expense 8,241.00 8,241.00 5,003.01 593.33 60.71 3,237.99
100-5155-98-01 SUTA Expense 1,026.00 1,026.00 1,167.67 113.81 - 141.67
100-5160-98-01 Health/Dental Insurance 63,097.00 63,097.00 39,469.06 4,444.24 62.55 23,627.94
100-5165-98-01 Dental Insurance 2,918.00 2,918.00 1,596.52 216.56 54.71 1,321.48
100-5170-98-01 Life Insurance 733.00 733.00 457.48 61.92 62.41 275.52
100-5175-98-01 Liability (TML)/Workers' Comp 1,497.00 1,497.00 796.51 382.90 53.21 700.49
100-5180-98-01 TMRS Expense 76,324.00 76,324.00 48,843.00 6,020.07 63.99 27,481.00
100-5185-98-01 Long/Short Term Disability 1,020.00 1,020.00 640.53 84.78 62.80 379.47
100-5186-98-01 WELLE-Wellness Prog Reimb Empl 1,800.00 1,800.00 800.00 100.00 44.44 1,000.00
100-5210-98-01 Supplies 1,950.00 1,950.00 1,699.09 128.71 87.13 250.91
100-5212-98-01 Building Supplies 350.00 350.00 298.40 21.56 85.26 51.60
100-5220-98-01 Office Equipment 2,602.00 2,602.00 1,690.93 1,668.36 64.99 911.07
100-5230-98-01 Dues,Fees,& Subscriptions 1,560.00 1,560.00 285.00 275.00 18.27 1,275.00
100-5240-98-01 Postage and Delivery 260.00 260.00 161.41 56.34 62.08 98.59
100-5280-98-01 Printing and Reproduction 59.88 - 59.88
100-5320-98-01 Repairs & Maintenance 43.48 34.50 - 43.48
100-5330-98-01 Copier Expense 880.00 880.00 614.71 101.59 69.85 265.29
100-5340-98-01 Building Repairs 136.12 64.37 - 136.12
100-5350-98-01 Vehicle Expense 275.00 275.00 40.00 14.55 235.00
100-5352-98-01 Fuel 1,000.00 1,000.00 682.31 80.38 68.23 317.69
100-5353-98-01 Oil/Grease/Inspections 144.74 16.25 - 144.74
Item 4b
37
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
100-5400-98-01 Uniform Expense 500.00 500.00 131.92 26.38 368.08
100-5410-98-01 Professional Services 35,000.00 35,000.00 919.76 2,500.00 7,700.00 2.63 26,380.24
100-5419-98-01 IT Licenses 950.00 950.00 950.00
100-5430-98-01 Legal Fees 7,700.00 7,700.00 7,365.74 95.66 334.26
100-5435-98-01 Legal Notices/Filings 2,000.00 2,000.00 2,048.75 458.22 102.44 - 48.75
100-5480-98-01 Contracted Services 3,388.80 60.00 - 3,388.80
100-5520-98-01 Telephones 3,308.00 3,308.00 1,678.00 199.37 50.73 1,630.00
100-5524-98-01 Gas 1,000.00 1,000.00 441.99 43.50 44.20 558.01
100-5526-98-01 Data Network 303.92 37.99 - 303.92
100-5530-98-01 Travel 4,200.00 - 1,000.00 3,200.00 1,401.38 200.87 43.79 1,798.62
100-5533-98-01 Mileage Expense 1,400.00 1,400.00 1,054.15 75.30 345.85
100-5536-98-01 Training/Seminars 4,880.00 4,880.00 1,116.22 449.00 22.87 3,763.78
100-5620-98-01 Tools & Equipment 1,000.00 1,000.00 945.75 94.58 54.25
100-5630-98-01 Safety Equipment 35.95 - 35.95
150-4015-10-00 Water Impact Fees - 81,027.00 81,027.00
150-4020-10-00 Wastewater Impact Fees - 63,816.00 63,816.00
150-4040-10-00 East Thoroughfare Impact Fees - 656,378.55 656,378.55
150-4110-10-00 Property Taxes (Town)- 368,324.10 - 265,867.10 368,324.10
150-4111-10-00 Property Taxes (County)- 29,329.00 - 29,329.00 29,329.00
150-4610-10-00 Interest Income - 1,190.35 154.28 1,190.35
150-5810-10-00 Thoro Impact Fee Rebate 487,298.00 487,298.00 - 487,298.00
150-5812-10-00 Wastwater Impact Fee Rebate 52,886.00 52,886.00 - 52,886.00
160-4041-10-00 W Thoro Impact Fee - 178,628.50 178,628.50
160-4610-10-00 Interest Income - 387.53 5.51 387.53
160-5810-10-00 E Thoro Impact Fee Rebate 153,628.50 153,628.50 - 153,628.50
200-4000-10-08 W/S Service Initiation - 69,870.00 - 69,870.00 - 44,920.00 - 7,895.00 64.29 - 24,950.00
200-4007-10-08 Sanitation - 1,376,796.00 - 1,376,796.00 - 719,906.70 - 78,205.17 52.29 - 656,889.30
200-4009-10-08 Late Fee-W/S - 94,500.00 - 94,500.00 - 67,061.33 - 11,106.91 70.96 - 27,438.67
200-4930-10-99 Insurance Proceeds - 2,474.28 2,474.28
200-4995-10-99 Transfer In/Out - 75,563.00 75,563.00
200-4005-50-02 Water Revenue - 7,090,107.00 - 756,512.00 - 7,846,619.00 - 4,213,420.63 - 656,049.37 53.70 - 3,633,198.37
200-4010-50-02 Connection Tap & Construction - 880,000.00 - 880,000.00 - 518,000.00 - 75,278.00 58.86 - 362,000.00
200-4012-50-02 Saturday Inspection Fee - 11,000.00 - 11,000.00 - 8,550.00 - 900.00 77.73 - 2,450.00
200-4018-50-02 Internet Cr. Card Fees - 31,460.00 - 31,460.00 - 29,065.75 - 4,277.67 92.39 - 2,394.25
200-4019-50-02 Cr. Card Pmt Fees - 7,535.00 - 7,535.00 - 7,169.91 - 1,072.34 95.16 - 365.09
200-4060-50-02 NSF Fees - 1,575.00 - 1,575.00 - 875.00 - 25.00 55.56 - 700.00
200-4242-50-02 Re-Inspection Fees - 3,630.00 - 3,630.00 - 3,630.00
200-4243-50-02 Backflow Prevention Inspection - 18,700.00 - 18,700.00 - 19,125.00 - 2,175.00 102.27 425.00
200-4610-50-02 Interest Income - 29,500.00 - 29,500.00 - 36,438.60 1,745.61 123.52 6,938.60
200-4910-50-02 Other Revenue - 104,500.00 - 104,500.00 - 76,568.99 - 10,863.88 73.27 - 27,931.01
200-4006-50-03 Sewer - 3,236,000.00 - 232,542.00 - 3,468,542.00 - 2,451,228.12 - 320,831.94 70.67 - 1,017,313.88
200-4010-50-03 Connection Tap & Construction - 308,000.00 - 308,000.00 - 209,000.00 - 30,800.00 67.86 - 99,000.00
200-5110-10-08 Salaries & Wages 138,778.00 7,842.49 146,620.49 92,889.08 11,319.90 63.35 53,731.41
Item 4b
38
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
200-5115-10-08 Salaries - Overtime 3,528.00 3,528.00 585.75 77.13 16.60 2,942.25
200-5140-10-08 Salaries - Longevity Pay 850.00 850.00 930.00 109.41 - 80.00
200-5145-10-08 Social Security Expense 8,884.00 8,884.00 5,583.93 672.52 62.85 3,300.07
200-5150-10-08 Medicare Expense 2,078.00 2,078.00 1,305.92 157.30 62.85 772.08
200-5155-10-08 SUTA Expense 513.00 513.00 457.18 89.12 55.82
200-5160-10-08 Health/Dental Insurance 17,875.00 17,875.00 12,468.04 1,496.78 69.75 5,406.96
200-5165-10-08 Dental Insurance 1,356.00 1,356.00 830.24 103.78 61.23 525.76
200-5170-10-08 Life Insurance 276.00 276.00 207.12 28.14 75.04 68.88
200-5175-10-08 Liability (TML)/Workers' Comp 285.00 285.00 94.97 11.50 33.32 190.03
200-5180-10-08 TMRS Expense 19,240.00 19,240.00 12,454.05 1,547.50 64.73 6,785.95
200-5185-10-08 Long/Short Term Disability 256.00 256.00 165.71 21.50 64.73 90.29
200-5186-10-08 WELLE-Wellness Prog Reimb-Empl 1,200.00 1,200.00 800.00 100.00 66.67 400.00
200-5210-10-08 Supplies 2,000.00 2,000.00 1,233.12 38.48 61.66 766.88
200-5212-10-08 Building Supplies 1,250.00 1,250.00 693.34 129.25 55.47 556.66
200-5220-10-08 Office Equipment 1,000.00 1,000.00 4,646.16 4,544.18 464.62 - 3,646.16
200-5240-10-08 Postage and Delivery 43,000.00 43,000.00 21,599.73 2,815.53 50.23 21,400.27
200-5280-10-08 Printing and Reproduction 3,420.00 3,420.00 1,290.50 37.73 2,129.50
200-5290-10-08 Other Charges and Services 164.45 - 164.45
200-5330-10-08 Copier Expense 2,350.00 2,350.00 759.66 90.32 32.33 1,590.34
200-5340-10-08 Building Repairs 400.00 400.00 264.00 110.00 66.00 136.00
200-5400-10-08 Uniform Expense 200.00 200.00 193.84 96.92 6.16
200-5418-10-08 IT Fees 4,000.00 4,000.00 3,780.00 94.50 220.00
200-5419-10-08 IT Licenses 5,000.00 5,000.00 5,000.00
200-5430-10-08 Legal Fees 2,500.00 2,500.00 2,736.00 109.44 - 236.00
200-5470-10-08 Trash Collection 1,286,725.00 1,286,725.00 650,702.93 72,497.99 50.57 636,022.07
200-5479-10-08 Household Haz. Waste Disposal 12,600.00 12,600.00 2,755.00 - 20.00 21.87 9,845.00
200-5480-10-08 Contracted Services 16,925.00 16,925.00 5,447.04 686.58 32.18 11,477.96
200-5520-10-08 Telephones 720.00 720.00 279.92 34.99 38.88 440.08
200-5530-10-08 Travel 1,600.00 1,600.00 1,282.39 80.15 317.61
200-5533-10-08 Mileage Expense 300.00 300.00 151.38 51.77 50.46 148.62
200-5536-10-08 Training/Seminars 1,075.00 1,075.00 998.00 92.84 77.00
200-5600-10-08 Special Events 48.09 - 48.09
200-5110-10-99 Salaries & Wages 25,118.00 - 25,118.00
200-5176-10-99 TML-Prop & Liab Insurance 38,500.00 38,500.00 37,343.84 97.00 1,156.16
200-5410-10-99 Professional Services 12,200.00 1,200.00 - 13,400.00
200-5930-10-99 Damage Claims Expense 2,474.28 - 2,474.28
200-6125-10-99 Capital Expense Technology 11,026.00 11,026.00 7,350.64 918.83 66.67 3,675.36
200-6140-10-99 Capital Expenditure - Equipmen 10,126.00 10,126.00 6,750.64 843.83 66.67 3,375.36
200-6160-10-99 Capital Expenditure - Vehicles 36,471.00 36,471.00 24,314.00 3,039.25 66.67 12,157.00
200-6186-10-99 2013 Bond Payment 389,500.00 - 179,500.00 210,000.00 210,000.00
200-6192-10-99 2011 Refd Bond Pmt 185,410.00 - 5,460.00 179,950.00 179,950.00 100.00
200-6193-10-99 2012 CO Bond Payment 486,250.00 - 205,250.50 280,999.50 273,900.00 97.47 7,099.50
200-6199-10-99 08 CO Bond Payment 63,575.00 - 4,575.00 59,000.00 59,000.00 100.00
Item 4b
39
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
200-6201-10-99 2014 GO Bond Payment 485,850.00 - 130,850.00 355,000.00 355,000.00
200-6202-10-99 2014 CO Bond Payment 923,450.00 - 463,450.00 460,000.00 460,000.00
200-6203-10-99 2015 GO Debt payment 164,326.00 - 164,326.00
200-6205-10-99 2016 GO Bond Payment 357,992.00 - 24,892.00 333,100.00 333,100.00 100.00
200-6299-10-99 Bond Interest Expense 1,102,740.50 1,102,740.50 560,169.01 542,571.49 50.80
200-7000-10-99 Contingency 50,000.00 50,000.00 39,597.32 11,875.00 79.20 - 1,472.32
200-7144-10-99 Transfer to Capital Projects 200.00 200.00 25,306.14 - 25,106.14
200-7147-10-99 Transfer to GF 1,072,800.00 1,072,800.00 715,200.00 89,400.00 66.67 357,600.00
200-5110-50-02 Salaries & Wages 828,991.00 50,110.57 879,101.57 521,930.61 67,348.79 59.37 357,170.96
200-5115-50-02 Salaries - Overtime 46,183.00 46,183.00 23,133.76 2,052.54 50.09 23,049.24
200-5126-50-02 Salaries-Vacation Buy-Out 2,103.00 2,103.00 1,072.80 51.01 1,030.20
200-5140-50-02 Salaries - Longevity Pay 3,550.00 3,550.00 3,445.00 97.04 105.00
200-5145-50-02 Social Security Expense 54,746.00 54,746.00 32,146.29 4,071.50 58.72 22,599.71
200-5150-50-02 Medicare Expense 12,803.00 12,803.00 7,519.70 952.20 58.73 5,283.30
200-5155-50-02 SUTA Expense 2,907.00 2,907.00 2,625.81 90.33 281.19
200-5160-50-02 Health/Dental Insurance 120,690.00 120,690.00 75,377.67 8,803.84 62.46 45,312.33
200-5165-50-02 Dental Insurance 7,430.00 7,430.00 3,846.97 482.38 51.78 3,583.03
200-5170-50-02 Life Insurance 1,499.00 1,499.00 1,101.87 150.08 73.51 397.13
200-5175-50-02 Liability (TML)/Workers' Comp 20,530.00 20,530.00 26,612.11 3,242.68 129.63 - 6,082.11
200-5180-50-02 TMRS Expense 118,586.00 118,586.00 72,480.04 9,393.80 61.12 46,105.96
200-5185-50-02 Long/Short Term Disability 1,475.00 1,475.00 954.87 120.01 64.74 520.13
200-5186-50-02 WELLE-Wellness Prog Reimb-Empl 6,300.00 6,300.00 3,340.38 389.16 53.02 2,959.62
200-5191-50-02 Hiring Cost 300.00 300.00 300.00
200-5210-50-02 Supplies 5,750.00 5,750.00 1,675.41 129.10 29.14 4,074.59
200-5212-50-02 Building Supplies 1,500.00 1,500.00 2,686.91 323.73 179.13 - 1,186.91
200-5220-50-02 Office Equipment 8,100.00 8,100.00 6,035.06 74.51 2,064.94
200-5230-50-02 Dues,Fees,& Subscriptions 7,200.00 7,200.00 2,948.21 1,081.32 40.95 4,251.79
200-5240-50-02 Postage and Delivery 1,000.00 1,000.00 87.26 16.10 8.73 912.74
200-5250-50-02 Publications 50.00 50.00 50.00
200-5280-50-02 Printing and Reproduction 13,000.00 13,000.00 789.28 6.07 12,210.72
200-5310-50-02 Rental Expense 3,000.00 3,000.00 3,000.00
200-5320-50-02 Repairs & Maintenance 3,600.00 3,600.00 1,266.88 260.63 35.19 2,333.12
200-5330-50-02 Copier Expense 1,400.00 1,400.00 990.05 130.19 70.72 409.95
200-5340-50-02 Building Repairs 5,000.00 5,000.00 2,230.67 44.61 2,769.33
200-5350-50-02 Vehicle Expense 18,000.00 18,000.00 19,362.54 2,677.45 107.57 - 1,362.54
200-5352-50-02 Fuel 14,450.00 14,450.00 13,255.96 1,839.54 91.74 1,194.04
200-5353-50-02 Oil/Grease/Inspections 1,000.00 1,000.00 748.09 156.65 74.81 251.91
200-5400-50-02 Uniform Expense 17,300.00 17,300.00 12,131.47 70.12 5,168.53
200-5415-50-02 Tuition Reimbursement 9,200.00 9,200.00 1,475.95 1,049.00 16.04 7,724.05
200-5419-50-02 IT Licenses 18,000.00 18,000.00 12,500.00 2,000.00 69.44 3,500.00
200-5430-50-02 Legal Fees 1,000.00 1,000.00 874.00 87.40 126.00
200-5475-50-02 Credit Card Fees 32,000.00 32,000.00 42,842.06 6,396.74 133.88 - 10,842.06
200-5480-50-02 Contracted Services 50,000.00 50,000.00 54,161.45 3,177.98 75.00 108.32 - 4,236.45
Item 4b
40
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
200-5520-50-02 Telephones 7,565.00 7,565.00 4,545.98 627.17 60.09 3,019.02
200-5521-50-02 Cell Phone Expense 2,550.00 2,550.00 2,550.00
200-5524-50-02 Gas 1,000.00 1,000.00 723.30 19.99 72.33 276.70
200-5525-50-02 Electricity 185,280.00 185,280.00 124,081.03 15,088.69 66.97 61,198.97
200-5526-50-02 Data Network 4,320.00 4,320.00 1,438.96 365.95 33.31 2,881.04
200-5530-50-02 Travel 2,300.00 2,300.00 1,945.30 84.58 354.70
200-5533-50-02 Mileage Expense 1,000.00 1,000.00 1,000.00
200-5536-50-02 Training/Seminars 16,200.00 16,200.00 8,317.06 1,322.36 51.34 7,882.94
200-5540-50-02 Water Testing 4,000.00 4,000.00 839.29 20.98 3,160.71
200-5545-50-02 Meter Purchases 445,987.00 445,987.00 179,847.50 48,778.00 38,660.00 40.33 227,479.50
200-5550-50-02 Water Purchases 2,748,305.00 953,054.00 3,701,359.00 2,266,661.66 283,333.00 61.24 1,434,697.34
200-5620-50-02 Tools & Equipment 10,000.00 10,000.00 9,773.25 545.11 97.73 226.75
200-5630-50-02 Safety Equipment 10,000.00 10,000.00 6,267.65 62.68 3,732.35
200-5640-50-02 Signs & Hardware 1,612.00 1,612.00 8.28 - 5.07 0.51 1,603.72
200-5650-50-02 Maintenance Materials 15,000.00 15,000.00 1,022.09 102.50 6.81 13,977.91
200-5660-50-02 Chemical Supplies 10,000.00 10,000.00 2,203.64 22.04 7,796.36
200-5670-50-02 System Improvements 78,950.00 78,950.00 95,077.84 8,376.71 120.43 - 16,127.84
200-6160-50-02 Capital Expense-Vehicles 77,000.00 77,000.00 49,139.96 1,039.98 24,720.00 63.82 3,140.04
200-7143-50-02 Transfer to Internal Serv. Fd 2,160.00 2,160.00 540.00 25.00 1,620.00
200-7146-50-02 Transfer to CIP 250,000.00 250,000.00 166,666.64 20,833.33 66.67 83,333.36
200-5110-50-03 Salaries & Wages 248,390.00 8,795.68 257,185.68 135,990.90 20,177.71 52.88 121,194.78
200-5115-50-03 Salaries - Overtime 11,329.00 11,329.00 9,625.02 1,614.76 84.96 1,703.98
200-5140-50-03 Salaries - Longevity Pay 1,295.00 1,295.00 985.00 76.06 310.00
200-5145-50-03 Social Security Expense 16,199.00 16,199.00 8,358.67 1,226.69 51.60 7,840.33
200-5150-50-03 Medicare Expense 3,788.00 3,788.00 1,954.86 286.89 51.61 1,833.14
200-5155-50-03 SUTA Expense 1,197.00 1,197.00 699.53 58.44 497.47
200-5160-50-03 Health/Dental Insurance 43,829.00 43,829.00 26,700.37 4,071.98 60.92 17,128.63
200-5165-50-03 Dental Insurance 2,685.00 2,685.00 1,287.39 205.70 47.95 1,397.61
200-5170-50-03 Life Insurance 476.00 476.00 330.33 56.28 69.40 145.67
200-5175-50-03 Liability (TML)/Workers' Comp 5,283.00 5,283.00 8,843.06 1,328.16 167.39 - 3,560.06
200-5180-50-03 TMRS Expense 35,107.00 35,107.00 19,336.19 2,952.00 55.08 15,770.81
200-5185-50-03 Long/Short Term Disability 471.00 471.00 188.73 37.40 40.07 282.27
200-5186-50-03 WELLE-Wellness Prog Reimb-Empl 2,550.00 2,550.00 863.28 139.16 33.85 1,686.72
200-5191-50-03 Hiring Cost 300.00 300.00 300.00
200-5210-50-03 Supplies 3,550.00 3,550.00 537.78 15.15 3,012.22
200-5212-50-03 Building Supplies 600.00 600.00 460.23 153.90 76.71 139.77
200-5220-50-03 Office Equipment 3,500.00 3,500.00 3,951.04 112.89 - 451.04
200-5230-50-03 Dues,Fees,& Subscriptions 1,500.00 1,500.00 15.00 1.00 1,485.00
200-5280-50-03 Printing and Reproduction 270.60 - 270.60
200-5310-50-03 Rental Expense 500.00 500.00 1,350.00 270.00 - 850.00
200-5320-50-03 Repairs & Maintenance 3,400.00 3,400.00 686.88 20.20 2,713.12
200-5335-50-03 Radio/Video Repairs 500.00 500.00 500.00
200-5340-50-03 Building Repairs 1,000.00 1,000.00 1,000.00
Item 4b
41
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
200-5350-50-03 Vehicle Expense 8,200.00 8,200.00 13,955.10 3,108.99 170.18 - 5,755.10
200-5352-50-03 Fuel 3,300.00 3,300.00 5,126.70 585.72 155.36 - 1,826.70
200-5353-50-03 Oil/Grease/Inspections 300.00 300.00 204.46 90.29 68.15 95.54
200-5400-50-03 Uniform Expense 7,300.00 7,300.00 5,053.50 69.23 2,246.50
200-5418-50-03 IT Fees 10,000.00 10,000.00 10,000.00
200-5419-50-03 IT Licenses 14,000.00 14,000.00 12,983.00 92.74 1,017.00
200-5430-50-03 Legal Fees 500.00 500.00 500.00
200-5480-50-03 Contracted Services 57,320.00 - 20,920.00 36,400.00 14,581.53 3,950.00 40.06 17,868.47
200-5520-50-03 Telephones 2,115.00 2,115.00 777.39 102.06 36.76 1,337.61
200-5521-50-03 Cell Phone Expense 1,700.00 1,700.00 1,700.00
200-5525-50-03 Electricity 50,000.00 50,000.00 28,474.70 4,421.08 56.95 21,525.30
200-5530-50-03 Travel 1,100.00 1,100.00 1,100.00
200-5533-50-03 Mileage Expense 500.00 500.00 500.00
200-5536-50-03 Training/Seminars 9,800.00 9,800.00 858.29 8.76 8,941.71
200-5560-50-03 Sewer Management Fees 1,770,668.00 116,000.00 1,886,668.00 1,310,550.59 171,936.72 69.46 576,117.41
200-5620-50-03 Tools & Equipment 8,200.00 8,200.00 4,426.75 53.99 3,773.25
200-5630-50-03 Safety Equipment 5,000.00 5,000.00 2,480.11 49.60 2,519.89
200-5640-50-03 Signs & Hardware 250.00 250.00 1,032.00 412.80 - 782.00
200-5650-50-03 Maintenance Materials 1,000.00 1,000.00 3,021.21 24.60 302.12 - 2,021.21
200-5660-50-03 Chemical Supplies 1,000.00 1,000.00 4,448.42 444.84 - 3,448.42
200-5670-50-03 System Improvements 12,000.00 12,000.00 23,892.41 1,133.15 199.10 - 11,892.41
200-5680-50-03 Lift Station Expense 30,000.00 30,000.00 19,206.50 64.02 10,793.50
200-6140-50-03 Capital Expense-Equipment 20,920.00 20,920.00 20,917.00 3.00
200-6160-50-03 Capital Expense-Vehicles 61,000.00 61,000.00 84,069.99 295.00 137.82 - 23,069.99
200-7146-50-03 Transfer to CIP Fund 150,000.00 150,000.00 100,000.00 12,500.00 66.67 50,000.00
300-4105-10-00 Property Taxes -Delinquent - 73,828.00 - 73,828.00 - 279,270.29 - 741.20 378.27 205,442.29
300-4110-10-00 Property Taxes -Current - 4,086,721.00 - 4,086,721.00 - 3,983,559.67 60,489.01 97.48 - 103,161.33
300-4115-10-00 Taxes -Penalties - 21,439.00 - 21,439.00 - 64,587.18 - 3,635.19 301.26 43,148.18
300-4610-10-00 Interest Income - 18,000.00 - 18,000.00 - 15,991.02 748.27 88.84 - 2,008.98
300-5410-10-00 Professional Services 1,800.00 1,600.00 - 3,400.00
300-6186-10-00 2013 GO Ref Bond 286,200.00 - 131,200.00 155,000.00 155,000.00
300-6189-10-00 2012 GO TX Bond Payment 282,263.00 - 107,263.00 175,000.00 175,000.00 100.00
300-6191-10-00 2010 Tax Note Payment 368,376.00 - 3,376.00 365,000.00 365,000.00 100.00
300-6192-10-00 2011 Ref Bond Pmt 118,541.00 - 3,491.00 115,050.00 115,050.00 100.00
300-6199-10-00 2008 Bond Payment 572,175.00 - 41,175.00 531,000.00 531,000.00 100.00
300-6200-10-00 Bond Administrative Fees 21,000.00 21,000.00 2,400.00 11.43 18,600.00
300-6201-10-00 2014 GO Debt payment 372,750.00 - 117,750.00 255,000.00 255,000.00
300-6203-10-00 2015 GO Debt Payment 659,374.00 - 614,374.00 45,000.00 45,000.00 100.00
300-6204-10-00 2015 CO Debt Payment 374,800.00 - 314,800.00 60,000.00 60,000.00 100.00
300-6205-10-00 2016 GO Debt Payment 598,848.00 - 191,948.00 406,900.00 406,900.00 100.00
300-6206-10-00 2016 CO Debt Payment 528,483.00 - 273,483.00 255,000.00 255,000.00 100.00
300-6299-10-00 Bond Interest Expense 1,798,860.00 1,798,860.00 911,183.20 887,676.80 50.65
400-4100-10-00 Charges for Services - 20,000.00 - 20,000.00 - 6,030.00 30.15 - 13,970.00
Item 4b
42
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
400-4610-10-00 Interest Earned - 700.00 - 700.00 - 458.42 22.03 65.49 - 241.58
400-4995-10-00 Transfer In - 2,400.00 - 2,400.00 - 600.00 25.00 - 1,800.00
400-5160-10-00 MERP Expense - GF 40,000.00 40,000.00 21,853.41 615.00 54.63 18,146.59
410-4100-10-99 Charges for Services - 500,781.00 - 500,781.00 - 333,853.92 - 41,731.74 66.67 - 166,927.08
410-4610-10-99 Interest - 8,228.63 360.36 8,228.63
410-4910-10-99 Other Reimbursements - 18,000.00 - 18,000.00 - 1,663.75 9.24 - 16,336.25
410-6125-10-02 Capital-Equipment (Technology) 2,250.00 2,250.00 2,736.16 121.61 - 486.16
410-6125-10-03 Capital-Equipment (Technology) 1,400.00 1,400.00 1,262.01 90.14 137.99
410-6125-10-04 Capital-Equipment (Technology) 1,400.00 1,400.00 1,457.75 104.13 - 57.75
410-6125-10-05 Capital-Equipment (Technology) 5,000.00 5,000.00 1,769.39 35.39 3,230.61
410-6125-10-07 Capital-Equipment (Technology) 1,400.00 1,400.00 1,400.00
410-6125-20-01 Capital-Equipment (Technology) 3,950.00 3,950.00 7,754.78 196.32 - 3,804.78
410-6160-20-01 Capital-Vehicles 178,850.00 178,850.00 46,215.91 132,634.09 25.84
410-6125-20-05 Capital-Equipment (Technology) 1,700.00 1,700.00 749.69 44.10 950.31
410-6125-30-01 Capital-Equipment (Technology) 3,400.00 3,400.00 2,998.76 88.20 401.24
410-6160-30-01 Capital-Vehicles 94,818.00 94,818.00 79,337.82 83.67 15,480.18
410-6125-30-05 Capital-Equipment (Technology) 850.00 850.00 850.00
410-6125-40-01 Capital-Equipment (Technology) 3,100.00 3,100.00 3,395.61 109.54 - 295.61
410-6125-50-02 Capital-Equipment (Technology) 3,650.00 3,650.00 3,468.18 95.02 181.82
410-6160-50-02 Capital-Vehicles - 160.00
410-6125-50-03 Capital-Equipment (Technology) 850.00 850.00 749.69 88.20 100.31
410-6160-50-03 Capital-Vehicles - 160.00
410-6125-60-01 Capital-Equipment(Technology) 1,400.00 1,400.00 1,457.75 104.13 - 57.75
410-6160-60-02 Capital-vehicles 25,710.00 25,710.00 25,870.00 100.62 - 160.00
450-4001-98-02 Storm Drainage Utility Fee - 344,725.00 - 344,725.00 - 227,671.76 - 28,914.94 66.04 - 117,053.24
450-4610-98-02 Interest Storm Utility - 900.00 - 900.00 - 7,744.14 505.84 860.46 6,844.14
450-5110-98-02 Salaries 106,743.00 2,706.07 109,449.07 66,098.10 8,411.08 60.39 43,350.97
450-5115-98-02 Salaries-Overtime 3,004.00 3,004.00 626.80 71.91 20.87 2,377.20
450-5140-98-02 Salaries-Longevity Pay 60.00 60.00 60.00
450-5145-98-02 Social Security Expense 6,664.00 6,664.00 4,002.10 518.41 60.06 2,661.90
450-5150-98-02 Medicare Expense 1,559.00 1,559.00 935.98 121.24 60.04 623.02
450-5155-98-02 SUTA Expense 342.00 342.00 252.94 73.96 89.06
450-5160-98-02 Health Insurance 12,200.00 12,200.00 4,110.82 458.00 33.70 8,089.18
450-5165-98-02 Dental Expense 865.00 865.00 240.57 32.82 27.81 624.43
450-5170-98-02 Life Ins/AD&D 184.00 184.00 124.01 18.76 67.40 59.99
450-5175-98-02 Liability (TML) Workers Comp 3,119.00 3,119.00 2,867.30 389.96 91.93 251.70
450-5180-98-02 TMRS Expense 14,431.00 14,431.00 8,721.24 1,141.81 60.43 5,709.76
450-5185-98-02 Long/Short Term Disability 192.00 192.00 114.61 15.78 59.69 77.39
450-5186-98-02 WELLE-Wellness Prog Reimb Empl 600.00 600.00 75.00 12.50 525.00
450-5210-98-02 Office Supplies 400.00 400.00 41.56 10.39 358.44
450-5230-98-02 Dues, Fees, & Subscriptions 4,600.00 4,600.00 310.29 6.75 4,289.71
450-5240-98-02 Postage and Delivery 35.97 - 35.97
450-5310-98-02 Rental Expense 2,500.00 2,500.00 2,500.00
Item 4b
43
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
450-5320-98-02 Repairs & Maiantenance 800.00 800.00 800.00
450-5340-98-02 Building Repairs 500.00 500.00 500.00
450-5350-98-02 Vehicle Expense 1,500.00 1,500.00 37.78 2.52 1,462.22
450-5352-98-02 Fuel 2,000.00 2,000.00 20.87 1.04 1,979.13
450-5353-98-02 Oil/Grease/Inspections 100.00 100.00 31.43 31.43 68.57
450-5400-98-02 Uniforms 1,500.00 1,500.00 450.88 30.06 1,049.12
450-5410-98-02 Professional Services-Storm Dr 2,500.00 2,500.00 1,000.00 40.00 1,500.00
450-5480-98-02 Contract Services 20.00 - 20.00
450-5520-98-02 Telephones 852.00 852.00 666.30 82.68 78.20 185.70
450-5530-98-02 Travel/Lodging/Meals Expense 1,050.00 1,050.00 1,050.00
450-5533-98-02 Mileage Expense 78.86 - 78.86
450-5536-98-02 Training/Seminars 2,130.00 2,130.00 26.61 1.25 2,103.39
450-5620-98-02 Toosl & Equipment 2,200.00 2,200.00 2,200.00
450-5630-98-02 Safety Equipment 1,700.00 1,700.00 109.99 6.47 1,590.01
450-5640-98-02 Signs & Hardware 600.00 600.00 600.00
450-5650-98-02 Maintenance Materials 4,000.00 4,000.00 185.73 185.73 4.64 3,814.27
450-6193-98-02 2012 CO Bond Payment 49,000.50 49,000.50 56,100.00 114.49 - 7,099.50
450-6205-98-02 2016 CO Bond Payment 92,148.00 - 47,148.00 45,000.00 45,000.00 100.00
450-6299-98-02 Bond Interest Expense 73,710.50 73,710.50 38,100.83 35,609.67 51.69
450-7142-98-02 Transfer to W/S 75,563.00 - 75,563.00
450-7143-98-02 Transfer to Internal Serv. Fd 240.00 240.00 60.00 25.00 180.00
450-7144-98-02 Transfer to Capital Proj Fund 32,400.00 32,400.00 32,400.00 100.00
450-7147-98-02 Transfer to GF 18,366.00 18,366.00 12,244.00 1,530.50 66.67 6,122.00
560-4721-10-00 Prosper Christmas Donations - 12,000.00 - 12,000.00 - 13,706.16 114.22 1,706.16
560-4995-10-00 Transfer In 2,584.00 - 2,584.00
560-5202-10-00 Prosper Christmas Expense 40,000.00 40,000.00 27,229.43 5,350.00 68.07 7,420.57
570-4537-10-00 Court Technology Revenue - 9,000.00 - 9,000.00 - 6,252.17 - 606.78 69.47 - 2,747.83
570-4610-10-00 Interest - 6.36 1.10 6.36
570-4995-10-00 Transfer In 34.00 - 34.00
570-5203-10-00 Court Technology Expense 18,000.00 18,000.00 18,000.00
570-7144-10-00 Transfer Out 7.33 - 7.33
580-4536-10-00 Court Security Revenue - 7,000.00 - 7,000.00 - 4,689.13 - 455.07 66.99 - 2,310.87
580-4610-10-00 Interest - 53.82 6.61 53.82
580-5110-10-00 Salaries & Wages Payable 6,510.00 3,776.63 10,286.63 3,070.46 298.50 29.85 7,216.17
580-5145-10-00 Social Security Expense 404.00 404.00 190.37 18.50 47.12 213.63
580-5150-10-00 Medicare Expense 94.00 94.00 44.52 4.32 47.36 49.48
580-5155-10-00 SUTA expense 171.00 171.00 35.55 20.79 135.45
580-5175-10-00 Workers Comp 109.62 10.66 - 109.62
580-5204-10-00 Court Security Expense 1,000.00 6,872.00 7,872.00 7,634.06 86.39 96.98 237.94
580-7144-10-00 Transfer Out 136.00 - 136.00
590-4995-10-00 Transfer In - 885,347.39 885,347.39
590-7144-10-00 Transfer Out 45,096.55 45,096.55 46,072.56 102.16 - 976.01
610-4045-60-00 Park Dedication-Fees - 100,000.00 - 100,000.00 - 364,179.40 364.18 264,179.40
Item 4b
44
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
610-4610-60-00 Interest Income - 7,000.00 - 7,000.00 - 5,692.39 357.06 81.32 - 1,307.61
610-6610-60-00 Frontier North Field Imp 534,590.00 534,590.00 30,727.70 29,177.80 397,607.30 5.75 106,255.00
620-4055-60-00 Park Improvement - 100,000.00 - 100,000.00 - 201,726.74 201.73 101,726.74
620-4610-60-00 Interest Income - 3,800.00 - 3,800.00 - 4,611.72 229.23 121.36 811.72
620-5430-60-00 Legal Fees - TPWD Grant 475.00 - 475.00
620-6610-60-00 Frontier North Field Imprvmnts 914,260.00 914,260.00 105,079.35 809,180.72 11.49 - 0.07
620-6610-60-00 Preston Lakes Playground 90,000.00 90,000.00 81,826.60 90.92 8,173.40
630-4015-50-00 Impact Fees - 3,200,000.00 - 3,200,000.00 - 2,208,255.00 - 275,512.00 69.01 - 991,745.00
630-4615-50-00 Interest - 29,700.00 - 29,700.00 - 17,474.37 1,030.40 58.84 - 12,225.63
630-5410-50-00 Impact Fee Study 13,457.00 13,457.00 13,080.37 376.32 97.20 0.31
630-5489-50-00 Developer Agreement TVG 975,000.00 975,000.00 1,111,818.20 114.03 - 136,818.20
630-5489-50-00 Developer Agrmt Prsp Prtnrs 195,000.00 195,000.00 195,000.00
630-5489-50-00 Developer Agreement Doe Crk 532,586.00 180,874.00 713,460.00 713,457.24 100.00 2.76
630-5489-50-00 Dev Bloomfield (Prsper Lakes) 251,000.00 251,000.00 50,700.00 20.20 200,300.00
630-6610-50-00 Prosper Trail EST 818,669.00 818,669.00 623,305.00 17,940.00 195,364.33 76.14 - 0.33
630-6610-50-00 Lower Pressure Plane Pump Sta. 1,726,000.00 - 1,726,000.00
630-6610-50-00 County Line Elevated Storage 337,500.00 228,200.00 565,700.00 325,250.00 240,450.00
630-6610-50-00 24 WL Conn. Cnty Line EST/DNT 70,775.00 759,075.00 829,850.00 797,000.00 32,850.00
630-6610-50-00 Custer Road Pump Station Expan 134,100.00 134,100.00 134,100.00
630-6610-50-00 42" Lovers Lane Trnsmn Line 925,590.00 925,590.00 892,228.78 1,349.67 5,089.05 96.40 28,272.17
630-7144-50-00 Transfer to Capital Proj Fund 11,334.98 - 11,334.98
640-4020-50-00 Impact Fees - 600,000.00 - 600,000.00 - 282,277.25 - 46,056.75 47.05 - 317,722.75
640-4620-50-00 Interest - 7,800.00 - 7,800.00 - 6,597.63 416.56 84.59 - 1,202.37
640-4905-50-00 Equity Fee - 52,000.00 - 16,000.00 52,000.00
640-5410-50-00 Impact Fee Study 22,541.00 22,541.00 21,903.45 637.58 97.17 - 0.03
640-5410-50-00 LaCima Impct Fee Reimburse 5,000.00 5,000.00 5,000.00
640-5489-50-00 Developer Agrmt TVG 170,750.00 170,750.00 132,819.12 77.79 37,930.88
640-5489-50-00 Developer Agrmt Propser Prtnrs 34,150.00 34,150.00 34,150.00
640-5489-50-00 Developer Agrmt Frontier Est. 71,300.00 71,300.00 10,928.00 3,756.50 15.33 60,372.00
640-5489-50-00 Brookhollow Dev Reimb 1,366.01 - 1,366.01
640-6610-50-00 Public Works Interceptor 1,070,124.00 1,070,124.00 41,045.55 25,622.50 838,824.21 3.84 190,254.24
640-6610-50-00 LaCima #2 Interceptor 465,000.00 - 245,000.00 220,000.00 220,000.00
660-4040-50-00 East Thoroughfare Impact Fees - 4,000,000.00 - 4,000,000.00 593,174.09 - 155,683.92 - 14.83 - 4,593,174.09
660-4610-50-00 Interest - 32,560.00 - 32,560.00 - 22,212.49 1,167.04 68.22 - 10,347.51
660-5410-50-00 Impact Fee Study 3,461.00 3,461.00 3,356.60 104.01 96.98 0.39
660-5489-50-00 Developer Agrmnt Lakes/LaCima 300,000.00 300,000.00 300,000.00
660-6410-50-00 Land Acq. First (DNT-Clmn) 350,000.00 350,000.00 41,489.25 11.85 308,510.75
660-6610-50-00 Frontier Pkwy BNSF Overpass 2,340,000.00 2,340,000.00 2,340,000.00
660-6610-50-00 Prosper Trail (Kroger to Coit) 3,000,000.00 3,000,000.00 3,000,000.00
660-6610-50-00 Custer Turn Lane @Prosper Tr 100,000.00 100,000.00 100,000.00
660-6610-50-00 Prosper Trail (Coit - Custer) 540,000.00 70,000.00 610,000.00 40,633.02 35,244.92 569,366.98 6.66
660-6610-50-00 Coit Road (First - Frontier) 770,000.00 - 70,000.00 700,000.00 167,660.40 41,917.80 522,239.60 23.95 10,100.00
660-7144-50-00 Transfer to Capital Proj Fund 55,422.50 55,422.50 92,116.50 5,915.00 166.21 - 36,694.00
Item 4b
45
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
670-4530-10-00 Police Donation Inc - 12,000.00 - 12,000.00 - 11,330.00 - 1,588.00 94.42 - 670.00
670-4531-10-00 Fire Donations - 8,400.00 - 8,400.00 - 9,054.00 - 1,119.00 107.79 654.00
670-4535-10-00 Child Safety Inc - 8,000.00 - 8,000.00 - 6,237.22 - 3,104.12 77.97 - 1,762.78
670-4538-10-00 Donations - ITTCC - 1,000.00 - 500.00 1,000.00
670-4550-10-00 LEOSE Revenue - 2,398.43 2,398.43
670-4610-10-00 Interest Income - 8,000.00 - 8,000.00 - 327.45 57.30 4.09 - 7,672.55
670-4916-10-00 Cash Seizure Forfeit-PD - 1,797.50 1,797.50
670-4995-10-00 Transfer In - 1,119.34 1,119.34
670-5201-10-00 LEOSE Expenditures 2,065.00 1,565.00 - 2,065.00
670-5205-10-00 Police Donation Exp 10,000.00 10,000.00 5,836.25 58.36 4,163.75
670-5206-10-00 Fire Dept Donation Exp 1,336.53 140.00 - 1,336.53
670-5208-10-00 Child Safety Expense 10,000.00 10,000.00 1,148.26 1,148.26 11.48 8,851.74
670-5212-10-00 Tree Mitigation Expense 14,000.00 14,000.00 14,000.00
670-5292-10-00 PD Seizure Expense 5,000.00 5,000.00 91.95 1.84 4,908.05
670-5293-10-00 ITTCC - Donations Expense 1,000.00 1,000.00 - 1,000.00
670-7144-10-00 Transfer Out 882,729.39 - 882,729.39
680-4041-50-00 W Thoroughfare Impact Fees - 1,200,000.00 - 1,200,000.00 - 2,799,715.18 - 155,540.00 233.31 1,599,715.18
680-4610-50-00 Interest - 12,870.00 - 12,870.00 - 2,328.09 103.60 18.09 - 10,541.91
680-5410-50-00 Impact Fee Study 3,461.00 3,461.00 3,356.60 104.01 96.98 0.39
680-5489-50-00 Developer Agrmnt TVG 500,000.00 500,000.00 500,000.00
680-5489-50-00 Development Agrmnt Parks/Legac 100,000.00 100,000.00 204,985.00 40,997.00 204.99 - 104,985.00
680-5489-50-00 TVG West Propser Rds Impact Fe 1,918,075.85 - 1,918,075.85
680-6110-50-00 First Street (DNT to Coleman) 98,200.00 98,200.00 98,200.00 100.00
680-6610-50-00 Cook Lane (First - End) 200,000.00 200,000.00 200,000.00
680-7144-50-00 Transfer to Capital Proj Fund 26,737.50 26,737.50 81,769.12 6,937.62 305.82 - 55,031.62
730-4610-10-00 Interest Income - 358.49 16.53 358.49
750-4530-10-00 Contributions - W Prosper Rd - 3,000,000.00 3,000,000.00
750-4610-10-00 Interest Income - 7,014.98 1,372.03 7,014.98
750-4611-10-00 Interest-2004 Bond - 2,000.00 - 2,000.00 - 1,373.21 - 205.36 68.66 - 626.79
750-4612-10-00 Interest-2006 Bond - 600.00 - 600.00 - 1,829.00 - 222.30 304.83 1,229.00
750-4613-10-00 Interest 2008 Bond - 7,500.00 - 7,500.00 - 437.06 - 73.11 5.83 - 7,062.94
750-4616-10-00 Interest 2012 GO Bond - 12,000.00 - 12,000.00 - 617.15 - 102.91 5.14 - 11,382.85
750-4618-10-00 Interest TXDOT Contributions - 6,985.04 - 2,725.85 6,985.04
750-4995-10-00 Transfer In - 1,665,000.00 - 2,274,268.00 - 3,939,268.00 - 9,274,820.53 - 3,171,487.84 235.45 5,335,552.53
750-4999-10-00 Bond Proceeds - 12,792,496.00 - 12,792,496.00 - 12,792,496.00
750-5405-10-00 Land Acq Svcs First St 3,750.88 - 3,750.88
750-5419-10-00 Windsong Ranch Fire Station 20,644.00 20,644.00 8,255.54 12,600.00 39.99 - 211.54
750-5419-10-00 Town Hall-Multipurpose Facilit 55,567.80 20,324.30 - 75,892.10
750-5419-10-00 Coleman-Prspr Trl to Prspr HS 22,662.00 22,662.00 22,662.50 - 0.50
750-5419-10-00 SH289 Median Lighting 6,590.00 6,590.00 6,590.40 - 0.40
750-5419-10-00 Seventh Street (Coleman-PISD) 200.00 200.00 200.00 100.00
750-5419-10-00 Prosper Trail (Kroger to Coit) 84,610.00 84,610.00 40,445.50 44,164.00 47.80 0.50
750-5419-10-00 First Street (DNT to Coleman) 174,412.00 174,412.00 26,262.50 148,148.99 15.06 0.51
Item 4b
46
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
750-5430-10-00 Legal Fees-First St (DNT-Clmn) 7,564.62 - 7,564.62
750-6160-10-00 Windsong FS Apparatus 77,002.00 77,002.00 83,182.94 108.03 - 6,180.94
750-6610-10-00 Windsong Ranch Fire Station 166,581.00 166,581.00 247,394.49 13,684.75 34,044.33 148.51 - 114,857.82
750-6610-10-00 Town Hall-Multipurpose Facil. 1,450,000.00 245,313.00 1,695,313.00 327,432.22 7,710.32 292,052.45 19.31 1,075,828.33
750-6610-10-00 Coleman-Prspr Trl to Prspr HS 23,500.00 23,500.00 20,892.00 8,796.99 88.90 - 6,188.99
750-6610-10-00 Decorative Monument Signs 5,542.72 - 5,542.72
750-6610-10-00 Downtown Enhancements 1,850,000.00 1,850,000.00 61,520.00 2,600.00 34,780.00 3.33 1,753,700.00
750-6610-10-00 West Prosper Rd Improvements 6,691,786.00 6,691,786.00 516,143.57 74,697.22 6,175,642.14 7.71 0.29
750-6610-10-00 Prosper Trail (Kroger to Coit) 975,000.00 975,000.00 975,000.00
750-6610-10-00 Old Town Streets 1,000,000.00 1,000,000.00 1,000,000.00
750-6610-10-00 Town Hall Infrastructure Imprv 1,275,000.00 32,800.00 1,307,800.00 229,650.00 1,045,350.00 17.56 32,800.00
750-6610-10-00 Town Hall Construction 10,000,000.00 1,176,691.00 11,176,691.00 4,950,134.45 2,132,126.59 14,647,556.55 44.29 - 8,421,000.00
750-6610-10-00 Frontier Park North 9,526,225.00 9,526,225.00 2,868,377.88 525,998.48 6,697,346.98 30.11 - 39,499.86
750-6610-10-00 Fishtrap Rd-Artesia to Custer 1,262,277.00 1,262,277.00 32,668.24 2.59 1,229,608.76
750-6610-10-00 First St-Townlake to Custer 670,000.00 - 670,000.00
750-6610-10-00 Church St-First to PISD 595,060.00 595,060.00 595,060.00 100.00
750-6610-10-00 Main Street (First-Broadway) 625,000.00 625,000.00 1,000.00 597,342.40 0.16 26,657.60
750-6610-10-00 Eighth Street (Church-PISD) 260,000.00 260,000.00 260,000.00
750-6610-10-00 Field Street (First-Broadway) 250,000.00 250,000.00 250,000.00
750-6610-10-00 Parvin Road (Good Hope-FM1385) 270,000.00 270,000.00 270,000.00
750-6610-10-00 Pasewark (Preston-Hickory) 400,000.00 400,000.00 400,000.00
750-6610-10-00 Parvin St (Broadway-Eighth) 515,000.00 515,000.00 515,000.00
750-6610-10-00 Sixth Street (Coleman-Church) 430,000.00 430,000.00 430,000.00
750-6610-10-00 Third Street (Church-Lane) 320,000.00 320,000.00 320,000.00
750-7147-10-00 Transfer to GF 45,000.00 45,000.00 45,000.00 100.00
760-4610-10-00 Interest Income - 37,200.00 - 37,200.00 - 13,036.13 - 1,854.09 35.04 - 24,163.87
760-4996-10-00 Transfers In - 90,974.98 90,974.98
760-4999-10-00 Bond Proceeds - 11,138,450.00 - 11,138,450.00 - 11,138,450.00
760-5419-10-00 Prosper Trail EST 34,930.00 34,930.00 25,280.16 9,650.00 72.37 - 0.16
760-5419-10-00 Lower Pressure Pln 42" Trns Ln 7,397.63 39,286.39 - 46,684.02
760-5430-10-00 Legal Fees Old Town Drainage 3,824.34 - 3,824.34
760-6610-10-00 Lower Pressure Pln 42" Trns Ln 22,960,919.00 22,960,919.00 22,960,919.00
760-6610-10-00 BNSF Railroad PRV's 115,096.00 115,096.00 73,805.84 70,715.84 45,213.41 64.13 - 3,923.25
760-6610-10-00 Old Town Drainage 500,000.00 500,000.00 31,480.00 468,520.00
760-6610-10-00 Coleman Rd Drainage 282,500.00 282,500.00 3,350.00 279,150.00
760-6610-10-00 Old Town Drainage Land Acq 750,000.00 750,000.00 2,750.00 580.00 0.37 746,670.00
760-6610-10-00 Old Town Drainage Trunk Main 600,000.00 600,000.00 324,387.00 59,850.00 275,613.00 54.07
760-6610-10-00 Amberwood Farms 32,000.00 32,000.00 32,000.00
760-6610-10-00 Old Town Drng-First & Main 800,000.00 800,000.00 291,736.60 508,263.40
760-6610-10-00 Old Town Regional Retention 750,000.00 750,000.00 750,000.00
770-4610-10-00 Interest Income - 9,184.96 - 1,681.09 9,184.96
770-7144-10-00 Transfer to Capital Projects 265,252.91 265,252.91 1,774,971.51 205,794.11 669.16 - 1,509,718.60
771-4610-10-00 Interest Income - 40,614.40 - 4,625.56 40,614.40
Item 4b
47
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
771-6120-10-00 Non-Bond Capital Expenditures - 7,174.23 7,174.23
771-7144-10-00 Transfer to Capital Projects 58,687.01 58,687.01 1,855,505.86 1,575,865.86 3,161.70 - 1,796,818.85
780-4610-10-00 Interest Income - 5,406.87 - 924.68 5,406.87
780-7144-10-00 Transfer to Capital Projects 12,086.59 12,086.59 768,599.73 56,299.30 6,359.11 - 756,513.14
781-4610-10-00 Interest Income - 8,876.40 - 212.59 8,876.40
781-6120-10-00 Non-Bond Capital Expenditures - 21,999.95 21,999.95
781-7144-10-00 Transfer to Capital Projects 718,774.94 718,774.94 2,918,695.12 1,100,675.95 406.07 - 2,199,920.18
800-4120-65-00 Sales Taxes - 1,400,000.00 - 1,400,000.00 - 1,113,698.01 - 185,452.17 79.55 - 286,301.99
800-4610-65-00 Interest Income - 21,000.00 - 21,000.00 - 21,005.86 - 4,013.69 100.03 5.86
800-5110-65-00 Salaries & Wages 240,000.00 - 10,000.00 230,000.00 23,980.00 3,053.97 10.43 206,020.00
800-5115-65-00 Salaries - Overtime 500.00 500.00 500.00
800-5140-65-00 Salaries - Longevity Pay 645.00 645.00 645.00
800-5142-65-00 Car Allowance 6,000.00 6,000.00 6,000.00
800-5143-65-00 Cell Phone Allowance 3,300.00 3,300.00 3,300.00
800-5145-65-00 Social Security Expense 15,500.00 15,500.00 1,367.94 174.54 8.83 14,132.06
800-5150-65-00 Medicare Expense 3,600.00 3,600.00 319.92 40.82 8.89 3,280.08
800-5155-65-00 SUTA Expense 650.00 650.00 225.98 34.77 424.02
800-5160-65-00 Health/Dental Insurance 20,000.00 20,000.00 4,278.40 458.00 21.39 15,721.60
800-5165-65-00 Dental Insurance 1,300.00 1,300.00 259.68 32.46 19.98 1,040.32
800-5170-65-00 Life Insurance 500.00 500.00 69.04 9.38 13.81 430.96
800-5175-65-00 Liability (TML)/Workers' Comp 550.00 550.00 23.98 3.05 4.36 526.02
800-5180-65-00 TMRS Expense 31,000.00 31,000.00 3,142.96 411.07 10.14 27,857.04
800-5185-65-00 Long/Short Term Disability 500.00 500.00 42.77 5.80 8.55 457.23
800-5186-65-00 WELLE-Wellness Prog Reimb-Empl 1,800.00 1,800.00 1,800.00
800-5189-65-00 Administrative Fees 15,000.00 15,000.00 10,000.00 1,250.00 66.67 5,000.00
800-5210-65-00 Supplies 2,500.00 2,500.00 236.52 14.85 9.46 2,263.48
800-5212-65-00 Building Supplies 500.00 500.00 40.91 8.18 459.09
800-5220-65-00 Office Equipment 2,500.00 10,000.00 12,500.00 10,486.80 69.23 83.89 2,013.20
800-5230-65-00 Dues,Fees,& Subscriptions 7,200.00 7,200.00 22,891.08 629.00 317.93 - 15,691.08
800-5240-65-00 Postage and Delivery 1,000.00 1,000.00 157.82 15.78 842.18
800-5265-65-00 Promotional Expense 45,000.00 45,000.00 11,034.00 24.52 33,966.00
800-5280-65-00 Printing and Reproduction 2,500.00 2,500.00 282.80 11.31 2,217.20
800-5310-65-00 Rental Expense 47,500.00 47,500.00 34,081.43 71.75 13,418.57
800-5330-65-00 Copier Expense 5,500.00 5,500.00 2,143.69 326.62 38.98 3,356.31
800-5340-65-00 Building Repairs 500.00 500.00 157.35 31.47 342.65
800-5410-65-00 Professional Services 70,000.00 70,000.00 63,956.37 9,228.56 7,464.44 91.37 - 1,420.81
800-5412-65-00 Audit Fees 1,750.00 1,750.00 1,500.00 85.71 250.00
800-5430-65-00 Legal Fees 15,000.00 15,000.00 1,035.00 370.00 6.90 13,965.00
800-5520-65-00 Telephones 4,200.00 4,200.00 2,250.78 583.63 53.59 1,949.22
800-5523-65-00 Water 500.00 500.00 212.99 26.24 42.60 287.01
800-5524-65-00 Gas 400.00 400.00 184.30 46.08 215.70
800-5525-65-00 Electricity 2,100.00 2,100.00 625.01 29.76 1,474.99
800-5526-65-00 Data Network 500.00 - 500.00
Item 4b
48
Account Description Current Current Currrent Current Current Encumbrances Percent YTD Current
Year Year Year YTD Month %Remaining
Adopted Budget Amendments Amended Budget Actual Actual Budget
800-5530-65-00 Travel 15,000.00 15,000.00 15,000.00
800-5531-65-00 Prospect Mtgs/Business Meals 2,000.00 2,000.00 321.59 95.42 16.08 1,678.41
800-5533-65-00 Mileage Expense 1,500.00 1,500.00 1,500.00
800-5536-65-00 Training/Seminars 7,500.00 7,500.00 7,500.00
Item 4b
Page 1 of 1
To: Mayor and Town Council
From: Alex Glushko, AICP, Senior Planner
Through: Harlan Jefferson, Town Manager
Re: Town Council Meeting – July 11, 2017
Agenda Item:
Consider and act upon an ordinance annexing 5.7± acres generally located on the west side of
Custer Road, 1,300± feet south of Frontier Parkway. (A17-0001).
Description of Agenda Item:
In 2014, the Town extended the five-year Annexation Agreement with the subject property
owner. The Annexation Agreement allows for development of the property, in accordance with
the Agricultural District of the Town’s Zoning Ordinance. The property owner, Rheas Mill Baptist
Church, has submitted a petition to be annexed by the Town, indicating the intent to expand
development onto the subject property in the future. The schedule for annexation requires two
Public Hearings, which were held on May 23, 2017 and June 13, 2017.
Legal Obligations and Review:
Terrence Welch of Brown & Hofmeister, L.L.P., has approved the standard ordinance as to form
and legality.
Attached Documents:
1. Ordinance
Town Staff Recommendation:
Town staff recommends the Town Council approve an ordinance annexing 5.7± acres generally
located on the west side of Custer Road, 1,300± feet south of Frontier Parkway.
Proposed Motion:
I move to approve an ordinance annexing 5.7± acres generally located on the west side of
Custer Road, 1,300± feet south of Frontier Parkway.
Prosper is a place where everyone matters.
PLANNING
Item 4c
TOWN OF PROSPER, TEXAS ORDINANCE NO. 17-__
AN ORDINANCE PROVIDING FOR THE ANNEXATION OF A TRACT OF
LAND SITUATED IN THE GEORGE HORN SURVEY, ABSTRACT NO.412,
COLLIN COUNTY, TEXAS, CONTAINING APPROXIMATELY 5.734 ACRES
OF LAND, AND BEING MORE GENERALLY LOCATED ON THE WEST SIDE
OF CUSTER ROAD, 1,300±FEET SOUTH OF FRONTIER PARKWAY, MORE
ORLESS, IN COLLIN COUNTY, TEXAS; PROVIDING THAT THE OWNERS
AND INHABITANTS OF THE ABOVE-DESCRIBED TRACT OF LAND SHALL
BE ENTITLED TO THE RIGHTS AND PRIVILEGES OF OTHER CITIZENS OF
PROSPER AND BE BOUND BY THE ACTS AND ORDINANCES NOW IN
EFFECT AND HEREAFTER ADOPTED; PROVIDING FOR REPEALING,
SAVINGS AND SEVERABILITY CLAUSES; AND PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the Town Council of the Town of Prosper, Texas (“Town Council”), pursuant
to the authority contained in Chapter 43 of the Texas Local Government Code, has investigated
and determined that it would be advantageous and beneficial to Prosper and its inhabitants to
annex the hereinafter described property (“Property”) into the Town of Prosper (“Town”); and
WHEREAS, the Town Council finds that all requisites relative to consideration and
adoption of this Ordinance have been complied with, pursuant to Chapter 43, Texas Local
Government Code; and
WHEREAS, the Town Council finds that the Property that is the subject of this
Ordinance is within the extraterritorial jurisdiction of the Town and is adjacent and contiguous to
the existing town limits of the Town; and
WHEREAS, the Town Council finds that the field notes close the boundaries of the
Property being annexed; and
WHEREAS, the Town Council has conducted at least two public hearings at which
persons interested in the annexation were given an opportunity to be heard regarding the
proposed annexation and the proposed service plan; and
WHEREAS, the Town Council finds the public hearings were conducted and held in
accordance with Chapter 43 of the Texas Local Government; and
WHEREAS, the Town Council finds the proposed Service Plan for Annexed Area was
prepared in compliance with law and was available for review and inspection by citizens; and
WHEREAS, the Town Council finds that all legal notices, hearings, procedures and
publishing requirements for annexation have been performed and completed in the manner and
form set forth by law.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF
PROSPER, TEXAS, THAT:
Item 4c
Ordinance No. 17-__, Page 2
SECTION 1
The findings set forth above are incorporated into the body of this Ordinance as if fully
set forth herein.
SECTION 2
The Property described in the attached Exhibit A and all public streets, roadways and
alleyways located within or contiguous to the same is hereby annexed into the Town.
SECTION 3
The Service Plan for the Property is attached hereto as Exhibit B and made a part hereof
for all purposes.
SECTION 4
From and after the passage of this Ordinance, the Property shall be a part of the Town,
and the inhabitants thereof shall be entitled to all the rights and privileges of all of the citizens of
Town and shall be bound by all of the ordinances and regulations enacted pursuant to and in
conformity with the laws of the State of Texas.
SECTION 5
That the official map and boundaries of the Town are hereby amended to include the
property as part of the Town and that a certified copy of this Ordinance shall be filed in the
County Clerk’s Office of Collin County, Texas.
SECTION 6
It shall be unlawful for any person, firm or corporation to make use of the Property in
some manner other than as authorized by this Ordinance and Zoning Ordinance No. 05-20, and
any amendments thereto; and it shall be unlawful for any person, firm or corporation to construct
on the Property any building that is not in conformity with the permissible use under this
Ordinance and Zoning Ordinance No. 05-20, and any amendments thereto.
SECTION 7
All provisions of any ordinance in conflict with this Ordinance are hereby repealed to the
extent they are in conflict; but such repeal shall not abate any pending prosecution for violation
of the repealed ordinance, nor shall the repeal prevent a prosecution from being commenced for
any violation if occurring prior to the repeal of the ordinance. Any remaining portions of said
ordinances shall remain in full force and effect.
SECTION 8
Should any section, subsection, sentence, clause or phrase of this Ordinance be
declared unconstitutional or invalid by a court of competent jurisdiction, it is expressly provided
that any and all remaining portions of this Ordinance shall remain in full force and effect.
Prosper hereby declares that it would have passed this Ordinance, and each section,
Item 4c
Ordinance No. 17-__, Page 3
subsection, clause or phrase thereof irrespective of the fact that any one or more sections,
subsections, sentences, clauses and phrases be declared unconstitutional or invalid.
SECTION 9
This Ordinance shall become effective immediately upon its passage.
DULY PASSED, APPROVED, AND ADOPTED BY THE TOWN COUNCIL OF THE
TOWN OF PROSPER, TEXAS, ON THIS 11TH DAY OF JULY, 2017.
___________________________________
Ray Smith, Mayor
ATTEST:
_________________________________
Robyn Battle, Town Secretary
APPROVED AS TO FORM AND LEGALITY:
_________________________________
Terrence S. Welch, Town Attorney
Item 4c
Item 4c
Page 1 of 2
SERVICE PLAN FOR ANNEXED AREA
ANNEXATION ORDINANCE NO. _______________
DATE OF ANNEXATION ORDINANCE: July 11, 2017
Municipal Services to the area of land depicted in Exhibit A shall be furnished by
or on behalf of the Town of Prosper, Texas ("Town") at the following levels and in
accordance with the following schedule:
A. POLICE PROTECTION:
Police personnel and equipment from the Prosper Police Department shall be
provided to the area annexed, at a level consistent with current methods and
procedures presently provided to similar areas of the Town, on the effective date
of this Ordinance.
B. FIRE PROTECTION / EMERGENCY MEDICAL SERVICES:
Fire protection and Emergency Medical Services (EMS) from the Town shall be
provided to the area annexed, at a level consistent with current methods and
procedures presently provided to similar areas of the Town, on the effective date
of this Ordinance.
C. FIRE PREVENTION / INVESTIGATION:
The services of the Town of Prosper Fire Department shall be provided to the
area on the effective date of this Ordinance. The non-emergency services of fire
prevention and fire investigation will be added to the list of services provided by
the Prosper Fire Department.
D. SOLID WASTE COLLECTION:
Solid waste collection shall be provided to the area annexed upon request on the
effective date of this Ordinance up to the second anniversary of the annexation.
After that time, residents will be required to use the Town’s solid waste collection
company. The collection of refuse from individual properties shall be made in
accordance with the Town’s usual solid waste collection scheduling.
E. WATER SERVICE:
1. This area is currently serviced by the Town’s water distribution system.
Future expansion and extensions of the Town’s Water Distribution System will
provide better flow rates and line pressures, and is in accordance with
applicable Town codes and policies.
2. Maintenance of private lines will be the responsibility of the owner or
occupant.
Item 4c
Page 2 of 2
F.SANITARY SEWER SERVICE:
1.The annexed area will be provided sanitary sewer service in accordance with
applicable codes and departmental policy. When development occurs in
adjacent areas, sanitary sewer service shall be provided in accordance with
applicable Town codes and policies, including extensions of service.
2.Operation and maintenance of private wastewater facilities in the annexed
area will be the responsibility of the owner.
G.ROADS AND STREETS / STREET LIGHTING:
1.Operation and maintenance of private streets in the annexed area will be the
responsibility of the owner.
2.Operation and maintenance of public streets in the annexed area will be
provided by the Town on the effective date of this Ordinance.
3.The Town will coordinate any request for improved street lighting with the
local electric provider in accordance with Town policy.
H.PARKS AND RECREATION:
Residents within the area annexed may utilize all existing Town park and
recreation facilities, on the effective date of this Ordinance. Fees for such usage
shall be in accordance with current fees established by Town ordinance.
I.ENVIRONMENTAL HEALTH AND CODE ENFORCEMENT SERVICES:
1.Enforcement of current environmental health ordinances and regulations,
including, but not limited to, weed and brush ordinances, junked and
abandoned vehicles ordinances and animal control ordinances, shall begin
within this area on the effective date of the annexation.
2.Inspection services, including, but not limited to, the review of building plans,
the issuance of permits and the inspection of all buildings, plumbing,
mechanical, and electrical work to ensure compliance with Town codes and
ordinances will be provided on the effective date of the annexation.
J.MISCELLANEOUS:
Any publicly owned facility, building, or service located within the annexed area
shall be maintained by the Town on the effective date of the annexation
ordinance. All other applicable municipal services shall be provided to the
annexation area in accordance with the Town’s established policies governing
extension of municipal services to newly annexed areas.
Item 4c
Page 1 of 3
On
To: Mayor and Town Council
From: Alex Glushko, AICP, Senior Planner
Through: Harlan Jefferson, Town Manager
Re: Town Council Meeting – July 11, 2017
Agenda Item:
Conduct a Public Hearing, and consider and act upon a request for a Variance to Section 1.09
of the Sign Ordinance regarding Wood Frame Signs for Tribute Senior Living in the Prosper
Town Center development, generally located on the northeast corner of Preston Road and First
Street. (V17-0004).
History:
At the June 13, 2017, Town Council meeting, this item was tabled to allow the applicant an
opportunity to formally submit an application for a Special Purpose Sign District (SPSD), in
order to provide context for the ultimate signage configuration in the Prosper Town Center
development. The formal application for the SPSD for Prosper Town Center was received by
the Town on June 19, 2017, case MD17-0005, which is tentatively schedule for Town Council
consideration at the July 25, 2017, meeting. The Sign Coordination Plan, SPSD Exhibit B, is
attached for reference, which identifies the proposed locations of existing and future unified
development signs, future curved walls, and existing monument signs, as well as the distances
between each sign.
At the meeting, Town Council also requested clarification on the proposed timeframe the wood
frame signs would be permitted to remain on the property. The current Sign Ordinance requires
the wood frame signs to be removed by the time of issuance of a Certificate of Occupancy;
however, the applicant has requested the signs remain for a period of twelve (12) months from
issuance of the building permit, which cannot occur until the Variance is approved. In addition,
the Council expressed concern regarding the precedent that will be set with approving wood
frame signs off-site from the property for which is being advertised.
Given the application of a SPSD, to clarify the duration the time are permitted to remain on the
property, and to avoid any precedent which may be set, staff recommends the wood frame
signs be removed from the property at or before issuance of a Certificate of Occupancy, or at or
before issuance of a permit for a unified development sign which provides advertising for the
Tribute Senior Living facility, whichever occurs first.
Description of Agenda Item:
This request is for a Variance to the Sign Ordinance regarding wood frame signs for Tribute
Senior Living in the Prosper Town Center. The Sign Ordinance requires wood frame signs to be
Prosper is a place where everyone matters.
PLANNING
Item 6
Page 2 of 3
located on the property for which a sign is advertising, to be setback a minimum 15 feet from
any adjacent property line, and to be removed prior to issuance of a Certificate of Occupancy.
Even though the Sign Ordinance classifies these signs as “wood frame,” the supporting frame
may be metal, which is the case in this instance.
The applicant is proposing three off-site metal frame signs, one of which is within 15 feet of
adjacent property lines, and to allow the signs to remain for a period of twelve months, which
may result in signs remaining following issuance of the Certificate of Occupancy. The three
signs were installed on the properties without seeking Town approval.
The following is a picture of one of the existing signs:
Although the signs are located off-site, and one is within 15 feet of the adjacent property lines,
the multiple properties comprising the Prosper Town Center development are under common
ownership, along with the Tribute Senior Living property. The signs are 11 feet in height, 32-
square feet in size, and constructed of metal, which meet the standards of the Sign Ordinance.
The Sign Ordinance contains five criteria to be considered in determining the validity of a sign
variance request. The applicant has provided a response letter addressing these criteria.
1. The literal enforcement of the sign regulations will create an unnecessary hardship or a practical
difficulty on the applicant;
Item 6
Page 3 of 3
2. The proposed sign shall not adversely impact and will be wholly compatible with the use and
permitted development of the adjacent property (visibility, size, etc.);
3. The proposed sign shall be of a unique design or configuration;
4. The special exception is needed due to a hardship caused by restricted area, shape, topography,
or physical features that are unique to the property or structure on which the proposed sign would
be erected, and such hardship is not self-imposed; and
5. The special exception will substantially improve the public convenience and welfare and does not
violate the intent of this Ordinance.
Town staff believes that this request is in harmony with the intent of the Sign Ordinance and is
reasonable given the temporary nature of the signage and that the criteria for variance approval
has been satisfied.
Legal Obligations and Review:
Notification was provided to neighboring property owners as required by the Sign Ordinance.
Staff has not received any Public Hearing Notice Reply Forms.
Attached Documents:
1. Location map
2. Sign Variance exhibits
3. Request letter
4. SPSD Sign Coordination Plan, MD17-0005 Exhibit B (for informational purposes only)
Staff Recommendation:
Staff recommends the Town Council approve a Variance to Section 1.09 of the Sign Ordinance
regarding Wood Frame Signs for Tribute Senior Living in the Prosper Town Center
development, generally located on the northeast corner of Preston Road and First Street,
subject to:
1. Removal of the wood frame signs from the property at or before issuance of a Certificate of
Occupancy, or at or before issuance of a permit for a unified development sign which provides
advertising for the Tribute Senior Living facility, whichever occurs first.
Proposed Motion:
I move to approve a Variance to Section 1.09 of the Sign Ordinance regarding Wood Frame
Signs for Tribute Senior Living in the Prosper Town Center development, generally located on
the northeast corner of Preston Road and First Street, subject to:
1. Removal of the wood frame signs from the property at or before issuance of a Certificate of
Occupancy, or at or before issuance of a permit for a unified development sign which provides
advertising for the Tribute Senior Living facility, whichever occurs first.
Item 6
±0 120 240 36060Feet
V17-0004
Item 6
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Page 1 of 4
To: Mayor and Town Council
From: Alex Glushko, AICP, Senior Planner
Through: Harlan Jefferson, Town Manager
Re: Town Council Meeting – July 11, 2017
Agenda Item:
Conduct a Public Hearing, and consider and act upon a request to rezone a portion of PD-25,
on 35.9± acres, in order to modify development standards to allow for temporary buildings at
Rogers Middle School, in Prosper Independent School District (PISD), located on the northeast
corner of Richland Boulevard and Coit Road. (Z17-0005).
Description of Agenda Item:
The zoning and land use of the surrounding properties are as follows:
Zoning Current Land Use Future Land Use Plan
Subject
Property Planned Development-25 Rogers Middle School
(PISD) US 380 District
North Planned Development-25
Lakewood, Phase 1
(Under Construction)
and Undeveloped
Medium Density
Residential
East Planned Development-25 Undeveloped Medium Density
Residential
South Planned Development-38 Undeveloped US 380 District
West Planned Development-2
and Office
Orion Apartments and
Undeveloped US 380 District
The purpose of the proposed PD amendment is to reduce the building and landscape setbacks
to allow for the placement of 26 temporary buildings at Rogers Middle School. On May 19,
2015, the Planning & Zoning Commission approved seven (7) temporary buildings for Rogers
Prosper is a place where everyone matters.
PLANNING
Item 7
Page 2 of 4
Middle School. Of the seven approved buildings, five temporary buildings have been permitted
and placed on the property.
PISD informed the Town of their intent to add five additional temporary buildings for the
upcoming school year, and the District was informed that a Site Plan for the temporary buildings
would be required to allow for ten proposed temporary buildings. On April 17, 2017, PISD
submitted an application for the Site Plan; however, the plan showed five temporary buildings
which encroached into the required building and landscape setbacks. Specifically, the building
setback along Richland Boulevard is 30 feet and the landscape setback is 25 feet, and
according to the District, the closest buildings were proposed to be approximately 20 feet from
the property line, an encroachment of approximately ten feet into the building setback and five
feet into the landscape setback.
The Town informed the applicant that the Site Plan could not be approved by the Planning &
Zoning Commission as proposed, due to the encroachment of the setbacks. The applicant and
Town coordinated to identify locations where five additional temporary buildings could be
located and meet all the Town’s regulations.
During a routine site inspection on April 26, 2017, Town staff identified stakes for temporary
buildings in the location shown on the original Site Plan, which encroached into the building and
landscape setbacks. Staff contacted the applicant and expressed concerns with the location of
the stakes, citing encroachments to the setbacks, that portions of the sidewalk would be blocked
and potential conflicts with ADA regulations, and that a number of stakes were located within
existing landscape beds. The applicant responded regarding the necessity of placing the
temporary buildings in that location. Staff informed the applicant the only way to allow for the
temporary buildings in that location would be to rezone the property to reduce the required
building and landscape setbacks.
On May 3, 2017, the engineering firm, Teague, Nall, & Perkins, contacted the Town on behalf of
the District to inquire about rezoning the property. On May 11, 2017, Town staff observed four
temporary buildings being placed on the property in the staked out locations, encroaching the
setbacks, situated over the sidewalk, and into portion of the landscape beds.
On May 22, 2017, an application to rezone the property was submitted by Teague, Nall, &
Perkins. The applicant is requesting to reduce the front building and landscape setbacks to ten
feet along Richland Boulevard to allow for the existing temporary buildings. The District is also
proposing to provide for additional sidewalks to replace the portions of sidewalk that have been
blocked by the temporary buildings.
The following is a picture of the temporary buildings being installed within the building and landscape
setbacks and over the sidewalk.
Item 7
Page 3 of 4
Future Land Use Plan – The Future Land Use Plan recommends US 380 District for the
property; the proposed amendment conforms to the Future Land Use Plan.
Thoroughfare Plan – The property has direct access to existing Coit Road, an ultimate six-lane
divided thoroughfare. The zoning exhibit complies with the Thoroughfare Plan.
Water and Sanitary Sewer Services – Water and sanitary sewer services have been extended
to the property.
Access – The property currently has access from Coit Road and Richland Boulevard. Adequate
access is provided to the property.
Schools – This property is owned by the Prosper Independent School District.
Parks – It is not anticipated that this property will be needed for the development of a park.
Environmental Considerations – No 100-year floodplain exists on the property.
Legal Obligations and Review:
Notification was provided to neighboring property owners, as required by state law. Town staff
has received two Public Hearing Notice Reply Form, not in opposition to the request.
Attached Documents:
1. Location and Zoning Maps
2. Proposed Exhibits A, B, C, D, and E
3. Public Hearing Notice Reply Forms
Planning & Zoning Commission Recommendation:
At their June 20, 2017, meeting, the Planning & Zoning Commission recommended the Town
Council approve the request, by a vote of 4-0.
Town Staff Recommendation:
Town staff recommends the Town Council approve the request to rezone a portion of PD-25, on
35.9± acres, in order to generally modify development standards to allow for 26 temporary
buildings at Rogers Middle School, in Prosper Independent School District (PISD), located on
the northeast corner of Richland Boulevard and Coit Road. As noted in the proposed
Development Standards in Exhibit C, the reduced building setback and the encroachment into
the required landscape would only apply to the temporary buildings.
Item 7
Page 4 of 4
Proposed Motion:
I move to approve the request to rezone a portion of PD-25, on 35.9± acres, in order to
generally modify development standards to allow for 26 temporary buildings at Rogers Middle
School, in Prosper Independent School District (PISD), located on the northeast corner of
Richland Boulevard and Coit Road.
Item 7
Z17-0005
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Item 7
Item 7
Fort Worth5237 N. Riverside Drive, Suite 100Fort Worth, Texas 76137817.336.5773
Dallas17304 Preston Road, Suite 1340Dallas, Texas 75252214.461.9867 Denton1517 Centre Place Drive, Suite 320Denton, Texas 76205940.383.4177
Registered by the Texas Board of Professional Engineers, Firm No. F-230 Registered by the Texas Board of Professional Surveyors, Firm No. 100116-00
engineers
surveyors
landscape architects
www.tnpinc.com
June 6, 2017
Alex Glushko
Town of Prosper
409 E. First St.
Prosper, TX 75078
RE: Exhibit B (Z17-0005) - Statement of Intent and Purpose – Rogers Middle School
Mr. Glushko,
It is Prosper ISD’s intent to amend the current zoning for the Rogers Middle School property to reduce the building
setback and landscape setback to 10 feet. This is being requested due to the need for additional temporary
buildings to create more classroom space. Please reference Exhibit D for proposed building locations.
Sincerely,
tnp
teague nall & perkins
Chris Schmitt, P.E.
Principal
Item 7
Z17-0005
EXHIBIT C
PLANNED DEVELOPMENT STANDARDS
PISD-ROGERS MIDDLE SCHOOL
Conformance with the Town’s Zoning Ordinance and Subdivision Ordinance: Except as
otherwise set forth in these Development Standards, the regulations of the Town’s Zoning
Ordinance (Ordinance No. 05-20), as it exists or may be amended, and the Subdivision
Ordinance, as it exists or may be amended, shall apply.
1. Except as noted below, the Tract shall develop in accordance with the Single Family-
15 (SF-15) District, as it exists or may be amended.
2. Development Plans
A. Concept Plan: The tract shall be developed in general accordance with the
attached concept plan, set forth in Exhibit D.
3. Regulations
A. Size of Yards:
i. Minimum Front Yard – Thirty five (35) feet. Ten (10) feet along Richland
Boulevard for Temporary Buildings.
ii. Minimum Side Yard – Ten (10) feet; fifteen (15) feet on corner adjacent to
side street.
iii. Minimum Rear Yard – Twenty five (25) feet.
4. Non-Residential Landscaped Area Requirements
A. All non-residential landscaped area requirements set forth in the Zoning Ordinance
shall apply, except as follows:
i. The landscape area may be reduced to ten (10) feel for the portions of a
property adjacent to Richland Boulevard where Temporary Buildings are
located.
Item 7
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Fort Worth5237 N. Riverside Drive, Suite 100Fort Worth, Texas 76137817.336.5773
Dallas17304 Preston Road, Suite 1340Dallas, Texas 75252214.461.9867 Denton1517 Centre Place Drive, Suite 320Denton, Texas 76205940.383.4177
Registered by the Texas Board of Professional Engineers, Firm No. F-230 Registered by the Texas Board of Professional Surveyors, Firm No. 100116-00
engineers
surveyors
landscape architects
www.tnpinc.com
June 6, 2017
Alex Glushko
Town of Prosper
409 E. First St.
Prosper, TX 75078
RE: Exhibit E (Z17-0005) - Development Schedule – Rogers Middle School
Mr. Glushko,
Prosper ISD is requesting that the proposed setback reduction be implemented immediately following approval
from the Planning & Zoning Commission.
Sincerely,
tnp
teague nall & perkins
Chris Schmitt, P.E.
Principal
Item 7
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Page 1 of 2
TO: Mayor and Town Council
From: Harlan Jefferson, Town Manager
Re: Town Council Meeting – July 11, 2017
Agenda Item:
Consider and act upon an Ordinance adopting and ratifying a Personnel Policies and Regulations
Manual, separating the Manual into two component parts: (1) Personnel Policies, and (2)
Administrative Regulations.
Description of Item:
After many months of tedious review by the Town Attorney, staff, and the Policies and Procedures
Committee, it was approved by the Town Manager to move forward with the separation of the Town’s
existing personnel and administrative policies into two component parts:
1.Personnel Policies – These policies directly affect all personnel and are governed and
approved by the Town Council to effectively provide department directors, supervisors, and
employees with a written source of information to promote uniform personnel practices and
administration in the management of personnel.
This is consistent with Section 4.06, “Personnel System,” of the Town Charter, which provides
as follows:
SECTION 4.06 Personnel System
(1)Personnel rules shall be prepared by the Town Manager and presented to the Town Council, who may
adopt them by ordinance, with or without amendment. The adopted rules shall establish the Town as an
Equal Opportunity Employer and shall govern the equitable administration of the Personnel System of
the Town.
(2)The adopted rules shall provide for the following requirements:
(A)A pay and benefit plan for all Town employment positions;
(B)A plan for working hours, attendance policy and regulation and provision for sick and
vacation leave;
(C)Procedure for the hearing and adjudication of grievances;
(D)Additional practices and procedures necessary to the beneficial and equitable
administration of the Town's personnel system;
(E)A plan for annual oral and written evaluation based on a job description for all Town
employees by their immediate supervisor, including evaluation of the Town Manager,
Municipal Judge, and Town Attorney by the Town Council; and
(F)Procedure for the giving and receiving of gifts by Town employees.
The division of the proposed policies and regulations conform to the Charter requirements
stated above. Any future amendments or revisions to the Personnel Policies would require
Town Council approval by ordinance.
2.Administrative Regulations – These regulations are for the use and guidance of staff in
performing day-to-day tasks and contain specific internal procedures and guidelines to be
Prosper is a place where everyone matters.
TOWN MANAGER’S
OFFICE
Item 8
Page 2 of 2
followed to complete administrative and routine duties such as completing purchase
requisitions, bid procedures, cash handling regulations, conference room reservations, etc. If
this Ordinance is approved by the Town Council, going forward, the Administrative Regulations
would be approved solely by the Town Manager.
The policies were amended to incorporate the creation of the step plan and changes to the annual
performance review due dates. Previously, all performances evaluation were performed in January
of each calendar year. Going forward, employees hired or promoted after April 1, 2017, will be eligible
for an annual performance assessment on their anniversary date of each calendar year. Employees
hired prior to April 1, 2017, will continue to be evaluated in January of each calendar year.
Two new policies are being proposed by the Finance Director and have been added in the
Administration Regulations for consideration: “Chapter 15: Debt Management Policy” and “Chapter
16: Debt Post Issuance Policy.”
No other major changes to the content of the existing policies have been made other than general
grammatical and format revisions, and separation of the Personnel Policies from the Administrative
Regulations. The prior version of the Personnel Policies included sample documents, was not
consistently numbered and formatted, and was determined by Town staff to be difficult to utilize. In
the proposed attachment, policies that were once separate are now combined into one related
chapter. It is anticipated that the new format will be easier to use and understand.
Legal Review:
The proposed policies and regulations have been fully reviewed by the Town Attorney and the Policies
and Procedures Committee. Terrence Welch of Brown & Hofmeister, L.L. P., has prepared the
proposed Ordinance.
Attachments:
1. Proposed (i) Personnel Policies, and (ii) Regulations Manual (provided under separate cover)
2. Ordinance
Town Staff Recommendation:
Town staff recommends approval of the ordinance adopting and ratifying a Personnel Policies and
Regulations Manual, separating the Manual into two component parts: (1) Personnel Policies, and (2)
Administrative Regulations.
Recommended Motion:
I move to approve an ordinance adopting and ratifying a Personnel Policies and Regulations Manual,
separating the Manual into two component parts: (1) Personnel Policies, and (2) Administrative
Regulations.
Item 8
TOWN OF PROSPER, TEXAS ORDINANCE NO. 17-___
AN ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF PROSPER,
TEXAS, ADOPTING AND RATIFYING A PERSONNEL POLICIES AND
REGULATIONS MANUAL, SEPARATING THE MANUAL INTO TWO
COMPONENT PARTS: (1) PERSONNEL POLICIES, AND (2) ADMINISTRATIVE
REGULATIONS; MAKING FINDINGS; PROVIDING FOR REPEALING,
SAVINGS AND SEVERABILITY CLAUSES; AND PROVIDING AN EFFECTIVE
DATE.
WHEREAS, it has been determined that the Town’s current personnel policies and
procedures are in need of revision, and to that end, the Town Manager appointed a Policies and
Procedures Committee (the “Committee”) to review and consider revisions to those policies and
procedures; and
WHEREAS, the Committee has recommended that the Town adopt a Personnel Policies
and Administrative Regulations Manual, to be divided into two component parts: (1) Personnel
Policies, and (2) Administrative Regulations; and
WHEREAS, consistent with the recommendation of the Committee, it is the intent of this
Ordinance that any future amendments or revisions to the Personnel Policies must be approved
by the Town Council by ordinance, and that any future amendments or revisions to the
Administrative Regulations may be approved administratively by the Town Manager; and
WHEREAS, this Ordinance is in full compliance with the provisions contained in Section
4.06, “Personnel System,” of the Town Charter, as amended.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF
PROSPER, TEXAS, THAT:
SECTION 1
The findings set forth above are incorporated into the body of this Ordinance as if fully set
forth herein.
SECTION 2
The Town Council hereby adopts and ratifies a Personnel Policies and Administrative
Regulations Manual, to be divided into two component parts: (1) Personnel Policies, and (2)
Administrative Regulations. A copy of the Personnel Policies and Administrative Regulations
Manual is attached to this Ordinance as Exhibit A.
SECTION 3
All provisions of any ordinance in conflict with this Ordinance are hereby repealed to the
extent they are in conflict. Any remaining portion of conflicting ordinances shall remain in full force
and effect.
Item 8
Ordinance No. 17-___, Page 2
SECTION 4
If any section, subsection, sentence, clause or phrase of this Ordinance is for any reason,
held to be unconstitutional or invalid by a court of competent jurisdiction, such decision shall not
affect the validity of the remaining portions of this Ordinance. The Town of Prosper hereby
declares that it would have passed this Ordinance, and each section, subsection, clause or phrase
thereof, irrespective of the fact that any one or more sections, subsections, sentences, clauses,
and phrases be declared unconstitutional.
SECTION 5
This Ordinance shall become effective after its passage.
DULY PASSED AND APPROVED BY THE TOWN COUNCIL OF THE TOWN OF
PROSPER, TEXAS, ON THIS THE 11TH DAY OF JULY, 2017.
APPROVED:
___________________________________
Ray Smith, Mayor
ATTEST:
_____________________________________
Robyn Battle, Town Secretary
APPROVED AS TO FORM AND LEGALITY:
_____________________________________
Terrence S. Welch, Town Attorney
Item 8
Ordinance No. 17-___, Page 3
EXHIBIT A
(Personnel Policies and Administrative Regulations Manual)
Item 8
PERSONNEL
POLICIES
AND
REGULATIONS
MANUAL
Exhibit A Item 8
PERSONNEL POLICIES
Item 8
Table of Contents – Page 1 Adopted October 1, 2008
Revised & Adopted July 2017
Town of Prosper
Personnel Policies
TABLE OF CONTENTS
Chapter 1: Introduction and General Provisions
Purpose and Objectives ........................................................................................................................ 1.01
Amendments and Updates ................................................................................................................... 1.02
Management Authority ........................................................................................................................ 1.03
Application of Policies ......................................................................................................................... 1.04
At-Will Employment............................................................................................................................ 1.05
Chapter 2: Employment
Equal Employment Opportunity .......................................................................................................... 2.01
Americans with Disabilities Act (ADA) .............................................................................................. 2.02
Recruitment and Selection ................................................................................................................... 2.03
Recruitment/Relocation Expenses ....................................................................................................... 2.04
Valid Driver’s License ......................................................................................................................... 2.05
Nepotism .............................................................................................................................................. 2.06
Medical Examinations/Fitness for Duty............................................................................................... 2.07
Outside Employment............................................................................................................................ 2.08
Chapter 3: Employee Development, Personnel Actions, and Records
Probationary Period .............................................................................................................................. 3.01
Employment Status .............................................................................................................................. 3.02
Employee Development and Training ................................................................................................. 3.03
In-House Advancement ........................................................................................................................ 3.04
Transfers .............................................................................................................................................. 3.05
Employee Records ............................................................................................................................... 3.06
Separation of Employment ................................................................................................................... 3.07
Item 8
Table of Contents – Page 2 Adopted October 1, 2008
Revised & Adopted July 2017
Chapter 4: Employee Benefits
Medical, Disability, and Life Insurance Benefits/Continuation of Coverage ...................................... 4.01
Retirement ............................................................................................................................................ 4.02
Employee Assistance Program ............................................................................................................. 4.03
Workers’ Compensation ...................................................................................................................... 4.04
Light-Duty Assignments ...................................................................................................................... 4.05
Requests for Accommodation .............................................................................................................. 4.06
Chapter 5: Leaves of Absence and Paid Time Off
Holidays ............................................................................................................................................... 5.01
Vacation ............................................................................................................................................... 5.02
Sick Leave and Sick Leave Donation .................................................................................................. 5.03
Family and Medical Leave Act (FMLA) ............................................................................................. 5.04
Unpaid Leave of Absence .................................................................................................................... 5.05
Military Leave ...................................................................................................................................... 5.06
Absence for Voting .............................................................................................................................. 5.07
Absence for Jury Duty/Legal Matters .................................................................................................. 5.08
Bereavement Leave .............................................................................................................................. 5.09
Chapter 6: Compensation
Overtime, Compensatory Time, and Flex Time ................................................................................... 6.01
Response Time and On-Call Duty ....................................................................................................... 6.02
Longevity Pay ...................................................................................................................................... 6.03
Chapter 7: Employee Conduct
Employee Conduct and Work Rules/Disciplinary Action ................................................................... 7.01
Disciplinary Review Hearing ............................................................................................................... 7.02
Political Activities ................................................................................................................................ 7.03
Attendance and Work Hours ................................................................................................................ 7.04
Sexual and Other Unlawful Harassment .............................................................................................. 7.05
Tobacco Use ......................................................................................................................................... 7.06
Town Property/Equipment Use ............................................................................................................ 7.07
Item 8
Table of Contents – Page 3 Adopted October 1, 2008
Revised & Adopted July 2017
Dress, Appearance, Identification, and Uniforms ................................................................................ 7.08
Chapter 8: Work Environment
Electronic Communications and Systems Access Use ........................................................................ 8.01
Cell Phones and Cameras in the Workplace ........................................................................................ 8.02
Inclement Weather ............................................................................................................................... 8.03
Weapons Ban and Violence Prevention ............................................................................................... 8.04
Item 8
Chapter 1, Page 1 Adopted October 1, 2008
Revised & Adopted July 2017
TOWN OF PROSPER
PERSONNEL POLICY
CHAPTER 1: INTRODUCTION AND GENERAL PROVISIONS
SECTION 1.01: PURPOSE AND OBJECTIVES
A. Purpose
The purpose of the Town of Prosper Personnel Policies Manual (Manual) is to provide department directors, supervisors, and employees with a written source of information about the policies, procedures, and administrative directives of the Town of Prosper.
B. Objectives The objectives of the Manual are: 1. To promote good and uniform personnel practices and administration in the management of the Town’s human resources. 2. To reduce questions about policies and procedures by having them readily available for reference. 3. To promote high morale by the consistent administration of policies and procedures through consideration of the rights and interests of all employees. 4. To ensure that policies and procedures are kept current by periodic updates of this Manual.
C. Relationship to the Code of Ordinances of the Town of Prosper, Texas Every effort will be made to ensure that policies and procedures are consistent with the Code of Ordinances of the Town of Prosper, Texas. If, however, there is any discrepancy, the Code of Ordinances shall apply. Any person finding discrepancies should notify the Human Resources Department immediately.
SECTION 1.02: AMENDMENTS AND UPDATES Amendments and/or updates to the policies, procedures, and directives contained in the Personnel chapters of the Policies and Regulations Manual must be approved by the Town Council, or their designee.
Item 8
Chapter 1, Page 2 Adopted October 1, 2008
Revised & Adopted July 2017
SECTION 1.03: MANAGEMENT AUTHORITY General and final authority for personnel administration rests with the Town Manager, with the exception of matters reserved to the Town Council by state law or the Town Charter.
A. Management Authority 1. The Town may modify, revoke, suspend, interpret, terminate, or change any or all of its policies and procedures, in whole or in part, at any time. The issuance of this Manual does not constitute a contract between the Town and its employees for any duration of employment. There is no specified length of employment, and either the Town or the employee can terminate the employment relationship at any time, for any reason. 2. Policy administration rests with Town management and Town management reserves sole authority to administer Town operations.
B. Department Policy and Procedural Requirements Individual Town departments may develop policies and procedures that are consistent with Town policies and procedures. Department policies and procedures that are operational and that do not relate to those in this Manual, or other approved operational manuals, do not need to be reviewed and approved by the Town Manager. All others, however, are subject to approval by the Town Manager. Department directors are responsible for obtaining the necessary review and approval prior to issuing such departmental policies and procedures. Department policies and procedures will not become effective unless they have been reviewed and approved in accordance with this policy.
C. Miscellaneous 1. Policies and procedures apply to all employees of the Town, both on and off duty where applicable, unless otherwise indicated, restricted by proper authority, or prohibited by state and/or federal law. 2. Only the Town Manager has the authority to enter into an employment agreement, promise, or commitment contrary to these policies. 3. Any statement in a policy or procedure found to be illegal, incorrect, and/or inapplicable will not affect the validity and intent of the remaining content of such policy or procedure. 4. Titles utilized do not govern, limit, modify, or affect the scope of meaning or intent of any provision. 5. Any conflicts, questions, or ambiguities in Town or departmental policies and procedures will be decided by the Town Manager. 6. The Town Manager may delegate rights and powers granted under these policies to the Director of Human Resources or to others as deemed appropriate at the Town Manager’s sole discretion.
Item 8
Chapter 1, Page 3 Adopted October 1, 2008
Revised & Adopted July 2017
SECTION 1.04: APPLICATION OF POLICIES It is the goal of the Town of Prosper to apply the policies and procedures contained in this Manual consistently and uniformly to all Town employees, provided that the provisions may be varied by the Town Manager when determined to be in the Town’s best interest, including in the case of an employee with a written employment agreement approved by the Town Manager or the Town Council. All employees must become familiar with and abide by these policies and procedures. The Town reserves the right to revise or rescind any policy or procedure at any time. The Town also reserves the right to make final decisions as to the interpretation and intent of all information contained in this Manual.
SECTION 1.05: AT-WILL EMPLOYMENT Employment with the Town of Prosper is for no fixed or definite term. All employment by the Town has been and continues to be at-will, except for those positions that may have a written contract for a specific term approved by the Town Council. That means that both the employee and/or the Town have the right to terminate employment at any time, with or without notice, and with or without cause. This Manual does not constitute a contract of employment. Nothing in this Manual is intended to alter the continuing at-will status of employment with the Town. Although adherence to Town policies and procedures is considered a condition of continued employment, nothing in these policies alters an employee’s status and shall not constitute nor be deemed a contract or promise of employment. Employees remain free to resign their employment at any time for any or no reason, without notice, and the Town retains the right to terminate any employee at any time, for any or no reason.
Item 8
Chapter 2, Page 1 Adopted October 1, 2008
Revised & Adopted July 2017
TOWN OF PROSPER
PERSONNEL POLICY
CHAPTER 2: EMPLOYMENT
SECTION 2.01: EQUAL EMPLOYMENT OPPORTUNITY The Town of Prosper is an equal opportunity employer. Discrimination against any person in recruitment, examination, selection, appointment, rate of pay, promotion and transfer, retention, daily working conditions, testing and training, awards, compensation and benefits, disciplinary measures or any other aspect of employment or personnel management because of age, race, religion, sex, color, national origin, citizenship, disability, veteran’s status or other unlawful basis, is prohibited. Any employee who observes unlawful discrimination or who feels that he or she has been subjected to unlawful discrimination must report it immediately as set out in the Town’s Sexual and Other Unlawful Harassment Policy. Anyone found to be engaging in any type of unlawful discrimination or retaliation will be subject to disciplinary action, up to and including termination of employment.
SECTION 2.02: AMERICANS WITH DISABILITIES ACT (ADA) To ensure compliance with the ADA, the Town of Prosper offers equal employment opportunity to qualified individuals and strictly prohibits discrimination against qualified individuals on the basis of disability. The Town will provide a reasonable accommodation to the known physical or mental impairments of an otherwise qualified individual with a disability if such reasonable accommodation will enable the individual to perform the essential functions of the position at issue. The Town will not deny employment opportunities on the basis of the need to provide reasonable accommodation to the individual’s physical or mental impairments, unless it would cause an undue hardship to the Town, or constitute a direct threat to the safety of the individual or others. Employees who have a complaint involving potential violations of the ADA, including, but not limited to, harassment, discrimination, retaliation, or failure to provide a reasonable accommodation, must immediately report such complaint as outlined in the Town’s Sexual and Other Unlawful Harassment Policy.
SECTION 2.03: RECRUITMENT AND SELECTION The Town hires employees based solely on their knowledge, skills and abilities, experience, and other qualifications as they relate to the duties and responsibilities of a position without regard to race, national origin, religion, color, sex, age, citizenship, political affiliation, disability, or any other characteristic protected by law.
Item 8
Chapter 2, Page 2 Adopted October 1, 2008
Revised & Adopted July 2017
A. Applications 1. Anyone seeking employment, promotion, transfer, or re-employment with the Town in response to a posted job announcement must complete and submit an official Town employment application packet for the position desired. All information set forth on an application is subject to verification. 2. Applications will normally be considered active until sixty days after the vacancy is filled.
SECTION 2.04: RECRUITMENT/RELOCATION EXPENSES The Town of Prosper may reimburse applicants for reasonable and necessary expenses incurred during position recruitment and relocation. Such reimbursements are typically reserved for the positions of Town Manager and department directors. The Town Manager must approve all reimbursements incurred for interview and relocation expenses and may, at his/her discretion, restrict the reimbursement of all unreasonable expenses. In order to be reimbursed for interview and relocation expenses, all expenses must be submitted, along with all receipts, to the Town Manager.
A. Recruitment Expenses. The Town may reimburse applicants for the following expenses: 1. Travel: one round-trip economy air fare and economy car rental to and from the airport; or, reimburse for personal car mileage at a rate established by the Internal Revenue Service, not to exceed the cost of an economy air fare. 2. Lodging: up to three night’s lodging on the interview trip. 3. Meals: for meals associated with the interview trip in accordance with amounts specified in the Town of Prosper Administrative Manual.
B. Relocation/Moving Expenses. The Town may reimburse applicants for the following relocation expenses: 1. Moving: reasonable expenses in connection with packing, moving, unpacking, and insuring of household furniture. 2. Storage: costs of temporary storage of household effects for a period of up to three months, prior to the move into the permanent living quarters, including insurance during storage.
SECTION 2.05: VALID DRIVER’S LICENSE The Town of Prosper requires that every employee who operates a Town-owned or leased vehicle, or who drives a privately owned vehicle while carrying out job duties, must maintain a current valid Texas driver’s license and an acceptable driving record as determined by the Town. Driving records will be checked prior to employment and periodically throughout the course of employment. Applicants and employees are required to provide the Town with any authorization necessary for the Town to perform such a check. Moving traffic violations will be considered and may result in failure to hire in the case of prospective employees, and may result in disciplinary action of an active employee. Each report will be reviewed and considered on a case by case basis.
Item 8
Chapter 2, Page 3 Adopted October 1, 2008
Revised & Adopted July 2017
When a special classification of driver’s license is required to operate Town equipment, it is the employee’s responsibility to maintain the required license. The Town will pay the cost of renewing such licenses.
SECTION 2.06: NEPOTISM The Town of Prosper shall not contribute through employment, in-house advancement, or transfer process, to the creation of a perceived impropriety among its employees. This policy is established in order to prevent conflicts of interest, avoid accusations and perceptions of biased conduct, and maintain the confidentiality of restricted information.
A. Kinship
For the purposes of this policy, the following shall constitute familial relationships:
First Degree: Spouse Mother Father Sister Brother Son Daughter
(or) in-law; (or) step (or) foster
Second Degree: Uncle Aunt Nephew Niece Grandfather Grandmother Granddaughter Grandson 1st Cousin
(or) in-law
Other:
Former spouses Significant Others Engaged couples
Item 8
Chapter 2, Page 4 Adopted October 1, 2008
Revised & Adopted July 2017
SECTION 2.07: MEDICAL EXAMINATIONS/FITNESS FOR DUTY The Town of Prosper endeavors to provide a safe work environment for all employees. It is the responsibility of each employee to maintain the standards of physical and mental health fitness required for performing the essential functions of his or her position, either with or without reasonable accommodation. It is the policy of the Town to require certain applicants and employees to be examined by a physician under certain circumstances described below. Medical examinations may also be used to ensure that employees remain in good physical condition in order to perform the demands of the job.
A. Serious Health Conditions/Disabilities The Town recognizes that employees with a potentially life-threatening and/or infectious illness or physical and/or mental disability may wish to continue to engage in as many of their normal pursuits as their condition allows, including their employment. As long as these employees are able to perform the essential functions of their job, with or without reasonable accommodation, without creating an undue hardship, and medical evidence indicates that their condition is not a direct threat to themselves or others, the Town will treat them consistently with other employees.
B. Payment of Medical Examinations
1. Medical examinations required by the Town will be paid for by the Town. A letter from the physician stating whether or not the employee is fit for duty is required to be submitted to the Town. 2. When the Town requires a physical examination or physician's report concerning an illness or injury suffered by an employee, the examination shall be at the expense of the Town and performed by the Town physician or a specialist the Town physician refers the employee to. 3. Employees who are not satisfied with the physician's determination may submit a report from a physician of their own choosing and at their own expense. In the event of conflicting opinions, the Town may employ a third physician to examine the employee. The Town will pay for this third physical examination. The reports of the physicians involved, along with the demands of the job and the employee's ability to perform the job duties will be the basis for a decision.
SECTION 2.08: OUTSIDE EMPLOYMENT The Town of Prosper shall be the primary employer for all employees for which benefits are being supplied. An employee may be employed in any other business, trade, occupation, or profession while employed by the Town, as long as it is determined that such employment does not bring the Town into disrepute, or conflict with the best interests of the Town or his/her employment and effective performance as a Town employee. Other outside activities, such as volunteer activities, that might similarly distract from an employee’s ability to perform his or her job with the Town are also prohibited. Employees must receive prior written approval from their department director before engaging in other employment. As the primary employer, the employee must recognize the Town’s need for flexibility and changing schedules based upon the demand for services or departmental needs.
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Chapter 2, Page 5 Adopted October 1, 2008
Revised & Adopted July 2017
An employee will not be covered by the Town’s workers’ compensation insurance while working for another employer or while self-employed unless the employee is required to perform official Town employment activities while engaged in such outside or self-employment. Approval for outside or self-employment as set out in this policy does not authorize an employee on FMLA leave, sick leave, disability leave, worker’s compensation leave, or an unpaid leave of absence to engage in any outside or self-employment. Under no circumstances may an employee on FMLA leave, sick leave, disability leave, worker’s compensation leave, or unpaid leave of absence engage in outside or self-employment, as defined in this policy, unless expressly authorized in writing by the department director and/or the Town Manager. For purposes of this policy, outside or self-employment includes a job, activity, or enterprise (including self-employment) which constitutes a form of employment or business outside the responsibilities of employment with the Town. This policy is not intended to cover volunteer work with a non-profit organization where compensation is paid in the ordinary course of operations.
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Chapter 3, Page 1 Adopted October 1, 2008
Revised & Adopted July 2017
TOWN OF PROSPER
PERSONNEL POLICY
CHAPTER 3: EMPLOYEE DEVELOPMENT, PERSONNEL ACTIONS,
AND RECORDS
SECTION 3.01: PROBATIONARY PERIOD All new employees hired to fill regular full-time or part-time positions in the Town of Prosper must satisfactorily complete a performance probationary period of six months. The Police and/or Fire Departments may have extended probationary periods, per departmental guidelines. Additionally, all current employees who are promoted, or reclassified to a supervisory position, as well as former Town employees who are rehired must satisfactorily complete a performance probationary period of six months. The probationary period assists the Town in maintaining an effective, productive, and efficient workforce to provide quality services to the citizens. Only those employees who meet acceptable performance and other standards during their probationary period will be retained as employees. An extended orientation and/or training time may be added to the probationary period. Employees are considered probationary employees until they have actually performed their regular job duties for at least six months to assure their ability to meet acceptable standards of work performance and behavior for the employee’s position. The successful completion of a probationary period does not create a contract of employment or guarantee employment for any specific duration or establish a “just cause” disciplinary or termination standard. The employee remains at all times “at-will” as described in the Town of Prosper Personnel Policy Manual.
A. Seasonal/Temporary Employees
Seasonal and temporary full-time and part-time employees do not serve a performance probationary period and have no right of appeal when terminated at any time.
B. Change in Assignment for Probationary Employee Probationary employees may not request or make application for reassignment, promotion, or voluntary transfer during the probationary period unless approved by their department director and the Town Manager. A probationary employee or an employee who receives approval for a reassignment, promotion or transfer will serve a six-month performance probationary period in the new position beginning with the date of the position change.
C. Absences During Initial Performance Probationary Period
New employees may not use vacation leave during their performance probation period. Employees may use sick leave for qualifying absences. Compensatory time off or recognized holidays during the performance probationary period may be used as approved per established Town/ Departmental policy or practice.
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Chapter 3, Page 2 Adopted October 1, 2008
Revised & Adopted July 2017
Transferred or promoted employees serving probationary periods retain their eligibility for all types of leave established by Town policy.
D. Successful Completion of Probation/“Regular” Status Granted An employee is granted “regular” status in the new position if the employee satisfactorily completes the performance probationary period.
E. Failure of Probation
An employee is considered to have failed probation when it is determined that the employee’s fitness, job performance, quality or quantity of work, attendance, or combination thereof, does not meet minimum job performance standards and expectations for the position. Failure of probation may occur at any time within the probationary period. An employee who fails probation will normally be terminated from the Town’s employment. If desirable and feasible, the employee may be administratively transferred to a more suitable position at the sole discretion of the Town. A transferred or promoted employee who fails probation may, at the sole discretion of the Town, be reinstated to his/her former position provided there is a vacancy and if approved by the affected department director(s). Department directors are responsible for ensuring the thorough written documentation of all cases of failure of probation, including counseling, training, and other efforts to help employees during their probation period.
F. Termination of Probationary Employment
Probationary employees are at-will employees and may be terminated at any time during the probationary period, with or without notice or cause. A New Hire probationary employee who is terminated has no right of appeal. New Hire probationary employees are not entitled to progressive levels of discipline. Probationary employees are otherwise subject to all policies and procedures of the Town.
SECTION 3.02: EMPLOYMENT STATUS
It is the policy of the Town of Prosper to provide a systematic and organized approach for the administration of salaries for positions on a uniform, Town-wide basis and to provide equitable and competitive compensation based on position classification, performance, and market analysis. The Town of Prosper classifies Town employees for the purpose of employment status and benefit eligibility as follows: 1. Performance Probationary. A full-time or part-time employee during the performance probationary period of initial employment, promotion, or transfer. New hired probationary employees are not entitled to progressive levels of discipline and are not eligible to use the Town’s employee appeals policy. 2. Regular Full-time. An employee in a budgeted position with an officially scheduled work week of forty hours or more each work week (except for certain Fire and Police shift personnel who have different work cycles) who has successfully completed his/her initial performance probationary period. Generally, regular full-time employees are eligible for the Town’s full benefit package, subject to the terms, conditions, and waiting periods of each benefit program. Regular full-time
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Chapter 3, Page 3 Adopted October 1, 2008
Revised & Adopted July 2017
employees receive benefits such as benefit hour accruals, medical benefits and participate in the Texas Municipal Retirement System (TMRS). 3. Regular Part-time. An employee in a budgeted position with an officially scheduled work week of less than forty hours who has successfully completed his/her initial performance probationary period. Regular part-time employees who regularly work at least one thousand hours in a year will receive benefits such as benefit hour accruals (at a one-half of regular full-time rate) and/or participate in TMRS. Some benefit policies may require an employee to work more than twenty hours per week to qualify for coverage. In such cases, the official benefit policy and contract will govern. 4. Temporary/Seasonal. An employee who is employed for only a specific time period, for a special assignment, or as an interim replacement. Employment assignments in this category are of a limited duration. Employment beyond any initially stated period does not in any way imply a change in employment status. Temporary and seasonal employees retain that status unless and until notified of a change in writing by the Human Resources Department. Temporary and seasonal employees receive all legally mandated benefits (such as workers’ compensation insurance coverage), but are not eligible for the Town’s other employment benefits. Temporary employees who are placed with the Town but who are actually employed by a temporary staffing agency must look to the temporary staffing agency to determine what benefits they are provided. Such employees are not eligible for benefits from the Town and are not eligible for participation in TMRS. 5. Contractor. Occasionally, the Town may engage an independent contractor to perform certain services that cannot be readily performed by employees because of existing staffing constraints or due to the nature or urgency of the services required. An independent contractor relationship exists when the Town has the right to control only the result of a worker’s service, not the manner of performance. Contract employees will invoice the Town and be paid through Finance Accounts Payable. Contract employees who work 30 or more work hours may be eligible for group insurance coverage including medical, dental, and vision; but, not TMRS. 6. Volunteers. Volunteers are not employed by the Town in any capacity. Volunteers elect to donate their time and services as a volunteer for the Town without any expectation of compensation. Volunteers are generally not paid and are generally not entitled to any benefits. In addition to being in one of the above categories, each employee is also designated as either exempt or non-exempt from federal and state wage and hour laws. Employees are informed of their status as exempt or nonexempt at the time of their initial employment, or subsequently if their classification changes for any reason.
SECTION 3.03: EMPLOYEE DEVELOPMENT AND TRAINING It is the philosophy of the Town of Prosper to support employee training and development opportunities that will prepare employees for increased responsibilities and enhance individual growth, promotion, and development.
A. Tuition Reimbursement It is the policy of the Town to provide quality services for its citizens by encouraging upward mobility, employee development, and excellence of performance by sharing the expense of approved courses
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Chapter 3, Page 4 Adopted October 1, 2008
Revised & Adopted July 2017
and educational programs. Tuition reimbursement assist employees in broadening their knowledge of their current position or preparing them for possible assumption of new job responsibilities within the Town 1. Eligible Employees. To be considered for participation in the tuition reimbursement program, an individual must be a regular full-time employee and have successfully completed at least six (6) months of service with the Town prior to application approval. 2. Termination. If an employee resigns or is terminated for any reason prior to course completion, the Town shall not be obligated to reimburse any part of the expense. An employee who resigns or is terminated less than two (2) years after completion of a reimbursed course must reimburse the Town for all amounts paid to the employee under this policy within thirty (30) days of his/her separation date. The Town may reduce the final paycheck by any/all amounts owed. Employees terminated due to a reduction in force shall not be required to reimburse the monies.
B. Department Directors/Supervisors 1. It is the responsibility of the employee’s immediate supervisor to provide, or see that the employee receives, department orientation and job training. 2. It is the responsibility of supervisors to respond to employee inquiries regarding Town and department policies, procedures, and guidelines.
SECTION 3.04: IN-HOUSE ADVANCEMENT The purpose of the Town of Prosper's in-house advancement policy is to make every effort to fill job vacancies through in-house advancement, or promotion, of qualified employees to vacant positions within the Town. This shall not prohibit the Town Manager or other supervisory personnel from filling positions with persons not employed by the Town.
A. Consideration 1. Employees must have completed the six-month probationary period to be eligible for in-house advancement, unless otherwise approved by the department director and the Town Manager. 2. The decision for an in-house advancement will be based on the quality of each applicant's prior performance on the job as well as the qualifications for the new position. Other areas to be considered are conduct, disciplinary history, education, records of progression, completion of training or developmental assignments, awards, letters of commendation, and details of leadership experiences where appropriate.
B. Salary Increase 1. Civilians. Generally, when an employee is promoted through in-house advancement to a position with a higher pay classification, the employee will receive an increase to the minimum salary of the new position, or receive a promotional increase of five percent over the employee's present salary, whichever is greater, to recognize the employee’s experience and acceptance of a more demanding position. Along with the promotional increase, the employee may be awarded an additional increase based on qualifications above the minimum requirements for the job.
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Chapter 3, Page 5 Adopted October 1, 2008
Revised & Adopted July 2017
2. Public Safety. Generally, a promotion is a change of an employee from one Public Safety step plan to a higher Public Safety step plan while continuously employed. Only Public Safety personnel promoted to a higher-level position will be advanced to the minimum step of the new position’s pay grade, or no more than 5%, whichever is greater. If an individual’s new pay falls in between two steps in the new pay grade then the new salary will be at the closest step above the new salary.
C. Probationary Period 1. An employee who does not work under a departmental step plan and who is promoted through in-house advancement to a higher position with a higher pay classification is required to complete a six-month probationary period. 2. Should a promoted employee not successfully complete the probationary period, the employee may be eligible to return to the previous position held, if available. If no position is available for which the employee is qualified, the employee will be terminated.
SECTION 3.05: TRANSFERS Transfers will be allowed within a division or from one division or department to another when they are in the best interest of the Town and/or employee. Transfers may be used to allow employees to move to positions with greater career potential, to change career fields, to move to a position for which the employee is more suitably qualified, to vary work location or conditions, to accommodate shifts in workloads across Town departments, for disciplinary reasons, or other administrative reasons. In order for any employee to transfer, there must be a vacant position and the employee must meet all job requirements.
A. Purposes of Employee Transfers 1. Voluntary Transfer (employee initiated)
a. Generally, a voluntary transfer is initiated by an employee through request or by applying for an open position. b. Employees must have completed the six-month probationary period to be eligible to transfer, unless approved by the department director and the Human Resources Department. c. If the position has been posted or advertised, the employee must also complete all application, interviewing and other requirements in the job announcement. d. The transferring employee must give at least two weeks’ notice to the releasing department prior to transfer. The releasing supervisor may waive this requirement. 2. Involuntary Transfer (supervisor initiated) In certain circumstances, a department director or supervisor may deem it necessary to place an employee in a position better suited to the employee’s abilities. 3. Administrative Transfer (reassignment, reorganization)
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Chapter 3, Page 6 Adopted October 1, 2008
Revised & Adopted July 2017
a. In certain circumstances administrative transfer, or reassignment, may be used for re-organization purposes. The Town Manager must approve the transfer in advance. b. Normally, administrative transfers will not result in a change of salary for the affected employee(s). Any salary changes will be determined by the department director and the Town Manager.
B. Benefits Regular full-time employees who transfer from one position to another and remain regular full-time employees shall continue to accrue benefits without interruption. Benefits will be adjusted appropriately if a change of status occurs.
SECTION 3.06: EMPLOYEE RECORDS It is the policy of the Town of Prosper that an effective system for keeping records on job applicants, current employees, and former employees is essential to the proper functioning of the Human Resources Department. The Town strongly believes, however, in respect for the rights and dignity of each employee, and the Town pledges to conduct its business in such a way that the privacy of all its employees is protected within the guidelines of federal and state regulations. The Human Resources Department shall maintain the official personnel file of each employee. Employee files maintained at the department level shall contain only pertinent information related to the employee and the employee’s performance for assessment and evaluation purposes.
A. Employee Inspection
1. Any employee may inspect his/her personnel file. Employees desiring to inspect their personnel files should contact the Human Resources Department to establish a convenient time for this review. The employee may review the files and may take notes or request single copies of each page. No employee is allowed to alter or remove anything from any personnel file. An employee may request correction of inaccurate information.
B. Requests for Personnel Information 1. All requests for information, written or verbal, from persons outside the Town concerning job applicants and/or current, retired, or terminated employees must be referred to the Human Resources Department. 2. Without a signed release, the Human Resources Department will release only the dates of employment, position held, and verify final salary. 3. No other department or person is authorized to release such information without the prior authorization of the Town Manager.
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Chapter 3, Page 7 Adopted October 1, 2008
Revised & Adopted July 2017
SECTION 3.07: SEPARATION OF EMPLOYMENT It is the policy of the Town of Prosper to request advance written notice of an impending voluntary separation from all positions of employment within the Town organization. Minimum notice is necessary in order to expedite employee out-processing and ensure a smooth transition without adversely affecting department efficiency.
A. Notice Requirements. 1. Department directors and other top executives are requested to give twenty (20) working days advanced written notice of separation. 2. Department mid-managers are requested to give fifteen (15) working days written notice of separation. 3. All other employees are requested to give ten (10) working days advance written notice of separation. 4. Failure of an employee to provide the minimum notice requested could prohibit eligibility for rehire and cause the employee to be terminated immediately.
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Chapter 4, Page 1 Adopted October 1, 2008
Revised & Adopted July 2017
TOWN OF PROSPER
PERSONNEL POLICY
CHAPTER 4: EMPLOYEE BENEFITS
SECTION 4.01: MEDICAL, DISABILITY, AND LIFE INSURANCE BENEFITS/CONTINUATION
OF COVERAGE
A. Medical, Disability, and Life Insurance Benefits
1. The Town furnishes medical, disability, and life insurance benefits to eligible employees. Certain coverage is effective on the first day of the month following the first day of employment for eligible employees. Other coverages are effective on the date of hire. For details of coverage, see the Town’s Benefits Summary provided by the Human Resources Department. 2. Additional supplemental insurance coverage for employees and members of their families, beyond those amounts provided by the Town, may be available at the employee’s expense. 3. The Town also carries a workers’ compensation insurance policy. In cases of job-related injuries, provisions and benefits available under workers’ compensation are activated.
B. Group Health Continuation of Coverage 1. COBRA is a federal law that requires most employers who sponsor group health plans to offer employees and their families the opportunity to temporarily extend their group coverage at group rates in certain instances where coverage under the employer’s group health plan would otherwise terminate. The employee is responsible for paying for the cost of any such continuation of coverage, plus a small administration fee. 2. Under COBRA, employees may elect COBRA continuation of coverage for up to 18 months after termination of employment (unless the employee is terminated due to gross misconduct), or if an employee’s hours are reduced to such an extent that the employee no longer qualifies for participation in the group health plan. Under other circumstances, COBRA coverage is available for up to 36 months following a qualifying event. Employees must notify the Town within 60 days of the occurrence of the employee’s legal separation or divorce and of a covered dependent ceasing to qualify as a dependent under the medical plan. 3. Detailed COBRA notices are given to employees when an employee becomes eligible for participation in the Town’s group health plan and again when a qualifying event occurs. For more complete information on COBRA and the Town’s health plan, employees should review their summary plan description or review a copy of the full health plan in the Human Resources Department.
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Chapter 4, Page 2 Adopted October 1, 2008
Revised & Adopted July 2017
SECTION 4.02: RETIREMENT
A. Texas Municipal Retirement System (TMRS). The Town of Prosper participates in TMRS, which provides retirement benefits to eligible employees. 1. Eligibility for Enrollment a. At the time of employment, all eligible employees are enrolled in TMRS. Participation by every regular full-time employee and regular part-time employees who work more than one thousand hours in a year is a condition of employment. 2. Contributions a. Contribution rates and other policies of the Town’s TMRS Plan are determined by the Town Council and are subject to change. b. Currently, the employee contributes seven percent of his/her earnings each pay period. The contributions are tax deferred and made through payroll deduction. The Town matches employee contributions at a rate of two-to-one. 3. Benefits at Retirement a. Generally, employees may retire after twenty years of TMRS service credit, regardless of age. Previous government employment may contribute service credit toward earlier retirement. b. TMRS benefits will be based on years of service, salary, the employee and Town contributions to the account, and the retirement option selected. c. Employees must contact the Human Resources Department at least thirty days before the planned retirement date to allow for completion of necessary paperwork.
SECTION 4.03: EMPLOYEE ASSISTANCE PROGRAM The Town of Prosper’s Employee Assistance Program (EAP) is available to provide assistance to employees who may be experiencing personal or family problems with alcohol or drug abuse, financial or legal burdens, marital or other family problems. All employees who feel they may have an alcohol or drug problem are encouraged to utilize the program’s resources before the problem adversely affects their job performance or employment status. Participation in this program is typically voluntary and confidential. However, a supervisor may make a mandatory or formal referral when some aspect of an employee’s personal life negatively affects his or her performance on the job.
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Chapter 4, Page 3 Adopted October 1, 2008
Revised & Adopted July 2017
A. Participation Employees may use EAP at their own initiation and without contact with supervisors or the Human Resources Department.
B. Mandatory or Formal Referral
A supervisor may make a mandatory or formal referral when some aspect of an employee’s personal
life appears to be negatively affecting his or her performance on the job. In such cases, the
supervisor will contact the Human Resources Department to determine the need for a referral. If the
Human Resources Department agrees with the request, they will contact the EAP to start the referral
process.
C. Confidentiality
Employees and/or dependents seeking assistance through the Employee Assistance Program are assured that reasonable efforts will be made to provide the services within strict principles of confidentiality.
SECTION 4.04: WORKERS’ COMPENSATION The Town of Prosper complies with the Texas Labor Code in the provision of workers’ compensation insurance coverage for its employees. This program covers an injury or illness sustained in the course of employment that requires medical treatment, subject to applicable legal requirements and workers’ compensation guidelines. Workers’ compensation insurance coverage begins immediately upon employment with the Town.
SECTION 4.05: LIGHT-DUTY ASSIGNMENTS The Town of Prosper may make light-duty assignments available to ill or injured employees who are unable to perform their regular job duties. The decision to offer an employee a light-duty assignment is made at the Town’s sole discretion and not guaranteed. A light-duty assignment may be in the employee’s own or another department in the Town. Factors considered by the Town in making its decision include, but are not limited to, the nature of the employee’s illness or injury; the medical release provided in support of light-duty; the risk that a light-duty assignment may result in aggravation of the employee’s injury or illness; the type of light-duty work available; the length of the employee’s employment with the Town; the employee’s performance and disciplinary history; and whether the illness or injury occurred on or off-duty. In making light-duty assignments, the Town will normally give priority to employees whose injury or illness is work-related. Employees who are released for and given a light-duty assignment may not perform work duties in violation of their medical release. An employee who violates the terms of his/her medical release while on a light duty assignment may lose the light-duty assignment and, in addition, may be disciplined up to and including termination of employment.
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Chapter 4, Page 4 Adopted October 1, 2008
Revised & Adopted July 2017
Light duty will not extend beyond sixty calendar days from the date of injury without an evaluation by the employee’s treating physician and a recommendation from the department director to the Town Manager. Only the Town Manager may approve an extension of a light-duty assignment. Employees still unable to return to regular duty within sixty calendar days from the date of injury must re-qualify for light-duty through evaluation by their treating physician or revert to workers’ compensation indemnity payment, accumulated sick leave, Family Medical Leave Act (FMLA), vacation, or other accrued benefits, if available. An employee who is released for and offered light-duty by the Town, but who elects not to accept such an assignment, will normally be ineligible for paid sick leave benefits under the Town’s Sick Leave policy and salary continuation benefits under workers’ compensation, but may still be entitled to unpaid leave under the Town’s FMLA policy. An employee’s rate of pay during any light-duty assignment shall be at the same rate of pay as received prior to the injury. All light-duty requests and assignments will be reviewed by and coordinated through the employee’s department director and/or Town Manager. The employee’s department director will work with the Town Manager in making a decision whether light-duty work will be offered. Before returning to regular job duties following a light duty assignment, the employee must coordinate his/her return through the Human Resources Department.
SECTION 4.06: REQUESTS FOR ACCOMMODATION The Town of Prosper will provide reasonable accommodation to the known physical or mental impairments of an otherwise qualified individual with a disability if such reasonable accommodation will enable the individual to perform the essential functions of the position at issue. The Town’s obligation under this policy is limited to providing reasonable accommodations that will not result in undue hardship to the Town. All requests for accommodation must be in writing and directed to the Town Manager through the employee’s department director. Employees who have a complaint involving potential violations of the Americans with Disabilities Act, including, but not limited to, harassment, discrimination, or failure to provide reasonable accommodation, must immediately report such complaint to the Human Resources Department.
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Chapter 5, Page 1 Adopted October 1, 2008
Revised & Adopted July 2017
TOWN OF PROSPER
PERSONNEL POLICY
CHAPTER 5: LEAVES OF ABSENCE AND PAID TIME OFF
SECTION 5.01: HOLIDAYS The Town provides paid holidays to probationary, regular full-time and regular part-time employees. The following official holidays will be observed: New Year's Day Martin Luther King Day Good Friday Memorial Day Independence Day Labor Day (All employees except Fire Department Shift Employees) September 11 (9/11 Commemoration - Fire Department Shift Employees Only) Thanksgiving Day Friday following Thanksgiving Christmas Eve Christmas Day
A. Holidays A holiday shall be defined as a period of eight hours at straight pay rates for regular full-time employees and four hours at straight pay rates for regular part-time employees who receive benefits. For employees who work on a shift, such as Fire Department shift employees who work on a twenty-four-hour shift, a holiday will be defined as twelve hours.
B. Scheduling of Holiday Holidays occurring on Saturday normally will be observed on the preceding Friday and holidays occurring on Sunday will normally be observed on the following Monday. When a holiday is observed on a day other than the actual holiday, employees who work a shift other than Monday through Friday will be paid holiday pay on the actual holiday, rather than the observed day.
C. Eligibility for Holiday Pay All regular employees are eligible for holiday pay after completion of one day of work. Seasonal and temporary employees are not eligible for holiday pay and will be paid their regular rates on a holiday only if required to work.
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Chapter 5, Page 2 Adopted October 1, 2008
Revised & Adopted July 2017
D. Employees Required to Work on a Holiday 1. All non-exempt employees who are required to work a designated holiday may elect to be paid holiday pay in addition to the hours worked, or may elect to take a day off later in the year. Non-exempt employees required to work on a holiday will be eligible for holiday pay at two times the employee’s base regular rate of pay. If “on-call” during a Holiday, the non-exempt employee will be paid in accordance with the compensation policy for “on-call” pay. 2. Fire and Police Department shift employees are given a bank of holiday hours each January 1st. The number of holiday hours provided for Fire Department shift employees each year is one hundred and twenty. The number of holiday hours provided for Police Department shift employees is eighty. a. These holiday hours may be taken during the year, at the employee’s discretion. Essential Fire and Police employees must schedule their holiday time off by utilizing the Request for Authorized Leave Form. Whenever possible, holiday time will be scheduled at the convenience of the employee. However, department directors or supervisors must be certain that holiday leave does not interfere with the normal functions and activities of department operations. b. Fire and Police Department holiday hours expire each December 31st. The holiday hours are renewed each January 1st. In no case shall a Fire or Police Department employee carry over holiday hours from one year to the next. It is the employee’s responsibility to ensure that his/her holiday hours are used before the expiration date each year.
E. Employees Scheduled “Off Duty” on a Holiday When the holiday and regular day off occur on the same day, those non-exempt employees who are scheduled off duty on that day will be entitled to regular holiday pay.
F. Ineligibility for Holiday Pay Employees on unpaid leave are not eligible for holiday pay. Likewise, non-exempt employees who are absent without authorized leave on the day immediately preceding or following a scheduled holiday will not be paid for the holiday.
G. Separating Employees Except in extraordinary situations, separating employees will not be allowed to use a holiday as their final day of employment. Exceptions must be scheduled and authorized in advance by the department director. No payment of accrued holiday leave balance will be made upon separation of employment from the Town.
H. Holiday Occurring During Vacation Leave A holiday that falls within an employee’s vacation period will be counted as holiday in lieu of a day of vacation.
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Chapter 5, Page 3 Adopted October 1, 2008
Revised & Adopted July 2017
I. Holiday Pay During Disability or Workers’ Compensation Leave An employee on Short-Term or Long-Term disability leave or on worker's compensation leave will not receive holiday pay.
J. Other Religious Holidays Employees may request an approved absence to celebrate a religious holiday that is not a scheduled Town holiday. If approved, the employee must charge the time to vacation, compensatory time, or an excused absence without pay.
SECTION 5.02: VACATION All regular full-time and part-time employees shall accrue vacation leave upon employment. Eligibility and accrual rate of vacation benefits is determined by the date of regular full-time employment and length of service provided to the Town.
A. Accrual of Vacation (Adopted 1.13.15) 1. Regular full-time employees with less than two years of regular full-time service with the Town shall accrue vacation leave at a rate of 3.08 hours per pay period. Full-time employees who have less than five years of regular full-time service with the Town shall accrue vacation leave at a rate of 4.62 hours per pay period. Full-time employees who have less than ten years of continuous regular full-time service with the Town shall accrue vacation leave at a rate of 6.16 hours per pay period. Full-time employees who have ten or more years or more of continuous regular full-time service with the Town shall accrue vacation leave at a rate of 7.70 hours per pay period.
REGULAR FULL-TIME EMPLOYEES (Except Firefighter Shift Personnel)
Maximum of 240 Hours
Years of Service Hours Per Pay Period Hours Accrued Per Year 0 < 2 3.08 80 2 < 5 4.62 120 5 < 10 6.16 160 10+ 7.70 200 2. Regular part-time employees (including part-time Public Safety Officer Personnel) with less than two years of continuous regular part-time service with the Town shall accrue vacation leave at a rate of 1.54 hours per pay period. Part-time employees who have less than five years of continuous regular part-time service with the Town shall accrue vacation leave at a rate of 2.31 hours per pay period. Part-time employees who have less than ten years of continuous regular part-time service with the Town shall accrue vacation leave at a rate of 3.08 hours per pay period. Part-time employees who have ten years or more service with the Town shall accrue vacation leave at a rate of 3.85 per pay period.
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Chapter 5, Page 4 Adopted October 1, 2008
Revised & Adopted July 2017
3. Pursuant to state and/or federal law, Firefighter Shift Employees may be subject to special provisions regarding vacation leave. All such provisions shall be consistent with the Fair Labor Standards Act (FLSA) and Texas state law. Full-time Firefighter Shift Employees with less than two years of continuous service with the Town shall accrue vacation leave at a rate of 4.62 hours per pay period. Full-time Firefighter Shift Employees who have less than five years of continuous service with the Town shall accrue vacation leave at a rate of 6.92 hours per pay period. Full-time Firefighter Shift Employees with less than ten years of continuous service with the Town shall accrue vacation leave at a rate of 9.23 hours per pay period. Full-time Firefighter Shift Employees who have ten years or more of continuous service with the Town shall accrue vacation leave at a rate of 11.54 hours per pay period.
FIREFIGHTER SHIFT EMPLOYEES
Maximum of 360 Hours
Years of Service Hours Per Pay Period Hours Accrued Per Year 0 < 2 4.62 120 2 < 5 6.92 180 5 < 10 9.23 240 10+ 11.54 300 4. Department directors or designees shall schedule an employee’s vacation giving consideration to the ability of the remaining staff to perform the work of the department. The employee has the responsibility to assure that the leave request is made within a reasonable length of time prior to the commencement of the leave. All vacation leave for department directors must be approved by the Town Manager. Employees shall not be allowed to take in excess of ten consecutive vacation days or, in the case of firefighter shift personnel, five consecutive vacation shifts, without the prior written approval of the department director, as appropriate, except when the employee is using family and medical leave.
5. Vacation leave may be accumulated from year-to-year; not to exceed one hundred twenty hours for regular part-time employees; two hundred and forty hours for regular full-time employees; and three hundred and sixty hours for firefighter shift personnel. The Town Manager may waive this
REGULAR PART-TIME EMPLOYEES
(Includes Public Safety Officer Personnel)
Maximum of 120 Hours
Years of Service Hours Per Pay Period Hours Accrued Per Year 0 < 2 1.54 40 2 < 5 2.31 60 5 < 10 3.08 80 10+ 3.85 100
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limitation, if the needs of the Town preclude the taking of vacation leave which would otherwise be lost because of this limitation. 6. All employees are encouraged to use vacation leave. Leave must be taken in a minimum of 15-minute increments. All leave requests must be approved by the department director so that schedules and duties may be adjusted to create minimum disruption of normal work operations. 7. Upon separation from service, regular employees who have completed six months of service to the Town shall be paid for any accrued, but unused, vacation leave. All vacation leave is forfeited if the employee separates from employment prior to completion of six months of employment with the Town. Additionally, an employee who abandons his/her job, as defined by policy, shall be ineligible for payment of accrued vacation leave. To maintain eligibility for payment of accrued vacation leave, an employee who resigns his position with the Town must submit a written notice of such resignation, giving ten business days’ notice, unless such notice has been waived by the department director. 8. An official holiday occurring during an employee’s vacation shall not be considered vacation leave. 9. Vacation leave shall not be advanced to employees. 10. Vacation leave credits are not transferable between employees. 11. An employee on disciplinary suspension forfeits all claims to use vacation leave for the duration of the disciplinary suspension. 12. If an employee becomes ill while using vacation leave, vacation leave may be converted to sick leave. The presentation of a licensed physician’s written statement may be required. 13. Vacation leave may not be used by any employee who is unable to work and is receiving full worker’s compensation benefits. 14. Leave records shall be maintained by the Finance Department. 15. Temporary employees are not eligible for vacation leave.
B. Vacation Cash-In
1. As approved and at times designated by Town administration, employees may elect to receive cash in lieu of unused, accrued vacation hours by completing a “Vacation Cash-In Request” form. Regular, full-time employees may cash in up to a maximum of eighty hours per calendar year. Regular, part-time employees may cash in up to a maximum of forty hours per calendar year. Fire Department shift employees may cash in a maximum of one hundred and twenty hours. No more than one-half of the maximum cash-in hours may be requested during any one cash-in period. 2. Regular, full-time employees must maintain a vacation balance of forty hours after deducting the cash-in hours. Regular, part-time employees must maintain a vacation balance of twenty hours after deducting the cash-in hours. Fire Department shift employees must maintain a vacation balance of sixty hours after deducting the cash-in hours.
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3. Cashed-in vacation hours are non-reversible and will be paid as a lump sum on a separate check.
C. Restriction
1. Employees may not borrow unearned vacation time. 2. Employees shall not receive payment of vacation leave in lieu of taking time off except as allowed under the vacation cash-in policy. 3. Vacation time benefits will not be paid for the same time an employee receives sick leave pay, holiday pay, bereavement leave pay, or any other paid leave benefit.
D. Maximum Accruals 1. Except for Fire Department Shift employees, the maximum allowed accrual carryover of vacation time is two hundred forty hours per calendar year (January through December). The maximum for Fire Department Shift employees is three hundred sixty hours per calendar year (January through December). The maximum accrual for part-time employees regularly scheduled to work 1,000 or more per year is one-half the maximum accrual of regular full-time employees (i.e., one hundred twenty hours). Any vacation hours exceeding the maximum rates shall be purged effective January 1 of each year. (Adopted 1-13-15) 2. An employee may accrue as many hours of vacation as possible throughout the calendar year; however, it is the employee’s responsibility to ensure that their accrual is below the maximum allowable hours to carry over by December 31 of any particular year.
E. Compensation for Vacation Leave 1. Vacation leave is paid at the employee’s base rate at the time of the leave. It does not include overtime or any special forms of compensation. Vacation time is paid only for scheduled hours the employee would ordinarily have worked. 2. Upon termination, retirement, resignation, or death, an employee shall be paid for accrued vacation leave at the rate of pay the employee was receiving at the time of separation. Only employees who have successfully completed their initial probationary period of employment with the Town are entitled to this payout provision upon separation.
F. Use and Scheduling of Vacation Leave 1. Vacation leave may be used for time away from the work environment to pursue activities that will promote the well-being of the individual. Vacation leave may also be used for purposes of attending to personal business, extension of sick leave when sick leave benefit hours have been exhausted, inability to get to work because of inclement weather, or for other purposes, and may be taken in fifteen-minute increments. 2. The designated supervisor must approve all vacation time, giving due consideration to the needs of the service and the ability of the remaining staff to perform the work of the department or division.
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Employees must schedule their annual vacation leave in accordance with the department’s guidelines governing vacation leave scheduling and utilizing the Request for Authorized Leave form. Whenever possible, vacation time will be scheduled at the convenience of the employees. However, department directors or supervisors must be certain that vacations/personal leaves do not interfere with the normal functions and activities of department operations. Whenever possible, employees are encouraged to submit their preferred vacation leave schedule to the appropriate supervisor as far in advance as possible to relieve any scheduling problems that may develop. If taking more than one day of approved time, an employee must make the request at least three working days in advance. The circumstances of individual departments or divisions may require that more advance notice be necessary in order to arrange such leave. 3. To ensure proper payment of vacation pay, employees must make sure they have an approved Request for Leave form on file before leaving for vacation leave, and make arrangements for their time sheet to be turned in to the department. 4. Paid vacation leave is not considered hours worked for the purposes of performing overtime calculations. 5. Only scheduled working days taken off shall be counted as vacation days.
SECTION 5.03: SICK LEAVE AND SICK LEAVE DONATION Sick leave is paid time away from work due to an employee’s bona fide illness or injury that prevents him/her from working, for visits to the doctor or dentist, to care for certain family members who are ill or injured, or for time off for the birth or adoption of a child (maternity/paternity leave). Employees who are unable to work due to illness or injury or other situations covered by this policy must immediately notify the appropriate supervisor in accordance with the procedures adopted by their departments.
A. Eligibility
1. All regular full-time and part-time employees who regularly work at least 1,560 hours in a year accrue sick leave on a per pay period basis as specified below, and are eligible to use accrued sick leave. 2. An employee who is released for and offered light duty by the Town, but who elects not to accept such assignment will generally be ineligible for paid sick leave benefits. 3. Frequent claiming of sick leave, except as covered by the Family and Medical Leave Act, may constitute grounds for the assumption of the department director that the employee is unable to perform the essential functions of the job. 4. Records of employees’ sick leave time used shall be maintained in the Finance Department. 5. An employee on disciplinary suspension forfeits all claims to use sick leave for the duration of the disciplinary suspension.
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B. Accrual of Sick Leave 1. Sick leave shall be accrued by all full-time employees at the rate of four hours per pay period. Part-time employees shall accrue sick leave at the rate of two hours per pay period. Pursuant to state and/or federal law, firefighter shift personnel and police patrol personnel may be subject to special provisions regarding sick leave. Full-time firefighter shift personnel shall accrue sick leave at the rate of six hours per pay period. Rules for sick leave accrual for firefighter shift personnel shall be promulgated by the Human Resources Department. All such rules shall be consistent with the Fair Labor Standards Act (FLSA) and applicable Texas laws. 2. Regular full-time and part-time employees accrue sick leave upon employment and are eligible to use the leave upon accrual. 3. A regular employee who enters service with the Town on or prior to the 15th day of any month, or separates from service with the Town on or after the 16th day of any month shall earn sick leave for that month. 4. After an employee’s accumulated sick leave has been exhausted, accrued vacation, compensatory, or exempt leave may be used as sick leave with approval of the department director, provided there has been no abuse of sick leave, and that all provisions of the sick leave policy are met. When absence due to illness exceeds the amount of paid leave earned and authorized, the pay of an employee shall be discontinued until the employee returns to work.
C. Maximum Accrual 1. Any accrued but unused sick leave shall be carried to the employee’s credits for the following year. 2. Payment of accrued sick leave upon termination of employment shall not exceed four hundred and eighty hours for full-time employees, two hundred and forty hours for part-time employees, and seven hundred and twenty hours for Fire shift employees. 3. Upon eligibility for retirement of employment, as defined by the Texas Municipal Retirement System, an employee who has completed a minimum of ten years of continuous service with the Town shall be eligible for accrued hours to be paid out at time of separation, for pay not to exceed seven hundred and twenty hours.
D. Authorized Use of Sick Leave 1. Sick leave shall be granted and can be used in a minimum of fifteen-minute increments. 2. Sick leave may be allowed in case of doctor appointments, personal illness, physical incapacity of an employee’s spouse, children, parents, sibling, or spouse’s parents, or a dependent residing in the employee’s household. 3. Employees who are absent due to illness for five or more consecutive days shall be required to provide their supervisor with sufficient documentation from a licensed physician. The supervisor shall provide the documentation to the Human Resources Department.
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Chapter 5, Page 9 Adopted October 1, 2008
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4. A supervisor shall be responsible for notifying the Human Resources Department when an employee is absent due to illness for more than three consecutive work days or two shifts for firefighters so the time may be evaluated for family and medical leave status. 5. Notice of an employee’s absence due to a non-job-related injury or illness must be given daily by the employee to that employee’s immediate supervisor no later than thirty minutes after the beginning of the employee’s work shift. Failure to do so may cause the employee’s absence to be charged to leave without pay. Emergency situations, which might prevent compliance with the provisions of this paragraph, shall be taken into consideration by the department director. 6. Sick leave shall not be advanced. 7. Sick leave may not be taken by any employee who is unable to work and is receiving full workers’ compensation benefits.
E. Sick Leave in Conjunction with Short- or Long-Term Disability
When an employee is out on paid Short-Term and Long-Term Disability, the employee may request to be paid from his/her accrued sick leave hours, such that the employee is receiving one-hundred percent of regular pay through a combination of Disability Pay and use of accrued sick leave.
F. Failure to Report Absence/Abuse of Sick Leave It is anticipated that employees using paid Town sick time for their own illness/injury or that of a family member will use their sick leave to recuperate or care for their family member. Trips to the doctor or hospital stays/visits, which take the employee away from the home, are acceptable, but other personal pursuits during paid sick leave will be considered an abuse of this policy. Abuse of sick leave, including use of sick leave for anything other than an illness, injury, or doctor/dentist appointments as provided for in this policy, may result in immediate disciplinary action, up to and including termination of employment. Similarly, employees who fail to timely report an absence or tardiness due to illness, injury, or medical/dental appointments may be disqualified from using sick leave for their absences.
G. Other Employment During Sick Leave Employees on sick leave, whether paid or unpaid, may not work a second job, including self-employment or participate in volunteer work, during the period of leave, even if they have written authorization from their department director to work a second job. Exceptions to this policy must be obtained in writing from the department director and the Human Resources Department.
H. Use of Other Leave
1. Official holidays observed by the Town while an employee is on approved paid sick leave will be treated as a paid holiday, rather than a day of sick leave, if the employee is eligible for the paid holiday. 2. Under certain circumstances and with the approval of the department director or supervisor, the employee may flex his/her work schedule to attend medical or dental appointments. This is acceptable provided that work is accurately recorded on the timesheet for the week or work cycle
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in which flex time was approved. Non-exempt employees may use flex time within the same work week while exempt employees may use flex time within the same pay period. 3. Sick leave will not be paid for the same time an employee received holiday pay, bereavement pay, vacation pay, or any other paid leave benefit.
I. Notification and Documentation 1. To receive paid sick leave, an employee shall notify the supervisor or authorized representative before or within thirty minutes after the time set for beginning work or as specified in department operating procedures. 2. Employees requesting paid sick leave must obtain written approval from their supervisor. 3. A supervisor may at any time require satisfactory proof of the proper use of sick leave and may disallow sick leave in the absence of such proof. Any absence greater than three consecutive working days will require a written notice from the employee’s doctor. 4. Department directors are authorized to undertake any investigations of sick leave claimed by an employee, who they may deem necessary, or to disapprove any claims not properly substantiated. 5. An employee who has been absent because of illness or injury may be required to submit to an additional examination (or a second opinion) by a licensed physician at the Town’s expense in such cases that the Town is concerned about the employee’s ability to return to work and perform essential job functions. The employee may return to work upon approval of the Town’s examining physician (second opinion). Under certain circumstances, a third opinion may be necessary at which time both the employee and employer must agree to the licensed physician used. If a third opinion is required, the recommendation from the third licensed physician will be deemed final and the requestor for the third opinion will be responsible for payment. 6. An employee who is released by an examining physician to return to regular duty, and refuses to report for work or perform his assigned duties is subject to disciplinary action, up to and including termination. 7. It is the employee’s responsibility to contact his/her supervisor daily if absent for more than one day. Exceptions would be hospitalization, a prolonged or catastrophic illness, or a determination by the Town that the absences qualify as family and medical. 8. Employees who become seriously ill or injured during the period of their vacation may request that their vacation be temporarily terminated and that their time be charged to sick leave. In such cases, the employee may be required to furnish, at their expense, a physician’s statement.
J. Family and Medical Leave Any absence that qualifies for both family and medical leave and sick leave will follow the guidelines set out in this policy, and will be counted as both, depending on eligibility and applicability.
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Chapter 5, Page 11 Adopted October 1, 2008
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K. Sick Leave Donation In the spirit of promoting an atmosphere of caring and concern, employees will be given the opportunity to donate accrued sick leave hours in hourly increments to other employees who are experiencing personal or family crisis (e.g., personal or family medical illness due to a serious health condition as defined by FMLA guidelines). The sick leave donation program will provide a bridge for employees between their own paid leave and their eligibility for long-term disability coverage that begins after ninety (90) calendar days. Accordingly, the maximum number of hours an applicant may request cannot exceed the number of regular hours within ninety (90) calendar days or the difference between all accrued benefit hours (Sick, Vacation, Holiday, and Comp Time) and ninety (90) calendar days. No employee is entitled to a sick leave donation. The ability to apply for a donation does not guarantee that the request will be approved, nor that the number of hours donated will meet the amount requested. Employees are not required to participate in the program. Donating to one request does not obligate the donor to donate to subsequent requests. 1. All regular full-time and regular part-time employees are eligible to donate or to receive donated sick leave hours. 2. An employee who wishes to receive donated sick leave hours must: a. Exhaust all accrued benefit leave hours (Sick, Vacation, Holiday, and Comp Time) before requesting donated sick leave hours; b. Submit a written request for sick leave to Human Resources; c. Not be under current disciplinary action; and d. Provide proof of current enrollment status for the voluntary short-term disability benefit. Otherwise, sick leave donation hours will automatically be calculated at 40% of the employee’s base salary each pay period. 3. Employees who would like to donate sick leave hours must submit a written sick leave donation request to his/her Department Director or supervisor no later than the day before timesheets are due for the pay period in which the hours are to be donated. 4. Sick leave credits are transferable between employees, upon request by an employee pursuant to the conditions contained herein. These conditions shall be limited to an employee’s long-term, non-job-related injury or illness, which renders the employee unable to perform the essential functions of his job. This does not include maternity, paternity, or adoption reasons. A maximum of twelve weeks per incident/diagnosis may be transferred to the regular full-time employee and six weeks per incident/diagnosis may be transferred to the regular part-time employee. The employee requesting transferred credits must have exhausted all accrued leave for sick leave credit transfer eligibility. Those employees eligible are regular full-time and regular part-time employees who have completed six months of continuous regular full-time or regular part-time employment with the Town. A regular full-time employee may not transfer more than twenty hours of his sick leave
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to any one employee in a calendar year. A regular part-time employee may not transfer more than ten hours of sick leave to any one employee in a calendar year and firefighter shift personnel may not transfer more than thirty hours of sick leave to any one employee in a calendar year. 5. Employees transferring sick hours must maintain a minimum sick leave balance of forty hours for regular full-time employees, twenty hours for regular part-time employees, and sixty hours for firefighter shift personnel. 6. All donations will be made on a one-for-one basis (i.e., an employee who donates one hour of sick leave will have one hour of sick leave deducted from his/her sick leave accrual balance and the receiving employee shall have one hour of sick leave added to his/her sick leave accrual balance). Donated sick leave hours are irreversible once transferred to another employee. Donated hours will not be considered as “hours worked” by the recipient in the calculation of overtime. Donated sick leave hours will be paid on regular payroll dates as submitted on an “as needed” basis until the employee returns to work or until sick leave donations are exhausted by the employee. Donated sick hours exceeding the donation limit will not be deducted from the donating employee’s sick leave balance. Lump sum requests must be approved by the Town Manager. Employees receiving any donated sick leave hours are responsible for paying applicable federal taxes (via payroll). Sick leave donation monetary value will adjust to the receiving employee’s base hourly rate at time of use and are ineligible for cash-in or payout policy, if not used.
SECTION 5.04: FAMILY AND MEDICAL LEAVE ACT (FMLA) The Town of Prosper provides leave to eligible employees in accordance with the FMLA. Under the FMLA, eligible employees may take up to twelve weeks of job-protected leave each year for specified family and medical reasons or twenty-six weeks of leave to care for an injured or ill service member. Employee health benefits are protected under the FMLA, and the Town will continue to pay its portion of the employee’s monthly premium for group health insurance. Refer to federal law for further guidance (reference: www.dol.gov).
SECTION 5.05: UNPAID LEAVE OF ABSENCE (LOA) In extraordinary circumstances, the Town may grant employees an unpaid LOA for medical, emergency, legal, educational or any other legitimate purpose personal to the employee. This policy will be administered consistently with the Town’s obligations under the Americans with Disabilities Act. A LOA will not be authorized unless there is a reasonable expectation that the employee will return to employment with the Town at the end of the approved leave period.
A. Authorization Department directors are authorized to grant an unpaid LOA for up to thirty days. Any LOA beyond thirty days must be authorized by the Town Manager. The employee may seek extensions of leave, up to a maximum of one hundred twenty total days away from work.
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Chapter 5, Page 13 Adopted October 1, 2008
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B. Use of All Other Available Leave All vacation, compensatory time, holiday time and/or leave authorized under FMLA must be used prior to authorizing a LOA to an employee. If the LOA is due to illness or injury, all sick leave must also be used prior to authorizing LOA.
C. Criteria Factors considered by the Town in granting a LOA include the reason for the leave, departmental work requirements, and the employee’s length of service, work performance and disciplinary history.
D. Documentation
All requests for LOA must be submitted on the Request for Leave of Absence form and must be made to the employee’s department director as far in advance as possible prior to the requested leave date. All medical LOA requests will be referred to the Human Resources Department to determine FMLA eligibility. Requests for an extension of leave must be in writing and submitted to the department director, who will forward the request to the Town Manager. The need for a medical LOA must be supported by documentation acceptable to the Town, including, but not limited to, a doctor’s explanation of why the employee cannot perform his/her duties, when he/she is expected to return to work, and periodic updates regarding the employee’s ability or inability to return to work. The department director and/or Town Manager may require that the employee on leave periodically contact a designated supervisor to report on his/her condition or status. Before returning to work from a medical LOA, the employee may be required to submit a letter from his or her doctor stating that the employee is able to resume his or her normal job duties. The Town may also impose additional return to work requirements as set out in the Town’s Fitness for Duty policy.
E. Other Employment During Leave Under no circumstances may an employee on an authorized LOA without pay work another job, whether for pay, as a volunteer or as self-employment, unless expressly authorized in writing by the department director and the Town Manager.
F. Reinstatement Employees returning from a LOA will be reinstated to their same position or one of similar pay and status, provided the Town’s circumstances have not changed to the extent that it would be impossible or unreasonable to provide reinstatement. If the same job or one of similar pay and status is not available, reinstatement may, at the Town’s discretion, be deferred until a position is available. Usually, an employee who fails to return to work at the conclusion of an approved LOA will be considered to have abandoned his or her job, and will be considered an involuntary resignation from the Town.
G. Benefits/Premium Payments 1. LOA’s are unpaid. Vacation and sick leave benefits will not accrue during an employee’s LOA. Employees will not receive bereavement pay, holiday pay, or any other paid leave benefit during a LOA. These benefits will resume upon the employee’s return to work. Sick leave benefit accruals held by the employee prior to the LOA will be maintained.
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2. Insurance: Employees who have group health insurance or any other kind of insurance through the Town continue to be responsible for paying their portion of the premiums while on a LOA. An employee’s failure to pay either his/her portion of insurance premiums during a LOA may result in cancellation of coverage.
H. Revocation The Town Manager may revoke authorized leave without pay at any time. Failure to return to work after the expiration of an authorized LOA or failure to provide medical status reports, physician’s statements, or to contact the Town per the required schedule will likely result in revocation of the LOA and/or disciplinary action up to and including termination.
SECTION 5.06: MILITARY LEAVE The Town complies with all state and federal leave relating to employees in reserve or active military service and does not discriminate against employees who serve in the military. Temporary employees who have brief or non-recurrent positions with the Town and who have no reasonable expectation that their employment with the Town will continue indefinitely or for a significant period of time are generally ineligible for extended paid military leave in excess of fifteen days, reemployment rights, or any other military leave benefits under this policy. This policy covers employees who serve in the uniformed services in a voluntary or involuntary basis, including active duty for training, initial active duty for training, inactive duty training, and full-time National Guard duty.
A. Notice to Town of Need for Military Leave
All requests for leave must be made within fifteen days of the first day for which leave is requested and must be accompanied within a reasonable period of time by a copy of the order, directive, notice, or other official military document requiring absence from scheduled work.
B. Paid Leave for Training and Duty
1. Leave pay shall not be granted for hours before or after the regularly scheduled working hours or for overtime hours scheduled. 2. Travel time included in the orders and paid for or reimbursed by the service shall be counted as military leave. 3. Military leave shall not be granted for a diagnosis or treatment of any service connected sickness or disability, for obtaining or sustaining any disability rating, or for treatment at any governmental facilities. 4. Time required for physical examinations for selection or admission to the military service to determine or maintain a selected service rating or to maintain a reserve status shall be counted as military leave. Pay shall be limited to the regularly scheduled hours lost.
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Chapter 5, Page 15 Adopted October 1, 2008
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5. Time over and above the fifteen days maximum allowed must be taken as eligible accrued leave except sick leave or unpaid leave. 6. The conditions of the preceding subsections shall be applied as required by applicable federal and state law. 7. Any full-time employee who leaves his position for the purpose of entering any branch of the United States armed forces for extended active duty shall be placed in military active duty status. The Town will supplement the difference between the employee’s regular rate of pay and his military pay for up to one hundred eighty days. The employer will continue paying its portion and the employee shall continue to pay his portion of health insurance benefits during the supplemental period.
C. Benefits The Town will continue to provide employees on paid military leave with most Town benefits. 1. Group Health Benefits: While an employee is on paid military leave, or any military leave of less than thirty-one days, the Town will continue to pay its portion of the monthly premium for group health benefits. When military leave is unpaid, the employee may elect to continue group health coverage for up to twenty-four months following separation of employment or until his/her reemployment rights expire, whichever event occurs first, for him/her and eligible dependents. Employees must pay 102% of the applicable COBRA premium to cover the cost of elective continuation of coverage under the Town’s group health plan. Upon an employee’s return to employment following military service, the Town will provide health insurance coverage immediately, even if a waiting period is normally required for new or returning employees. In addition, a returning employee will not be subjected to exclusions from coverage unless the exclusions apply to injuries or conditions that were incurred as a result of military service. 2. Other Benefits: While on paid military leave, employees continue to accrue vacation and sick leave benefits provided to other employees on paid leave. While on unpaid military leave, employees are generally ineligible for most Town-provided benefits. Benefits, such as vacation and sick leave, unpaid military leave, benefit accruals will be suspended and will resume upon the employee’s return to active employment. Once an employee returns to work following an unpaid leave, he/she will be treated as though he/she was continuously employed for purposes of determining benefits based on length of service, such as vacation accrual rates and longevity pay. 3. TMRS: Typically, an employee’s period of uniformed service is deemed to constitute service for purposes of vesting and benefit accrual. Thus, employees earn service credit for time spent on active duty military leave. Service time is credited when an employee returns to work. To qualify for service credit, an employee must: return to work for the Town within ninety days after discharge; receive an honorable discharge; and timely complete the necessary application. In order to receive monetary credit, an employee has the lesser of five years or three times the length of the military service to make up any TMRS contributions that were missed while on military leave.
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Chapter 5, Page 16 Adopted October 1, 2008
Revised & Adopted July 2017
D. Returning from Leave
1. Reemployment Rights: In accordance with Chapter 43 of Title 38, United States Code, entitled “Employment and Reemployment Rights of Members of the Uniformed Services,” an employee may serve a total of four years of active duty in the armed forces, and an additional one year as requested by the United States government, and still be eligible for reappointment to the Town position. An employee’s right to reappointment is not protected for periods of military active duty longer than five years.
2. Deadline to Notify Town of Intent to Return to Work: A full-time employee who leaves Town employment to enter active military service shall be restored to employment in the same position held upon entrance to active military service, or in a position of comparable status and pay, if the employee:
a. Is physically and mentally qualified to perform the essential duties of the position;
b. Was discharged, separated, or released from active military service under honorable or general conditions;
c. Makes written application for reappointment and presents evidence of the discharge, release, or separation from military service according to the following schedule:
Length of Period of Service Reapply No Later Than Less than 31 days Next regular work day after completion of service and time to travel from place of service to residence More than thirty days, but less than one hundred eighty days Fourteen days after completion of service More than one hundred eighty days Ninety days after completion of service d. An employee shall be allowed full credit for time spent in the military service for the purpose of computing the rate of accrual of vacation leave. e. Changed Circumstances: If the Town’s circumstances have changed to such an extent that it would be impossible or unreasonable to reemploy an employee, the Town has no legal obligation to reemploy an employee following his/her return from military leave. For example, a reduction-in-force that eliminates the position held by an employee returning from leave excuses the Town from its obligation to reemploy the employee. In addition, the Town is not required to make efforts to qualify returning employees for specific positions or to make accommodations for employees who suffered service-related disabilities when such efforts or accommodations would impose an undue hardship on the Town.
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Chapter 5, Page 17 Adopted October 1, 2008
Revised & Adopted July 2017
SECTION 5.07: ABSENCE FOR VOTING It is the policy of the Town of Prosper to allow employees short-term paid leaves of absence when work scheduling would prohibit participation as a voter in national, state, county, district and municipal elections. All employees should be able to vote either before or after regularly assigned work hours. However, when this is not possible due to work schedules, supervisors are authorized to grant a reasonable period of time, up to three hours, during the workday to vote. Employees who need time off from work to vote must notify their supervisor at least three workdays prior to Election Day.
SECTION 5.08: ABSENCE FOR JURY DUTY/LEGAL MATTERS It is the policy of the Town of Prosper to grant approved leave to an employee who is required to participate in certain judicial or legal matters. The employee’s leave may be paid or unpaid depending on the nature of the leave. The Town provides paid leave to regular full-time and regular part-time employees required to serve on jury duty or requested to testify as a witness by the Town in a Town-related civil, criminal, legislative, or administrative proceeding. Court appearances for testimony, investigation, and court preparation as a result of official duties as a Town employee (e.g., police, fire, inspections, animal control, etc.) are compensated as actual hours worked and are not classified as paid leave. In all other cases, employees are required to schedule accrued vacation, holiday or compensatory leave. If applicable, jury duty leave is paid at the employee’s base rate at the time of leave and does not include overtime or any other special forms of compensation. Jury duty leave is not counted as hours worked for purposes of determining overtime. Employees must submit a Request for Authorized Leave, along with supporting documentation to their supervisor as soon as possible so that arrangements can be made to accommodate the absence.
SECTION 5.09: BEREAVEMENT LEAVE It is the policy of the Town of Prosper to grant paid leave to probationary, regular full-time and regular part-time employees in cases of death of family members. Uses of this leave may include making funeral arrangements and attending funeral services, including travel time. The following are considered family members for the purposes of this policy:
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Immediate Family
• Spouse
• Son
• Daughter
• Mother
• Father
• Brother
• Sister
• Step Children
• Foster Children
• Father-in-law
• Mother-in-law
• Brother-in-law
• Sister-in-law
• Son-in-law
• Daughter-in-law
• Grandparent
• Grandchild
• Step Parents
• Step Grandchild
• Step Grandparent
Other Family
• Uncle
• Aunt
• Nephew
• Niece
• 1st Cousin
• Grandfather-in-law
• Grandmother-in-law
• Former Spouse
• Significant Other
• Engaged Couple
A. Eligibility For each instance of death in the family all probationary, regular full-time, and regular part-time employees may be granted leave by the immediate supervisor, not to exceed three paid work days for Immediate Family, or one paid work day for Other Family, if out-of-town. The maximum leave for Fire shift employees is two shifts for Immediate Family and one shift for Other Family, if out-of-town. The three-day length is at the option of the supervisor; it is not automatic. It is assumed that one day is needed to attend funeral services; however, two or three days may be necessary if travel is involved.
B. Funeral Service During Work Hours
All employees may be granted up to four hours of paid leave to attend funeral services when the services occur during scheduled work hours. Employee leave for such attendance is conditional upon supervisor approval, workload, and needs of the Town. Employees may supplement bereavement leave with compensatory time, flex time, vacation time, or unpaid leave to attend and help arrange funeral services for an immediate family member at the discretion of the department director. 1. Employees on an unpaid leave status at the time of a death in the family will not receive bereavement leave pay. 2. Bereavement leave benefits will not be paid for the same time an employee receives holiday pay, sick leave pay, vacation pay, or any other prescheduled paid leave benefit.
C. Calculation of Bereavement Leave Pay Bereavement leave is paid at the employee's base rate at the time of absence. It is not counted as hours worked for purposes of calculating overtime.
D. Notification Requirement Employees who wish to take bereavement leave must notify their supervisor immediately.
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Chapter 6, Page 1 Adopted October 1, 2008
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TOWN OF PROSPER
PERSONNEL POLICY
CHAPTER 6: COMPENSATION
SECTION 6.01: OVERTIME, COMPENSATORY TIME, AND FLEX TIME The Town of Prosper requires employees to work overtime when necessary and as requested by the supervisor. Overtime compensation is paid to all non-exempt employees in accordance with federal and state wage and hour requirements. Exempt employees are not paid overtime compensation.
A. Non-Exempt Employees
1. Overtime a. When the Town’s operating requirements or other needs cannot be met during regular working hours, non-exempt employees may be scheduled to work overtime, at the request of their supervisor. When possible, advance notification of mandatory overtime assignments will be provided. Overtime assignments will be distributed as equitably as practical to all non-exempt employees qualified to perform the required work. Refusal or other failure to work mandatory overtime may result in disciplinary action up to and including termination of employment. Overtime work is otherwise subject to the same attendance policies as straight time work. b. All non-exempt employees must receive their supervisor’s and department director’s prior authorization before performing any overtime work. This means employees may not begin work prior to their scheduled work day, and may not continue working beyond the end of their scheduled work day, without prior authorization from the appropriate supervisor. Similarly, employees may not work through their lunch break without prior authorization from the appropriate supervisor. On the employee’s time record, the appropriate supervisor must also approve any overtime before the time record is submitted for processing and payment. Non-exempt employees shall not remain on the work premises without authorization unless they are on duty or are scheduled to begin work within a short period of time. Non-exempt employees who work overtime without receiving proper authorization may be subject to disciplinary action, up to and including termination. c. Generally, except for the Fire Department shift employees, overtime pay for non-exempt employees is paid at the rate of one and one-half times the employee’s regular hourly rate of pay for hours actually worked in excess of forty hours in the Town’s work week. The Town’s work week begins at midnight on Friday and ends at midnight the following Friday. An employee’s regular hourly rate includes all pay incentives, such as longevity, certification pay, etc. Fire shift personnel are paid overtime based on the work cycle adopted by their department under Section 207(K) of the Fair Labor Standards Act (FLSA). For regular full-time employees who work a forty-hour per week work cycle, holidays, vacation time, sick leave, jury duty leave, witness duty leave, bereavement leave, or any other leave of absence is not considered time worked for purposes of performing overtime calculations. For Fire
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Department shift employees who work a FLSA fifty-six-hour work cycle, holiday leave and vacation leave are considered hours worked. All other forms of leave will not be considered hours worked. d. Holidays, vacation time off, time off for sick leave, jury duty leave, witness duty leave, bereavement leave, or any other leave of absence is not considered time worked for purposes of overtime calculations except for Fire Department shift employees, as described above. 2. Compensatory Time a. Non-exempt employees may accrue compensatory time in lieu of being paid overtime compensation. Compensatory time (comp time) accrues at a rate of one and one-half hours for every hour of overtime worked by non-exempt employees. b. Public safety (i.e., police officers and fire fighters) is subject to a one hundred and eighty-hour cap on accrual of comp time. Other employees are subject to a cap of one hundred twenty hours. Overtime hours worked beyond the applicable cap must be paid or flexed, as described below. c. An employee who has accrued comp time and requests use of such time must be permitted to use the time off within a “reasonable period” after making the request, if it does not “unduly disrupt” the work of the department. If use of requested comp time would be disruptive, the department may elect to pay the employee in lieu of approving the requested time off. The Town may, at any time, elect to pay a non-exempt employee for any or all of the employee’s accrued comp time. The Town may also require employees to take time off in order to reduce their accrued comp time. Otherwise, comp time off may be used the same as leave time. d. Payment of Compensatory Time 1) Upon termination, retirement, resignation, or death, unused comp time shall be paid at the rate of pay the employee was receiving at the time of separation. 2) Employees may be given the opportunity to sell back accrued comp time from time to time, if included as part of the annual budget. Unless otherwise specified by the Town Manager or the Town Council, when offered this opportunity sell back, employees who have at least 80 hours of comp time available will be allowed to sell back up to 20 hours of comp time. 3. Flex-time Work Schedule In situations where overtime payment is not feasible due to budgetary constraints, the department director or supervisor must consider flexing the employee’s work schedule in an effort to minimize the need for overtime compensation. Flexing must be completed within the same work week that the overtime was worked and must be accurately reflected on the affected employee’s time record.
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B. Exempt Employees 1. Exempt employees are those who are not covered by the overtime requirements of the FLSA. Accordingly, exempt employees are not entitled to overtime compensation for work performed beyond forty hours in a work week. Exempt employees are expected to put in the hours necessary to complete their assignments with an acceptable level of quality in a timely manner. 2. “Docking” an exempt employee’s pay for a partial day’s absence will be permitted only as authorized by law and approved by the Town Manager. 3. Absent accrued paid leave time, exempt employees need not be paid for any full day(s) or work week(s) in which he or she performs no work.
SECTION 6.02: RESPONSE TIME AND ON-CALL DUTY The Town of Prosper provides for after-hour service needs by allowing some departmental operations to designate certain non-exempt employees to be on-call. Employees designated to be on-call are expected to respond to departmental after-hour service needs as required by procedures established by their department.
A. Response Time Response time is the length of time required for a reasonable response to an on-call request. Although residency within the Town limits is not a condition of employment per Town policy or State law, there are certain positions that require a reasonable response time to call outside normally scheduled work hours. Departments may establish guidelines for varying levels of response to callback situations depending upon the nature and importance of the services to be completed.
B. On-Call and Return to Work Provisions 1. After regularly scheduled working hours, on-call employees are free to pursue personal activities but must respond to a call back (via text, phone, or radio) within designated guidelines set by their department. Employees designated as on-call must be fit, both mentally and physically, to accomplish on-call services needed within the time frame required and adhere to all Town policies including the Drug and Alcohol Use Policy. Any variance from such policies may result in disciplinary actions, including termination. An employee is considered officially scheduled as on-call only when approved by his/her supervisor in accordance with procedures established by his/her department. 2. Department directors shall develop on-call schedules with no preferential treatment given to any employee based on departmental operations. Qualified employees are to be scheduled on a rotating basis to prevent fatigue and safety hazards from too many long hours.
C. Compensation 1. Non-exempt employees in the Public Works Department and Park Maintenance Division will receive one hour of pay at their regular rate of pay for each day of on-call assignment (Adopted
1-13-15). This on-call assignment pay is not considered time worked and will not be included as
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hours worked when calculating overtime. In no circumstance shall the number of on-call assignment hours exceed seven hours per week. 2. On-call status is not considered time worked and is not compensable unless the employee actually responds to a call back. An on-call employee who is called back to work outside his/her normal work schedule shall be paid only for time worked or a minimum of two hours, whichever is greater. Travel time will be considered hours worked. Any subsequent call(s) received prior to completing the work associated with the original call will be considered an extension of the first call. If the call(s) are completed within the original two-hour timeframe, the on-call employee will be paid for a full two hours. If completing all of the calls received during the original two-hour timeframe take longer than two hours to complete, the on-call employee will be paid for actual hours worked. Should the on-call employee complete the call(s) and return home and receive another call while still within the initial two-hour period, the call will be considered an extension of the original two-hour period. The employee will be paid for the initial two-hour call out, or the total time worked, whichever is greater. Should the on-call employee complete the initial call(s) and return home after the original two-hour period and receive another call for service, that new call starts a new two-hour period; which will start the cycle (described above) over again. 3. Time worked immediately after regularly scheduled working hours at the request or approval of the supervisor will not be considered call-back and is paid at the employee’s regular rate of pay until overtime requirements are met. 4. Time worked while on-call will be calculated at the employee's regular rate of pay; overtime compensation is applicable only when overtime requirements are met. Employees exempt from overtime are not eligible for compensation under the provisions of this policy. 5. When an employee is called in to work on a holiday, the hours worked will be at time and a half, even if the employee has not exceeded forty hours worked in the week. In addition, the employee will have the opportunity to elect to receive holiday pay, or may elect to take the holiday later in the year.
SECTION 6.03: LONGEVITY PAY Longevity pay is provided to encourage retention of employees by recognizing the value of long-term service with the Town of Prosper. These payments are for regular full-time employees and regular part-time employees who receive benefits and are made according to the following schedule: 1. An employee’s longevity months begin to accrue starting with the first full month of employment. 2. An employee must be employed for the entire fiscal year (October 1st through September 30th) and be employed the date the check is issued to receive longevity pay in that year. 3. Longevity accrual is at the rate of $5.00 per month for each accrued month up to a maximum of twenty years.
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4. Longevity pay is distributed in one lump sum each year in November.
5. Employees who retire before the end of the fiscal year will be entitled to the total longevity pay less $5.00 for each month the employee was retired or changed status prior to the end of the fiscal year.
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Chapter 7, Page 1 Adopted January 13, 2015
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TOWN OF PROSPER
PERSONNEL POLICY
CHAPTER 7: EMPLOYEE CONDUCT
SECTION 7.01: EMPLOYEE CONDUCT AND WORK RULES/DISCIPLINARY ACTION
To ensure orderly and productive operations and provide the best possible work environment, the Town of Prosper requires employees to follow rules of conduct that will protect the interests and safety of the Town, its citizens, and employees.
A. Progressive Discipline In general, the Town will use a progressive disciplinary system. The Town is not obligated to use all of the progressive disciplinary steps available to it, and may begin the disciplinary process at any level, up to and including immediate discharge, depending upon the severity of the conduct, the employee’s work performance and prior disciplinary history, the employee’s length of service, and any mitigating circumstances. Depending on the circumstances of each individual case, disciplinary action may consist of one or more of the following:
• Oral warning/employee consultation/verbal reprimand;
• Written reprimand;
• Disciplinary probation;
• Suspension without pay;
• Salary reduction or demotion; or
• Dismissal.
B. Documentation All discipline, other than documented oral warning/employee consultation/verbal reprimand, must be sent to the Human Resources Department for placement in the employee’s personnel file.
C. Supervisory Responsibility 1. All employees with the responsibility and authority to supervise and direct employees under their control shall:
• administer policies and procedures within their scope of authority;
• document their subordinates job performance, conduct, and behavior as appropriate;
• conduct evaluations of subordinates in a timely manner; discipline their subordinates as appropriate;
• address performance appeals submitted to them as provided by policy in a professional manner, in an attempt to resolve such issues at the lowest possible supervisory level.
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2. Prior to any disciplinary action being administered, the supervisor will conduct a thorough examination of the situation before deciding to take any disciplinary action and discuss proposed action with his/her department director.
D. Documentation All forms of discipline must be documented. All discipline, other than documented oral warning/ employee consultation/verbal reprimand, must be sent to Human Resources for placement in the employee’s personnel file. When a supervisor issues the Employee Consultation Form to document an oral warning/employee consultation/verbal reprimand, he must either forward it to Human Resources where it will be placed in the employee’s personnel file or, alternatively, the supervisor can keep it in a confidential departmental file, to be referred to, if appropriate, in subsequent performance evaluations, disciplinary actions, or other personnel actions. If further discipline is taken against the employee subsequent to the documented oral warning/employee consultation/verbal reprimand for the same or similar conduct, then the supervisor must also send the documented oral warning/employee consultation/verbal reprimand to Human Resources where it will be placed in the employee’s personnel file to show the Town’s use of progressive discipline. All discipline (including documented oral warnings/employee consultations/verbal reprimands) and other personnel records must be preserved in accordance with Town policy.
E. Supervisory Responsibility 1. All employees with the responsibility and authority to supervise and direct employees under their control shall administer policies and procedures within their scope of authority; document their subordinates’ job performance, conduct, and behavior as appropriate; properly conduct evaluations of subordinates in a timely manner; discipline their subordinates as required under their departmental and/or Town policies and procedures as well as address performance appeals submitted to them as provided by policy in a professional manner, in an attempt to resolve such issues at the lowest possible supervisory level. 2. Prior to any disciplinary action being administered, the supervisor will conduct a thorough examination of the situation before deciding to take any disciplinary action and discuss proposed action with his/her department director.
F. Disciplinary Conference A disciplinary conference will be scheduled prior to the imposition of a disciplinary suspension of one day (or one shift) or more, demotion or termination. The department director, affected employee, the Town Manager and anyone else deemed necessary by the department director typically attend the disciplinary conference. During the conference, the affected employee will be given an opportunity to present an explanation of the conduct leading up to the proposed disciplinary action. Employees will be given advance notice of the conference. Employees may, in the Town’s sole discretion, be placed on administrative leave prior to, during, or after the disciplinary conference. The employee will be notified of the Town’s determination following the conference.
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G. Appeal Rights
An employee who has received discipline in excess of an oral warning/employee consultation/ verbal reprimand may request a Disciplinary Review Hearing in accordance with Disciplinary Review Hearing Policy. However, positions classified as director level and above are employed at the will and pleasure of the Town Manager and have no right of appeal for any type of disciplinary action, including termination. Those employees employed by a written contract, probationary, temporary, and seasonal employees likewise have no right of appeal for disciplinary action taken against them and are also exempted from the application of this policy.
H. Prohibited Activities
Disciplinary action will be imposed for violations of Town or departmental policies and procedures, codes of conduct, and rules and regulation, either written or verbal. In addition, acts which are not specifically addressed in policies and procedures, codes of conduct, and rules and regulation, yet may adversely affect the Town or put the health and safety of fellow employees, citizens, or other third parties at risk may also result in disciplinary action. It is impossible to list all the forms of behavior that are considered unacceptable in the workplace. The following work rules relating to personal conduct are intended to provide minimum guidelines for employee conduct and work performance, and to inform employees of prohibited conduct. Engaging in one or more of the following forms of prohibited conduct may result in disciplinary action up to and including termination:
1. Work Performance a. Inefficiency or incompetence in the performance of duties. b. Neglect or carelessness in the performance of duties. c. Careless, negligent or improper use of Town property or equipment. d. Failure to satisfactorily meet performance standards for the position. e. Failure to meet or maintain specified conditions of employment, such as failure to obtain or maintain a license or certificate required as a condition for performing a job. f. Violation of Town or departmental policies, codes of conduct, rules and procedures. 2. Attendance and Punctuality a. Improper use of leave privileges, including, but not limited to, excessive or unscheduled absenteeism, tardiness in reporting for work or returning from breaks and meal breaks, or absence without notice and/or approval. b. Failure to promptly notify supervisor of absence. c. Separate absences or days of tardiness which exceed the average absences or days of tardiness of the employee’s work group and which lack sufficient justification.
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d. Absence or tardiness that causes significant curtailment to disruption of services without sufficient justification. e. Abandonment occurs when an employee deliberately and without authorization is absent from the job, or refuses a legitimate order to report to work, for three consecutive work days. In such case, an employee is deemed to have abandoned his/her job and shall be terminated. f. Any employee who is absent due to an extended illness or injury leave after all eligible leave has been exhausted, except when the employee’s absence is covered by the Family and Medical Leave Act. g. Excessive failure to remain at one’s work station without notifying his supervisor, leaving work without permission, or taking excessive time or more time than allowed for eating or break periods.
3. Personal Conduct
a. Insubordination, failure or refusal to follow lawful orders, or other disrespectful or unprofessional conduct. b. Failure to follow routine written or verbal instructions; arguing over assignments or instructions or an accumulation of other deficiencies indicating the employee’s continuing failure to adequately perform in a productive, efficient, and competent manner. c. Unnecessarily disrupting the work of other employees, or interfering with work schedules or another employee’s ability to work. d. Operating or conducting gambling on the job or on Town property. e. Violating safety rules or practices which may endanger the employee or others or damages Town property or equipment. f. Playing tricks or jokes or engaging in horseplay that adversely affects job performance or creates potential safety issues. g. Engaging in personal business while on duty without authorization of his or her supervisor, including reading unauthorized material, playing games, watching television, movies or other forms of entertainment, internet shopping, accessing unauthorized or inappropriate websites, unauthorized email usage, or otherwise engaging in entertainment while on the job and/or in public view. h. Misuse of Town telephones, computers, mail systems, etc. i. Utilizing Town data or information systems for any reason other than Town business. j. Unauthorized alterations, removal, destruction, or disclosure of Town records. k. Failure to report damage to Town equipment or property of others.
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l. Dishonesty, including misrepresentation during the hiring process, or any other falsifying action detrimental to the Town, Town employees, or others. m. Failure to timely return to work upon conclusion of authorized leave or disciplinary suspension. n. Falsely reporting illness or injury, or otherwise attempting to deceive any official of the Town as to a health or medical condition. o. Sleeping on the job (except for Fire Department personnel who are governed by applicable Fire Department Rules and Regulations). p. Indifference toward work, including inattention, loafing, carelessness, or negligence. q. Violation of any local, state, or federal law. r. Conviction of a felony or Class A or B misdemeanor, including reasonable belief by the Town that the employee has committed a crime under the Texas Penal Code, or repeated conviction of Class C misdemeanor charges. s. Misusing or failing to use delegated authority in the performance of duties. t. Engaging in any employment activity or enterprise which conflicts with, or potentially conflicts with, Town interest. u. Acceptance of payment of any kind for activities related to Town employment. v. Unauthorized use, possession, or removal of Town property, including aiding in, or encouraging the unauthorized use, possession, or removal of Town property, or other property not belonging to the employee. w. Appropriating Town property, e.g., equipment, furniture, or construction materials which have been abandoned or discarded. x. Conduct which results in waste or damage of a coworker’s, the Town’s, or a citizen’s property. y. Causing or contributing to an accident by operating equipment in an unsafe or unauthorized manner.
z. Willful damage to or defacing of public property or willful waste of public supplies, service, or equipment. aa. Using Town property or equipment without authorization. bb. Discourteous or irresponsible treatment of the public, other employees, or third parties. cc. Using abusive language.
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dd. Making derogatory racial, age, ethnic, or sexist remarks. ee. Fighting, provoking, or instigating a fight, or threatening violence, or any other disruption of the work area. ff. Coercion, intimidation, or threats against citizens, supervisors, co-workers, Town officials, or others. gg. Possession, distribution, sale, transfer, or use of alcohol, a controlled substance (as defined in the Texas Health and Safety Code) or illegal drugs in the workplace, while on duty, or while operating Town-owned equipment. hh. Working and/or operating Town-owned equipment under the influence of alcohol, a controlled substance (as defined in the Texas Health and Safety Code) or illegal drugs. ii. Discrimination or harassment on the basis of race, color, religion, sex, national origin, disability, age, or other protected classification. jj. Falsification of timekeeping or other records, including employment application. kk. Using an official position or office for economic gain or soliciting favors or gratuities for performing services required by the employee’s position. ll. Unauthorized disclosure of confidential information. mm. Unauthorized use or possession of Town funds. nn. Employees may be disciplined, up to and including termination, for conduct which occurs during or outside regularly scheduled working hours, which, on becoming public knowledge, could impair the public’s confidence or trust in the operation of Town government. oo. An employee shall maintain sufficient competence to properly perform his duties and to assume the responsibilities of his position. He shall direct and coordinate his efforts in a manner that will tend to establish and maintain the highest standards of efficiency in carrying out the functions and objectives of the Town. The fact that an employee was deemed competent at the time of employment shall not preclude a judgment of incompetence as a result of job performance deficiencies. Apart from or in addition to, other methods of proof of incompetence, such as failure to achieve and maintain acceptable job proficiency and to accept and execute duties, responsibilities, instructions and orders with minimum supervision, a written record of repeated disciplinary actions for infractions of policies, rules, regulations, manuals or directives, or repeated adverse counseling reports and/or evaluations reflecting a need for improvement or indicating performance inadequacies, will be considered prima facie evidence of incompetence. pp. No employee shall make known any information concerning the progress of an investigation, a known or reported law violation, a condition against which action is to be taken at a future time or any proposed law enforcement action to any person not
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authorized to receive it. No employee shall use information gained from any Town information system for anything other than official Town business. qq. An employee shall cooperate in an internal investigation in which he/she is the primary focus, or for which he/she is a witness or affected party. rr. Any criminal offense or immoral conduct, during or after working hours, which, on becoming public knowledge, could have an adverse effect on the Town or the confidence of the public in Town government. “Criminal offense” means any act constituting a violation of law and/or resulting in charges being filed, arrest or confinement.
I. Felonies and Misdemeanors Employees must immediately notify their supervisor and/or department director if they are arrested, charged, indicted, convicted, receive deferred adjudication, or plead nolo contendere to any misdemeanor or felony. Employees who do not drive as a part of their job duties with the Town are not required to report minor traffic violations.
J. Administrative Leave During an investigation into alleged offenses or violations of Town policies, the Town may, in its sole discretion, place the employee on administrative leave. The leave may be with or without pay.
SECTION 7.02: DISCIPLINARY REVIEW HEARING
It is the policy of the Town of Prosper to give individual employees an opportunity for a hearing regarding disciplinary actions. Disciplinary review hearings are designed to be heard according to prescribed guidelines as set forth in the following procedures. The disciplinary review hearing process is designed to afford the employee a responsive forum; however, nothing in this policy shall be construed as a grant to any employee of a property right in tenured public employment. All employees are employed strictly on an at-will basis.
A. General Disciplinary Review Hearing Information 1. An employee who has received discipline in excess of an oral warning/employee consultation/verbal reprimand may request an informal or formal disciplinary review hearing. 2. Since it is important that disciplinary review hearings be resolved as rapidly as possible, time limits, as set out in the following paragraphs, shall be considered a maximum and every effort shall be made to expedite the process. In the event the last day of a time limit falls on a weekend or a Town holiday, the time limit shall include the next working day. 3. All requests for disciplinary review hearings must be filed with the Human Resources Department. An employee shall choose whether he desires to pursue an informal or formal disciplinary review hearing process and shall indicate his or her choice on the form. All decisions rendered in response to disciplinary review hearings must be in writing to the employee.
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4. An employee who requests a disciplinary review hearing must inform the Human Resources Department in writing of his correct mailing address and telephone number. Failure to provide current mailing address and telephone information may result in administrative closure of the disciplinary review hearing.
B. Informal Hearing Process 1. An employee who has received discipline in excess of an oral warning, employee consultation, and/or verbal reprimand may request an informal hearing. 2. The employee must make the request for the informal hearing in writing within three working days after receiving notification of an action taken. The written request must set forth the specific reasons why the employee feels the action is not justified. 3. By requesting an informal hearing, the employee shall waive a formal hearing. 4. Upon receipt of the request for an informal disciplinary review hearing, the Town Manager will assign a Hearing Officer. The appointed Hearing Officer will be a disinterested party. 5. The informal hearing will consist of the employee, the department director and/or the supervisor who imposed the disciplinary action, the Hearing Officer. The employee and the department director and/or the supervisor who imposed the disciplinary action will each have the opportunity to address the hearing with information concerning the appeal. 6. An informal hearing will be conducted within ten working days of the employee’s request for an informal hearing, unless an extension is agreed upon by the parties. 7. Upon conclusion of the hearing, the Hearing Officer will make a decision and recommendation to the Town Manager within five working days from the date of the hearing. The Town Manager will make a final determination within twenty working days of receipt of the Hearing Officer’s decision and recommendation. The Town Manager’s decision is final and non-appealable.
C. Formal Hearing Process 1. An employee who has received discipline in excess of an oral warning/employee consultation/verbal reprimand may request a formal hearing. 2. The employee must make the request for the formal hearing in writing within three working days after receiving notification of an action taken. The written request must set forth the specific reasons why the employee feels the action is not justified. 3. Upon receipt of the request for a formal disciplinary review hearing, the Town Manager will assign a Hearing Officer. The appointed Hearing Officer will be a disinterested party. 4. A formal hearing may include the presentation of evidence, witnesses, and justification of the action taken against the employee. The formal hearing will be heard by a Hearing Officer according to guidelines outlined in Subsection IV, below.
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5. A formal hearing will be conducted within ten working days of the employee’s request for a formal hearing, unless an extension is agreed upon by the parties. 6. Upon conclusion of the hearing, the Hearing Officer will make a decision and recommendation to the Town Manager within five working days from the date of the hearing. The Town Manger will make a final recommendation within twenty working days of receipt of the Hearing Officer’s decision and recommendation. The Town Manager’s decision is final and non-appealable.
D. Hearing Procedure for Formal Hearings Any formal hearing shall proceed as follows: Town representative(s) shall be allowed to make a presentation of the Town’s case, explaining and detailing the reasons for the disciplinary action imposed. Such presentation may include the production of witnesses and/or documentation supporting the disciplinary action imposed. After the Town’s presentation, the employee shall be permitted to ask questions and/or cross examine witnesses. Thereafter, the affected employee shall be permitted to make any statements or produce witnesses and/or documentation on the employee’s behalf. After the employee’s presentation, the Town representative shall be permitted to ask questions and/or cross-examine witnesses. Both sides shall be permitted to ask questions and/or cross examine witnesses. Both sides shall be permitted to make a closing statement, if desired. At any time during the hearing, the Hearing Officer may ask questions of the Town’s representative(s), the employee and any witnesses. The hearing presentation or procedure referenced herein may be modified and there is no absolute right to any hearing procedure or presentation. Further, the failure to follow any hearing presentation or procedure referenced herein does not create any additional appeal rights.
SECTION 7.03: POLITICAL ACTIVITIES Town of Prosper employees will not be appointed or retained on the basis of their political support or activities. Town employees are encouraged to vote and to exercise other prerogatives of citizenship consistent with state and federal law and these policies. Town employees may not:
• Engage in political activities relating to a campaign for elective office while in uniform or on active duty.
• Publicly endorse or campaign in any manner for any person seeking a Town public office.
• Use his position or office in any advertisement or endorsement of products, persons, or activities, without exclusive authorization by the Town Council to coerce political support from employees or citizens. Employees who become a candidate or otherwise decide to seek or assume a Town office must immediately resign their employment. Employees appointed to Town offices shall be required to resign their employment upon acceptance of the office.
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SECTION 7.04: ATTENDANCE AND WORK HOURS
A. Regular Work Hours Non-exempt employees of the Town, except for Fire Department and Police Department shift personnel, normally work forty hours in a seven-day work week. Exempt employees may be required to work in excess of forty hours. The work week begins on Saturday and ends on Friday. The regular work day normally begins at 8:00 a.m. and ends at 5:00 p.m.
B. Adjustment to Work Hours In order to assure the continuity of Town services, it may be necessary for department directors to establish other operation hours for their departments. Work hours and work shifts must be arranged to provide continuous service to the public. Employees are expected to cooperate when asked to work overtime or a different schedule. Acceptance of work with the Town includes the employee’s acknowledgement that changing shifts or work schedules may be required, and includes that he/she will be available to do such work.
C. Meal Periods 1. Every effort will be made to ensure that all full-time employees receive a daily meal break during each shift. There may be instances, however, when an employee may not receive a scheduled meal break due to scheduling and/or the nature of the work. 2. Full-time employees (excluding Fire Department and Police Department shift personnel) are normally provided a one-hour unpaid meal break near the middle of the work day. Meal periods may be staggered by the department director in order to minimize departmental interruption. Supervisors will provide employees with the starting and ending times for their specific meal periods. Employees will be relieved from work responsibilities during unpaid meal breaks. Employees may not extend meal breaks beyond their assigned period, without prior supervisor approval.
D. Rest Breaks 1. Full-time employees may, depending on individual department work schedules and the discretion of their supervisor, take up to two, fifteen-minute, paid breaks each day, one during the first part of the work day and the other during the latter part of the work day. 2. Rest breaks shall be considered a privilege and not a right and shall never interfere with proper performance of an employee’s work responsibilities and department work schedules. 3. Rest breaks must be taken at, near, or in route to or from work sites within the fifteen-minute limits or as outlined in departmental policies. Employees whose work sites and or work schedules do not permit opportunities to obtain food or beverages should plan ahead and take provisions with them to the work sites.
E. Attendance Records
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Employees are expected to be at their work stations and ready to work at their scheduled start time. Non-exempt employees are required to record the number of hours worked each day, as well as the time they arrived at work, the time they left for and returned from lunch, and the time(s) they left for and returned from any unpaid break during the work day.
F. Attendance and Punctuality To maintain a safe and productive work environment, the Town expects employees to be reliable and punctual in reporting to work. Absenteeism and tardiness are disruptive and place a burden on the Town and on co-workers. Either may lead to disciplinary action, up to and including termination of employment. The employee must disclose to his/her supervisor the reason for the absence or tardiness and the date and time of his/her anticipated arrival or return. For absences of a day or more, the employee must personally notify his/her supervisor on each day of his/her absence unless the supervisor expressly waives this requirement. In most instances, an employee who fails to properly notify his/her supervisor in advance of an absence or when he or she will be tardy will be subject to disciplinary action up to and including termination of employment. An employee who fails to notify the Town of an absence and is absent for a period of one working day or shift may be presumed to have voluntarily resigned his/her employment.
G. Proof of Need for Absence In the case of absenteeism, if the supervisor has reason to suspect abuse, he or she may require the employee to present satisfactory proof of the need for the employee’s absence.
SECTION 7.05: SEXUAL AND OTHER UNLAWFUL HARASSMENT
The Town of Prosper is an equal opportunity employer. Employment discrimination on the basis of race, religion, color, sex, national origin, age, disability, marital status, veteran status, citizenship, or any other characteristic protected by law, is prohibited. All Town employees are entitled to a workplace free of unlawful harassment by management, supervisors, co-workers, citizens, and vendors. Town employees are also prohibited from harassing other employees, citizens, vendors, and all other third parties.
A. Sexual Harassment 1. One form of unlawful discrimination is sexual harassment. Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when:
• Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment, or
• Submission to or rejection of such conduct by an individual is used as a basis for employment decisions affecting such individual, or
• Such conduct has the purpose of effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment.
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2. Sexual harassment may include a range of subtle behaviors and may involve individuals of the same or different gender. Conduct prohibited by this policy includes, but is not limited to sexual advances; requests for sexual favors; sexual jokes and innuendo; verbal abuse of a sexual nature; commentary about an individual’s body, sexual prowess, sexual preference, or sexual deficiencies; leering, whistling, or touching; insulting or obscene comments or gestures; display in the workplace of sexually suggestive objects or pictures; and other physical, verbal, or visual conduct of a sexual nature.
B. Other Prohibited Harassment In addition to the Town’s prohibition against sexual harassment, harassment on the basis of any other legally protected characteristic is also strictly prohibited. This means that verbal or physical conduct that singles out, denigrates, or shows hostility or aversion toward someone because of race, religion, color, national origin, age, disability, veteran status, citizenship, or any other characteristic protected by law is also prohibited. Prohibited conduct includes, but is not limited to, epithets, slurs, and negative stereotyping; threatening, intimidating, or hostile conduct; denigrating jokes and comments; and writings or pictures that single out denigrate or show hostility or aversion toward someone on the basis of a protected characteristic. Conduct, comments, or innuendoes that may be perceived by others as offensive are wholly inappropriate and are strictly prohibited. This policy also prohibits sending, showing, sharing, or distributing in any form, inappropriate jokes, pictures, comics, stories, etc., including but not limited to via facsimile, email, and/or the internet. Harassment of any nature, when based on race, religion, color, sex, national origin, age, or disability, will not be tolerated.
C. Mandatory Reporting 1. The Town requires that employees report all incidents of harassment, regardless of the offender’s identity or position. Any employee who observes or otherwise learns of possible harassment in the workplace, or who feels that he or she has been subjected to conduct prohibited by this policy, must report it immediately to his or her supervisor, Human Resources, department director, or the Town Manager. 2. Any supervisor, manager, or department director who becomes aware of possible conduct prohibited by this policy must immediately advise his/her department director, Human Resources, and/or the Town Manager. 3. Under this policy, an employee may report to and/or contact the Town Manager, without regard to the employee’s normal chain of command. 4. In addition, the Town encourages employees who believe they are being subjected to conduct prohibited by this policy and who feel comfortable doing so, to promptly advise the offender that his or her behavior is unwelcome and request that it be discontinued. This action may resolve the problem. 5. An employee who reports a potential violation of this policy and who feels his/her report was not adequately or timely addressed, must then put his/her report in writing and submit it to the Town Manager.
D. Investigation
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All reports of prohibited conduct will be investigated promptly by management in as confidential manner, as possible. The investigation may include individual interviews with the parties involved and, where necessary, with individuals who may have other relevant knowledge. All employees are required to cooperate with the investigation.
E. Retaliation Prohibited Retaliation against employees who make a good faith charge or report of prohibited conduct or who assist in a complaint investigation is prohibited. Acts of retaliation must be reported immediately as set out above.
F. Responsive Action Misconduct constituting harassment or retaliation will be dealt with appropriately. Discipline, up to and including dismissal will be imposed upon any employee who is found to have engaged in conduct prohibited by this policy. Likewise, disciplinary action will be imposed in situations where claims of prohibited conduct were fabricated or exaggerated.
SECTION 7.06: TOBACCO USE The Town of Prosper desires to provide a safe and healthy work environment for citizens, customers, and employees.
A. Prohibited Tobacco Use 1. The use of tobacco products (including smokeless) is prohibited in any Town-owned or municipal building. 2. The use of tobacco products (including smokeless) is prohibited while operating and/or being a passenger in Town-owned or leased vehicles and/or equipment. 3. No employee shall use tobacco products (including smokeless) while making public contact. 4. Except as permitted in Section B, below, no employee shall use tobacco products (including smokeless) while on the clock.
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B. Permitted Tobacco Use Employees may use tobacco products outdoors in designated areas during their normal rest or meal periods.
SECTION 7.07: TOWN PROPERTY/EQUIPMENT USE The Town of Prosper attempts to provide employees with adequate tools, equipment, vehicles, and facilities for the Town job being performed, and the Town requires all employees to observe safe work practices and lawful, courteous operation of vehicles and equipment. Any Town-provided safety equipment must be used at all times.
A. Town-issued Property/Equipment From time to time, the Town may issue equipment or other property to employees, e.g., credit cards, keys, tools, security passes, manuals, written materials, telephone cards, uniforms, mobile telephones, computers, and computer-related equipment. Employees are responsible for items formally issued to them by the Town, as well as for items otherwise in their possession or control or used by them in the performance of their duties. At the time of issuance, employees may be required to sign certain forms or other documentation evidencing their receipt of property and/or equipment and authorizing a payroll deduction for the cost of lost, damaged, or unreturned items. In addition to payroll deductions, the Town may take any other action it deems appropriate or necessary to recover and/or protect its property.
B. Damage to Town Property/Equipment Employees must notify their supervisor immediately if any vehicle, equipment, machine, tool, etc., appears to be damaged or defective, or is in need of repair. The appropriate supervisor can answer questions about an employee’s responsibility for maintenance and care of equipment used on the job. The improper, careless, negligent, destructive, or unsafe use or operation of equipment may result in disciplinary action, up to and including termination of employment.
C. Personal Use Prohibited Town property, materials, supplies, tools, equipment or vehicles may not be removed from the premises or used for personal business without prior written approval by the Town Manager, or the department director.
D. Vehicle Allowance An employee may be given a monthly allowance for consistently using such employee’s own vehicle for Town business if the use is deemed necessary by the Town Manager. The amount of the allowance shall be determined by the Town Manager.
E. Take-Home Vehicles
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1. An employee may be authorized to take Town vehicles to his or her residence when the employee is an “on-call” employee who has a job-related need for the vehicle after normal working hours. 2. Employees authorized to take a Town vehicle to his or her residence during off-duty hours must complete and sign an Authorization for Take-Home Vehicle Form. The form must be completed, signed by the employee, and approved by the designated supervisor and department director. The authorization for a take-home vehicle may be approved by the department director when the employee resides in the corporate limits of the Town of Prosper. If the employee does not reside in the corporate Town limits of the Town of Prosper, the authorization must be approved by the Town Manager. 3. Employees authorized to take vehicles home are authorized to make reasonable, brief, and limited stops before or after assigned work shifts while traveling to and from work to conduct personal errands, such as obtaining a limited number of grocery items, picking up cleaning, making a bank transaction, and the like. On-call employees, who are allowed to come and go freely but must respond to a return-to-work notification by pager, radio, cell phone, or telephone, may use “take-home” vehicles for personal business if such use is required to meet response times outlined in department or division policies. Under no circumstances shall family members or friends be transported in the take-home vehicles unless specifically authorized under the provisions of this policy. 4. The Town’s vehicles are classified as either “exempt” or “non-exempt” as prescribed by law. Employees to whom a “non-exempt” vehicle is assigned for take-home will likely incur a federal income tax liability for the fringe benefit of commuting to and from work. Most pickups, vans, and automobiles are classified as “non-exempt” vehicles. Police and fire vehicles used by on-call employees, 24-hours are normally exempt from the fringe benefit tax liability. 5. The approval for a take-home vehicle shall be made for the purpose of assuring the performance of Town business, and such authorization or use shall not constitute or be considered a vested employment benefit or right of the employee. Such authorization or use may be denied, revoked, or suspended at any time for any reason or for no reason.
F. Use of Town Vehicles 1. Town owned or leased vehicles may only be used for official Town business. Town owned or leased vehicles may only be driven by authorized Town employees. If an employee drives a Town-owned, rented, or leased vehicle on the job or while carrying out Town-related business, the employee must comply with the Vehicle Operator Standards as described in the Town of Prosper Health and Safety Program, and the following rules: a. Drivers must have a valid State of Texas driver’s license appropriate for the vehicle operated, must maintain a satisfactory driving record, and must inform their supervisor of any change in status. b. No passengers other than Town employees or others on Town business may ride in a Town vehicle unless otherwise approved in advance by the department director.
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c. No personal use of Town-provided vehicles is allowed without the prior, specific approval of the department director. d. All maintenance and use records for Town vehicles must be completed as directed by the employee’s supervisor, department directives or the Town of Prosper Health and Safety Program. e. Report any broken, missing, or worn parts, tires, etc., or any needed maintenance of Town vehicles to the appropriate supervisor immediately. f. Drivers covered by Department of Transportation regulations must comply with them at all times. g. At no time may an employee under the influence of alcohol or illegal drugs drive a Town vehicle or a personal vehicle while conducting Town business. h. Employees involved in an accident while operating a Town vehicle, or while operating a personal vehicle on Town business, must immediately notify the proper law enforcement agency (if applicable) and the appropriate supervisor, department director, and/or the Town Manager. Accident Reports, along with any law enforcement report, must be filed by the employee with the department director and the Town Manager. The above is not a complete and exhaustive list of vehicle use policies. Violations of any of the specific items listed, as well as the improper, careless, negligent, destructive, or unsafe use or operation of a vehicle, may result in disciplinary action, up to and including termination of employment. 2. The Town may, at any time, check the driving record of a Town employee who drives as part of his/her job duties to determine that he/she maintains the necessary qualifications as a Town driver. Employees agree that they will cooperate in giving the Town whatever authorization is required for this purpose. 3. Employees who are in jobs that require the driving/operating of Town vehicles or motorized equipment must notify their supervisor, department director, or the Town Manager by the end of the department’s next working day when: a. They are arrested and charged with DWI, DUID, or any other serious moving violation; b. They have their driver’s license suspended, cancelled, or revoked; c. Their license expires without immediate renewal; or d. An Occupation Driver’s License or similar license has been issued to them. Failure to report such information by the end of the next working day shall result in disciplinary action up to and including termination, unless there are extenuating circumstances.
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4. Employees who are in jobs that require the driving/operating of Town vehicles or motorized equipment who are convicted of a DWI or DUI will be terminated, although the Town may also take disciplinary action prior to conviction. Determination for removal of driving privileges and/or disciplinary action while waiting for adjudication shall be made by the department director in concurrence with the Town Manager on a case-by-case basis.
SECTION 7.08 DRESS, APPEARANCE, IDENTIFICATION, AND UNIFORMS Employees must, at all times, dress appropriately and professionally and present a clean and neat appearance while at work and while representing the Town or conducting Town business. The Town allows business casual dress in the work place year-round, in accordance with this policy. Department directors are strongly encouraged to allow their employees to participate in business casual dress, as practical. Department directors and supervisors are responsible for enforcing this policy in their respective departments in order to maintain acceptable dress and appearance. Professional business attire or a required uniform is to be worn when there is a need to present a more formal professional appearance for meetings or special events. Suits, dress shirts, and ties for men and suits or dresses for women are proper attire for personnel scheduled for agenda presentations (i.e. Town Council meetings, receptions, etc.). Employees must remember that they are professionals one hundred percent (100%) of the time and are dressing for business, not for pleasure. Attire must always reflect a professional business attitude and presence. Police and Fire Department employees may be covered under departmental policies regarding appropriate dress and appearance.
A. Standards for Work Attire 1. All employees are expected to comply with safety regulations – e.g., types of shoes, shirtsleeve length, etc. – as directed by departmental and industry safety standards. 2. All office and public contact employees are expected to be appropriately dressed and well groomed in order to reflect a professional businesslike atmosphere. 3. Clothing should be clean, comfortable, and attractive, but not distracting. Clothing having pictures, designs, words, and/or advertising not conducive to a professional image, see-through, and/or otherwise sexually provocative clothing are prohibited for all employees. 4. The following are inappropriate:
• Provocative or revealing attire including body-hugging, see-through, or excessively tight fabrics;
• Bare shoulders or tank tops with shoulder straps less than one inch wide;
• Thong sandals (“flip-flop” shoes);
• Clothing with unclear or obscene messages or that endorses alcohol, tobacco products, drugs, pornography, or offensive material of any kind;
• Wrinkled, ripped, and tattered clothing;
• Visible tattoos which could be deemed offensive;
• Nose rings/studs, eyebrow rings/studs; tongue studs or similar type facial jewelry; and
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• Jeans, sweat shirts, sweat pants, athletic shoes, or shorts of any type are not acceptable unless a special casual wear or festive occasion is declared by the Town Manager, or as specifically approved by the appropriate department director as work assignments dictate.
B. Hair Hairstyles and hair colors must be appropriate to the employee’s position and extremes of any type are unacceptable. For example, green hair, Mohawk style haircuts, and severely spiked hair are not allowed. Hair, including facial hair, must be clean and neatly groomed at all times. Sideburns may not extend below the ear lobe.
C. Identification Cards 1. As part of the employment process, all regular full-time and part-time employees will be issued an identification card. The identification card must be kept within reasonable access while employed by the Town for verification of employment. It is the responsibility of the employee to ensure that current information is reflected on his/her identification card. 2. Lost, stolen, or mutilated cards must be reported to the Human Resources Department. Police and Fire personnel must report lost, stolen, or mutilated cards as stated in department operating procedures. Employees needing to acquire a replacement card and/or correct or updated information on their identification card should contact the Human Resources Department. 3. Upon separation from employment the card must be relinquished to the Human Resources Department prior to receiving a final paycheck.
D. Uniforms 1. The Town supplies many employees with appropriate uniforms. Employees in jobs that require a uniform will be told how and where the uniforms can be obtained. The Town will provide replacement uniforms, as necessary. Uniforms must be clean and neat. Town-owned or authorized uniforms may not be used outside of work, for personal use, or by any third party. Town uniforms may be used by Town employees in connection with outside employment only with the department director’s prior written authorization. 2. Employees who are provided with uniforms are required to wear their uniforms when on duty and keep them in good, clean, and serviceable condition. No part of the uniform shall be worn by itself. An employee must wear the entire uniform when on duty. No part of the uniform shall be worn when off duty, except to and from work. 3. When an employee terminates employment with the Town, uniforms and other Town equipment, which the employee possesses, must be returned in good condition before final pay will be authorized. The cost of lost or damaged Town property and unreturned uniforms will be deducted from the employee’s final paycheck.
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E. Enforcement 1. In all cases, the Town will make the determination as to acceptable dress, appearance and grooming. Employees should direct questions about appropriate appearance or dress to their supervisor, Department Director, or the Town Manager.
2. Employees in violation of this policy may be sent home. In such circumstances, non-exempt employees will not be paid for work time missed, and exempt employees will be required to make up the work time missed. Employees whose grooming or personal appearance violates this policy may be disciplined, up to and including termination of employment.
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TOWN OF PROSPER
PERSONNEL POLICY
CHAPTER 8: WORK ENVIRONMENT
SECTION 8.01: ELECTRONIC COMMUNICATIONS AND SYSTEMS ACCESS USE The Town of Prosper provides computer networks, Internet access, email, instant messaging, telephones, pagers, digital cameras, voice mail, fax, and other communication systems for use by Town employees in the performance of their job duties. These communication systems and devices are referred to collectively in this policy as “electronic communications systems” or “systems.” These electronic communications systems are designed to support and enhance the communication, research and information capabilities of Town employees and to encourage work-related communication and sharing of information resources within the Town. This policy governs user behavior pertaining to access and usage of the Town’s electronic communications systems. This policy applies to all Town employees, contractors, volunteers and other affiliates who use the Town’s electronic communications systems. The Town’s electronic communications systems must be used in a professional, responsible, efficient, ethical, and legal manner.
A. Acceptable Use of Systems 1. Acceptable uses of the Town’s electronic communication systems are limited to those activities that support reference, research, internal/external communication and conducting Town business in line with the user’s job responsibilities. Network users are encouraged to develop uses which meet their individual needs and which take advantage of the Town’s internal network function. The Town prohibits connection to sites or forwarding of information that contain materials that may be offensive to others including, but not limited to, sites or information containing sexually explicit material. 2. Users must understand that use of any Town-provided, publicly accessible computer network such as the Internet and email is a privilege. Minimal personal use of the Internet or email and other electronic communications systems is allowed under this policy as long as such use is not excessive and does not impede job performance or the performance of Town business. The Town is not responsible for personal communications sent on its electronic communications systems.
B. Unacceptable Uses of Systems 1. Using profanity, obscenity, or other language which may be offensive or harassing to other coworkers, citizens, or third parties. 2. Accessing, displaying, downloading, or distributing sexually explicit material. 3. Accessing, displaying, downloading, or distributing profane, obscene, harassing, offensive or unprofessional messages or content.
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4. Copying or downloading commercial software in violation of copyright law. 5. Using the systems for financial gain or for any commercial activity unrelated to Town business. 6. Using the systems in such a manner as to create a security breach of the Town network. 7. Looking or applying for work or business opportunities other than for internal Town postings. 8. Accessing any site, or creating or forwarding messages with derogatory, inflammatory, or otherwise unwelcome remarks or content regarding race, religion, color, sex, national origin, age, disability, physical attributes, or sexual preferences. 9. Transmitting or sharing information regarding a coworker’s health status without his/her permission. 10. Expressing opinions or personal views that could be misconstrued as being those of the Town. 11. Expressing opinions or personal views regarding management of the Town or other political views. 12. Using the systems for any illegal purpose or in any way that violates Town policy or is contrary to the Town’s best interest. 13. Playing games or gambling. 14. Accessing or transmitting content containing violence or profanity; full or partial nudity; sexual or deviant acts; satanic/cult; militant/extremist; or anything illegal.
C. Responsibility
The person in whose name a Town provided Internet, email or other electronic communications system account is issued is responsible at all times for its proper use, regardless of the user’s location. Exchanges that occur in the course of conducting Town business on the Town’s electronic communications systems will be considered a communication of the Town and held to the same standards as formal letters. Failure to adhere to this policy will likely result in the suspension or revocation of the employee’s privilege of access and/or other disciplinary action up to and including termination of employment.
D. No Right of Privacy/Monitoring
Users of Town electronic communications systems may not assume they are provided any degree of anonymity and employees have no right to privacy with regard to such systems. Personal passwords are not an assurance of confidentiality. The Internet itself is not secure. To ensure proper use of its electronic communications systems, the Town will monitor their use. The Town Manager reserves the right to, with or without advance notice, monitor and view both business and personal usage, including, but not limited to: employee email, voice mail, blogs, social media, and instant messages; information and material transmitted, received or stored using Town systems; and user Internet access and usage patterns to assure that the Town’s Internet resources are
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devoted to maintaining the highest levels of productivity, as well as proper use and compliance with this policy. Even personal, password-protected, web-based accounts used or accessed on Town computers or other electronic communications systems are subject to review so employees have no expectation whatsoever of privacy. Contents of emails, texts, and pages, including those of a personal nature stored on a hard drive, can be retrieved.
E. Filtering The Town may use software to filter Internet and instant message content for all employees.
F. Copyright Restrictions Any software or other material, including music, downloaded into a Town computer may be used only in ways consistent with the licenses and copyrights of the vendor, author, or owner of the material. Prior written authorization from the department director is required before introducing any software into the Town’s computer system. Employees may not download entertainment software, games, or any other software unrelated to their work.
SECTION 8.02: CELL PHONES AND CAMERAS IN THE WORKPLACE Employees should not make or receive excessive personal calls, texts, emails, or other forms of wireless communications on their personal or Town-provided cell phones during work time, or during non-work time in areas where other employees or citizens may be disturbed. Employees should also ensure that friends and family members are aware of the Town’s policy restricting the frequent receipt of cell phone calls.
A. Cameras
Employees who have cameras or camera cell phones may not use the camera, audio, or video functions during work hours or while conducting Town business, unless necessary in the performance of the employee’s job duties. Specifically, cameras may not be used to violate the Town’s Sexual and Other Unlawful Harassment policy or any other Town policy, to invade a citizen’s or another employee’s privacy; to photograph confidential business records; or in any other way that is found to be inappropriate by the Town. Photographs or video of Town properties, buildings, equipment, furnishings, employees, citizens, etc., taken within the course of job duties will not be sent or posted to personal web pages, blogs, social websites or any other graphical publication without the prior written authorization of the Town Manager. This policy applies to Town provided cameras and cell phones, as well as personal cameras and cell phones used by employees in connection with work.
B. Driving with Cell Phone
Employees are responsible for putting safety first whenever driving. While driving on Town business, employees should not make and/or receive cell phone calls while driving unless using a hands free device. While driving a Town owned/leased vehicle or a personal vehicle while on Town business, employees are prohibited from using other cell phone features including text messaging, browsing the Internet, reading or sending emails, downloading audio or other files, and playing games. While driving a Town owned/leased vehicle or on behalf of the Town, employees are also
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prohibited from utilizing hand held computers, video games, televisions receivers, video monitors, and items of a similar nature that will likely pose a distraction while driving. This policy shall exclude public safety personnel in so far as any equipment outlined above is used within the course of completing their job duties. Safety must always be the employee’s first priority while driving and his/her attention should always be on the road.
C. Personal Use
Minimal personal use of Town-provided cell phones is allowed under this policy as long as such use is not excessive and does not impede job performance or the performance of Town business. The employee must reimburse the Town for any excess charges associated with personal cell phone use. Personal use of a Town-issued cell phone or the use of a personal cell phone while at work shall not in any way violate another’s privacy, be in violation of the Town’s Sexual and Other Unlawful Harassment policy or any other Town policy, or be used in any other way that is found to be inappropriate by the Town. Employees who violate this policy will likely be disciplined.
SECTION 8.03: INCLEMENT WEATHER This policy is to provide employees with guidelines about reporting to work during adverse weather conditions.
A. Applicability
This policy is effective immediately and is applicable to all Town employees, exclusive of Public Safety personnel and emergency response personnel, including certain Public Works and Utilities crews.
B. Policy
All employees are expected to make an effort to arrive at work each day prior to commencement of the work period, regardless of weather conditions. However, when an adverse weather warning is forecasted or in effect, department directors may use their discretion in permitting employees who live outside Prosper to report for work at adjusted report or leave times. When weather conditions are such that the Town Manager declares the administrative offices officially delayed or closed due to severe weather conditions, employees will be excused for the day. The responsibility for designating those emergency service personnel who are required to be on the job regardless of weather conditions will rest with the appropriate department heads and the Town Manager.
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C. Employee Responsibility
When driving conditions are such that an employee will not arrive at work prior to the commencement of the work period, he shall notify his supervisor immediately of his tardiness and expected time of arrival. When driving conditions are such that an employee believes he would endanger his life or property in driving to work, but the Town has not been officially delayed or closed, the employee shall notify his supervisor immediately that he will not be reporting to work unless conditions improve. The employee shall contact his supervisor during the day providing an update on weather conditions to determine his/her ability to report to work.
D. Leave
An employee working less than eight (8) hours during any work period due to inclement weather conditions, will have accrued leave balances reduced, if available. If no leave is accrued and available, employees will be granted leave without pay for hours not worked. If an employee is on a prior approved scheduled leave such as sick or vacation, then no additional compensation or leave change will be applied. When the Town Manager declares the administrative offices officially delayed or closed, regular employees who are scheduled to work that day, other than emergency personnel, will be excused for the day without penalty or loss of pay.
E. Procedure for Official Closing
The Town Manager shall notify the Human Resources Department that Town administrative offices will be officially delayed or closed as soon as such decision has been reached. The Human Resources Department will, as soon as practical, contact all department directors and appropriate media notifying them of the official delay or closing. Department directors are then responsible for notifying supervisors within their department, and supervisors are responsible for notifying their employees. Department directors are also responsible for ensuring that Public Safety personnel and emergency response personnel have been designated and report for duty. Any adjustments outside of the above guidelines must be approved by the Town Manager.
SECTION 8.04: WEAPONS BAN AND VIOLENCE PREVENTION The Town of Prosper tries to provide a safe and secure working environment for its employees. This policy is designed to help prevent incidents of violence from occurring in the workplace and to provide for the appropriate response when and if such incidents do occur.
A. Zero Tolerance
Harassment, intimidation, threats, threatening behavior, violent behavior or acts of violence between employees or such action between an employee and another person that arises from or is in any manner connected to the employee’s employment with the Town, whether the conduct occurs on duty or off duty, is prohibited.
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B. Town’s Response to Threats or Acts of Violence
1. The Town will attempt to respond appropriately to any person who threatens use of force or violence or threatens an unlawful act, exhibits threatening behavior, or engages in violent acts. The Town’s response will normally be coordinated by the Town Manager, and where applicable, the Town’s Police Department or other appropriate law enforcement agency. The Town Manager will evaluate the severity of the situation and the need for additional resources (e.g., law enforcement, Emergency Medical Services) to minimize risk and further violence, and will work with the appropriate department director(s) in an effort to ensure that appropriate administrative actions are taken. If such conduct occurs on Town property, the offending person will typically be removed from the premises pending the outcome of an investigation. The Town may also suspend and/or terminate the employment relationship, reassign job duties, mandate counseling with a psychologist or other mental healthcare provider of the Town’s choosing, initiate criminal prosecution of the person(s) involved, and/or other actions as determined by the Town to be appropriate under the circumstances. 2. No existing Town policy, practice, or procedure will be interpreted to prohibit decisions designed to prevent a threat from being carried out, a violent act from occurring, or a life-threatening situation from developing.
C. All Weapons Banned (Adopted 2-9-16) Unless specifically authorized in writing by the Town Manager, no employee, other than a licensed peace officer, shall carry or possess a firearm or other weapon on Town premises. For any license issued pursuant to Chapter 411 of the Texas Government Code, pursuant to Section 46.035 of the Texas Penal Code, the term “premises” shall not include any public or private driveway, street, sidewalk or walkway, parking lot, parking garage, or other parking area.
D. Mandatory Reporting Each Town employee must immediately notify his/her supervisor, department director, the Town Manager and/or the Police Department of any act of violence or of any threat involving a Town employee that the employee has witnessed, received, or has been told that another person has witnessed or received. Even without an actual threat, each Town employee must also report any behavior that the employee regards as threatening or violent when that behavior is job-related or might be carried out on Town property, a Town-controlled site or Town job site, or when that behavior is in any manner connected to Town employment or activity. Each employee is responsible for making this report regardless of the relationship between the individual who initiated the threat or threatening behavior and the person or persons threatened or the target of the threatening behavior. A supervisor who is made aware of such a threat or other conduct must immediately notify his/her department director.
E. Protective Orders Employees who apply for or obtain a protective or restraining order, which lists Town locations as being protected areas, must immediately provide to the Town’s Police Department a copy of the petition and declarations used to seek the order, a copy of any temporary protective or restraining order which is granted, and a copy of any protective or restraining order which is made permanent.
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Town employees must immediately advise their department director of any protective or restrain-ing order issued against them.
F. Confidentiality
To the extent possible, while accomplishing the purposes of this policy, the Town will respect the privacy of reporting employees and will treat information and reports confidentially. Such information will be released or distributed only to appropriate law enforcement personnel, Town management, and others on a need-to-know basis and as may otherwise be required by law.
G. Town Property For purposes of this policy, Town property includes but is not limited to owned or leased vehicles, buildings and facilities, entrances, exits, break areas, parking lots and surrounding areas, recreation centers, swimming pools, and parks.
H. Documentation
When appropriate, threats and incidents of violence will be documented. Documentation will be maintained by the Police Department.
I. Policy Violations Violations of this policy will likely lead to disciplinary action, up to and including termination of employment. Policy violations may also result in arrest and prosecution.
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ADMINISTRATIVE
REGULATIONS
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Table of Contents – Page 1 Adopted October 1, 2008
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Town of Prosper
Administrative Regulations
TABLE OF CONTENTS
Chapter 1: Introduction and General Provisions (Adopted 10/01/08) Distribution and Access ................................................................................................................................................... 1.01 Amendments and Updates .............................................................................................................................................. 1.02
Chapter 2: Employment (Adopted 10/01/08) Job Posting ............................................................................................................................................................................. 2.01 Recruitment and Selection .............................................................................................................................................. 2.02 Residency ............................................................................................................................................................................... 2.03 Background Checks ............................................................................................................................................................ 2.04 Nepotism ................................................................................................................................................................................ 2.05 Medical Examinations/Fitness for Duty .................................................................................................................... 2.06 Outside Employment ......................................................................................................................................................... 2.06
Chapter 3: Employee Development, Personnel Actions, and Records (Adopted 10/01/08) New Hire Orientation ........................................................................................................................................................ 3.01 Probationary Period .......................................................................................................................................................... 3.02 Employee Professional Development Assessment System ............................................................................... 3.03 Pay Classifications and Job Descriptions .................................................................................................................. 3.04 Employee Development and Training ........................................................................................................................ 3.05 Tuition Reimbursement ................................................................................................................................................... 3.06 Transfers ................................................................................................................................................................................ 3.07 Employee Record ................................................................................................................................................................ 3.08 Separation of Employment ............................................................................................................................................. 3.09
Chapter 4: Leaves of Absence (Adopted 10/01/08) Vacation .................................................................................................................................................................................. 4.01 Family and Medical Leave ............................................................................................................................................... 4.02
Chapter 5: Compensation (Adopted 10/01/08) Procedures for Receiving Pay ........................................................................................................................................ 5.01 Payroll Deductions ............................................................................................................................................................. 5.02 Primary and Secondary Positions ................................................................................................................................ 5.03 Research and Development Incentive Pay ............................................................................................................... 5.04
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Chapter 6: Work Environment (Adopted 10/01/08) Drug and Alcohol Use ........................................................................................................................................................ 6.01 Drug and Alcohol Use for DOT Employees ............................................................................................................... 6.02 Employee Safety and Accident/Incident Reporting ............................................................................................. 6.03
Chapter 7: Miscellaneous (Adopted 10/01/08) Travel Expenses................................................................................................................................................................... 7.01 Reimbursement for Professional Development Activities ................................................................................ 7.02 Solicitation ............................................................................................................................................................................. 7.03 Gifts ........................................................................................................................................................................................... 7.04 Conflict of Interest .............................................................................................................................................................. 7.05 Inclusion and Community Links Webpage ............................................................................................................... 7.06 Blogging and Social Media Policy ................................................................................................................................. 7.07
Chapter 8: Wireless Equipment and Services Use (Revised 04/02/15) General Provisions ............................................................................................................................................................. 8.01 Cellular Phone Allowance Program ............................................................................................................................ 8.02 Town-Owned Pooled Minute Cellular Phone Program ....................................................................................... 8.03 Other Wireless Equipment and Services ................................................................................................................... 8.04
Chapter 9: Grant Management (Revision Adopted 12/13/16) Roles and Responsibilities .............................................................................................................................................. 9.01 Procedures ............................................................................................................................................................................. 9.02
Chapter 10: Cash Handling (Approved 09/24/13) Purpose ................................................................................................................................................................................. 10.01 Liability for Loss ................................................................................................................................................................ 10.02 Establishment/Increase of Cash Funds ................................................................................................................... 10.03 Regulation of Cash Funds .............................................................................................................................................. 10.04 Regulation of Deposits .................................................................................................................................................... 10.05
Chapter 11: Purchasing (Revised 09/27/13) Organizational Responsibilities .................................................................................................................................. 11.01 Ethics ...................................................................................................................................................................................... 11.02 Requisition Requirements ............................................................................................................................................ 11.03 Purchasing Thresholds ................................................................................................................................................... 11.04
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Methods of Procurement ............................................................................................................................................... 11.05 Procurement Card Program ......................................................................................................................................... 11.06 Receipt of Goods/Services ............................................................................................................................................ 11.07 Disposal of Salvage/Surplus Property ..................................................................................................................... 11.08
Purchasing Manual ....................................................................................................................................................... Ex. A
Purchase Requisition Instructions ....................................................................................................................Ex. B
Chapter 12: Vehicle Equipment/Replacement Fund (VERF) Program (Approved 04/02/15) Organizational Responsibilities .................................................................................................................................. 12.01 Replacement Request Process ..................................................................................................................................... 12.02 Replacement Criteria....................................................................................................................................................... 12.03 Replacement Funding ..................................................................................................................................................... 12.04
Replacement Criteria ................................................................................................................................................... Ex. A
Chapter 13: Fund Balance Policy (Revision Adopted 09/19/16) Purpose and Overview ................................................................................................................................................... 13.01 Definitions and Categories ............................................................................................................................................ 13.01
Chapter 14: Municipal Chamber Room Reservations (Approved 04/02/15) General Provisions ........................................................................................................................................................... 14.01
Chapter 15: Debt Management Policy (Adopted & Approved 07/11/17) Purpose and Overview ................................................................................................................................................... 15.01 Scope ...................................................................................................................................................................................... 15.02 Objectives ............................................................................................................................................................................. 15.03 Implementation ................................................................................................................................................................. 15.04 Structure of Debt ............................................................................................................................................................... 15.05 Financing Alternatives .................................................................................................................................................... 15.06 Methods of Sale .................................................................................................................................................................. 15.07 Refunding of Debt ............................................................................................................................................................. 15.08 Debt Limits .......................................................................................................................................................................... 15.09 Maturity Levels ................................................................................................................................................................. 15.10 Management of Debt Service Fund ............................................................................................................................ 15.11 Ratings ................................................................................................................................................................................... 15.12 Continuing Disclosure ..................................................................................................................................................... 15.13 Selection of Financial Advisor ..................................................................................................................................... 15.14 Selection of Bond Counsel ............................................................................................................................................. 15.15
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Chapter 16: Debt Post Issuance Policy (Adopted & Approved 07/11/17) Purpose and Overview ................................................................................................................................................... 16.01 General Procedures .......................................................................................................................................................... 16.02 Designation of Responsible Person ........................................................................................................................... 16.03 External Advisor/Documentation ............................................................................................................................. 16.04 Arbitrage Rebate and Yield ........................................................................................................................................... 16.05 Use of Bond Proceeds and Bond-Financed or Refinanced Assets................................................................. 16.06 Record Keeping Requirement...................................................................................................................................... 16.07
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TOWN OF PROSPER
ADMINISTRATIVE REGULATIONS
CHAPTER 1: INTRODUCTION AND GENERAL PROVISIONS
SECTION 1.01: DISTRIBUTION AND ACCESS
A. Distribution of the Manual 1. Copies of the Town of Prosper Policies and Regulations Manual will be distributed to each department and division (if not located at the department address). 2. A copy of the Town of Prosper Policies and Regulations Manual shall be posted electronically to the shared drive on the server. Employees may access the manual and/or print copies, as needed. 3. Employees may contact the Human Resources Department and request a copy of the manual be emailed to them. 4. All new or revised policies, procedures, and regulations will be distributed from the Human Resources Department and be effective as of the last revision date.
B. Access to the Manual Department Directors are responsible for making the Town of Prosper Policies and Regulations accessible to all employees in their department and shall keep the Policies and Regulations Manual in a centralized location.
SECTION 1.02: AMENDMENTS AND UPDATES Amendments and updates to the policies, procedures, and regulations contained in the Administrative Regulation chapters of the Policies and Regulations Manual must be approved by the Town Manager and will be maintained by the Human Resources Department. The Town of Prosper Introduction and General Provisions Policy was revised and adopted on the 11th day of July, 2017 ___________ Harlan Jefferson, Town Manager
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Chapter 2, Page 1 Adopted October 1, 2008
Revised & Adopted July 2017
TOWN OF PROSPER
ADMINISTRATIVE REGULATIONS
CHAPTER 2: EMPLOYMENT
SECTION 2.01: JOB POSTING The Human Resources Department will be responsible for posting all job announcements for vacant positions. The following procedure was established to ensure that announcements of vacant positions are posted on a timely basis in specified locations.
A. Personnel Requisition 1. All requests for job posting and advertising shall be submitted to the Human Resources Department on a Personnel Requisition Form provided by the Human Resources Department. 2. In the case where a department wishes to advertise a job announcement in a newspaper publication, the department must submit the requisition form to the Human Resources Department at least two business days before the desired publication date to allow adequate time for the advertisement to be submitted to the publication. Submittal lead time may vary, depending upon the publication to be used. 3. Job announcements will be prepared by the Human Resources Department and distributed to all departments and divisions to be posted in an area available to all employees.
B. In-House Posting 1. In-house postings are job announcements for which only current Town of Prosper employees may apply. 2. The minimum posting time for all in-house postings will be three (3) working days. If there are no qualified applicants from in-house posting, the department may choose to open the position to the public.
C. General Posting 1. General postings are job announcements for which the general public and current Town of Prosper employees may apply. 2. The minimum posting time for general postings will be five (5) working days. NOTE: A vacant position is not required to be posted or advertised in-house or open to the general public if the department director wishes to move, transfer, or promote a qualified employee from the same department into the vacant position in accordance with Town policies and procedures.
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SECTION 2.02: RECRUITMENT AND SELECTION
A. Human Resources Procedures 1. The Human Resources Department will be responsible for receiving all applications for vacant positions. Applications will not be accepted for positions other than those posted by job announcement, with the exception of applications for firefighters, police officers, and police communications operators. 2. The Human Resources Department will review applications and forward all qualified applications to the hiring supervisor. 3. The Human Resources Department will be responsible for notifying the interviewed applicants that were not selected for the position.
B. Department Procedures 1. Supervisors will review the referred applications, interview the applicants deemed most qualified, and make the final decision for employment based on job-related requirements, qualifications, and past employment verification. 2. Upon selection of a final candidate, the supervisor will complete and forward an applicant selection memo to the Human Resources Department, to forward to the Police Department instructing the Police Department to conduct a background check. Results of the background check will be returned to the Human Resources Department. 3. The supervisor or hiring authority will extend the contingent offer of employment to the successful candidate and agree on a starting date. All offers are contingent upon results of a pre-employment examination and drug and alcohol screening. Upon receipt of an Employee Authorization for Release of Health Information Form, the Human Resources Department will, where appropriate, make the appropriate arrangements for a pre-employment physical, and notify the department upon receipt of the results. 4. When the supervisor or hiring authority has made the final selection, he/she will document the selection/rejection reason for all referred applicants. 5. Once an applicant has been hired, the hiring authority will promptly return all applications and documentation to the Human Resources Department.
SECTION 2.03: RESIDENCY Residency requirements for employees of the Town of Prosper shall be based solely on the require- ments of the position. Immediate supervisors, with the specific approval of their department directors, may establish reason- able response time requirements for certain positions which may be subject to emergency recall and/or periodic service on a stand-by status. The ability to meet established response time requirements for some positions may be considered a condition of employment. This information is to
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be outlined in the department’s Standard Operating Procedures with a copy submitted to the Human Resources Department. A definition of and guidelines for establishing reasonable response time will be explained by the employee's supervisor at the time of employment and at any time when job requirements or response time guidelines change.
SECTION 2.04: BACKGROUND CHECKS The Town of Prosper performs background checks on applicants and employees to the extent necessary to determine their eligibility for employment or ongoing employment, as the case may be. Background checks may include, but are not limited to, driver’s license, outstanding warrants, criminal history, and credit reports. The Town may also conduct periodic background checks on existing employees. Applicants and employees are required to give the Town whatever authorization is necessary to perform such checks.
SECTION 2.05: NEPOTISM
A. Applicants An applicant shall be requested to list and shall list all relatives employed by the Town or serving on a board or commission on his or her application for employment. For the purposes of this policy, the following shall constitute familial relationships:
First Degree: Spouse Mother Father Sister Brother Son Daughter
(or) in-law; (or) step (or) foster
Second Degree: Uncle Aunt Nephew Niece Grandfather Grandmother Granddaughter Grandson 1st Cousin
(or) in-law
Other:
Former spouses Significant Others Engaged couples
1. An applicant related, to the Town Manager shall not be employed by the Town.
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2. An applicant related to any member of the Town Council shall not be employed by the Town. 3. Under no circumstances will an applicant be employed in a department in which he or she may directly or indirectly supervise or be supervised by a member of his/her family 4. In a department comprised of more than one division or shift, an applicant related, as defined in Section 1 of this policy, to a Town employee employed in that division or shift will not be eligible for employment within the same division or shift. An applicant for a job in an undivided department who is related, to an employee of that department will not be eligible for employment in that department.
B. Other Restrictions The following restrictions apply to the employment of any relative, including those defined as family members in the chart reflected in Section 2.05 A. above 1. No employee in the relationship will supervise, review, or process the work of the other; 2. No current employee may be appointed or promoted to any supervisor’s span of responsibility that is related to that supervisor. 3. The employees’ relationship must not create a conflict between employees’/Town interests; and 4. There must be no interdependence or relationship between the jobs of the individuals concerned which could be potentially detrimental to the interests of the Town.
C. Promotion In the event of a proposed promotion giving rise to a relationship prohibited by this policy, any employed family member of a person considered for promotion to any of the positions identified above must agree to immediately tender his/her written, conditional resignation before the candidate will be formally considered for the proposed promotion. If the candidate is selected for and chooses to accept the promotion, the conditional resignation becomes final. Normally, once final, any such resignation will not become effective until ninety (90) days after the promotion takes effect.
D. Reorganization In the event of a reorganization, or any other situation (other than a promotion) giving rise to a relationship prohibited by this policy, the lower ranking employee will be required to immediately resign his/her employment. If both employees are of equal rank, one of them will be required to immediately resign his/her employment. Normally, any such resignation will not be effective until ninety (90) days after the reorganization, etc., occurs.
E. Engagement or Marriage of Current Employees In the event of an engagement or marriage between two Town employees, one or both of the affected employees must immediately seek a transfer to another available position within the Town
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for which he or she is qualified and that meets the requirements of this policy. If a suitable transfer cannot be made within ninety (90) days of engagement or marriage, one or both of the affected employees will be required to resign from employment.
F. Boards and Commissions If an employee is already employed with the Town, then the employee is not required to transfer or resign upon the appointment of a relative to a board or commission. However, an applicant who is a relative of an existing board member or member of a commission is not eligible for employment in the division which serves as the liaison to the board or commission.
G. Temporary and Seasonal Employees Temporary and seasonal employees of the Town shall be partially exempt from this policy, in that two or more members of the same family who are related may be employed within the same operational division as long as the following apply: 1. No more than one of the related employees may be a regular (non-temporary and non-seasonal) employee of the operational division; 2. The related employees may not be in a direct reporting relationship with each other, or responsible in any manner for the scheduling, discipline, or work assignments for each other; and 3. The temporary or seasonal employee(s) may not be employed by the operational division for a period lasting longer than one hundred twenty (120) consecutive calendar days within a twelve-month period.
H. Volunteers and Reserve Officers In a department comprised of more than one division or shift, an applicant related, as defined in the chart in Section 2.05 A. above, to a Town employee employed in that division or shift will not be eligible for employment within the same division or shift. An applicant for a job in an undivided department who is related, as defined in this policy, to an employee of that department will not be eligible for employment in that department.
SECTION 2.06: MEDICAL EXAMINATIONS/FITNESS FOR DUTY
A. Required Medical Examinations
1. The Human Resources Department together with department directors will determine which positions will require a post-offer pre-employment medical and/or psychological examination. Prospective employees for these positions will be required to pass a medical and/or psychological examination administered by a physician designated by the Town and the prospective employee will not be hired unless the examining physician certifies that the person meets the minimum standards of physical and/or psychological fitness required for the position and is able to perform the essential functions of the position with or without reasonable accommodation.
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2. Employees may be required to have a medical and/or psychological examination for in-house advancement, transfer, or other personnel action where the supervisor deems it necessary due to different physical and/or psychological requirements or duties of the new position. 3. The Town Manager or an employee’s department director (with the prior approval of the Town Manager) may require a current employee to undergo a medical and/or psychological examination to determine fitness for continued employment; as may be necessary in order for the Town to provide a reasonable accommodation; following an injury or accident; whenever the employee’s supervisor determines that a potential health problem may prevent an employee from performing his/her job duties; and, as otherwise permitted in accordance with the Americans with Disabilities Act. a. Time away from work under this policy will normally be coded as paid administrative leave, but may be retroactively changed to sick leave, family medical leave, and/or other leave as circumstances warrant. b. Before returning to work following a medical and/or psychological examination, the employee must coordinate his/her return through the Town Manager. All medical exams must be coordinated by and through the Human Resources Department.
SECTION 2.07: OUTSIDE EMPLOYMENT Employees must receive prior written approval from their department director and the Town Manager before engaging in other employment. As the primary employer, the employee must recognize the Town’s need for flexibility and changing schedules based upon the demand for services or departmental needs. An employee will not be covered by the Town’s workers’ compensation insurance while working for another employer or while self-employed unless the employee is required to perform official Town employment activities while engaged in such outside or self-employment. Approval for outside or self-employment as set out in this policy does not authorize an employee on family medical leave, sick leave, disability leave, worker’s compensation leave, or an unpaid leave of absence to engage in any outside or self-employment. Under no circumstances may an employee on family medical leave, sick leave, disability leave, worker’s compensation leave, or unpaid leave of absence engage in outside or self-employment, unless expressly authorized in writing by the department director and the Town Manager. For purposes of this policy, outside or self-employment includes a job, activity, or enterprise (including self-employment) which constitutes a form of employment or business outside the responsibilities of employment with the Town. This policy is not intended to cover volunteer work with a non-profit organization, such as United Way, Girl Scouts, American Heart Association, faith-based activities or similar activities where compensation is neither expected nor paid in the ordinary course of operations.
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The Town of Prosper Employment Policy was revised and adopted on the 11th day of July, 2017. ___________ Harlan Jefferson, Town Manager
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TOWN OF PROSPER
ADMINISTRATIVE REGULATIONS
CHAPTER 3: EMPLOYEE DEVELOPMENT, PERSONNEL ACTIONS, AND
RECORDS
SECTION 3.01: NEW HIRE ORIENTATION
A. Department Orientation On the first day of employment, the new employee and his or her supervisor will review, complete and sign the New Employee Orientation Checklist form provided by the Human Resources Department. The department will forward this form, along with all other required enrollment and new hire documents from the Human Resources New Hire Packet to the Human Resources Department.
B. Human Resources Orientation The new employee will attend and participate in the next scheduled New Hire Orientation session conducted by the Human Resources Department to learn more about the Town, including employee relation services, benefits, policies, and procedures. New employees will be given an opportunity to ask questions and discuss Town employment and services. All new full-time and part-time employees are required to participate in a new hire orientation within thirty (30) days of employment.
SECTION 3.02: PROBATIONARY PERIOD Each probationary employee is responsible for knowing, understanding, and meeting the expectations and standards for his/her position. In addition, each employee is also responsible for performing his/her job in a safe, productive, and effective manner within the instructions and established standards for the position. Furthermore, employees are expected to maintain acceptable standards of conduct in their employment. During the probationary period, it is the responsibility of the employee to correct any deficiencies or inadequacies in job performance, attitude, or conduct.
A. Probationary Performance Assessments All probationary employees shall be constantly evaluated and will receive performance assessments in accordance with the Employee Professional Development Assessment System Policy. These reviews are designed to evaluate each employee’s performance and communicate that performance to the employee. Probationary employees are not eligible for merit increases during or upon completion of an initial probationary period.
B. Extensions to Probationary Period The performance probationary period may be extended under the following circumstances:
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At the end of the six-month probationary period, performance probation may be extended for up to an additional three months when a probationary employee’s performance has been marginal due to extenuating circumstances, additional training is warranted, or an employee’s absence from work for an extended period of time did not permit an opportunity for adequate assessment of performance. The decision to extend or not extend an employee’s probationary period may not be appealed. If an extension is granted, the employee will be advised in writing and given the date on which the extended probation period will be completed. Such extension will be at the sole discretion of the department director or the Town Manager. A probationary period may be extended for time spent on an approved Leave of Absence including leaves of absences due to injury or illness or approved Military Leave. The approved extension will normally equal the length of time away from work. Accordingly, such full day absence incurred by an employee during the probationary period will normally extend the six-month probationary period by an additional day.
SECTION 3.03 EMPLOYEE PROFESSIONAL DEVELOPMENT ASSESSMENT SYSTEM The Town uses a thorough performance assessment system for assisting supervisors in communicating job expectations, measuring the employee’s level of past performance, recognizing employee achievements and exemplary performance, and strengthening the supervisor-employee relationship. The performance assessment system provides necessary information for management decisions including career development and training, assignments, advancements, transfers, disciplinary actions, retention, compensation, etc. The purpose of the performance assessment system as outlined herein is to achieve optimum employee performance resulting in outstanding citizen service.
A. Schedule Regular full-time and regular part-time employees are eligible for a performance assessment upon completion of their probationary period as follows: 1. Employees hired prior to April 1, 2017, will be eligible for an annual performance assessment in January of each calendar year and a merit increase, as budget allows. 2. Employees hired on or after April 1, 2017, will be eligible for an annual performance assessment on their anniversary date of each calendar year and a merit increase, as budget allows.
B. Supervisory Responsibilities All performance assessment information must be written where required, on forms approved by the Town Manager and provided by the Human Resources Department for retention in the employee’s official personnel file. An assessment is considered complete at the time the employee signs and dates the assessment document or when the supervisor and/or department director has a witness acknowledge the employee’s refusal to sign the assessment document. Supervisors will strive to clearly communicate all elements of job performance, key result areas, performance standards, measures, goals, strengths, and areas of development needed on the employee assessment form. Each employee will sign and date his/her employee assessment when it is reviewed, and the supervisor will forward the original to the Human Resources Department for filing in the employee’s official personnel file.
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Department directors are expected to ensure compliance with this policy and ensure that evaluating supervisors and managers under their direction are adequately trained in the performance assessment process. Department directors and/or mid-level managers are encouraged to review all performance assessments for validity prior to the department supervisor conducting the performance assessment with the affected employee, in order to correct any obvious errors or rating bias.
C. Employee Responsibilities Employees are expected to be knowledgeable of their essential job functions and key result areas and maintain established performance standards and requirements as outlined. Employees are encouraged to address issues and concerns regarding their annual performance assessment with their evaluating supervisor. If the employee is not able to resolve his/her issues and concerns with the evaluating supervisor, the employee may address them with the department director. If the department director is the evaluating supervisor, the employee may go to the Human Resources Department or Town Manager to address his/her concerns.
SECTION 3.04: PAY CLASSIFICATIONS AND JOB DESCRIPTIONS
A. Pay Classifications
1. Each position that is not a contract position or covered under an employment agreement shall be assigned to a pay classification. Pay classifications shall specify an entry and maximum level, and an hourly and bi-weekly wage or salary, within each pay range. 2. Employees may be hired for positions at a higher pay than entry-level pay, based on qualifications and job-related experience, at the recommendation of the department director and the discretion of the Town Manager. 3. The Town Council as part of its annual budget process will consider the allocation of funds for pay classification adjustments. Pay classifications may be amended, as circumstances require, through submission of suggested changes to the Human Resources Director and approval by the Town Manager.
B. Job Descriptions 1. Each position shall have a job description. All job descriptions will list the following: a. Job Title, Department/Division, Pay Class/FLSA Designation, and Salary Range, as provided from the Pay Classification Plan b. Definition of Job c. Supervision Received and Exercised d. Examples of Duties including: 1) Essential Functions 2) Additional Duties
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e. Qualifications including: 1) Knowledge 2) Ability 3) Education and Training Guidelines f. Physical Demands g. Work Environment 2. Requests for new positions, reclassification, or changes to existing job descriptions will be made to the Human Resources Department. All suggested job descriptions will be reviewed, and upon approval, will be effective the first day of the fiscal year unless otherwise authorized by the Town Manager.
SECTION 3.05: EMPLOYEE DEVELOPMENT AND TRAINING
A. Human Resources Department As resources allow, the Human Resources Department will cooperate with department directors and Division Supervisors in developing training programs. Records of employee attendance, participation, and training completion at Town-sponsored programs will be maintained in the Human Resources Department. Departments are to submit records of employee training for other types of training programs the employee has completed to the Human Resources Department. This information can then be included in the employee’s official file.
B. Department Directors/Supervisors 1. It is the responsibility of the employee’s immediate supervisor to ensure the employee receives department orientation and job training. 2. It is the responsibility of Supervisors to respond to employee inquiries regarding Town and department policies, procedures and guidelines. 3. Department directors’/supervisors’ efforts to facilitate leadership development in their subordinates should be endorsed by the Human Resources Department. In addition, directors and supervisors are encouraged to indicate to the Human Resources Department the training needs of their departments or divisions. 4. Supervisors are responsible for the enrollment, attendance and documentation of their subordinates in training programs.
C. Notification and Attendance 1. Employee participation in training programs, sessions and/or seminars, must be approved by his/her supervisor. Notification of training sessions should be given far enough in advance to allow adequate time for adjustment of the employees’ scheduled job duties.
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2. When all eligible employees in one department or division are not able to attend training, every effort should be made to provide sessions on a rotating system to facilitate participation.
SECTION 3.06: TUITION REIMBURSEMENT
A. Terms of Tuition Reimbursement 1. Courses offered by accredited colleges, universities, or trade schools are eligible for tuition reimbursement if they are: a. Required by a degree plan which is related to a Town career field; b. Required by a trade school course of study which is related to a Town career field; or c. Related to a Town career field as determined by the Town Manager. 2. Reimbursement is limited to no more than twenty-four (24) hours per fiscal year. 3. As a condition of reimbursement, participants must earn a grade of “C” or above in undergraduate level courses, “B” or above in graduate level courses, and “Pass” in Pass/Fail courses. For those courses for which grades are not assigned, a certificate of completion will serve as proof of course completion. 4. Reimbursement for thesis or dissertation will be paid when the participant submits an official grade report or transcript that records a passing grade. Reimbursement will be paid for the required number of credit hours (six for thesis and twelve for dissertation) regardless of the actual number of hours taken. 5. Mandatory fees may be reimbursed as part of the tuition rate charges. 6. The Town will reimburse up to a maximum of $200.00 for books per semester. Receipts must be included with the Check Request. Supplies or other expenses in connection with courses to be taken are not eligible for reimbursement. Fire Department employees working on a Fire Science Degree when the state reimburses tuition are eligible for book reimbursement. 7. Seminars, conferences, and courses unrelated to a Town career field are ineligible for tuition reimbursement. Approval for reimbursement for seminars and conferences is subject to departmental training budgets. Non-credit continuing education courses containing the same or similar information as received in previous courses (repeat courses) as well as credit obtained under the College Level Examination Program (CLEP) are not eligible for tuition reimbursement. 8. Tuition reimbursement will be paid only once for each approved course. The Town will not pay tuition reimbursement for courses for which tuition reimbursement has already been received by the employee. 9. Correspondence courses, on-line courses, and technical training courses must be approved by the department director prior to registration. Participants wishing to receive reimbursement for such must provide official scholastic accreditation documentation and an official description of the course(s) or training to the department director prior to registration.
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Chapter 3, Page 6 Adopted October 1, 2008
Revised & Adopted July 2017
10. The Town will not pay the cost of tuition which has been or shall be paid from other sources such as scholarships, grants, Veterans’ benefits, or other subsidies. In the event of partial scholarship or grant, reimbursement will be calculated based on the actual expense to the employee. In no case can an employee be reimbursed by the Town and an external resource for the same course(s) on tuition reimbursement benefits. 11. Tuition reimbursement will not be granted for audited courses. 12. Except for under unusual circumstances and with the written consent of the Human Resources Department, an employee must schedule classes so that the employee’s attendance and course work do not adversely interfere with his/her normal work schedule or work performance for the Town. 13. In all cases, the Town has the sole discretion to approve or disapprove an employee’s request for tuition reimbursement and to make the determination as to whether a school meets the Town’s educational accreditation standards. a. Accredited institutions are those having a curriculum of study approved by the Southern Association of Colleges and Schools, the National Association of Trade and Technical Schools, or Career College of America.
B. Application and Reimbursement Process 1. To begin participation in the Tuition Reimbursement program, employees must obtain and submit the completed Educational Request and Tuition Reimbursement Agreement Form to the department director. For budgetary purposes, employees are to submit a tuition reimbursement request for classes to be reimbursed in the Town’s next fiscal year by May of each year. Because of the lead time required to submit the request and begin the approval process, the employee may not have all the information required to fully complete the form. For this reason, a provisional approval will be given at the department director’s discretion, including, among other things, budgetary issues. Thereafter, when the employee has the required information to fully complete the form, he/she must resubmit the fully completed form. At that time, the department director will, as appropriate, either give his/her final approval or decline to approve the request. 2. Participants will pay all costs according to the parameters of their educational institution. Within 21 days after the employee completes a course, the employee must submit copies of the following to the department director for reimbursement approval: a. An itemized statement of tuition and fees; b. Proof of payment; and c. An official grade report or transcript. 3. Participants will be reimbursed based upon the actual fee schedule of the school they attend unless the fee schedule exceeds that of the University of North Texas (UNT), in which case the reimbursement will be calculated at the equivalent rate of UNT. Reimbursement requests submitted after the deadline will be denied unless prior written permission is granted by the department director.
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Chapter 3, Page 7 Adopted October 1, 2008
Revised & Adopted July 2017
C. Employees on Leave Special authorization must be obtained from the department director and the Human Resources Department in order for an employee to continue classes while he/she is away from work while on sick leave, worker’s comp leave, FMLA leave, etc.
D. Termination If an employee resigns or is terminated for any reason prior to course completion, the Town shall not be obligated to reimburse any part of the expense. An employee who resigns or is terminated less than two years after completion of a reimbursed course must reimburse the Town for all amounts paid to the employee under this policy within thirty days of his/her separation date. Employees terminated due to a reduction in force shall not be required to reimburse the monies.
SECTION 3.07: TRANSFERS
A. Forms of Transfers
1. Lateral Transfer When an employee transfers to another position in the same pay classification, this is considered a lateral transfer. In most cases of lateral transfers, the employee's rate of pay will remain the same. However, under certain circumstances a supervisor may make recommendations to adjust the employee's rate of pay based on qualifications for the job. These considerations include experience, education, current market conditions, salary of the candidate, difficulty in recruiting qualified candidates, necessity of position to service delivery, incentive, or to match current salary of employee(s) in same or similar positions within the department/division. 2. Transfer to a Lower Position (Demotion) a. Voluntary Demotion 1) If an employee elects to accept a position in a lower classification, this is considered a voluntary demotion. 2) A voluntary demotion may be requested by an employee. A request for voluntary demotion must be made by the employee in writing, approved by the department director and the Town Manager. The request should include the date, reasons for the request, signature of the employee, signatures of the department director and Town Manager. A voluntary demotion must be in the best interest of the Town and the specific department(s) involved before approval will be granted. 3) The rate of pay for voluntary demotions will be determined by the department director and the Town Manager, consistent with the pay range for the lower classification. Demoted employees are eligible for performance increases at the time of review in the new position. A reduction in pay may be considered in some cases. 4) A voluntary demotion will not require the employee to serve a six-month probationary period.
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Chapter 3, Page 8 Adopted October 1, 2008
Revised & Adopted July 2017
b. Involuntary Demotion 1) An involuntary transfer may be deemed necessary by a department head or supervisor when an employee fails to satisfy the requirements and performance standards established for a position but is able to function productively in another capacity. A demotion is not generally used as a disciplinary measure, but rather as a technique to place employees unable to perform duties of the position in one better suited to their abilities. 2) A demotion should not be considered unless the employee has been informed of and understands those standards established for the position and has been counseled and given sufficient time to correct any existing deficiencies. A demotion will be accomplished after careful and thorough review of an employee’s qualifications, work history, and documented performance appraisals. 3) In the case of an involuntary demotion, the employee will serve a six-month probationary period for the new position. c. Transfer to a Higher Position (promotion) 3. In-House Advancement [See In-House Advancement Policy: Personnel Policies, Chapter 3, Section 3.04]
SECTION 3.08: EMPLOYEE RECORD
A. Personal Information 1. The Town shall request, use and retain only personal information concerning employees that is required for business or legal reasons. 2. All information about employees in either personnel or supervisory files will be kept confidential to the extent possible and will be disclosed within the Town only for legitimate business reasons, including to supervisory personnel who are considering the employee for promotion, transfer, demotion, termination, or other personnel action.
B. Confidentiality of Medical Information 1. Federal law requires that the Town maintain all employee medical information in separate, confidential files. Therefore, in addition to personnel files, the Town maintains a separate medical file for each employee. The Human Resources Department maintains these confidential medical files. 2. Examples of information that may be provided to the Town by an employee’s health care provider, and maintained in the confidential medical file, include: a. a note to justify an absence, b. a note to request a leave, c. a note to verify the employee’s ability to return to work,
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Chapter 3, Page 9 Adopted October 1, 2008
Revised & Adopted July 2017
d. medical records to support a claim for sick pay, e. insurance records; and f. accident/incident reporting/workers’ compensation records. 3. It is important that the employee understand that the records are confidential but that the confidentiality may be waived when the employee provides medical information to his/her supervisor, co-workers, or anyone other than the Town Manager. When an employee provides information to his/her supervisor, the supervisor is expected to share the information only on an “as needed” basis to other members of management. 4. In addition to protecting their own confidential medical information, employees must also respect the privacy and confidentiality of their co-workers’ medical information. Employees are expected to use discretion and judgment when dealing with such information and are to refrain from passing along information, gossip, rumors or anything else that may constitute an invasion of a co-worker’s privacy or breach of confidence.
C. Employee Inspection
1. Routine statistical data corrections will be made as requested. Disciplinary action disagreements should be noted at the time the action is taken and the established appeals procedure followed. Performance evaluation disagreements should be noted at the time of the performance review. Written documentation submitted as a part of an appeals procedure shall be reviewed by the Town Manager and may become a portion of the employee's file.
D. Updating Personnel Records. 1. In order to keep personnel records current, employees are required to notify their department or the Human Resources Department of a status change (changes in name, address, telephone number, marital status, etc.) within seventy-two (72) hours of any such change. 2. Employees should contact the Human Resources Department for changes in beneficiary designations, IRS W-4 Forms, health insurance coverage changes (changes must be made during open enrollment period or within thirty (30) days of a qualifying event).
E. Retention of Personnel Records. The Town has adopted the Records Retention Schedule promulgated by the Texas State Library and Archives Commission as its minimum retention schedule. It is the Town's policy, however, to maintain an employee's personnel records throughout his/her employment with the Town and thereafter as deemed administratively valuable in order to protect the Town's interests and as required by applicable state and federal law. No employee records may be destroyed without the prior authorization of the Town Manager.
SECTION 3.09: SEPARATION OF EMPLOYMENT
A. The Town designates all employee separations as one of the following types:
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Chapter 3, Page 10 Adopted October 1, 2008
Revised & Adopted July 2017
1. Resignation An employee who intends to resign is requested to notify his/her supervisor and/or the Town Manager in writing at least two weeks prior to the last day of work. Employees who fail to give a two-week notice are typically not eligible for rehire. The supervisor is responsible for immediately notifying the Town Manager. a. In certain situations, the Town Manager may allow an employee to resign in lieu of termination. See Section 3.a. below for further details. 2. Retirement An employee who intends to retire must notify his/her department director, supervisor, and/or the Town Manager, in writing, 30 days prior to the date of retirement. This 30-day requirement is necessary to ensure that the required paperwork is timely submitted to Texas Municipal Retirement System (TMRS). 3. Dismissal/Termination a. The Town may terminate an employee’s employment as a result of unsatisfactory performance or conduct and/or violation of Town policies or procedures, including a new hire who fails probation. Town employees who are terminated, or who are allowed to resign in lieu of termination, due to unsatisfactory performance or conduct and/or violation of Town policies and procedures, are not eligible for rehire. For the purpose of designating the reasons for the separation, resignation in lieu of termination will be considered an involuntary termination. b. Dismissal may also occur for the following: 1) Job Abandonment. If an employee quits without notice, leaves an assigned job without
supervisor approval, fails to properly notify the Town of his/her absence from work, is
absent without authorization and/or notification for a period of one working day or
shift, the Town will normally consider the employee to have abandoned his/her
employment, and he/she will be terminated. 2) Long-Term Absence. Any employee who is absent from work for more than 180 calendar days, for whatever reason, may be terminated, except as provided below. Brief appearances at work during an overall absence of 180 days will not prevent the Town from terminating an employee if determined to be in the Town’s best interest. Likewise, any employee who reports to work (e.g., in a light-duty capacity) but is unable to perform the duties of his or her actual position after a period of 180 days will be terminated. The Town may elect to end the employee’s employment before the expiration of 180 days. An employee who has a paid leave balance of accrued vacation and/or compensatory time remaining at the end of 180 days may, at the Town’s option, extend his/her leave using any available paid leave balance, or be terminated and paid for accrued leave balances. This policy will be administered consistently with the Town’s obligations under the Americans with Disabilities Act. 4. Reduction-in-Force/Reorganization
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Chapter 3, Page 11 Adopted October 1, 2008
Revised & Adopted July 2017
An employee may be separated from Town service when it is deemed necessary by reason of shortage of funds or work, the abolition of the position, or other material change in the duties of the organization, or for other reasons which are outside the employee’s control and which do not reflect discredit upon the service of the employee. 5. Death If a Town employee dies, his/her designated beneficiary or estate will be paid all earned pay and payable benefits.
B. Out-processing 1. A Personnel Action Form and an Out-Processing Checklist form must be completed by the employee’s supervisor and forwarded to the Human Resources Department before the final paycheck can be processed. 2. Replacement costs of unreturned employee issued items or other monetary obligations to the Town will be assessed upon termination.
C. Exit Interview The purpose of the exit interview is to finalize all compensation due, return Town equipment, provide explanation of any continuing benefits, review employment history, discuss the reason(s) for the separation, and solicit constructive feedback to improve the Town. Exit interviews are conducted privately by the Human Resources Department. Information discussed during the exit interview may be shared with the Town Manager and acted upon as deemed appropriate by the Town. The department director is responsible for promptly notifying the Town Manager of all separations, arranging for the exit interview and providing documentation of receipt of all department and/or Town property from the exiting employee. The Town of Prosper Employee Development, Personnel Actions, & Records Policy was revised and adopted on the 11th day of July, 2017. ___________ Harlan Jefferson, Town Manager
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Chapter 4, Page 1 Adopted October 1, 2008
Revised & Adopted July 2017
TOWN OF PROSPER
ADMINISTRATIVE REGULATIONS
CHAPTER 4: LEAVES OF ABSENCE
SECTION 4.01: VACATION
A. Use and Scheduling of Vacation Leave 1. Vacation leave may be used for time away from the work environment to pursue activities that will promote the well-being of the individual. Vacation leave may also be used for purposes of attending to personal business, extension of sick leave when sick leave benefit hours have been exhausted, inability to get to work because of inclement weather, or for other purposes, and may be taken in quarter-hour increments. 2. The designated supervisor must approve all vacation time, giving due consideration to the needs of the service and the ability of the remaining staff to perform the work of the department or division. Employees must schedule their annual vacation leave in accordance with the department’s guidelines governing vacation leave scheduling and utilizing the Request for Authorized Leave form. Whenever possible, vacation/leave time will be scheduled at the convenience of the employees. However, department directors or supervisors must be certain that vacations/personal leaves do not interfere with the normal functions and activities of department operations. Whenever possible, employees are encouraged to submit their preferred vacation leave schedule to the appropriate supervisor as far in advance as possible to prevent any scheduling problems that may develop. If taking more than one (1) day of approved time, an employee must make the request at least three (3) working days in advance. The circumstances of individual departments or divisions may require that more advance notice be necessary in order to arrange such leave. 3. To ensure proper payment of vacation/leave pay, employees must make sure they have an approved Request for Leave form on file before leaving for vacation leave, and make arrangements for their time record to be approved by their supervisor. 4. Paid vacation leave is not considered hours worked for the purposes of performing overtime calculations. 5. Only scheduled working days taken off shall be counted as vacation days.
B. Vacation Cash-In
1. “Vacation Cash-In Request” forms are due to the Payroll Department by May 31st, to be paid out no later than June 30th; or by October 31st, and will be paid out no later than November 30th. 2. Cashed-in vacation hours are non-reversible and will be paid as a lump sum.
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Chapter 4, Page 2 Adopted October 1, 2008
Revised & Adopted July 2017
SECTION 4.02: FAMILY AND MEDICAL LEAVE
A. Town’s Responsibilities. 1. Human Resources Department. The Human Resources Department is responsible for the verification, approval and notification of FMLA leave. The Human Resources Department may place an employee on FMLA leave if it determines that a qualifying event has occurred. a. Eligibility Notice. The Human Resources Department will notify an employee of his/her eligibility to take FMLA within five (5) business days (absent extenuating circumstances) of its receipt of the employee’s request for FMLA leave (or from when the Town otherwise determines that an employee’s absence may be FMLA-qualifying). Employee eligibility is determined (and notice will be provided) at the commencement of the first instance of leave for each FMLA-qualifying reason in the applicable rolling twelve (12) month period. Notification may be oral or in writing. If an employee’s eligibility status changes, the Human Resources Department will so notify the employee within five (5) business days, absent extenuating circumstances. b. Rights and Responsibilities Notice. The Human Resources Department will provide employees with an Eligibility Notice detailing the Town’s specific expectations, the employee’s obligations, and consequences to the employee of not meeting his/her obligations. The required certification form will accompany this notice. If any of the specific information in the Rights & Responsibilities Notice changes, the Human Resources Department will notify the employee within five (5) (5) business days of its receipt of the employee’s first notice of need for leave subsequent to any change. c. Designation Notice. When the Human Resources Department has enough information to determine if an absence is FMLA-qualifying (e.g., after receiving the employee’s fully completed Certification), the Human Resources Department will notify the employee in writing as to whether the leave will or will not be designated as FMLA. This Designation Notice will be given to the employee within five (5) business days, absent extenuating circumstances. If the information in the Designation Notice changes, the Human Resources Department will notify the employee within five (5) business days of the Town’s receipt of the employee’s first notice of need for leave subsequent to any change. d. Certification Forms and Other Required Documentation. The Human Resources Department is responsible for determining the completeness and authenticity of certification forms, fitness-for-duty/return to work certifications, and for review and coordination of all other FMLA documentation required by this policy. 2. Supervisors and Department Directors. So that the Human Resources Department can meet the notice deadlines required by the FMLA, supervisors must immediately notify both their department director and the Human Resources Department if they have reason to believe an employee’s absence is due to an FMLA-covered reason. Supervisors must make this report even if the employee is using paid time off to cover the absence, e.g., sick leave, comp time, vacation, holiday, workers’ comp, short- or long-term disability, or a trade with another employee.
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Chapter 4, Page 3 Adopted October 1, 2008
Revised & Adopted July 2017
Supervisors and department directors must report to Human Resources any time an employee misses work for more than three (3) consecutive days because of his/her own illness or injury or that of a spouse, child, or parent. Supervisors, it is important to remember that under the FMLA, an employee requesting paid or unpaid leave for an absence covered by the FMLA is not required to expressly reference the FMLA. If the employee states a reason that qualifies for FMLA leave, the employee will likely have met the FMLA’s notice requirements. When an employee submits a leave/absence form indicating an FMLA absence, the form must be sent to the Human Resources Department immediately.
B. Medical Certifications and Other Required Documentation. In all instances in which the Town requests a certification from an employee, it is the employee’s responsibility to provide the Human Resources Department with a complete and sufficient certification; failure to do so may result in the denial or delay of FMLA leave. 1. Certification. An employee must provide the Human Resources Department with a complete and sufficient medical certification supporting the need for FMLA leave due to a serious health condition affecting the employee, his/her spouse, child or parent, or due to the serious injury or illness of a covered service member. The required medical certification forms are available from the Human Resources Department. The certification must set forth the beginning and expected ending dates of the leave. In the case of intermittent leave, the certification must also provide the dates and duration of the treatments necessitating the intermittent leave. The employee is responsible for any expenses associated with providing the Town with a required certification. The employee must turn in the required certification to the Human Resources Department within fifteen (15) days after it is requested, unless not practicable under the circumstances. 2. Second and Third Opinions. In some cases, the Town may require a second or third medical opinion (at the Town’s expense). The Town will not require second or third opinions in the case of leave to care for a covered service member. 3. Recertification. Employees may be asked to periodically recertify the need for FMLA. The Town will not require recertification in the case of leave to care for a covered service member. The recertification must be provided within fifteen (15) days or as soon as practicable under the particular facts and circumstances. The employee is responsible for any expenses associated with providing the Town with any required recertification.
a. Thirty-day rule. The Town will request recertification no more than every thirty (30) days and only in connection with an absence by the employee unless paragraphs b. or c. below applies. b. More than thirty (30) days. If the certification indicates that the minimum duration of the condition is more than thirty (30) days, the Town will wait until that minimum duration expires before requiring a recertification, unless paragraph C. below applies. If the minimum duration of a serious health condition is intermittent and extends beyond six (6) months, the Town may request a recertification every six (6) months in connection with an employee’s absence; or, if the Town receives information that casts doubt upon the employee’s stated reason for the absence or the continuing validity of the certification. c. Less than thirty days. The Town may request recertification in less than thirty (30) days if, the employee requests an extension of leave, circumstances described by the previous certification have changed significantly (e.g., the duration or frequency of the absence, the nature or severity of the illness, complications, a pattern of unscheduled absences), or the
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Chapter 4, Page 4 Adopted October 1, 2008
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Town receives information that casts doubt upon the employee’s stated reason for the absence or the continuing validity of the certification. d. Annual Medical Certifications. If a serious health condition is intermittent and lasts beyond a single leave year, the Town may require the employee to provide a new medical certification in each subsequent leave year; or, if the Town receives information that casts doubt upon the employee’s stated reason for the absence or the continuing validity of the certification.
C. Mandatory Reporting of Improper Handling of FMLA. Employees must immediately report, in writing, to their department director or the Human Resources Department, the following so that the Town can investigate and respond appropriately: 1. Any interference with, restraint or denial of the employee’s right to take FMLA or any rights protected by the FMLA or this policy. 2. Any discrimination or perceived acts of discrimination against the employee for any right protected by the FMLA or this policy. 3. Any refusal by a supervisor to authorize FMLA leave or attempt to discourage an employee from taking FMLA leave. 4. Any attempt to avoid the Town’s FMLA responsibilities. 5. Discrimination or retaliation against an employee for exercising or attempting to exercise FMLA rights. 6. Discrimination or retaliation against an employee for opposing or complaining about any unlawful practice under the FMLA or this policy. The Town of Prosper Leaves of Absence Policy was revised and adopted on the 11th day of July, 2017. ___________ Harlan Jefferson, Town Manager
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Chapter 5, Page 1 Adopted October 1, 2008
Revised & Adopted July 2017
TOWN OF PROSPER
ADMINISTRATIVE REGULATIONS
CHAPTER 5: COMPENSATION
SECTION 5.01: PROCEDURES FOR RECEIVING PAY Employees are to be paid for hours worked or for use of authorized paid leave every other Friday. Pay periods are bi-weekly, and begin every other Saturday and end on the second following Friday at 12 midnight. Exceptions are certain shift personnel who work past the alternate Friday at 12 midnight. The full shift will be reflected on Friday. For regular full-time employees, a 40-hour work week equates to 2080 hours worked annually. For a shift Fire Department employee, the 24-hours on/48-hours off schedule equates to 2912 hours worked annually. Any pay rates that are quoted as “annual” pay will be broken down to an hourly rate based on the employee’s regularly scheduled annual hours for non-exempt employees, and a biweekly rate for exempt employees.
A. Regular Payment Procedures 1. All paychecks received on a regular basis will be issued to employees by designated persons (i.e. supervisors) within each Town division. 2. No paychecks will be issued early. 3. Paychecks will be released to the employee only. In cases where circumstances prohibit an employee from picking up his/her check (e.g. illness), the employee must notify his/her supervisor or submit a written release authorizing another person to pick up his/her check. 4. It is the responsibility of the employee to submit time record as required by their department, in order for the department to enter hours worked into the payroll system. Employees who fail to submit a time record or who submit a time record that is not approved will be required to pick up their paycheck from the Human Resources Department. The check will not be released until the supervisor’s approval is obtained. 5. It is the responsibility of the supervisor or Department Director to confirm the hours worked and approve the use of employee accruals or other leave types indicated on time records. Supervisors or Department Directors must approve all leave request forms and time records for non-exempt staff as approval for payment by Payroll. Supervisors should verify that an employee has available balances for each type of accrual requested prior to approving the leave and verifying time records.
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Chapter 5, Page 2 Adopted October 1, 2008
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B. Final Paycheck Procedures Final paychecks for separated employees will be direct deposited or can be picked up in the Human Resources Department, unless the employee has completed a written release designating where the final paycheck should be sent or authorizing another person to pick up the check.
C. Payroll Changes All employee status record changes must be submitted to the Human Resources Department by 4 p.m. on the last day of the pay period to be reflected on the next paycheck.
D. Handling Paycheck Exceptions
1. Incorrect Paycheck a. Employees are responsible for notifying their supervisor or the Human Resources Department upon receipt of an incorrect paycheck. Failure of an employee to call the incorrect paycheck to the attention of the supervisor, and failure to return the incorrect check the same day, will delay the correction process. b. The Town Manager or Designee will implement procedures to issue a corrected paycheck upon notification if the error affected base pay. Other errors will be corrected on the next paycheck. 2. Lost or Stolen Paycheck a. Employees are responsible for notifying their supervisor or payroll clerk of a lost or stolen paycheck within 24 hours. A written request to reissue an employee's paycheck that is lost or stolen must be submitted to the Town Manager or Designee. b. A paycheck cannot be reissued until the Town Manager or Designee receives confirmation from the bank that the lost or stolen paycheck has not cleared the bank and the stop payment order is in effect. This may cause a delay in reissuing the check because this process may take up to three working days.
E. Payment for Temporary, Contract, and Seasonal Employees
1. Temporary employees who are acquired through a temporary employment agency are not placed on the Town payroll; the employment agency invoices the Town and then pays the employee. Funds for payments to the agency are budgeted in Account Number 5480 - Contractual Services. 2. Temporary or Contract employees who are hired by the Town for a temporary or contract position may be placed on the Town payroll and paid through salary accounts in the same manner as regular employees.
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Chapter 5, Page 3 Adopted October 1, 2008
Revised & Adopted July 2017
SECTION 5.02: PAYROLL DEDUCTIONS The Town of Prosper’s policy on payroll deductions is to limit deductions to taxes, insurances, retirement, or specific approved voluntary deductions.
A. Authorized Deductions 1. Mandatory deductions: a. Social Security contributions; b. Medicare contributions; c. Contributions to the Texas Municipal Retirement System (for eligible employees); d. Income withholding taxes; e. Court-ordered child support or other legal garnishments. 2. Optional Payroll Deductions with Individual Authorization for all Regular Employees: a. Town-authorized medical insurance premiums; b. Town-authorized “other insurance” premiums; c. Credit union share or loan payment amounts; d. United Way contributions; e. Tuition Reimbursement repayments; f. Town-authorized deferred compensation plan contributions; g. Town-authorized association dues. 3. No other payroll deduction privileges are authorized at this time and no future payroll deduction privilege will be granted without the approval of the Town Manager, except as otherwise provided by law.
B. Cancellation of Deductions If an employee desires to cancel deductions from payroll, or change the number of dependents for any purpose, the Human Resources Department must be contacted, in writing, to properly execute this transaction.
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Chapter 5, Page 4 Adopted October 1, 2008
Revised & Adopted July 2017
SECTION 5.03: PRIMARY AND SECONDARY POSITIONS The Town of Prosper allows an employee to have two part-time positions within the Town of Prosper as long as the scheduled hours of work are not in conflict. The status of an employee with two part-time positions will remain part-time.
A. Primary Employer The position the part-time employee is hired in first is considered the primary position (in the primary department). Regular part-time employees may apply for a second part-time position within the Town only with a recommendation of the primary department director. The payroll clerk for the primary department will be responsible for payroll functions for the employee and the allocation and transfer of payroll expenses between departments when necessary.
B. Secondary Employer The secondary department must coordinate rate of pay, hours of work, and any other relevant information with the primary department.
C. Overtime Overtime worked will be paid when the combined hours worked exceed forty (40) hours per week. The primary and secondary department will pay for actual hours worked and the department(s) causing the total hours to go over forty (40) hours per week will pay overtime. The decision as to which department will be charged for overtime worked will be decided as follows:
If one department required the overtime, causing the total hours to go over forty (40) hours per week, then that department pays.
If both departments required equal amount of overtime causing the total hours to go over forty (40) hours per week, then the overtime expense will be divided evenly.
If one department required less than its budgeted hours (usually 20) and the other department required more than its budgeted hours plus overtime, then the department requiring the extra hours pays for actual plus overtime for total hours over forty (40).
D. Benefits Regular part-time employees who regularly work at least 1,000 hours in a year will receive benefits such as benefit hour accruals and/or participation in TMRS. For other policies and procedures pertaining to benefits for part-time employees, refer to Employment Status (Reference: Personnel Policy, Chapter 3, Section 3.02 Paragraph 3.).
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Chapter 5, Page 5 Adopted October 1, 2008
Revised & Adopted July 2017
SECTION 5.04: RESEARCH AND DEVLEOPMENT INCENTIVE PAY The Town of Prosper encourages all staff to seek innovative solutions to improve both the nature of working for the organization and the productivity of our Town of Prosper Team as a whole. In coordination with the Town’s Organizational Development Plan, the Town offers a Research and Development (“R&D”) incentive pay opportunity to employees for offering new ideas to better the organization, its processes, and its service delivery to Town patrons.
A. Funding 1. The funding level for R&D incentive pay is set each year in the budget and may be funded at higher or lower levels year to year. Depending on the organizational needs, this program may not be funded, but it is the intent of the Organizational Development Plan Team to ensure this is prioritized for inclusion in the budget even if done with less funding at lower incentive pay levels. 2. The Proven Improvements category as defined in below, will be funded at approximately five (5) times the amount allocated to the New Ideas/Suggestions category, which is defined below. For example, if $6,000 total is budgeted, $5,000 would be allocated for the Proven Improvements category, and the New Ideas/Suggestions category would receive $1,000.
B. Eligibility 1. All Town of Prosper personnel are eligible, regardless of position type or scheduled hours. 2. An employee is only eligible to receive recognition and additional pay once in each of the two categories per year. He or she may submit multiple applications in each category for consideration. 3. Innovations that have already received formal recognition under this policy should not be submitted for recognition in the same category in subsequent years. Example: An innovation might be rewarded one year for the New Ideas/Suggestions category. In the following year, the same innovation might receive incentive pay in the Proven Improvement category. The same innovation would not be eligible for either category in the third year.
C. Types of R&D Innovations Considered There will be two categories of R&D improvements considered for additional compensation. 1. The category for New Ideas/Suggestions was created to promote unbound thinking and create a variety of suggestions. The goal with this category is to foster a climate that there are no bad ideas, but that each idea will be tested to confirm its value. Applications for this category should include an array of ideas that may or may not be confirmed as valuable or ever be put into practice. 2. The category for Proven Improvements was established to reward successful innovations after the Town is able to implement and measure the resulting value added to the organization. Applicants seeking recognition under this category should have contributed an idea that has
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been in place long enough to demonstrate positive outcomes and provide ample evidence to validate the innovation.
D. Administration Employees will have access to the latest revisions of this Policy and Applications and may turn in completed applications throughout the year. Completed applications are to be submitted to the Human Resources Department. The Town Manager will form a Review Committee and take committee recommendations for up to five (5) awards per category. The Town Manager will ultimately decide which innovations to reward and how many of the recommended applications will be rewarded. The Town Manager will decide the amounts to allocate each recipient, which may or may not be an equal distribution within each category.
E. Process To ensure adequate attention is given to each submission and allow for pay incentives to be announced and distributed at the Annual Employee Holiday Event, the process will be as follows or the next business day if a date listed falls on a weekend or holiday: August 31 - Last day to submit an application for review and recognition for that fiscal year September 1 - HR uniquely identifies all applications and records each in the tracking file - HR sends the Proven Improvement Applications for Department Head input - HR submits the names of all employees who have not submitted an application to the Town Manager September 2 - Town Manager may select four (4) employees to serve on the Review Committee September 3 - Review Committee schedules two (2) meetings and sets a third tentative meeting
To make sure all the applications are ready, meetings should not begin prior to September 17 September 15 - Last day for Department Heads to reply with Proven Improvement Feedback September 16 - HR compiles a Master list and Packet of Applications for the Review Committee November 17 - Last day for the Review Committee to submit its recommendations to HR November 18 - HR tabulates the scores and updates the tracking spreadsheet
- HR submits the tracking spreadsheet, the Committee recommendations and accompanying applications to the Town Manager for Review December 15 - Town Manager makes a decision and notifies Payroll of any winning submissions December Employee Celebration – The Town Manager and Town Council announce the recognized R&D Innovations and distributes the incentive pay checks at the Employee Holiday Event
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F. Review Committee 1. Composition: a. The Review Committee shall be comprised of five (5) members, to include one (1) member of the Town Council’s Finance Committee and four (4) Town employees assigned by the Town Manager. 1) The four Town employees assigned will be chosen from a pool of employees who did not submit an application during that review period beginning September 1 and ending August 31. 2) When possible, the four employees selected shall represent four different departments. b. If eligible, at least one employee who served on the Review Committee in the prior year shall be reassigned to serve to offer new group members guidance on completing the process. 2. Responsibilities: a. The Review Committee can begin scheduling two or more meetings once formed September 3, but has only from September 17 to November 17 to coordinate two or more meetings and deliver the committee’s recommendation to the Town Manager. Meetings must be prioritized and attended to be effective in such a short timeframe.
b. Each Review Committee Member must take his/her responsibility seriously and maintain confidentiality throughout the review and selection process. It is the intent of the program to keep the recipients unknown until they are announced at the Employee Holiday Event. c. The Review Committee will designate one person each meeting to act as the record keeper for the group’s discussion and take minutes. This person will document the notes and scores assigned on each application. 3. Application Review and Scoring a. Each application shall be read in its entirety including additional attachments b. Each application shall be assigned a total score by the committee using the scoring guidelines for the appropriate category below, which shall be located on the application. 1) On a Scale from 1 to 10, Scoring Criterion for New Ideas/Suggestions will be: 1. 30% Time/Cost Savings 2. 30% Business Necessity 3. 25% Improves Quality/Customer Service 4. 15% Implementation Feasibility
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2) On a Scale from 1 to 10, Scoring Criterion for Proven Improvements will be: 1. 30% Time/Process Improvement 2. 30% Cost Savings 3. 30% Improves Quality/Customer Service 4. 10% Business Necessity c. Every effort should be made to reach a consensus when scoring applications. In the case of any conflict or disagreement regarding scoring, the committee will resolve the matter by a majority vote. d. Notes shall be taken and each application shall receive a score. Each applicant will receive a copy of the application with its final scoring and notes after the top submissions are announced. 4. Recommendation to the Town Manager a. Once each application has been reviewed and scored, the committee must formalize its recommendations to the Town Manager: 1) Using a comparison of scores, the committee shall conduct a final review of applications to confirm the scores previously assigned. Revisions may be made to correct any scoring errors or reevaluation at the committee’s discretion. 2) The top five (5) or fewer applications should be identified for each category b. The Review Committee’s Recommendation should include the following items: 1) A list of any noteworthy New Ideas/Suggestions that are not currently being implemented that Town Management should investigate for possible use. 2) Up to five (5) New Ideas/Suggestions applications and related documents and the compensation distribution recommended for this incentive pay category. 3) Up to five (5) Proven Improvements applications and related documents and the compensation distribution recommended for this incentive pay category. 5. Special Circumstances: a. If an application is submitted by a close relative of a committee member, that member must disclose the relationship and recuse him/herself from grading the relative’s application. b. In the event the same idea/improvement is submitted by different employees and it is also selected for recognition, the committee shall contact the Department Head to determine the appropriate recipient. If the Department Head is unable to resolve the matter, the committee may elect to credit each submitting employee with the incentive pay. c. If the Review Committee needs additional resources or staff support, they should contact the HR or Finance Department and work with someone on staff who has not submitted an application for incentive pay under this policy.
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The Town of Prosper Compensation Policy was revised and adopted on the 11th day of July, 2017. ___________ Harlan Jefferson, Town Manager
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Chapter 6, Page 1 Adopted October 1, 2008
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TOWN OF PROSPER
ADMINISTRATIVE REGULATIONS
CHAPTER 6: WORK ENVIRONMENT
SECTION 6.01: DRUG AND ALCOHOL USE
A. Testing Procedures 1. All testing must normally be authorized in advance by both the employee’s Department Director and the Town Manager. If the Department Director is unavailable within a reasonable period of time, the Town Manager may, in his or her sole discretion, authorize the testing of an employee. If the Town Manager is unavailable within a reasonable period of time, the Department Director may, in his or her sole discretion, authorize the testing of an employee. Reasonable suspicion testing may not be authorized without the supervisor’s documentation of the articulable factors which led him or her to suspect that the employee is under the influence of illegal or unauthorized drugs or alcohol. Testing should be arranged as soon as possible after the supervisor’s articulable observations. 2. If an employee’s conduct resulted in a work place accident, injury or “near miss,” or reasonable suspicion exists to believe that the employee has violated the Town’s Drug and Alcohol Use policy, the employee will be provided with transportation to the testing facility. A supervisor or other designated representative may be required to stay with the employee during the testing process. The Town may, in its discretion, reassign the employee or put him or her on administrative leave until the test results are received. The Town will make arrangements to have the employee transported home after the testing. 3. All substance abuse testing will be performed by an approved laboratory or healthcare provider chosen by the Town. All positive test results will be subject to confirmation testing. 4. Test results will be maintained in a confidential file separate and apart from the employee’s personnel file. Any medical-related information will be confidential and accessible only by the Town Manager, supervisors, and managers on a need to know basis, including those who have a need to know about necessary restrictions of the work or duties of an employee and any necessary accommodation; first aid and safety personnel when appropriate; government officials; insurance companies as may be necessary to provide health or life insurance to employees; by court order or as otherwise legally mandated; and, as necessary to protect the interests of the Town.
SECTION 6.02: DRUG AND ALCOHOL USE FOR DOT EMPLOYEES
A. Alcohol Testing Procedures A trained breath alcohol technician will conduct alcohol tests. If the alcohol concentration is 0.02 or greater, a second confirmation test will be conducted in accordance with DOT regulations, the results of which will determine any actions taken. Any result of less than 0.02 alcohol
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concentration is considered a “negative” test. The second, confirmation test results determine if the employee is in violation of this policy. Testing procedures that ensure accuracy, reliability, and confidentiality of test results will be followed pursuant to DOT regulations.
B. Additional Information About Drug Testing
1. Drug Testing Procedures Drug testing is conducted by analyzing a driver’s urine specimen at a lab certified by the U.S. Department of Health and Human Services. The driver provides a specimen in a location that affords privacy and the “collector” seals and labels the specimen, completes a chain of custody document, and prepares the specimen and accompanying paperwork for shipment to a drug-testing lab. “Split” urine specimens provide drivers with an opportunity for a second test, if needed. If the driver challenges the validity of the test, then he/she has seventy-two (72) hours to request that the split specimen be sent for testing to another certified lab approved by the Town Manager. The second test will be at the driver’s own expense.
2. Drugs Tested For DOT requires testing for the following drugs:
Marijuana (THC)
Cocaine
Amphetamines
Opiates
Phencyclidine (PCP) A screening test is performed first. If it is positive for one or more of these drugs, then a confirmation test is performed. Whenever the terms “drug,” “drugs,” or “controlled substances” are used in this policy, they refer to the substances listed above. The Town will not test for any other substances under this policy. The Town may, however, test for other controlled substances pursuant to its general Drug and Alcohol Use Policy. 3. Review of Drug Test Results All drug test results are reviewed and interpreted by a physician medical review officer (MRO) before they are reported to the Town. If the lab reports a positive result to the MRO, the MRO will contact the driver (either in person or by phone) and will conduct an interview to determine if there is an alternative medical explanation for the drug(s) found in the driver’s urine specimen. If the driver provides appropriate documentation and the MRO determines that it is a legitimate medical use of the prohibited drug(s), the drug test result is reported as a negative to the Town.
C. Record Retention The Town will maintain and retain records under this policy as mandated by DOT regulations. See 49 C.F.R. §382.401, Retention of Records.
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D. Notification to Applicants/Employees of Positive Test Results The Town will notify applicants of the results of a pre-employment drug test if the applicant requests such results within sixty (60) calendar days of being notified of the disposition of the employment application. The Town will notify an employee of the results of random, reasonable suspicion and post-accident drug tests if the test results are verified positive, and also which controlled substance(s) verified positive. The Town will also make reasonable efforts to contact and request each driver who tested positive to contact and discuss the results of their drug test with a MRO who has been unable to contact the driver. The Town will immediately notify the MRO that the driver has been notified to contact the MRO within seventy-two (72) hours.
E. Transportation to Testing Site With the exception of pre-employment testing, employees will be driven to the testing facility by a supervisor. The supervisor will remain with the employee during the testing process. The Town will make arrangements to have the employee transported back to the Town or home, as appropriate, after the testing is complete.
F. Questions Anyone with questions regarding this policy should contact the Human Resources Director.
SECTION 6.03: EMPLOYEE SAFETY AND ACCIDENT/INCIDENT REPORTING
A. Safety Program 1. The Town of Prosper is interested in the safety and wellbeing of its employees. Accordingly, the Town has adopted a Safety Program. Each and every employee is required to obey safety rules established in the Safety Program and to exercise caution in all work activities. From time to time employees will be updated and reviewed on safety procedures in an effort to increase employee awareness of the importance of safety on the job. Employees can do much to prevent accidents and injuries by obeying the safety rules of the job, by remaining alert, and by THINKING SAFETY at all times. 2. Employees who see something that they believe is an unsafe act or an unsafe condition must immediately report it to their supervisor or to management at once.
B. Accident Reporting
1. All accidents and injuries, however slight or seemingly inconsequential, must immediately be reported to the appropriate supervisor or the Department of Human Resources. Failure to report any accident or injury within twenty-four (24) hours of its occurrence may lead to disciplinary action, up to and including termination of employment. Such reports are necessary so that the Town can remain in compliance with applicable laws and begin workers’ compensation benefit procedures where appropriate. 2. Employees who violate safety standards, who cause or exacerbate hazardous or dangerous situations, who fail to report or, where appropriate, correct such situations, will likely be subject to immediate disciplinary action, up to and including termination of employment.
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C. Accidents Involving Town Equipment and Vehicles 1. Any employee involved in an accident while operating Town equipment or vehicles shall report the accident immediately to his/her supervisor and to the proper law enforcement agency. The employee must immediately complete an accident report, no matter how minor the damage is to the vehicle, and submit it to his/her supervisor and to the Town Manager. 2. Drivers must obey all traffic rules and regulations prescribed by law and use every reasonable safety measure to prevent accidents. No one under the age of eighteen (18) may operate a Town vehicle. Wearing of seat belts is mandatory. 3. Any traffic fines imposed upon a Town employee while operating a Town vehicle will be the personal responsibility of the employee and not the Town. Any employee involved in any type of accident involving Town equipment may be disciplined if, upon investigation, it is determined that the employee was negligent or through carelessness or recklessness contributed to the cause of the accident. The Town of Prosper Work Environment Policy was revised and adopted on the 11th day of July, 2017. _______________ Harlan Jefferson, Town Manager
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Chapter 7, Page 1 Adopted October 1, 2008
Revised & Adopted July 2017
TOWN OF PROSPER
ADMINISTRATIVE REGULATIONS
CHAPTER 7: MISCELLANEOUS
SECTION 7.01: TRAVEL EXPENSES It is the Town of Prosper’s policy to pay for, or reimburse, all reasonable and necessary expenses incurred by an employee when the employee travels on Town-related business in accordance with this policy.
A. Authorization All travel and cash advances must be approved in advance by the employee’s Department Director. Any travel out of state must be approved by the Town Manager. The Town will not be liable for any employee travel expenses unless the employee has the prior approval of his or her Department Director.
B. Transportation 1. Air travel. The Town will pay employees for round trip air coach. Employees may choose to travel first-class, but the Town will pay only for coach class. Employees may not use private airplanes or charters without the express approval of the Town Manager. Cost saving or schedule requirements must be shown. 2. Personal Vehicles. With the approval of the department director, Town employees may use their personal vehicles for travel. The Town will pay the current rate per mile as is established by the Internal Revenue Services, or the equivalent of a coach airline fare, whichever results in the lower cost to the Town. Mileage reimbursement will be paid to employees who must use their personal vehicles to travel to a training destination further than their designated work location or other location and/or facilities. Reimbursement will be made only for the difference in miles from the normal work location to further training location. Actual mileage readings must be submitted for reimbursement. 3. Vehicle Rental. The Town will not pay for rented cars without the approval of the employee’s Department Director. Cost savings or schedule requirements must be shown. 4. Taxi. The Town will reimburse employees’ taxi fares for required transportation 5. Town Vehicles. Town vehicles may be used according to the discretion of the Department Director. Direct expenses, such as gasoline and oil, associated with the use of such vehicles will be reimbursed. 6. Parking and Tolls. Receipts are required for toll and parking fees.
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C. Lodging Expenses for lodging are to be at the single room rate, unless an employee is approved in advance for double occupancy. Extra charges for room service will not be paid by the Town. An itemized hotel receipt must be provided.
D. Meal Allowance The Town shall pay actual necessary transportation and living expenses for an employee or Town official traveling on Town business. Expenses for meals shall either be reimbursed at actual cost as supported by receipt or by per diem allowance. In lieu of itemized receipts for meals, a per diem allowance of $45 per day is authorized based on $10 for breakfast, $15 for lunch, and $20 for dinner. Even if supported by a receipt, reimbursement shall not exceed $20 for any one meal. The Town’s per diem rate is tied to IRS Publication 1542.
E. Long Distance Phone Calls Reasonable and necessary long distance business phone calls and computer related expenses for Town business reasons will be reimbursed. In addition, the Town will pay the cost of one personal phone call each day.
F. Entertainment The Town will not reimburse employees for entertainment unless it is specifically related to the purpose of the trip.
G. Non-Allowable Expenses Expenses for the following will not be reimbursed and must be paid for by the employee: 1. In-hotel pay television and movies; 2. Dry cleaning and laundry; 3. Health club and spas; 4. Expenses of a spouse; 5. Alcoholic beverages; 6. Personal long distance telephone calls; and 7. Other items of a personal nature.
H. Expenses Not Covered in Policy The Town Manager’s approval must be obtained prior to any expenditure of funds for items or charges that are not specifically addressed in this travel policy.
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I. Travel Advance, Reimbursement and Travel Expense Reporting Employees may request a travel advance. Upon return to the Town, the employee must complete a Town Expense Report and all unexpended advanced funds must be returned with the report. Authorized expenses in excess of any travel advance funds received will be reimbursed with proper approval.
J. Compliance Abuse of this policy, including falsifying expense reports or submitting false claims, will result in disciplinary action, up to and including termination of employment.
SECTION 7.02: REIMBURSEMETN FOR PROFESSIONAL DEVELOPMENT ACTIVITIES
A. Reimbursement for Training, Seminars, and Conferences With Department Director approval, the Town of Prosper will pay for training, seminars, and conferences that are job-related and will improve the performance of the employee. The Town will pay for all direct expenses associated with the training. The Town will pay for travel costs as described in the Town’s policy regarding travel expenses.
B. Required Approval All payments for training, seminars, and conferences must have prior approval of the Department Director.
SECTION 7.03: SOLICITATION
A. Solicitation in General 1. Employees of the Town of Prosper may solicit contributions, sell tickets, or take orders for causes related to immediate family members only. Solicitation will be limited to functions related to school activities, Girl Scouts, Boy Scouts, etc. Employees soliciting charitable contributions for the United Way, either from other Town employees or from the general public, are authorized to solicit such contributions either on or off the Town facilities on duty and in uniform. 2. Permission must be obtained from the Department Director prior to any solicitation. Unless otherwise directed by the Department Director, solicitation should only occur while both the employee and the employee being solicited are on break or at lunch. 3. No employee may be required to make any contribution nor may an employee be penalized in any way concerning his or her employment according to his or her response to a solicitation. 4. The Town Manager may grant exceptions to the prohibitions against solicitation and other activities hereunder in special circumstances. Exceptions may include collections for employees leaving Town employment and employees suffering personal hardships.
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B. Posting of Advertisements, Announcements, Leaflets and Items Non-job related announcements or printed material may not be attached to any window, or building owned by the Town of Prosper without prior approval from the Town Manager. Announcements and printed material must have the approval of the Town Manager to be posted on a Town bulletin board. All items posted must have a removal date in the lower right-hand corner. The public service bulletin board located in Town Hall is exempt from this policy.
C. Distribution of Printed Items to Town Employees Any printed item, e.g., discount coupons, tickets, announcements, etc., to be distributed to Town employees must be coordinated with the Town Manager. To obtain approval, a printed item must be Town-related business or a specific benefit for Town employees due to their employment with the Town. The Human Resources Department will determine the method of distributing all approved materials.
SECTION 7.04: GIFTS The Town of Prosper strives to treat employees, citizens and individuals conducting business with the Town in a fair and equitable manner. An employee (and his/her relatives and significant others) may not receive any income or other material gain from anyone outside the Town for services provided by the employee in the performance of his or her job with the Town. Individual Town employees are prohibited from soliciting, accepting or agreeing to accept any gift, gratuity, favor, benefit or anything else of value from any person, organization, or other entity who has done business, is doing business, or seeks to do business, with the Town. However, an employee who accepts the following will not be in violation of this policy: 1. an award publicly presented in recognition of public service 2. an occasional meal where public business is discussed 3. tee-shirts, caps and other similar promotional material 4. any gift which would have been offered or given to the employee even if the employee were not a Town employee Routine food coupons, frequent flier awards, gift with purchase(s), discounts and other promotional items awarded to employees while carrying out Town business may be accepted by employees and will not be considered a violation of this policy due to the administrative difficulty and cost involved in recapturing the discount or award for the Town. If the item is non-routine, or of more than minimal value, the employee must check with his or her supervisor to see if the item should be returned, or in the alternative, turned over to the Town. Employees may not give their supervisor or anyone else in Town management any gift or other item of more than a minimal value. If offered, supervisors may not accept such gifts or other items. Giving and accepting cards, food items (such as cakes and cookies) or token gifts for birthdays, Bosses’ Day, holiday celebrations, bereavement or similar events is not a violation of this policy.
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The Town takes this policy very seriously and violations may result in disciplinary action up to and including termination of employment. Any questions regarding the prohibitions imposed by this policy generally, or in connection with a specific situation, should be directed to the Town Manager.
SECTION 7.05: CONFLICT OF INTEREST No employee of the Town of Prosper may: 1. Have any financial or other interest, directly or indirectly, in any proposed or existing contract, purchase, work, sale or service to, for, with or by the Town; 2. Use Town employment, authority, or influence in any manner for his/her personal betterment, financial or otherwise; 3. Have any financial interest, directly or indirectly, in the sale to the Town of any land, materials, supplies or services; 4. Have discussions or participate in decisions of any Town agency, board, commission or instrumentality if the employee has any personal economic interest or is employed, directly or indirectly, by the person or entity that is the subject of the discussion or decision;
5. Accept other employment or engage in outside activities incompatible with the performance of duties and responsibilities as a Town employee or that might impair independent judgment in the performance of duties to the Town; or 6. Accept remuneration or provide services for compensation, directly or indirectly, to a person or organization requesting an approval, investigation, or determination from the Town. Violations of this policy may result in disciplinary action up to and including termination of employment. Employees should direct questions regarding the prohibitions imposed by this policy to your Department Director or the Town Manager’s office.
SECTION 7.06: INCLUSION IN COMMUNITY LINKS WEB PAGE
A. Purpose
The purpose of the Town of Prosper policy entitled Inclusion in Community Links Web Page is to provide guidance to personnel charged with the management and administration of requests from organizations, clubs, associations, and other affinity groups that seek to be listed as part of the Community Links web page appearing in www.prospertx,gov. The goal of the Community Links web page site is to provide an online site where newcomers or current residents can look to find organizations to associate with and volunteer for.
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B. Background
The Town of Prosper’s website has a Community Links page under the Town News tab, where eligible non-profit, service, philanthropic and civic organizations can be included as live links. Visitors to the web page will see the logos of listed organizations, and can be directed to the organization’s web site by clicking on them.
C. Criteria To obtain eligibility for possible listing in the Community Links web page, organizations will be required to meet the following criteria:
Bona-fide non-profit, such as a 501(c) 3 or other IRS non-profit, educational or service organization;
Have an open, non-discriminatory membership policy;
Dedicated to the overall betterment of Prosper and its residents;
Affects mostly residents of this and surrounding communities;
Non-political and non-partisan.
Be physically located within the Prosper town limits. The Town of Prosper reserves the right to accept or reject any request for inclusion in the Community Links Web Page.
D. Relationship to the Code of Ordinances of the Town of Prosper, Texas Every effort will be made to ensure that policies and procedures are consistent with the Code of Ordinances of the Town of Prosper, Texas. If, however, there is any discrepancy, the Municipal Code shall apply. Any person finding discrepancies should notify the Administrative Department immediately.
SECTION 7.07: BLOGGING AND SOCIAL MEDIA POLICY Access to the Internet using the Town’s electronic communications and systems is a privilege and carries responsibilities, including responsible and ethical use. This is true whether access is for personal or private use. The Town may monitor access, use, and postings to the Internet to ensure compliance with internal policies, support the performance of internal investigations, assist management of information systems, and so on. Further, the Town expects all employees to use their good judgment and follow the guidelines set out in this policy when posting information to social networking sites, regardless if done during or after work hours. This policy encompasses blogs, wikis, tweets and twittering, Facebook; MySpace, Linked In, You Tube, Napster, and other social networking or media file sharing sites. The use of social media on behalf of, or in the name, of the Town of Prosper (“the Town”) or any of its departments or agencies shall be governed by this policy. The use of social media on behalf of the
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Town is to communicate positively with citizens, tourists, or others seeking information about the Town, including its events, opportunities or other information. The use of social media is an important part of the Town’s image, and it is our responsibility to maintain and enhance the Town’s public image. All employees and all departments shall follow this policy. A department may use social media only with the approval of the Town Manager. Only with approval from the Town Manager will an
employee enter information pertaining to the Town onto a social media site. Any unauthorized posting of information will result in disciplinary action up to and including termination of employment.
A. User Guidelines 1. Blogging, or posting information of a personal nature on the Internet, is not allowed during work hours unless specifically required as a part of an employee’s job duties. 2. Never disclose any confidential information concerning another employee of the Town in a blog or other posting to the Internet, regardless if done during or after work hours. Posting of confidential information may violate state law and subject the user to criminal penalty. 3. Employees must abide by all federal and state laws with regard to information sent through the Internet. 4. Do not identify yourself as a Town employee in connection with any posting or site use that may be considered inappropriate or controversial. 5. No viewing or posting to social media sites during work time, unless related to Town business and properly authorized. 6. Do not use a Town email address when registering for social sites. 7. Do not post any false or misleading information about the Town. 8. Respect coworkers and the Town. Do not put anything on your blog or post any information and/or pictures that may defame, insult, demean, or damage the reputation of the Town or any of its employees. 9. Do not post any nude or pornographic picture of any type that could identify you as an employee of the Town or as working for any particular Town department. 10. Do not post pictures of yourself or others containing images of Town uniforms or insignia, Town equipment, or Town work sites, unless posting on the Town’s official website as part of your job duties. 11. Under federal law, bloggers must disclose any material connection with any product or service described in a posting. Since Town employees are not to identify themselves on social media as Town employees, this means they are prohibited from blogging about Town products or services.
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12. The Town prohibits the unauthorized release or disclosure of any employee information through the Internet or other means that may be considered private and/or confidential by law. 13. Exercise courtesy, discretion, and respect for coworkers, citizens, and others.
B. Town of Prosper Facebook Site
At this time, the Town’s social media is not designed to be interactive. The site will contain a statement that the site is not open to citizen postings and that the site is not to be used as notification to the Town of an emergency. The site shall direct a user to contact 9-1-1 in the case of an emergency in bold letters. If the Town elects to provide an interactive site in the future, the site will contain a message advising people that the site is NOT AN OPEN OR PUBLIC FORUM. Additionally, it will have a message such as the following: This site is intended to serve as a mechanism for communication between the public and Town of Prosper on the listed topics. Comments posted to this page will be monitored. Under the Town of Prosper’s policy, the Town reserves the right to remove inappropriate comments including those that have obscene language or sexual content, threaten or defame any person or organization, violate the legal ownership interest of another party, support or oppose political candidates or ballot propositions, promote illegal activity, promote commercial services or products or are not topically related to the particular posting or to remove any other comments deemed inappropriate. By posting comments to this page, it is understood that you agree with this policy. Any comments submitted to this page and its list of fans is public records subject to disclosure pursuant to Texas Government Code chapter 552. Public disclosure requests must be directed to the public disclosure officer. If the site becomes an interactive site, the warning that the site is not to be used for emergency communications will remain. The site shall direct a user to contact 9-1-1 in the case of an emergency in bold letters.
C. Creating a New Account or Posting on Town of Prosper Sites by Assignment Only
An account for the Town of Prosper shall only be created after receiving approval of the Town Manager. Creation of an account will consider the terms of use, the cost, the staff time required to implement and maintain the site and other applicable considerations. Terms of use shall be reviewed by the Town Attorney before creation of a site. Only with approval from the Town Manager will an employee enter information pertaining to the Town onto any of the Town’s social media sites. The inception or continuation of a social media site shall be governed by the Town Manager. All departmental pages will be approved by the Town Manager.
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Chapter 7, Page 9 Adopted October 1, 2008
Revised & Adopted July 2017
Departments using social media shall monitor their sites at least once per business day. If the sites become interactive sites in the future, the method and time frame for response shall be established. The webmaster will issue all passwords. Employees who are tasked with social media assignments shall not change or otherwise alter the passwords assigned by the Webmaster.
D. Posting on Other Sites by Approval Only
If an opportunity arises to post to a social media site (not a Town of Prosper site) in a manner that would be advantageous to the Town, the opportunity and proposed posting shall be submitted to the Town Manager for approval. Approval must be obtained from the Town Manager prior to posting on any other site on behalf of the Town. Any unauthorized posting of information will result in disciplinary action up to and including termination of employment
E. Applicability of Other Policies When an employee uses social media sites, all applicable Town policies shall be followed.
F. Applicability of Federal and State Laws All applicable federal and state laws and Town ordinances and policies will be followed in regard to posting material on social media sites. All copyright, trademark and other intellectual property laws shall be followed. No logos, marks, markings, photographs, clippings, or other graphic or written content will be displayed unless it is original material belonging to the Town. If the material is not original material belonging to the Town of Prosper, the Town must have written permission from the owner of any copyright, trademark or other designation of intellectual property ownership. At this time, there are no plans for the site to be interactive. If the site becomes interactive at a future date, all state laws shall be obeyed, including the Open Meetings Act. Annual memos shall be sent to elected and appointed members of the Town Council, Commissions, Boards, and other Town bodies concerning the use of social media and possible Open Meetings issues.
G. Archive Each Facebook page will be set up in conjunction with a Town email account, which will archive the business content that can send updates via email.
Content that cannot be retrieved from Facebook via the Application Programming Interface (API) and needs to be retained as a record needs to be printed and maintained according to the records retention policy.
H. Applicability This policy applies to all employees and Town of Prosper officials.
I. Definitions Social media is a web based tool for information sharing. At this time, it includes Facebook.
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J. Responsible Person/Getting Help Employees who have questions regarding this policy may contact their Department Director or Information Technology Director for clarification.
K. Policy Authority The Town’s Executive Team, including theInformation Technology Director are responsible for interpreting and enforcing this policy.
L. Implementation Procedures Employees are made aware of Town policies, including this policy, via the Employee Handbook and they are expected to adhere to those rules and guidelines. In the event that an employee violates one of the policies, the Human Resources Department will work with the affected employee and Town Management to resolve the situation. The Town of Prosper Miscellaneous Policy was revised and adopted on the 11th day of July, 2017. ___________ Harlan Jefferson, Town Manager
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Chapter 8, Page 1 Approved April 2, 2015
Revised & Adopted July 2017
TOWN OF PROSPER
ADMINISTRATIVE POLICY MANUAL
CHAPTER 8: WIRELESS EQUIPMENT AND SERVICES USE
The Town of Prosper provides wireless equipment and services for employees who are frequently away from their offices, and have a need to remain in communication with the office and others to effectively conduct Town business. The purpose of this policy is to provide for the effective use of wireless equipment and services, and better control the costs to the Town. This policy and the programs outlined herein may change at any time. Nothing in this policy should be construed as a contract with an employee. The policy applies to all employees that are eligible to receive a cellular phone allowance; or issued a Town-owned pooled-minute cellular phone, a wireless air card, or other wireless equipment or services. Exceptions to this policy shall be allowed with written approval from the Town Manager. For the purpose of this policy, “Department Head” is defined as Executive Director of Development and Community Services, Fire Chief, Police Chief, Finance Director, Human Resources Director, IT Director, and Town Secretary.
SECTION 8.01: GENERAL PROVISIONS
A. Guidelines The following guidelines will be used by Department Heads when considering recommendations for wireless equipment and services for employees: 1. The degree to which the employee needs immediate communication capability; 2. The personal safety of the employee; 3. Anticipated utilization of the wireless equipment and services (i.e. on-call and weekend personnel, or those employees that are frequently away from their offices during normal business hours); and 4. The availability, cost, and effectiveness of alternative communication devices (i.e., hand-held radios, etc.).
SECTION 8.02: CELLULAR PHONE ALLOWANCE PROGRAM Cellular phone allowances provide reimbursement to employees for costs incurred as a result of conducting Town business on a personal cellular phone. The allowance is not intended to reimburse
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the entire cost of the cellular phone service, as the phone may also be used for personal calls. Allowances will appear on the employee’s paycheck once a month. The allowance will be a non-
taxable employee fringe benefit. It shall be a condition of employment for any employee who receives an allowance to utilize a cellular phone while working, or whenever on-call.
A. Employee Responsibilities
1. The employee must maintain regular cellular phone service with a local prefix, currently 214, 972, or 469; and 2. The employee must provide the Department Head, immediate supervisor, Purchasing Agent, and other pertinent staff with the cellular phone number.
B. Department Head Responsibilities
1. The Department Head will, at least annually, review job functions of employees to ensure those receiving an allowance have a continuing need for cellular phone service, and to determine if an adjustment to allowance is required; 2. The Department Head will notify the Purchasing Agent to terminate allowance if the needs of the department no longer require the employee to maintain a cellular phone, if the employee separates from service, or if the cellular phone number is not in service. 3. The Department Head will ensure that sufficient funding is available in the department budget for cellular phone allowances, equipment reimbursements, and any allowance increases that are authorized, for current and future fiscal years.
C. Authorization and Payment
1. Authorization and Payment for New Cellular Phone Allowances a. No cellular phone allowance will be authorized until a Cellular Phone Allowance Request Form has been completed, approved by the appropriate Department Head and submitted to the Purchasing Agent for processing. b. A completed Personnel Action Form (PAF) shall be attached to the request form, and will be routed through Human Resources and the Town Manager for approval. c. The allowance will be paid to the employee through their paycheck, as long as the requirements of the program are met. d. The effective date of the allowance will be subject to the payroll cycle established by the Finance Department.
2. Cellular Phone Allowance Levels If an employee is deemed eligible for an allowance, the Department Head shall designate an allowance level. Cellular phone allowances will be comparable to the amount paid for Town-
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owned pooled minute cellular phone services. The available levels will be published by the Purchasing Office. 3. Allowance Level Increases a. The Department Head must approve an allowance increase for a specific employee. b. An increase in allowance will not be approved if the increase in usage is a result of personal use of the cellular phone. c. The following documentation must be submitted for consideration of an allowance increase: 1) A Cellular Phone Allowance Request Form must be completed and approved by the appropriate Department Head, and submitted to the Purchasing Agent for processing. 2) A completed PAF shall be attached to the request form, and will be routed through Human Resources and the Town Manager for approval. 3) A minimum of two consecutive phone bills for the employee must be attached to the Cellular Phone Allowance Request Form. The phone bills must reflect the cell phone number, dates of service, and call details.
D. Reimbursement for Equipment and Accessories
1. The Town will not provide reimbursement for equipment and accessories purchased by employees receiving allowances that do not include a data plan. 2. Reimbursement shall not exceed $250, and is only permitted every twenty-four (24) months. 3. Allowable expenses include mobile data phones and related mobile accessories (i.e., car charger, case, blue tooth device, etc.). 4. In order for an employee to receive reimbursement for the purchase of a mobile data phone and accessories, the following items must be completed: a. Complete and submit a Wireless Equipment and Services Request Form, accompanied by all required documentation, approved by the appropriate Department Head, and submitted to the Purchasing Agent for processing. b. Attach detailed receipt(s) of purchase(s) to the Wireless Equipment Services Request Form. c. The mobile data phone must be a mobile data phone that runs on Windows Mobile, Apple OS, or Android OS software.
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E. Reimbursement of Additional Expenses There may be isolated instances when the employee will incur significant expenses, such as long distance or roaming charges, related to Town business, above the allowance amount. In these instances, the Department Head will determine if the expenses being requested for reimbursement are justified.
F. Payments Under the cell phone allowance program, the employees will be responsible for all payments associated with their personal cellular phone accounts. The Town will not be responsible for additional fees incurred by the employee, such as late payment fees, reconnect fees, or other penalties.
G. Maintenance, Repair, and Lost Cellular Phones
The Town will not be responsible for maintenance and repair of cellular phones under this program. The employee will be responsible for ensuring that the cellular phone is in good working condition. Employees are encouraged to purchase hands-free accessory kits and insurance for the cellular phone, if it is available.
SECTION 8.03: TOWN-OWNED POOLED MINUTE CELLULAR PHONE PROGRAM Traditional cellular phone plans provide a specified number of minutes per line. Once the user depletes the minutes allotted, additional minutes incur a per-minute overage fee. Under the pooled minute cellular phone plan, each user will still be provided a specified number of minutes per month. However, these minutes are combined and shared among all users in the pool. All cellular phones under this program will draw from the common pool of minutes, which maximizes cost savings, reduces overage charges, and provides flexibility for fluctuations in individual usage from month-to-month. The following example illustrates how the pooled minutes plan works:
User Minutes in Plan Minutes Used 1 500 300 2 700 850 3 300 450 4 150 50
Total 1650 1650 Pooling all of the minutes reduces the chance of incurring per minute overage charges for users that exceed their allotted minutes, by taking advantage of those that use fewer minutes than allotted. This approach reduces costs by reducing the probability of incurring per minute overage charges on individual accounts, and also allows users to subscribe to a lower priced plan with fewer minutes. There are two types of phones that can be authorized under the pooled minute program; those assigned to individual users, and those shared by multiple users. Cellular phones authorized under the Town-owned Pooled Minute program are for official Town
business and not for personal use. However, there may be instances when incidental personal
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calls, such as notifying a spouse of overtime work, sick children, or other family emergencies are necessary. Such calls can be made in moderation. Employees will be responsible for any calls made that are not consistent with this policy and may be subject to disciplinary action. In addition, the employee shall reimburse the Town for unauthorized calls at a rate of $0.20/minute. The Town will purchase cellular phones and phone plans authorized under the pooled minute program, unless otherwise provided in this policy. In order to obtain the most cost effective rate plans under this program, Department Heads will coordinate through the Purchasing Agent. No more than two preferred vendors will be identified for use under this program. The exception to this provision is for phones used by the Fire Department that require specific technology for the transmission of EMS data. All Town-owned pooled minute cellular phones assigned to a department will be listed under a single account. In no instance will an account for an individual employee be authorized under this program.
A. Employee Responsibilities
1. The employee will use the cellular phone in a manner consistent with this policy. 2. The employee that is assigned a cellular phone must carry the phone when it is necessary for the proper conduct of Town business, including times when the employee is on-call. 3. The employee will notify the department’s single point of contact (SPOC) of damage, theft, or loss of the cellular phone assigned to him/her. 4. The employee agrees that upon separation from the Town, the cellular phone and all accessories will be surrendered to the Purchasing Agent, prior to the separation date.
B. Department Head Responsibilities
1. The Department Head will determine the appropriate number of phones to be included in the departmental account. 2. The Department Head will designate a SPOC for each of their respective departments/divisions. The SPOC will be responsible for maintaining the departmental account, and communicating issues to the Purchasing Agent. 3. The Department Head will review and monitor their subordinates’ cellular phone usage and take action, when necessary. 4. The Department Head, at least annually, will review usage to determine if the plan levels are appropriate for operations, and if there is a continuing need for the phones. 5. The Department Head will ensure that sufficient funding is available in the department budget for cellular phone rate plans, equipment purchases, and any associated costs that are authorized, for current and future fiscal years.
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C. Authorization
1. The purchase of new cellular phones, accessories, and cellular phone plans under this program will be coordinated through the Purchasing Agent. 2. No cellular phones, accessories, or rate plans will be ordered until a Wireless Equipment and Services Request Form has been completed, approved by the appropriate Department Head, the Town Manager (if applicable), and submitted to the Purchasing Agent for processing. 3. Upon receipt of equipment, the Purchasing Agent will issue the equipment directly to the employee, in the Purchasing Agent's office. The employee will be required to sign an acknowledgment of receipt at that time.
D. Maintenance, Repair, and Replacement of Cellular Phones and Equipment Any maintenance, repair, or replacement required on Town-owned pooled minute cellular phones will be coordinated through the SPOC. In the event that replacement equipment is required, the SPOC will coordinate with the Purchasing Agent.
E. Transfer of Equipment 1. Transfer of equipment within a department/division is allowed. 2. For inventory and control purposes, equipment will be turned-in to the Purchasing Agent. 3. A Wireless Equipment and Services Request Form will be completed, approved by the appropriate Department Head, and submitted to the Purchasing Agent for processing. 4. Upon authorization and receipt of equipment, the Purchasing Agent will re-issue the equipment directly to the intended employee, in the Purchasing Agent's office. The employee will be required to sign an acknowledgment of receipt at that time.
F. Payment
1. The Town of Prosper will be designated as the “Bill To” address for all accounts authorized under this program, except for phones that require confidentiality. 2. Prior to remitting payment of any cellular phone bill, the SPOC will review the call detail and determine if there is a significant number of non-Town business calls included. Any issues should be reported to the Department Head. The employees are advised to discuss with their supervisors or Department Heads if they believe that circumstances justified making a significant number of personal calls. The employee may be subject to disciplinary action for unauthorized calls that are not consistent with the policy, at the Department Head's discretion. a. Individually Assigned Phones:
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1) If there are a significant number of personal calls listed in the call detail, the employee assigned to that cellular phone will explain the reason for excessive calls, in writing. 2) If unauthorized calls are identified, the employee will reimburse the Town at a rate of $0.20/minute. The employee will pay with a personal check made payable to the Town. Reimbursement for personal calls cannot be made with cash. b. Shared Phones: 1) If there are a significant number of personal calls listed in the call detail, the SPOC will be responsible for determining which user is responsible for the calls. That employee will explain the reason for excessive calls, in writing. 2) If unauthorized calls are identified, the employee will reimburse the Town at a rate of $0.20/minute. The employee will pay with a personal check made payable to the Town. Reimbursement for personal calls cannot be made with cash.
G. Security of the Cellular Phone 1. Individually Assigned Phones a. The employee will be responsible for the security and safeguarding of the cellular phone. b. The employee will report the loss or theft of the cellular phone to the SPOC immediately. The SPOC will coordinate replacing lost/stolen equipment with the Purchasing Agent. 2. Shared Phones a. Although many employees may have use of a single shared phone, those employees are responsible for keeping the phone safe and secure. b. The employee will report the loss or theft of the cellular phone to the SPOC immediately. The SPOC will coordinate replacing lost/stolen equipment with the Purchasing Agent.
SECTION 8.04: OTHER WIRELESS EQUIPMENT AND SERVICES
In order to obtain the most cost effective equipment and rate plans for other wireless equipment and services (e.g. air cards, iPad connectivity, etc.), Department Heads will coordinate through the Purchasing Agent.
A. Employee Responsibilities
1. The employee will use the other wireless equipment and/or services in a manner consistent with this policy.
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2. The employee that is assigned other wireless equipment and/or services must carry the equipment when it is necessary for the proper conduct of Town business, including times when the employee is on-call. 3. The employee will notify the department’s SPOC of damage, theft, or loss of the other wireless equipment assigned to him/her. 4. The employee agrees that upon separation from the Town, the other wireless equipment will be surrendered to the Purchasing Agent, prior to the separation date.
B. Department Head Responsibilities
1. The Department Head will determine the appropriate wireless equipment and/or services to include in the departmental account. 2. The Department Head will designate a SPOC for each of their respective departments/divisions for other wireless equipment and services, if different from SPOC for cellular phone service. The SPOC will be responsible for maintaining the departmental account, and communicating issues to the Purchasing Agent. 3. The Department Head will review and monitor their subordinates’ wireless equipment and services usage and take action, when necessary. 4. The Department Head, at least annually, will review usage to determine if the wireless equipment and services are appropriate for operations, and if there is a continuing need for said equipment and services. 5. The Department Head will ensure that sufficient funding is available in the department budget for other wireless equipment and services that are authorized, for current and future fiscal years.
C. Authorization
1. The purchase of other wireless equipment and services will be coordinated through the Purchasing Agent. 2. No equipment or services will be ordered until a Wireless Equipment and Services Request Form has been completed, approved by the appropriate Department Head, and submitted to the Purchasing Agent for processing. 3. Upon receipt of equipment, the Purchasing Agent will issue the equipment directly to the employee, in the Purchasing Agent's office. The employee will be required to sign an acknowledgment of receipt at that time.
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D. Maintenance, Repair, and Replacement of Other Wireless Equipment Any maintenance, repair, or replacement required on Town-owned wireless equipment will be coordinated through the SPOC. In the event that replacement equipment is required, the SPOC will coordinate with the Purchasing Agent.
E. Transfer of Equipment 1. Transfer of equipment and/or service within a department/division is allowed. 2. For inventory and control purposes, equipment will be turned-in to the Purchasing Agent. 3. A Wireless Equipment and Services Request Form will be completed, approved by the appropriate Department Head, and submitted to the Purchasing Agent for processing. 4. Upon authorization and receipt of equipment, the Purchasing Agent will re-issue the equipment directly to the intended employee, in the Purchasing Agent's office. The employee will be required to sign an acknowledgment of receipt at that time.
F. Payment
1. The Town of Prosper will be designated as the “Bill To” address for all accounts authorized under this section, except for wireless equipment or services that require confidentiality. 2. Prior to remitting payment of any wireless equipment and services, the SPOC will review the invoice detail to determine if there is any unauthorized use of wireless equipment or services. Any issues should be reported to the Department Head. The employees are advised to discuss with their supervisors or Department Heads if they believe that circumstances justified unauthorized use of equipment or services. 3. If there appears to be unauthorized use of wireless equipment and/or services, the SPOC will be responsible for determining which user is responsible for the unauthorized use. a. If unauthorized use is identified, the employee may be instructed to reimburse the Town at a fair and reasonable rate, to be determined depending on the wireless equipment and/or services. The employee will pay with a personal check made payable to the Town. Reimbursement for unauthorized use of wireless equipment cannot be made with cash. b. The employee may be subject to disciplinary action for unauthorized use of wireless equipment that is not consistent with the policy, at the Department Head's discretion.
G. Security of the Equipment
1. The employee will be responsible for the security and safeguarding of the wireless equipment. 2. Although many employees may have use of a single shared piece of equipment, those employees are responsible for keeping the equipment safe and secure.
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3. The employee will report the damage, loss or theft of the wireless equipment to the SPOC immediately. The SPOC will coordinate replacing damaged, lost, or stolen equipment with the Purchasing Agent. The Town of Prosper Wireless Equipment and Services Use Policy was revised and adopted on the 11th day of July, 2017. Harlan Jefferson, Town Manager
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Chapter 9, Page 1 Adopted December 13, 2016
Revised & Adopted July 2017
TOWN OF PROSPER
ADMINISTRATIVE REGULATIONS
CHAPTER 9: GRANT MANAGEMENT
The purpose of this policy is to outline standardized procedures for the monitoring and management of the grant process to ensure compliance with all applicable federal, state, and local regulations related to the application for and the administration of grant funding, and to comply with federal audit standards. A grant is defined as financial assistance, funded in whole or in part by a federal, state, or local entity or program. The policy applies to all departments that are applying for, or have received grant funds on behalf of the Town. Any exceptions to this policy shall only be allowed with written approval from the Town Manager. This policy and the procedures outlined herein may change at any time.
SECTION 9.01: ROLES AND RESPONSIBILITIES Throughout the process, it is critical that Town staff works together to ensure that grant requirements are met, and that the Town of Prosper achieves the identified goal that created the need for the supplemental funding.
A. Finance Director The Finance Director, or an authorized designee, is responsible for the following: 1. Serving as the central point-of-contact for all grant activities. 2. Managing the development, implementation, administration, and closeout of grant proposals and agreements, and ensuring compliance with all grant requirements. 3. Tracking grants through a monthly status report identifying all grant awards that have not yet terminated, grant proposals that are in development or have been submitted to the grantor agency pending approval, and those opportunities that have been referred to interested departments. 4. Assisting departments with: a. researching and identifying funding opportunities; b. formulating grant proposals and completing grant applications;
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c. providing technical assistance during grant administration.
B. Departments Departments are responsible for the following: 1. Working with Finance staff to identify, develop, and submit grant applications and proposals. 2. After receiving a grant award, a department staff member will serve as Project Manager, who is responsible for the following: a. maintaining the project grant file; b. carrying-out project activities identified in the grant document; c. working with the appropriate staff members to ensure all financial and purchasing activities are in compliance with the grant requirements; d. overseeing and monitoring project activities; and e. maintaining ongoing communication with all associated staff. 3. Working with the Finance Department to assist outside auditors with information required for annual Town audit/single audit, as required.
C. Accounting Division The Accounting Division is responsible for the following: 1. Providing financial support, such as submitting required periodic fiscal reports in coordination with the Project Manager. 2. Establishing applicable funding and appropriations in the Town's financial system. 3. Assisting departments with submitting requests for reimbursement to the grantor agency.
D. Purchasing Division The Purchasing Division is responsible for the following:
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1. Supporting the Town’s Grant Management Policy by following proper purchasing guidelines as outlined in the grant documents, and ensuring all purchases are in compliance within all legal constraints. 2. Working with the Town Attorney to ensure all required terms and conditions are included in contract documents, if required by the granting agency. 3. Conducting appropriate debarment checks prior to award of contract and/or issuance of a purchase order in which grant funds are being utilized.
E. Town Council The Town Council is responsible for the following: 1. Considering the approval and acceptance of grant proposals/applications that are brought before the governing body.
SECTION 9.02: PROCEDURES All grant proposals and applications, regardless of the format, shall follow the grant application procedures described within. The following procedures identify the process to be followed through the life of the grant:
A. Submitting the Grant Proposal
1. The initiating department shall study all grant requirements prior to applying for a grant, to ensure the Town can meet the requirements. 2. The initiating department shall contact the Finance Director to discuss the feasibility of submitting the grant application, and the process that will be followed to complete and submit the application by stated deadline. 3. After completing the grant proposal and/or application, the initiating department shall submit the documents to the following departments/divisions as applicable: a. Human Resources: for review of the application if employees' salaries are to be funded with grant proceeds. b. Engineering/Capital Projects: for review of all infrastructure and capital project related grant proposals/applications. c. Purchasing Division: for review of all purchasing requirements and contract terms and conditions.
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d. Finance Department: for review of the application for indirect cost rate, if any; matching fund requests; in-kind contributions; or any other budget-related issues. 4. The department will complete a final review of all grant proposals/applications, obtain legal review, and submit to the Town Manager or Town Council for approval, based on the threshold level. On December 13, 2016, Ordinance No. 16-75 granted authority to the Town Manager to sign grant applications, and related documentation for prospective grants of less than $25,000 without Town Council approval, and for prospective grants of $25,000 or more, the Town Manager may sign grant applications, and related documentation, and thereafter seek ratification of the grant application by the Town Council. 5. The department will submit the grant proposal/application to the grantor agency, with a copy to the Finance Director.
B. Grant Award Acceptance A grant that is awarded must be accepted by the Town Council, who authorizes the Mayor to execute the award documents. 1. All award notifications and contracts should be forwarded to the Finance Director immediately upon receipt. 2. The department obtains legal review of the award document, prepares and processes the Agenda Item, and submits the executed award document to the grantor agency for their signatures. Upon receipt of the fully executed award document, the department provides a copy to the Town Secretary, the Finance Director, the Accounting Division, the Purchasing Division, and other departments, as applicable. 3. Upon receipt of the award document, the Accounting Division will prepare a budget adjustment, set-up fund and accounting line item numbers, and forward the information to the initiating department. 4. Upon receipt of the award document, the initiating department shall schedule a meeting with all associated departments to discuss grant-related issues, and establish a timeline for the various phases of the project (e.g. bid process, contract development, award process, project start and end dates, reporting requirements, etc.).
C. Grant Administration
The Town must maintain accurate records to provide information to the grantor agency, Town Management, and auditors; and must follow any applicable records retention requirements. 1. The department will maintain the official grant file. The grant file should include, but not be limited to, the following documents: a. grant proposal/application; b. grant award document/agreement and sub-recipient agreement(s);
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c. grant budget; d. grant/contract number; e. granting agency contact information; f. internal/external reports; g. debarment certification; h. payroll certification documents provided by the contractor(s), if applicable, to ensure compliance with Davis-Bacon and related acts; i. supply/equipment inventory records; j. electronic employment eligibility verification records (provided by Human Resources) for all grant funded positions, if applicable; k. copy of purchase order issued utilizing applicable grant funds; l. grant closeout documents; and m. all other correspondence related to the grant process. 2. The Project Manager completes project activities in accordance with grant requirements, and: a. ensures that expenditures are allowable and purchasing requirements are followed; b. submits expense invoices to the Accounting Division, which follows Accounts Payable procedures; c. works with the Finance Director to complete and submit required periodic fiscal reports, as well as requests for reimbursement from the grantor agency; and d. works with the Finance Director to complete and submit required periodic program reports to the grantor agency. 3. To help ensure compliance with program rules and requirements, the Finance Director conducts regular desk and on-site monitoring of grant activities, and provides technical assistance when necessary. 4. Should a grant modification or amendment be necessary, the Project Manager will notify the Finance Director. The Finance Director will assist the department with working with the grantor agency to complete the necessary steps for the modification.
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5. The Finance Director investigates and responds to any complaints received about grant activities, with a copy to the Project Manager.
D. Grant Closeout 1. The Project Manager shall confirm with all involved responsible parties that all requirements of the grant have been met, all reports have been filed with the granting agency, and the grant file contains a complete and accurate account of all grant activities. 2. The Project Manager shall work with the Accounting Division to ensure all financial transactions are recorded, all reimbursements have been requested and received from the granting agency, and any refunds due to the granting agency have been processed. 3. Coordinating with the grantor agency, the Project Manager and the Finance Director will review grant activities for compliance, and follow the grant procedures to close out the grant. The Town of Prosper Grants Management Policy was revised and adopted on the 11th day of July, 2017. ___________ Harlan Jefferson, Town Manager
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Chapter 10, Page 1 Approved September 24, 2013
Revised & Adopted July 2017
TOWN OF PROSPER
ADMINISTRATIVE REGULATIONS
CHAPTER 10: CASH HANDLING
SECTION 10.01: PURPOSE The purpose of this policy is to set forth minimum standards to ensure clear and consistent practices within the Town for handling of cash, credit card transactions, and checks. Overall compliance with this policy will allow the Town to prevent or detect losses related to cash handling, and to assign responsibility to an individual in a timely manner in order to minimize losses. This policy and the procedures outlined herein will ensure adequate internal controls to account for the handling of Town cash and to maintain public trust. The term “Town Cash” applies to currency, coins, checks, charge payments, other electronic payment media, and other negotiable instruments payable in money to the Town. The procedures to enforce the Cash Handling Policy and Procedures are to include but are not limited to those outlined below:
• A random drawer audit conducted under the direction of the Finance Department.
• Any deficiencies in regard to the set procedures will be reported to the Accounting Manager in the form of a memorandum outlining the deficiencies.
• The Accounting Manager will notify the Department/Division Head involved and explain these deficiencies, and the Department/Division Head will be responsible for taking appropriate action to correct deficiencies.
• If in a subsequent audit these deficiencies still exist, the Accounting Manager will advise the Finance Director that the deficiencies still exist.
• The Accounting Manager and the Finance Director will notify the Department/Division Head involved, and the Town Manager of the existing situation.
• The Town Manager will review the existing situation, and may take appropriate action to resolve deficiencies and ensure that the procedures as outlined are administered properly. Any exceptions to this policy shall only be allowed with written approval from the Town Manager.
A. Delegation of Authority The Finance Director is authorized to promulgate rules for establishing procedures for the receipt, handling and deposit by Town employees of Town cash into the Town treasury for: the method of documentation on all such transactions; regular reporting to the Accounting Manager; inspection of departmental cash records, including overages or shortages; and inspection of departmental practices and procedures in handling Town cash. The Finance Director, or an authorized designee, may enforce these rules through on-site inspections. The Town of Prosper is required by law to receive, retain, and disburse all Town revenue and keep detailed records of these transactions. The Finance Department is charged with the
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responsibility to safeguard all Town funds. The Finance Department will be conducting periodic, unannounced cash drawer audits. The responsibility and accountability of the daily collection of funds is delegated to the custodian, and the custodian's supervisor. The Department Director is accountable for funds handled under his/her authority.
B. Roles and Responsibilities There should be a clear segregation of duties. No single person should handle a transaction from beginning to end.
C. Town Personnel
Any Town employee who is involved with any aspect of cash handling in the normal scope and course of duties is responsible for the following: 1. ensuring the delivery or deposit is made; 2. complying with rules promulgated by the Finance Department for handling and processing Town cash; 3. notifying the employee's supervisor or department/division head of any loss or theft of Town money immediately upon discovery, with written notice given no later than twenty-four (24) hours after discovery; and 4. being subject to disciplinary action, up to and including termination, for failure to comply with this policy and procedures, and internal procedures established by departments.
D. Finance Department
The Finance Department is responsible for the following: 1. overseeing the design and implementation of cash handling controls to safeguard Town assets; 2. providing training on this policy and procedures; 3. monitoring compliance with this policy and procedures through internal/external audits and investigations; 4. Ensuring compliance with other related policies (such as the Red Flag Policy); and 5. assisting departments in writing cash handling procedures and other internal controls over cash handling.
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E. Department/Division Heads Department/Division Heads who anticipate receiving Town cash on a regular basis in the course of its activities shall be responsible for the following: 1. safeguarding Town assets; 2. adhering to this policy and procedures; 3. assigning an employee as custodian receiving Town money; 4. collaborating with the Finance Department to develop and implement a system of departmental procedures, documentation, and reporting on receipts handling and deposit of Town money, in accordance with this policy and procedures; 5. consulting with the Finance Department regarding new cash handling processes before implementation (e.g. credit cards, e-commerce, etc.); 6. evaluating reported instances of non-compliance with this policy and procedures, or with departmental cash handling procedures, and investigating to determine if instances can be resolved internally, and ensuring all instances are reported to the Finance Department; 7. notifying the Police Department and Finance Department of any loss or theft of Town cash immediately upon discovery, with written notice given no later than twenty-four hours after discovery; and 8. allowing the Finance Director, or an authorized designee, to conduct on-site inspections and observe the processing of Town cash, and to make inspections of departmental collection records. F. Cash Handlers All cash handlers shall comply with this policy and procedures, and with internal procedures established in conformity with this policy and procedures by their respective departments, and shall be responsible for the following: 1. safeguarding Town assets; 2. adhering to this policy and procedures, and department cash handling procedures; 3. reporting instances of non-compliance with this policy and procedures, or departmental cash handling procedures, to departmental management;
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Chapter 10, Page 4 Approved September 24, 2013
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4. reporting instances of non-compliance with this policy and procedures, or departmental cash handling procedures, to the Finance Department, if no action is taken or non-compliance exists after reporting to departmental management; and 5. reporting any other misuse of Town assets or dishonest acts by another Town employee to departmental management and the Finance Department.
SECTION 10.02 LIABILITY FOR LOSS The department/division heads have the primary responsibility for the care and liability for loss of Town cash in its custody, until deposited with the Finance Department, or their designation location. Compliance with this policy and procedures, and internal procedures approved by the Executive Staff, establishes a presumption that a Town department/division exercised due diligence in its custody and care of Town cash.
SECTION 10.03 ESTABLISHING, TERMINATING, AND SECURING CASH FUNDS
A. Establishment/Increase of Cash Funds
All requests for the establishment of cash funds, (i.e. change funds and petty cash funds) must be made to the Accounting Manager. The Accounting Manager will maintain a complete listing of all cash funds. The department/division location, custodian and the amount of the cash fund are to be maintained on this written listing, along with the access code. 1. A check request should be submitted to the Accounting Manager for the amount of the funds requested. 2. A written memorandum to the Accounting Manager from the Department/Division Head requesting the establishment of a cash fund shall be forwarded with the check request for consideration. The memorandum should explain the need for the establishment or increase of the fund, and identify the designated fund custodian. A copy of the memorandum should be submitted with the original and the check request. 3. The copy of the memorandum attached to the check request will be filed with the check copy in the Finance Department. 4. No cash funds are to be established out of cash receipts by any department/division. 5. Upon establishment of a cash fund, a fund custodian should be appointed by the Department/Division Head. Cash funds must have one fund custodian responsible for the disbursement of cash.
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Chapter 10, Page 5 Approved September 24, 2013
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6. In the absence of the fund custodian, the supervisor should make all disbursements for the cash fund. 7. Should it become necessary to change fund custodians, the supervisor should notify the Accounting Manager, and request an audit of the cash fund to be performed prior to transferring the cash fund to a new custodian. 8. Upon receipt of the money, the new custodian will sign the departmental custodian list maintained by the Accounting Manager.
B. Termination of Cash Funds
1. The Department/Division Head should notify the Accounting Manager that the cash fund is to be closed, and request that an audit be performed before closing the cash fund. The Department/Division Head should furnish the Accounting Manager with a memorandum outlining the reasons for closing the cash fund. 2. The Accounting Manager will perform an audit of the cash fund, and provide the Department/Division Head with a copy of the final cash audit count sheet. Any shortages or variances are to be investigated and resolved by the Department/Division Head and the Accounting Manager. If the shortages or variances cannot be resolved, the Department/Division Head is to provide a written explanation to the effect that a shortage or variance occurred, which could not be resolved. This response should be addressed to the Accounting Manager. A copy of the written explanation should be forwarded to the Finance Director and Town Manager. If the Division Head authored the memo, the Department Head should also receive a copy of the written explanation. 3. Upon completion of the cash audit, the cash custodian should deposit any cash on hand with the Finance Department. 4. The Accounting Manager will provide the Finance Department with a copy of the final audit paperwork, which details the ledger accounts to be used for recording the deposit to close the cash fund. The original monies will go back to a balance sheet account. A copy of the Department/Division Head’s memorandum outlining the reasons for closing the cash fund will also be provided to the Finance Department. A copy of the final cash audit paperwork and the Department/Division Head’s memorandum should also be attached to the deposit entry as supporting documentation.
C. Security of Cash Funds 1. Cash funds are to be kept in locked boxes or drawers. The locked box is to be kept in a secure area where only the designated custodian, and the Department/Division Head or supervisor have keys or combination, and access to the funds. 2. Provisions should be made in departments, where more than one cash fund exists, to secure all funds which are not being utilized. Only the Department/Division Head or supervisor should have access to an employee’s cash fund, in the event of their absence.
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Chapter 10, Page 6 Approved September 24, 2013
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3. Only the designated custodian responsible for the cash fund and the Department/Division Head should maintain keys or combination, and have access to the funds. 4. Bank bags must be locked and kept out of sight when transporting Town funds for deposit to the Finance Department. 5. All funds must be reviewed randomly by the fund supervisor or designated personnel.
SECTION 10.04 REGULATION OF CASH FUNDS
A. Petty Cash Funds Petty cash funds are available for making emergency or immediate purchases of items that are not routinely carried by departments/divisions in their operating supplies inventory. Petty cash funds are not to be commingled with other cash funds. Petty cash funds are to be maintained only for this purpose, and no department/division shall possess a petty cash fund without establishing such a fund as outlined herein. 1. Maintenance of Petty Cash Funds a. Each petty cash fund must have one fund custodian responsible for the disbursement of cash. In the absence of the fund custodian, the Department/Division Head or supervisor, should make all disbursements from the petty cash fund. b. Each petty cash fund should have a set amount of funds to be accounted for, not to exceed $200. The Finance Department will not process payment authorizations to reimburse petty cash if the request exceeds the established amount of the petty cash fund. c. The petty cash fund is to be reconciled on a monthly basis by the petty cash custodian. The Petty Cash Monthly Reconciliation Sheet is to be used as the transmittal document for reimbursement (see attached example). The petty cash custodian should sign the Petty Cash Monthly Reconciliation Sheet indicating each entry has supporting detail attached, and send the completed listing with supporting detail to the Finance Department for reimbursement. The Finance Department will review supporting details, account codes, and verify that the details match the total of requested reimbursement. d. The petty cash custodian should process a payment authorization at least once a month to reimburse their petty cash fund. The payment authorization requesting reimbursement of petty cash is to be processed with enough lead-time to prevent the remaining petty cash funds from being depleted, prior to the issuance of the reimbursement check. The custodian should retain a copy of the detail listing sent to the Finance Department for reconciliation purposes.
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Chapter 10, Page 7 Approved September 24, 2013
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e. All check payments to reimburse the petty cash fund are to be made payable to the Town of Prosper. 2. Petty Cash Reimbursement Procedures a. Cash reimbursements will be issued to the employee designated on the Petty Cash Voucher. b. The Petty Cash Voucher will be completed with "Cash Reimbursement" selected on the voucher, and include the name of the employee designated to receive the cash reim-bursement, the amount of the cash reimbursement, a description of what was purchased, the account code, and the approval signature of the Department/Division Head. c. Each petty cash voucher must be accompanied by a receipt(s) upon reimbursement. d. When a cash reimbursement is issued, "Cash Reimbursement" and the dollar amount should be recorded on the receipt. The employee receiving the cash reimbursement must sign the "Received By" line on the receipt. The petty cash custodian will then sign the voucher as cash is actually disbursed from the fund. e. The petty cash custodian will match the Petty Cash Voucher to the receipt, and complete the transaction in the normal manner. f. Reimbursements for purchases made from the petty cash fund are not to exceed $50.00. Splitting of purchases to avoid exceeding the $50.00 limit is considered a violation of this policy. 3. Cash Advance Procedures a. Cash advances will be issued to the employee designated on the Petty Cash Voucher. b. The Petty Cash Voucher will be completed with "Cash Advance" selected on the voucher, and include the name of the employee designated to receive the cash advance, the amount of the cash advance, a description of the need, the account code, and the approval signature of the Department/Division Head. c. When a cash advance is given, "Cash Advance" and the dollar amount should be recorded on the receipt. The employee receiving the cash must sign the "Received By" line on the receipt.
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d. The petty cash custodian will sign the voucher as cash is actually disbursed from the fund, and retain the voucher with the #1 copy of the receipt. The recipient of cash will be given the #2 copy of the receipt. e. To complete the transaction, the recipient of cash will return the #2 copy of the receipt, along with receipts for purchase(s), to the petty cash custodian. The petty cash custodian will match the returned #2 copy with the corresponding voucher and #1 copy of the receipt, and then complete the transaction in the normal manner. f. Petty cash in advance is not to be held by any employee longer than one business day. Receipts and unused funds must be returned and be reconciled to vouchers within one business day. Only one open Petty Cash Voucher per person is allowed at any one time. g. Advances for purchases made from the petty cash fund are not to exceed $50.00. Purchases which exceed $50.00 should be purchased by normal purchasing procedures. Splitting of purchases to avoid exceeding the $50.00 limit is considered a violation of this policy. 4. Filing of Official Record Documents a. Cash advances will be issued to the designated employee to file official documents on behalf of the Town with local, county, state or federal offices. The Town Manager will designate the employee. b. The Petty Cash Voucher will be completed with "Cash Advance" selected on the voucher, and include the name of the employee designated to receive the cash advance, the amount of the cash advance, a description of the need, the account code, and the approval signature of the Department/Division Head. c. The Cash Advance may be issued in total for greater than the $50.00 maximum; however, the request per department/division must not exceed the $200.00 petty cash limit. d. When a cash advance is given, "Cash Advance" and the dollar amount should be recorded on the receipt. The employee receiving the cash must sign the "Received By" line on the receipt. e. The petty cash custodian will sign the voucher as cash is actually disbursed from the fund, and retain the voucher with the #1 copy of the receipt. The recipient of cash will be given the #2 copy of the receipt.
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Chapter 10, Page 9 Approved September 24, 2013
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f. Upon completion of the filing process, the recipient of cash will return the #2 copy of the receipt, along with receipts for filing fees, to the petty cash custodian. The petty cash custodian will match the returned #2 copy with the corresponding voucher and #1 copy of the receipt, and then complete the transaction in the normal manner. g. Copies of documentation of the completed filed transactions will be distributed in a manner agreed upon between the department/division and the designated employee filing the official record documents. 5. Documents Which Serve as Support for Disbursement of Petty Cash a. A cash register receipt, provided that the date is current enough to support said purchase. b. Cash receipt tickets from the place of purchase, provided that the date is current, items purchased are listed, and the ticket is signed by the employee as receiving said merchandise. c. If an itemized receipt is not available, each item must be listed separately in the place provided for each item description, and the individual cost must be listed separately under item price on the petty cash voucher. d. No refunds for purchases will be made without proof of purchase. e. A petty cash voucher properly completed with authorizations for a cash advance. 6. Petty Cash Restrictions a. Loans to employees from the petty cash fund are strictly prohibited. b. IOUs for employee’s personal use to the petty cash fund are strictly prohibited. c. Cashing personal checks for the Department/Division Head, supervisor, petty cash custodian, or other employees from the petty cash fund is strictly prohibited. d. Employees are not to be reimbursed for sales tax. It is the responsibility of Department/Division Heads to ensure that employees are aware of the Town’s tax exempt status. e. Only one open petty cash voucher per person is allowed at any one time.
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Chapter 10, Page 10 Approved September 24, 2013
Revised & Adopted July 2017
f. Expenditures for purchases made from the petty cash fund are not to exceed $50.00. Purchases which exceed $50.00 should be purchased by normal purchasing procedures. Splitting of purchases to avoid exceeding the $50.00 limit is considered a violation of this policy. g. Travel or training expenses, in general, are not to be reimbursed from petty cash. Reimbursement through petty cash will be allowed for miscellaneous day travel expenses (e.g. parking, gas, etc.) other than meal and mileage reimbursements, as long as these are the only travel expenses incurred. These expenditures should be reimbursed by submitting the proper expense report form to the Finance Department for audit, approval, and issuance of a reimbursement check. Petty cash funds may be used for official organized activities of the Town Council, or the various boards that function as part of Town government. Exceptions to this restriction will be accepted upon approval by the Town Manager.
B. Change Funds
Change funds, or cash drawers, are to be maintained for the purpose of making change. Change funds are not to be commingled with other cash funds. Change funds are to be maintained only for this purpose, and no department/division shall possess a change fund without establishing such a fund as outlined herein.
1. Maintenance of a Change Fund a. Each change fund must have one custodian responsible for the change fund at any one given time. In the absence of the fund custodian, the Department/Division Head or supervisor should make all disbursements from the change fund. b. Each change fund should be established for a set amount as requested on the check request, and this same amount should be maintained at all times. c. Change funds are not to be used as petty cash funds. They are to be used only for making change. Cash receipts are not to build-up in a change fund. These receipts are to be removed and deposited as outlined in the depository procedures (Section VI. Regulation of Deposits). d. Receipts for all cash should be utilized so that an audit may be done at any time, and the amount of the change fund can be verified. e. In the areas where more than one change fund is used, each custodian should work out of his/her own change fund only. Employees are not to work out of another employee’s change fund.
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Chapter 10, Page 11 Approved September 24, 2013
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f. Only the custodian responsible for the change fund and the Department/Division Head or supervisor should maintain keys and have access to the change funds.
SECTION 10.05 REGULATION OF DEPOSITS
Departmental deposits delivered to the Finance Department shall be made according to the procedure as outlined below. Town agencies or departments/divisions shall deliver their deposits daily to the Finance Department before 9:30 a.m. A deposit is required if total receipts on hand are equal to or greater than $200.00. All deposits must be verified by a Finance Department employee, while the employee delivering the deposits witnesses the verification. Those departments that do not collect revenue on a daily basis, or whose deposit is not sufficient enough to make daily deposits, should make a deposit with the Finance Department at least weekly.
A. Preparation of Receipts
1. System generated receipts are preferred. 2. Receipts should be pre-numbered and have duplicate copies. 3. A receipt should be written for all payments received. 4. All receipts should be used in numerical order, and need to be accounted for, including any voided receipts. 5. The duplicate receipt copy should be submitted to the Finance Department with the corresponding deposit. Voided receipts should be submitted as well. 6. Account numbers should be listed on each receipt or a summary sheet turned in at the same time as the deposits. 7. “For Deposit Only” needs to be stamped on the back of each check.
B. Deposit and Verification of Receipts.
1. Deposits shall be made to the Finance Department. 2. When deposits are delivered, the Finance Department will verify the deposit by performing a recount of monies and a review of the receipts. Once a deposit is verified as correct, a copy of the summary sheet will be initialed by the Finance Department employee, and returned immediately to the person making the deposit for the department’s/division’s own record. 3. Each time a deposit is made, the bank bag will be returned to the person making the deposit. Each department/division shall have designated bags for their use only.
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Chapter 10, Page 12 Approved September 24, 2013
Revised & Adopted July 2017
C. Maintenance of Bank Bags and Keys
1. Bank bags with deposits shall be kept locked at all times when not preparing or verifying deposits. The keys to the locked bank bags will be maintained by the designated persons for each depositing department/division, the Finance Department, and the bank. 2. The Finance Department is responsible for requesting a law enforcement escort of the deposits to the bank on a daily basis. 3. It will be the responsibility of the Department/Division Head to secure and limit access to bank bag keys. Access to these keys should be limited to the person or persons preparing the deposit. Personnel changes, which affect the possession of keys or the preparation, should be reported to the Accounting Manager.
D. Losses/Shortages/Overages
The Finance Department makes a clear distinction between a “Loss” and “Shortage” of Town money. This is determined by the cash handler’s ability to obtain physical custody of the money, and how that person safeguards the money.
1. A shortage is an unintentional collection error, such as a change making error. An overage occurs when a cash handler has collected too much money and cannot immediately return the excess to a specific customer. 2. A loss of Town money is when a cash handler has obtained physical custody of money, and then due to reasons like negligence, an act of God, or an unlawful action, cannot deposit that money into the Town treasury. 3. Cash custodians must report all losses to their supervisor and department/division head immediately. A detailed statement as to the circumstances of the loss must be submitted within twenty-four hours of discovery. 4. Department/division heads or supervisors must report all losses to the Police Department, and to the Finance Director, immediately upon discovery, with written notice submitted within twenty-four hours of discovery. The Town of Prosper Cash Handling Policy was revised and adopted on the 11th day of July, 2017. Harlan Jefferson, Town Manager
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TOWN OF PROSPER
ADMINISTRATIVE REGULATIONS
Exhibit A
Town of Prosper
Purchasing Procedures Manual
(Revised 8/20/2014)
An Employee Guide to Understanding
Town of Prosper Purchasing
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Table of Contents
Purchasing Procedures Manual
Introduction Purpose, Scope and Responsibility................................................................................ Page 3
Section 1. Purchasing Thresholds Exceptions...................................................................................................................... Page 4
Purchases $3,000 and Under......................................................................................... Page 5
Purchases over $3,000 and Up to $50,000.................................................................... Page 5
Purchase over $50,000.................................................................................................. Page 6
Section 2. Methods of Procurement Competitive Sealed Bid/Request for Bid, Non-Construction………................................Page 6
Competitive Sealed Bid/Request for Bid, Construction.................................................. Page 6
Competitive Sealed Proposal/Request for Proposal, Non-Construction........................ Page 7
Competitive Sealed Proposal/Construction Manager-At- Risk, Construction................ Page 7
Statement of Qualifications.................................................………................................ Page 7
Request for Quotes.............................................................………................................ Page 8 Cooperative Purchases.............................................................…................................. Page 8
Section 3. Evaluation Process Low Bid......................................................................................…................................. Page 9
Best Value..................................................................................….................................Page 9
Section 4. Award Process
One Time Purchases.................................................................…................................. Page 11 Annual Contracts.......................................................................…................................. Page 11
Section 5. Purchase Requisitions
Exemptions..............................................................................…................................... Page 12
Preparing Purchase Requisitions.............................................….................................. Page 12
Requisition Processing..............................................................…................................. Page 15
Section 6. Receipt of Goods and Services Inspection...................................................................................….................................Page 16
Damages/Defects....................................................…................................................... Page 16
Invoices.....................................................................................…................................. Page 16
Section 7. Contract Administration New Contracts................................................................................................................ Page 17
Contract Renewals.....................................................................….................................Page 18
Contract Amendments and Change Orders................................................................... Page 18
Contract Cancellation/Termination..................................................................…............Page 19
Performance Issues...................................................................…................................. Page 20
Section 8. Glossary of Terms Terms............................................................................….............................................. Page 21
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Town of Prosper
Purchasing Procedures Manual
Introduction
Purpose: To establish uniform procedures for the effective purchase of
goods and services for the Town of Prosper, that are consistent
with all applicable laws and Town policy, as set forth in the
Personnel Policies and Procedures Manual, Chapter 9
Purchasing Policy and Procedures.
Scope: These procedures apply to all material and service purchases
and related activities.
Responsibility: Town Department Heads are responsible for complying with the
existing purchasing policies and procedures, and for ensuring
adherence to the same by their staff. Additionally, it is the
individual responsibility of each employee involved in the
purchasing process to understand the policy upon which these
procedures are based, and the meaning and intent of the
procedures themselves.
If there are any questions or concerns relative to either the policy
or procedures, or the ability of the employee to respond
effectively to the requirements of the procedures, then it is the
responsibility of both the Department Head and employee to
bring such matters to the attention of the Purchasing Agent
immediately.
The fundamental purpose of these procedures is not to restrict
the effectiveness of the individuals involved in the purchase of
goods and services, but to provide a foundation for effective,
consistent and complete consideration of all aspects of the task
with the expected result being a positive, professional
relationship between the employees of the Town and the
suppliers who serve the Town.
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Section 1 Purchasing Thresholds
A. Exceptions
This section applies to the purchase of all goods and services, except as
follows:
1. Emergency Purchases: An emergency purchase that qualifies under
one of the following conditions:
a. purchase necessary because of a public calamity that requires
the purchase of goods or services to relieve the necessity of
the municipality's residents, or to preserve the property of the
municipality;
b. a purchase necessary to preserve or protect the public health
or safety of the municipality's residents; or
c. a purchase necessary because of unforeseen damage to
public machinery, equipment, or other property.
2. Personal Services: Services involving the personal, intellectual or
manual labor of an individual; a service performed personally by a
particular individual for the benefit of another.
3. Professional Services: Services performed within the scope of
practice (or provided in connection with the employment of a licensed
person in the areas of practice) of accounting, architecture,
landscape architecture, land surveying, medicine, optometry,
professional engineering, real estate appraising or professional
nursing. Methods for procuring these services are set forth in the
Texas Government Code, Chapter 2254, also known as the
Professional Services Procurement Act.
4. Planning Services: Services primarily intended to guide
governmental policy to ensure the orderly and coordinated
development of municipal land areas.
5. Consulting Services: Service of studying or advising the Town under
a non-employee/employer type contract.
6. Sole Source Purchases: The item is available from only a single
source because of patents, copyrights, secret processes or natural
monopolies; films, manuscripts, or rare books; electricity, gas, water
and other utility services; captive replacement parts or components
for equipment.
7. Cooperative Purchases: Supplies, equipment or services purchased
through an approved cooperative purchasing program which meets
all applicable laws and regulations.
8. Personal Property: Property sold a) at an auction by a state licensed
auctioneer; b) at a going out of business sale held in compliance with
Subchapter F, Chapter 17, Business & Commerce Code; c) by a
political subdivision of this state, a state agency of this state, or an
entity of the federal government; or d) under an interlocal contract for
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cooperative purchasing administered by a regional planning
commission established under Chapter 391, Local Government
Code.
9. Retail Sale: Goods purchased for subsequent retail sale by the
Town.
10. Advertising: Advertisements, other than legal notices.
B. Purchases $3,000 and Under
Departments can purchase goods and services that fall within this dollar
threshold based on a single quote. Competitive quotes are not required,
but they may be obtained for any purchase. A requisition is not required,
but can be processed if a purchase order is required by the vendor.
Departments are encouraged to utilize p-cards for these purchases
whenever possible.
C. Purchases Over $3,000 and Up to $50,000
Departments can purchase goods and services that fall within this dollar
threshold by one of the methods listed below. Competitive written quotes
should be solicited from at least three (3) vendors to ensure adequate
competition, including at least two Historically Underutilized Businesses
(HUBs), if available. HUBs should be contacted on a rotating basis, based
on information provided by the State Comptroller. If the list fails to identify
a HUB in the county, the Town is exempt from this requirement. All
purchases within this dollar threshold require a requisition, and will be
processed through the Purchasing Office, unless otherwise exempted as
listed in Section 5 of this manual.
1. Department Obtains Quotes or Proposals: The department can
obtain quotes or proposals, but must comply with the State of Texas
HUB law. Please contact the Purchasing Office to obtain a list of
HUB vendors prior to obtaining quotes, in order to expedite the
process.
2. Purchasing Obtains Quotes or Proposals: The Purchasing Office can
obtain quotes or proposals on behalf of the department. Quotes can
be obtained manually, or through the Town’s e-procurement system.
The Purchasing Office will work with the department to develop a
specification, and will obtain quotes using the pre-determined
method. All quotes received will be forwarded to the department for
evaluation and selection of a vendor.
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D. Purchases Over $50,000
Unless otherwise specified by law, all purchases in excess of $50,000 shall
be awarded by competitive bidding or reverse auction procedures, pursuant
to the competitive bid laws of the State of Texas. All competitive bids and
reverse auctions will be issued by the Purchasing Office. The Town may
not split purchases to circumvent the competitive bid limit. Split purchases
are defined as follows:
1. Component Purchases: Purchases of the component parts of an
item that in normal purchasing practices would be purchased in one
purchase.
2. Separate Purchases: Purchases made separately of items that in
normal purchasing practices would be purchased in one purchase.
3. Sequential Purchases: Purchases made over a period, of items that
in normal purchasing practices would be purchased in one
purchase.
Section 2 Methods of Procurement
The Purchasing Agent will determine the best method of procurement to purchase
goods and services, and will discuss options with the department to select the
appropriate method. The methods of procurement utilized by the Town are as
follows:
A. Competitive Sealed Bid (CSB) or Request for Bid (RFB), Non-
Construction
Bids are utilized to purchase goods and services over $50,000, and are
subject to the competitive bid laws of the State of Texas. Bids at this dollar
threshold are processed by the Purchasing Office. Bids are utilized for one-
time purchases, or for the establishment of an annual contract if there is a
continuous need to purchase same goods or services totaling in excess of
$50,000 annually. Award is made to the lowest responsive and responsible
bidder, or to the bidder providing the best value, as pre-determined by the
Town. Negotiations are not permitted. If a written contract is required,
conditions of Section 7 below will apply. Please allow 6-8 weeks at a
minimum to complete the process.
B. Competitive Sealed Bid (CSB) or Request for Bid (RFB), Construction
Bids are utilized to purchase one-time construction services over $50,000,
and are subject to the competitive bid laws of the State of Texas. Bids at
this dollar threshold are processed by the Purchasing Office. Award is made
to the lowest responsive and responsible bidder (Please refer to Section D
if award determination will be based on other factors besides price).
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Negotiations are not permitted. If a written contract is required, conditions
of Section 7 below will apply. Please allow 6-8 weeks at a minimum to
complete the process.
C. Competitive Sealed Proposal (CSP) or Request for Proposal (RFP),
Non-Construction
The proposal process is utilized to purchase goods and services at all
purchasing thresholds, taking into consideration other factors besides price.
A pre-determined set of evaluation criteria is established, and all proposals
are evaluated against the criteria and scored accordingly. The proposal
process is utilized for one-time purchases, or for the establishment of an
annual contract. Negotiations are permitted in order to obtain the best value
for the Town. If a written contract is required, conditions of Section 7 below
will apply. Please allow 8-12 weeks at a minimum to complete this process.
D. Competitive Sealed Proposal (CSP) or Construction Manager-At-Risk
(CMAR), Construction
These are alternative construction methods to purchase one-time
construction services over $50,000, taking into consideration other factors
besides price, and are subject to the competitive bid laws of the State of
Texas. A pre-determined set of evaluation criteria is established, and all
proposals are evaluated against the criteria and scored accordingly.
Negotiations are permitted in order to obtain the best value for the Town.
Town Council must approve alternative construction methods. If a written
contract is required, conditions of Section 7 below will apply. Please allow
8-12 weeks at a minimum to complete this process.
E. Statement of Qualifications (SOQ)
The SOQ process is utilized to select the most highly qualified firm to
perform a scope of professional engineering, architecture, or land surveying
services. The SOQ process is not required for other professional services,
but can be utilized to select a firm. A pre-determined set of evaluation
criteria is established, and all qualifications are evaluated against the criteria
and scored accordingly. Price cannot be disclosed or considered during
the scoring process. Negotiations are permitted with the most highly
qualified firm only. Negotiations will continue until terms, conditions, and a
fair and reasonable price are agreed upon. If negotiations with the most
highly qualified firm are not successful, negotiations will cease with the
current firm and begin with the next most highly qualified firm. Once
negotiations have ceased with a firm, re-opening negotiations with that firm
is not allowed. If a written contract is required, conditions of Section 7 below
will apply. Please allow 6-8 weeks at a minimum to complete this process.
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F. Request for Quotes (RFQ)
Quotes are utilized to purchase goods and services up to $50,000.
Purchases over $3,000 and up to $50,000 are subject to the Historically
Underutilized Businesses (HUB) law of the State of Texas. Quotes can be
obtained by the department or the Purchasing Office, for one-time
purchases or for the establishment of an annual contract. Award is made
to the vendor providing the lowest bid or the best value, as pre-determined
by the Town. Negotiations are not permitted. If a written contract is
required, conditions of Section 7 below will apply. Please allow 2-4 weeks
at a minimum to complete this process.
G. Cooperative Purchases
The Town has entered into various interlocal agreements, which authorize
the Town to utilize contracts with certain governmental entities, and certain
cooperative programs for the purchase of goods and services at any dollar
threshold. Purchasing through cooperative contracts satisfies all
competitive bid requirements, which means additional quotes are not
required. However, if a department utilizes a cooperative contract, the
contract terms and conditions of that contract must be adhered to. A list of
interlocal agreements with other entities is on file in the Purchasing Office.
The cooperative programs that are available to the Town include, but are
not limited, to the following:
1. BuyBoard
www.buyboard.com
User Name: TOP
Password: prosper
2. Department of Information Resources (DIR)
http://www.dir.texas.gov/ict/contracts/Pages/ProductsServices.aspx
3. Houston-Galveston Area Council (HGAC)
www.hgacbuy.com
Password: 00-1158
4. Texas Multiple Award Schedule (TXMAS)
www.window.state.tx.us/procurement/prog/txmas
5. The Cooperative Purchasing Network (TCPN)
www.tcpn.org
6. State of Texas Term Contracts
www.window.state.tx.us/procurement/contracts/all_term
7. U.S. Communities
www.uscommunities.org
User Name: january_cook@prospertx.gov
Password: Texas2010
8. National Joint Powers Alliance (NJPA)
http://www.njpacoop.org/
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If utilizing a contract through an interlocal agreement or a cooperative
program, please obtain an itemized quote from the supplier. The quote
should reflect the cooperative program or identify the contracted agency
(e.g. BuyBoard, City of Frisco, etc.), the contract number, and contract
pricing. If the contract pricing is based on a guaranteed percentage
discount, the quote should reflect the list price and discounted price. The
Purchasing Office will verify contract validity and contract pricing.
Section 3 Evaluation Process
The evaluation process is facilitated by the Purchasing Office, but is the ultimate
responsibility of the department. Award will be based on either low bid, or best
value bid/proposal, as pre-determined and stipulated in the bid/proposal
document. Other than tabulations/summaries released for public disclosure by the
Purchasing Office, all contents of bids/proposals, and all activities that take place
during the evaluation and negotiation processes, shall remain confidential until
awarded.
A. Low Bid
1. The department will evaluate all bids submitted to determine the
following:
a. the bids meet the published specifications; and
b. the vendor did not note any exceptions to the terms and
conditions of the bid.
2. The department will verify that sufficient funding is available for the
purchase.
3. Upon completion of the evaluation process, the department will
submit a written recommendation of award to the Purchasing Office,
that should include the following:
a. official name of the recommended vendor;
b. line items being awarded (if the bid lists more than one line
item);
c. total amount of award;
d. account number funding the purchase; and
e. justification for deeming any vendor non-responsible or non-
responsive, if applicable.
B. Best Value
1. The Project Manager will assemble an evaluation committee, which
should be comprised of at least three staff members. The names of
the evaluation committee members will be provided to the
Purchasing Office.
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2. The Project Manager will coordinate a kick-off meeting with the
evaluation committee and the Purchasing Office. Additional
meetings may be required to complete a thorough evaluation of all
bids/proposals submitted. The Purchasing Office shall be included
in all evaluation committee meetings, as a facilitator only.
3. The evaluation committee will evaluate all bids/proposals submitted
to determine the following:
a. the bids/proposals meet the minimum requirements as
published in the bid/proposal document;
b. the vendor did not note any exceptions to the terms and
conditions of the bid/proposal; and
c. point values for each evaluation criteria published in the
bid/proposal document.
4. The evaluation committee will complete the evaluation forms and
submit to the Purchasing Office. Evaluation forms can be completed
by each individual evaluation committee member, or collectively by
the evaluation committee.
5. The Purchasing Office will combine all points assigned, apply
weightings, and complete the evaluation matrix, which will be
distributed to all members of the evaluation committee for review.
6. During the evaluation process, interviews and/or demonstrations are
often requested in order to gain a better understanding of the
submissions. Interviews/demonstrations can take place before Step
4, or after Step 5 above. All interviews/demonstrations will be
coordinated by the Purchasing Office, as instructed by the evaluation
committee.
7. Negotiations will take place with the top scoring vendor. The
Purchasing Office can handle negotiations, or assist the Project
Manager with negotiations.
8. Upon successful negotiation, the Project Manager will submit a
written recommendation of award to the Purchasing Office, that
should include the following:
a. official name of the recommended vendor;
b. line items being awarded (if the bid/proposal lists more than
one line item);
c. total amount of award;
d. account number funding the purchase; and
e. justification for deeming any vendor non-responsible or non-
responsive, if applicable.
Section 4 Award Process
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The award process takes place after the department submits a written
recommendation of award to the Purchasing Office. The appropriate award
process is determined by the total amount of the expenditure and other factors.
A. One Time Purchases
1. The Purchasing Office will review the recommendation of award
submitted by the department to verify accuracy and completeness of
the required processes, and vet the recommended vendor.
2. If a written contract is required, conditions of Section 7 below will
apply for all purchases, regardless of the amount of the
expenditure.
3. Written contracts over $25,000, and all purchases of goods and
services in excess of $50,000 require Council approval. The
department will prepare the Agenda Item, and route through the
Purchasing Office for review. If these conditions do not apply, skip
to Step 4.
4. If the purchase is in excess of $3,000, the department will enter a
requisition into the financial system, as outlined in Section 5 below.
5. The Purchasing Office will issue the purchase order to the vendor.
B. Annual Contracts
1. The Purchasing Office will review the recommendation of award
submitted by the department to verify accuracy and completeness of
the required processes, and vet the recommended vendor.
2. If a written contract is required, conditions of Section 7 below will
apply for all purchases, regardless of the amount of the
expenditure.
3. Written contracts with an estimated annual expenditure over
$25,000, and all purchases of goods and services with an estimated
annual expenditure in excess of $50,000 require Council approval.
The department will prepare the Agenda Item, and route through the
Purchasing Office for review. If these conditions do not apply, skip
to Step 4.
4. The Purchasing Office will issue an award letter to the vendor, and
perform contract administration as outlined in Section 7 below.
5. The department will enter a requisition into the financial system, as
outlined in Section 5 below. Requisitions can be entered on an as-
needed basis, or to establish a blanket purchase order.
Section 5 Purchase Requisitions
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A. Exemptions
This section applies to the purchase of all goods and services over $3,000,
unless otherwise exempted as follows:
• catered event fees
• election fees
• insurance premiums
• membership or professional association dues and fees
• periodicals
• postage
• registration fees
• regulatory fees
• subscriptions
• travel expenses
• tuition
• utilities
• other fees as approved in writing by the Purchasing Agent
Items that do not have to be submitted on a requisition can be paid with a
procurement card, by completing a check request, or approved for payment in the
manner prescribed by Accounting staff.
In order to ensure proper procurement practices and availability of funds, orders
should not be placed for goods or services until a purchase requisition has been
approved at all appropriate levels, and a purchase order is issued by the
Purchasing Office. Please plan accordingly.
B. Preparing Purchase Requisitions
1. Contracted Goods and Services
If purchasing goods or services at any dollar threshold utilizing a pre-
approved annual contract, a quote is not required unless the contract
is for time and/or materials, a guaranteed percentage discount, or
through a cooperative venue. The purchase requisition process is as
follows:
a. Enter a purchase requisition in STW (see Exhibit B). Purchase
requisitions should be itemized whenever possible.
b. Verify that the items listed on the purchase requisition are
available under the contract, and that the correct contract
prices are listed.
c. Annotate the contract number in the Special Information
section of the purchase requisition.
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d. Include the date of Town Manager/Council approval in the
Requisition Comments section of the purchase requisition, if
applicable.
e. Attach the following documentation to the requisition:
1) Quote/Proposal (only required for contracts that are for
time and materials, a guaranteed percentage discount,
or through a cooperative venue).
f. After the requisition has been approved at all appropriate
levels, the Purchasing Office will generate and issue the
purchase order to the supplier, and the department will be
copied on the email.
2. One-Time Purchase $3,000 and Under
Requisitions are not required for purchases $3,000 and less, but can
be processed if a purchase order is required by the supplier, or at the
department’s discretion. The process is as follows:
a. Enter a requisition in STW (see Exhibit B).
b. Attach the following documentation:
1) Quote or proposal.
2) Contract executed by Town Manager, if applicable.
3) Insurance certificate, if applicable. Insurance is
required if the supplier is performing work on Town
property.
c. After the requisition has been approved at all appropriate
levels, the Purchasing Office will generate and issue the
purchase order to the supplier, and the department will be
copied on the email.
3. One-Time Purchase Over $3,000 and Up to $50,000
For one-time purchase of goods and services within this dollar
threshold, the purchase requisition process is as follows:
a. Enter a requisition in STW (see Exhibit B).
b. Indicate type of purchase in the Special Information section
(e.g. low bid, best value, etc.).
c. If a written contract is associated with the purchase, indicate
the date of Town Manager or Council approval in the
Requisition Comments section.
d. Attach the following documentation:
1) All quotes/proposals obtained for this purchase
(minimum of three).
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2) HUB vendor information provided by the Purchasing
Office, if applicable. Indicate which HUB vendors were
contacted.
3) Executed contract, if applicable.
4) Insurance certificate, if applicable. Insurance is
required if the supplier is performing work on Town
property.
e. After the requisition has been approved at all appropriate
levels, the Purchasing Office will generate and issue the
purchase order to the supplier, and the department will be
copied on the email.
4. One-Time Purchase Over $50,000
Purchases in excess of $50,000 require prior Town Council approval.
For one-time purchase of goods or services within this dollar
threshold, the purchase requisition process is as follows:
a. Enter a purchase requisition in STW (see Exhibit B). Purchase
requisitions should be itemized whenever possible.
b. Annotate the bid/proposal number in the Special Information
section of the purchase requisition, if applicable.
c. Include the date of Council approval in the Requisition
Comments section of the purchase requisition.
d. After the requisition has been approved at all appropriate
levels, the Purchasing Office will generate and issue the
purchase order to the supplier, and the department will be
copied on the email.
5. Exempt Purchases
For one-time purchase of goods or services at any dollar threshold
that is exempt from competitive bid/quotes, the purchase requisition
process is as follows:
a. Enter a requisition in STW (see Exhibit B).
b. State the exemption in the Special Information section of the
purchase requisition (e.g. “Sole Source”, “Professional
Service”, etc.).
c. Include the date of Town Manager or Council approval in the
Requisition Comments section of the purchase requisition, if
applicable.
d. Attach the appropriate documentation as applicable:
1) Quote/Proposal.
2) Sole Source Letter.
3) Executed contract/agreement.
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4) Insurance certificate, if applicable. Insurance is
required if the supplier is performing work on Town
property.
e. After the requisition has been approved at all appropriate
levels, the Purchasing Office will generate and issue the
purchase order to the supplier, and the department will be
copied on the email.
6. Emergency Purchase Requisition
If the purchase qualifies as an emergency purchase under one of the
conditions listed in Chapter 9, Purchasing Policy and Procedures,
Section III. B. of the Town of Prosper Personnel Policies and
Procedures, the process is as follows:
a. Notify the Purchasing Office of the emergency as soon as
possible. (Note: Inform the Purchasing Office if the vendor
requires a purchase order up front. The Purchasing Office will
coordinate the process with the department, as it will slightly
differ from the steps below.)
b. After work is completed, enter a purchase requisition in STW
(see Exhibit B) only if the invoice amount exceeds $3,000.
c. Attach a copy of the invoice to the requisition.
d. After the purchase requisition has been approved at all
appropriate levels, the Purchasing Office will generate and
issue the purchase order to the department.
e. The department will code and submit invoice for payment after
receipt of the purchase order, and reference the purchase
order number on the invoice.
C. Requisition Processing
Upon receipt of a requisition, the Purchasing Office shall:
1. Check the requisition for completeness, to include verification that all
supporting documentation is attached. If any of the supporting
documentation is missing, the Purchasing Office will contact the
department for additional information.
2. Verify compliance with HUB law.
3. Verify pricing for accuracy.
4. Verify contract provisions, if purchasing goods or services from an
existing contract.
5. Verify that sufficient funds are available to purchase goods or
services.
6. Generate and issue purchase order to the supplier.
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Section 6 Receipt of Goods and Services
A. Inspection
1. Upon receipt of goods or services, it is the department’s
responsibility to ensure that the order is complete as to quality and
quantity, and to report any discrepancies to the Purchasing Office or
directly to the vendor.
2. If the shipment is complete and undamaged, the packing slip or
delivery ticket should be signed and retained until the invoice for
payment is received.
3. Should the department receive only a partial shipment, or return part
of a shipment due to damage or delivery of the wrong items, this must
be noted on the packing slip or delivery ticket, and noted on the
invoice in order to prevent improper payment..
B. Damages/Defects
Goods and services should be checked at the time of receipt to detect any
damages or defects. This inspection should also include assuring that the
material is in compliance with the specifications. When it is apparent that
the extent of the damage causes the goods to be of little worth, they should
not be accepted.
1. Visible Damage: One of the major reasons for inspection at the time
of receipt is to detect any visible damage. It is important that all
damage be completely described on the receiving paperwork.
2. Concealed Damage: Any evidence of concealed damage should be
documented to support the filing of damage claims against the
carrier. The carrier should be notified immediately, and a joint
inspection should be scheduled with the carrier’s representative.
3. Claims: If the shipment is “F.O.B. destination”, the vendor is
responsible for assisting with the settlement of the claim and for full
replacement of the damaged items. Payment should be withheld
until the claims are settled.
C. Invoices
Invoices for goods and services will be processed in accordance with the
manner prescribed by the Accounting staff.
1. It is the responsibility of the department to ensure that information
contained on the invoice is a correct and accurate reflection of the
goods or services received by the Town, prior to submitting the
invoice for payment processing.
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2. In most cases, invoices should not be submitted for payment
processing if the goods and services are outstanding. Some
exceptions include, but are not limited to, progress payments,
required deposits, or maintenance agreements for a specified term.
3. If applicable, vendors are instructed to reference the purchase order
number on their invoice. However, it is the department's
responsibility to ensure the purchase order number is clearly
referenced on the invoice when submitting for payment
processing.
Section 7 Contract Administration
For the purpose of this section, the term "Contract" shall represent contracts,
agreements, professional services agreements, interlocal agreements,
engagement letters, applications, and all other similar documents that include
terms and conditions for the purchase of goods and services.
A. New Contracts
New contracts for goods and services shall be established in accordance
with the Town's Purchasing Policy and Procedures. After completion of the
procurement process, the contract will be established in accordance with
the following:
1. The department will work with the Purchasing Office and Town
Attorney to develop the contract. The contract must be finalized
and approved as to form by the Town Attorney, prior to
submitting for approval. Please allow sufficient time for contract
development and/or review. If available, a standard form previously
approved by the Town Attorney may be used in lieu of new contract
development. Standard forms are available through the Purchasing
Office.
2. The contract should be executed by the vendor prior to submitting
for approval, whenever possible. The Purchasing Office is available
to assist the department with obtaining the appropriate signatures. A
minimum of three originals of the contract should be executed.
3. The department will submit the contract for approval, which includes
preparing a Manager's Memorandum or Agenda Item (Council
approval is required on written contracts over $25,000), and will be
routed through the Purchasing Office for review. A copy of the Town
Attorney's approval must be provided with the contract (unless a pre-
approved standard form is utilized). It should not be listed as an
attachment, but it should be marked and included.
4. Upon contract approval and execution, the Town Secretary will retain
one original for the official record, provide one original to the
department, and provide one original to the Purchasing Office for
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distribution to the vendor. The Purchasing Office will retain a copy
for the purchasing file.
B. Contract Renewals
The Purchasing Office tracks annual contracts with renewal options.
Contract files are pulled ninety days prior to the expiration date and
processed as follows:
1. The Purchasing Office will verify the department’s intent to renew the
contract.
2. The Purchasing Office will run an expenditure report for the current
contract period to determine if the annual expenditure is in-line with
the contract award.
3. The Purchasing Office will work with the department to consider any
request for price increase submitted by the vendor.
4. The Purchasing Office will issue the renewal letter to the vendor or
assist the department with the appropriate action(s) to process the
renewal, if Town Manager or Council approval is required. If the
renewal involves a document that requires a signature, the process
outlined in Section 7 A above will apply.
5. Upon completion of the renewal process, the Purchasing Office will:
a. Update contract database.
b. Provide notice of renewal to all parties involved.
If there are no renewal options available, the department will work with the
Purchasing Office to rebid the contract, if there is a continuing need for the
goods or services.
C. Contract Amendments and Change Orders
Contract amendments and change orders cannot exceed 25% of the
original award amount, individually or collectively, if the purchase is subject
to the competitive bid laws of the State of Texas. Additionally, change
orders for construction contracts cannot be decreased by more than 25% of
the original award without the contractor’s consent. Any changes to an
executed contract document should be processed as a contract amendment
or change order, as appropriate, in accordance with the following:
1. The department will work with the Purchasing Office and Town
Attorney to develop the amendment/change order. The
amendment/change order must be finalized and approved as to
form by the Town Attorney, prior to submitting for approval.
Please allow sufficient time for document development and/or review.
If available, a standard form previously approved by the Town
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Attorney may be used in lieu of new document development.
Standard forms are available through the Purchasing Office.
2. The amendment/change order should be executed by the vendor
prior to submitting for approval, whenever possible. The Purchasing
Office is available to assist the department with obtaining the
appropriate signatures. A minimum of three originals of the
amendment/change order should be executed.
3. The department will submit the amendment/change order for
approval, which includes preparing a Manager's Memorandum or
Agenda Item (Council approval is required on amendments/change
orders over $25,000), and will be routed through the Purchasing
Office for review. A copy of the Town Attorney's approval must be
provided with the amendment/change order (unless a pre-approved
standard form is utilized). It should not be listed as an attachment,
but it should be marked and included.
4. Upon approval and execution of the amendment/change order, the
Town Secretary will retain one original for the official record, provide
one original to the department, and provide one original to the
Purchasing Office for distribution to the vendor. The Purchasing
Office will retain a copy for the purchasing file.
5. If applicable, the Purchasing Office will revise the purchase order
accordingly, and re-issue to the department and the vendor.
D. Contract Cancellation/Termination
1. If it becomes necessary to cancel/terminate a contract, please
notify the Purchasing Office as soon as possible. If a written
contract is in place, the Town must comply with the
cancellation/termination requirements outlined in the contract
document. The terms and conditions are specific to the contract,
and vary from one contract to another.
2. If written notice is required, the department will work with the
Purchasing Office and the Town Attorney to draft the
cancellation/termination letter, and to determine the appropriate
signatory authority.
3. The department will submit the cancellation/termination letter for
approval, which includes preparing a Manager's Memorandum or
Agenda Item, and will be routed through the Purchasing Office for
review.
4. Upon approval and execution of the cancellation/termination letter,
the Town Secretary will retain one copy for the official record, provide
one copy to the department, and provide the original to the
Purchasing Office for distribution to the vendor in the manner
prescribed in the contract. The Purchasing Office will retain a copy
for the purchasing file.
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E. Performance Issues
Any vendor/contractor performance issues should be documented and
reported to the Purchasing Office immediately. It is extremely important to
document details of non-compliance and provide documentation for the file.
The department has two options to cure as follows:
1. Department to Cure
The department will make initial efforts to cure the issue. If efforts
are successful, the department will continue to monitor vendor
performance to ensure compliance. If performance is not cured, the
Purchasing Office should be notified immediately for further action.
2. Purchasing Office to Cure
The department will provide the Purchasing Office with details of
non-compliance. The Purchasing Office will take action in order to
cure the issue by issuing a formal cure notice. If non-compliance
continues, the Purchasing Office will confer with the Town Attorney
in regards to any legal recourse that may be available.
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Section 8 Glossary of Terms
A. This glossary further defines terms that are contained in the Purchasing
Policy and Purchasing Procedures Manual, or are related to. Any process
or procedure outlined in this glossary is incorporated as part of the
Purchasing Procedures.
1. Addendum: A written change, addition, alteration, correction or
revision to a bid or proposal. An addendum may be issued following
a pre-bid/pre-proposal conference, or as a result of a specification or
work scope change to the solicitation. All addendums to a formal
bid/proposal processes will be issued by the Purchasing Office.
2. Agreement: An understanding, usually in writing, between two or
more competent parties, under which one party agree to certain
performance as defined in the agreement and the second party
agrees to compensation for the performance rendered in accordance
with the conditions of the agreements. Agreements and contracts
are sometimes used synonymously. Generally agreements are
approved by an attorney “as to form” and legal sufficiency prior to
execution.
3. Amendment: 1) An agreed addition to, deletion from, correction or
modification of a document or contract; and 2) To revise or change
an existing document; a formal revision, improvement or correction.
4. As To Form: Documents and agreements that are approved by an
attorney for legal sufficiency prior to their execution while not
commenting on the business merits of their contents.
5. Auction: A public sale in which property or items of merchandise
are sold to the highest bidder. Many governments will auction off
government property and may contract with a private auctioneering
firm to handle the complete transaction including advertising, the
sale and collection of funds.
6. Award: After completion of the evaluation process, award will be
made to the lowest responsible/responsive bidder, unless award is
based on best value as indicated in pre-determine evaluation criteria
published in the bid/proposal document. If the award amount is in
excess of $50,000, or if there is an associated formal
agreement/contract in excess of $15,000, Council must award the
bid/proposal, or reject all submissions. A notice of award is sent to
the successful bidder or proposer, and award notification is sent to
all unsuccessful bidders or proposers.
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7. Best and Final Offer: In a competitive negotiation, the final proposal
submitted after negotiations are completed that contains the
proposer’s most favorable terms for price, services and products to
be delivered. Sometimes referred to as BAFO and utilized during the
Request for Proposal (RFP) or Competitive Sealed Proposal (CSP)
method of procurement.
8. Best Value: An assessment of the return which can be achieved
based on the total life cycle cost of the item; may include an analysis
of the functionality of the item; can use cost/benefit analysis to define
the best combinations of quality, services, time, and cost
considerations over the useful life of the acquired item. A
procurement method that emphasizes value over price. The best
value might not be the lowest cost. Generally achieved through the
Best Value Bid, Request for Proposal (RFP), or Competitive Sealed
Proposal (CSP) method of procurement.
9. Bid (noun): The response submitted by a bidder to a competitive
sealed bid or request for bid. Sometimes the completed bid
document may be referred to as “the bid”. The response to a
Request for Proposal (RFP) is called a proposal or offer.
10. Bid (verb): To submit a bid response. By submitting a bid response,
one person (the vendor) gives the Purchasing Office the legal power
to create a contract with the responding vendor in accordance with
the bid response.
11. Bid/Proposal Evaluation: A comprehensive review of all
bids/proposals received as a result of a competitive process usually
for the purpose of comparing strengths and weaknesses of the
bids/proposals received based on the requirements and criteria set
forth in the request for bids/proposals. In determining whether the
bid/proposal is responsive, designated personnel should decide
whether the bid/proposal is responsive, check to see whether it is
provided on the form furnished, and see that it contains no
exceptions to specifications or plans.
12. Bid-Opening: The official process in which sealed bids are publicly
opened, usually in the presence of one or more witnesses, at the
time and place specified in the invitation for bid. The Purchasing
Manager, or an authorized designee, will preside over bid openings
for the Town. The envelope will be checked to determine that all
required documents are enclosed, and the amount of each bid will
read aloud. The pricing is recorded by a Town representative, and
bids are made available for public inspection after award. Per LGC
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252.041 the due date for the bid cannot be less than fifteen (15) days
from the first legal advertisement date.
13. Bid Tabulation: A public document listing all vendors who
responded to a request for bid, with a list of all items contained in the
bid, and showing unit prices for each item for each bidder. All unit
prices, extensions, and total dollar amounts will be checked and any
errors corrected. In the event of a discrepancy, the unit price will
prevail.
14. Blanket Purchase Order: A purchase order for the total estimated
amount to purchase contracted goods or services over a specified
period of time, usually one year. Quantities are not always specified
on the purchase order, but the contract establishes prices, terms,
conditions, and the period covered. Goods or services are ordered
on an as-needed basis, and
15. Contract: A contract is a legally binding document between the
Town and a vendor, outlining the terms and conditions of the
purchase of goods or services offered by the vendor, and accepted
by the Town. A contract is enforceable by law.
16. Change Order: A written alteration that is issued to modify or amend
a contract or purchase order. A change order directs the contractor
to make changes to the contracted scope of work or specifications.
In reference to construction contracts, it relates primarily to changes
caused by unanticipated conditions encountered during construction
not covered by the drawings, plans or specifications of the project.
17. Clarification: A communication with a bidder/offeror for the sole
purpose of eliminating minor irregularities or apparent clerical
mistakes in a bid/proposal; may be initiated by either bidder/offeror
or purchaser; does not give bidder/offeror an opportunity to revise or
modify its bid/proposal, except to the extent the correction of
apparent clerical mistakes results in revision.
18. Cure Notice: A notice that must be issued prior to termination for
default of a supply or service contract. The cure notice will outline
the non-conformance, and will typically include an opportunity for the
vendor to cure the issue. The notice will also state the consequences
for continued non-conformance, and the grounds for termination.
19. Historically Underutilize Business (HUB): A "Historically
Underutilized Business" is an entity with its principal place of
business in Texas and is at least 51% owned by an Asian Pacific
American, Black American, Hispanic American, Native American
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and/or American woman who reside in Texas and have a
proportionate interest and demonstrate active participation in the
control, operations, and management of the entity's affairs. The
State Comptroller’s Office handles the HUB certification process,
and maintains a HUB vendor database.
20. Negotiations: A procurement method for obtaining goods, services
and construction in which discussion and negotiations may be
conducted with responsible offerors who submit responsive
proposals.
21. Pre-Bid/Pre-Proposal/Pre-Submission Meeting: A meeting to
discuss with potential respondents, technical, operational and
performance specifications, and/or the full extent of financial,
security and other contractual obligations related to a solicitation
before the closing date. The meeting will provide information to
potential respondents to ensure responses are submitted with the
best understanding of conditions or circumstances surrounding the
project. Meetings are recommended for complex construction
projects, or any other projects as deemed appropriate by the
department.
22. Legal Notice: A public notice required by law, LGC 252.041, to be
published in the Town’s official newspaper. Legal notice must be
advertised once a week for two consecutive weeks, and should
identify the type of work involved, where the work is to be
accomplished, bid bond requirements, how to obtain bid documents,
dates for pre-bid conferences, site visits, and questions deadline,
and specify the date, time, and place for receiving bids. The legal
notice should also state that the Town has the right to reject any or
all bids/proposals, to waive informalities, and to accept the
bid/proposal that is deemed to be in the best interest of the Town.
23. Requisition: An internal document that is entered into the financial
system by the department outlining details of goods or services to be
ordered, after completing the appropriate purchasing process.
24. Purchase Order: A written document issued to a vendor,
formalizing all the terms and conditions of the purchase of goods or
services, such as a description of the items, delivery schedule, and
terms of payment. The purchase order serves as a contract between
the Town and the vendor, when a formal written contract does not
exist, and is enforceable upon the vendor acceptance of the
purchase order.
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TOWN OF PROSPER
ADMINISTRATIVE REGULATIONS
Exhibit B
Town of Prosper
Purchase Requisition Instructions
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An Instructional Guide to Entering Purchase Requisitions in the Town's
Financial System
Instructions for Entering a Purchase Requisition
Note: Your screens may appear different from the examples included in this instructional guide, based on your system access. However, you
should still be able to locate and access the Requisition Module.
Accessing the System
1. Double-click on the STW icon on your desktop. Ensure that you select 'Stw Login' not 'Stw ePortal'
2. Enter User ID and Password. (Note: Contact the Purchasing Office if you do not have a User ID and Password)
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Accessing the Requisition Module
1. Select 'Requisitions'
2. Select 'Department Processing and 'Requisitions'
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Entering New Requisitions
1. Select 'New' from the menu at the bottom right corner of the screen.
Tip: You can customize
this section by dragging and
dropping an item from the
menu on the right side of
the screen into the
'Favorites' section on the
left side of the screen.
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2. Complete the following on the screen (no action required for the fields not specified below):
a. Department Name: click magnifying glass and select department name, then tab (some fields will automatically populate
information after you tab).
b. Date item needed: You can leave the default date, or change the date if required.
c. Emergency: only change to 'yes' if this is an emergency purchase, as defined in the Purchasing Policy and Procedures.
d. Special information: this is where you indicate the type of purchase (e.g. bid/contract number, low bid, best value, sole source,
etc.)
e. Requisition requirements: this is where you provide additional information specific to the purchase (e.g. date contract was
approved by Town Manager/Council, obtained 3 quotes, HUB requirements met, sole source justification, etc.)
f. Supplier info part 1-3: if you obtained 3 quotes, you can enter the names of the vendors in these sections (this is optional and
does not have to be used)
g. Preferred vendor: click magnifying glass and search/select vendor, then tab (the vendor name will populate after you tab). If the
vendor is not in the system, please request a W -9 from the vendor. Upon receipt of the W -9, forward to Accounts Payable and
request for vendor to be added to the system.
h. Questions about IT and federal funds toward the bottom of the screen: you must answer both questions (yes or no), or you will
receive an error message.
i. After you have completed the above sections, select 'OK' from the menu at the bottom right corner of the screen.
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3. Complete the following on the screen (no action required for the fields not specified below):
a. Product group: select 'Goods' or 'Service'
b. Line item description: enter description of good or services being purchased. Note that any information entered into this section
will print on the PO.
c. Quantity: enter quantity being purchased.
d. Price per unit: enter the unit price for the good or service being purchased.
e. UOM: enter the unit of measure (e.g. EA for each, LS for lump sum, MO for month, etc.).
a
h
g
f
e
d
b
i
h
c
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f. Account number(s): enter account number funding the purchase, with no dashes (e.g. 10532060), and tab (Description and
Amount will auto-populate after you tab).
g. After you have entered the information, you have to select 'OK' from the menu on the bottom right corner of the screen, or the
information will not be saved. Once you select 'OK', a new screen will appear. Repeat this process until you have finished entering
all line items. Remember to select 'OK' after you enter each line item!
h. When you have finished entering all line items, select the back button (green arrow) from the menu on the bottom right corner of
the screen.
b
a
c d e
f
g
h
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4. This screen will display all the line items that were entered for this requisition.
a. If you need to add an additional line item(s), select the 'New' button, and repeat the steps above.
b. If you need to correct a line item, click on the line, and see the 2nd screenshot below.
1) Select the 'Update' button (U) from the menu on the bottom right corner of the screen.
2) If you correct the unit price, you will have to manually enter the new extended amount.
3) Select 'OK' to save the information.
c. Once all line items are entered, select the back button (green arrow) from the menu on the bottom right corner of the screen.
a
c
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5. You are now at the Requisition Mastery Inquiry Screen. You can do 4 things from this page:
a. To regain access to the line items, select the 'Details' tab.
b. To upload supporting documentation, select the icon identified from the menu on the bottom right corner or the page, select 'Upload'
and either search for the file(s), or drag and drop them into the designated area. Click the back button (green arrow) once you
have completed selecting all of the appropriate attachments.
c. To delete a requisition, select the red 'X' button from the menu on the bottom right corner of the page, and confirm deletion by
selecting 'Yes' when prompted.
d. The requisition will remain in held status until you are ready to release it for approval. You can leave the system and come back
later to make changes while it is in held status, but once you elect to complete the requisition, you will no longer be able to make
b1
b3
b2
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any revisions. If any revisions are required after it is completed, please contact the Purchasing Office. To complete the requisition
and begin the electronic approval routing process, select the 'Complete Req' tab.
b
d
c
a
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Congratulations, you have completed your requisition!
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For Requisition Approvers Only: Approving Requisitions
1. Select 'Requisitions'
2. Select 'Department Processing and Approval Routing Process
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3. This screen will display any requisitions pending your approval. Select the requisition by clicking on it.
Tip: You can customize
this section by dragging and
dropping an item from the
menu on the right side of
the screen into the
'Favorites' section on the
left side of the screen.
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4. You are now on the 'Approve Requisition' screen.
a. To review requisition detail, select the 'Req Inquiry' tab at the top of the page. This will take you to the 'Requisition Master Inquiry'
screen, where you can review line items by selecting the 'Details' tab, and then clicking on the line item(s) you would like to review,
review attachments to the requisition, and any buyer notes or comments.
b. To approve/reject the requisition, make the appropriate choice where indicated on the screen, and select 'OK' from the menu on
the bottom right corner of the screen. If rejecting the requisition, you can enter comments in the 'Description' section. Please note
that anything entered in the 'Description' section will be included in the system notification email sent to the requisitioner.
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TOWN OF PROSPER
ADMINISTRATIVE REGULATIONS
CHAPTER 11: PURCHASING The Purchasing Division will serve as the central procurement office of the Town, and will have the right to determine which method of procurement provides the best value for the Town, adopt operational procedures consistent with sound business practices and state law, governing the procurement and management of all materials, services, and construction to be procured by this Town, and to manage disposal of materials no longer needed by the Town. The purpose of the Purchasing Policy is to provide the Town with the requisite parameters for purchasing goods and services under applicable state statutes. More specifically, the purposes are:
• to simplify and clarify the laws governing purchasing by the Town
• to permit the continued development of purchasing policies and practices
• to provide consistency in the purchasing practices of the Town with regard to pertinent purchasing laws
• to increase public confidence in public purchasing
• to ensure the fair and equitable treatment of all persons who participate in the purchasing process
• to provide increased economy and efficiency in purchasing activities by avoiding unnecessary, unwarranted, and duplicative purchases
• to foster free and open competition
• to provide safeguards for the maintenance of a purchasing system of quality and integrity
• to ensure that full accounting is available and given for all purchases.
SECTION 11.01: ORGANIZATIONAL RESPONSIBILITIES
A. Town Council The Town Council shall be responsible for: 1. considering all purchases exceeding $50,000, or the amount set for competitive bidding pursuant to current state law;
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2. considering all written contracts and agreements exceeding $25,000; 3. considering all change orders exceeding $25,000, provided the change order does not increase the original contract price by more than twenty-five percent (25%), or decrease the original contract price by more than 25% without the consent of the contractor; 4. adopting rules for electronic receipt of bids or proposals (Resolution No. 13-52); and 5. approving the alternative bidding method to be used for the construction of a facility, as described by Chapter 2269, Government Code, after determining it to be a better value than competitive bidding.
B. Town Manager The Town Manager shall be responsible for: 1. approving and executing change orders up to $25,000, provided the change order does not increase the original contract price by more than 25%, or decrease the original contract price by more than 25% without the consent of the contractor (Ordinance No. 13-53); 2. approving and executing all contracts and agreements up to $25,000 (Ordinance No. 13-53); 3. approving and executing interlocal agreements entered into pursuant to Chapter 791 of the Texas Government Code, up to $25,000, including purchasing agreements and agreements with other governmental entities relative to authorized governmental functions and services, as defined in Section 791.003(3) of the Texas Government Code (Ordinance No. 13-53); and 4. approving requisitions over $10,000.
C. Town Department Heads Town Department Heads, or an authorized designee, shall have authority to approve requisitions up to $10,000, and be responsible for: 1. complying with existing purchasing policies and procedures; 2. reviewing and approving proposed purchasing actions to avoid unnecessary or duplicative purchases; 3. ensuring that the item to be purchased has monies available in the budget; 4. determining whether a contract exists for the item to be purchased; 5. verifying that the items received are sufficient and in good condition, and authorizing payment of the invoice; and
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6. ensuring that all paperwork is forwarded to the purchasing and finance offices for recordation and payment.
D. Purchasing Agent The Purchasing Agent shall be responsible for: 1. developing and administering the Town’s purchasing policy and procedures; 2. managing the Town’s purchasing program to include compliance with all statutory and internal policies; 3. developing and maintaining a purchasing procedures manual; 4. determining the best method of procurement (excluding alternative construction methods) (Resolution No. 13-51); 5. processing purchasing requests; 6. executing and issuing purchase orders; 7. identifying, soliciting, and evaluating competitive offerings to select vendors or contractors; 8. monitoring the terms and conditions of purchases; 9. ensuring complete and accurate documentation of all purchases; 10. administering contracts and agreements for goods and services; 11. administering the requisition/purchase order module of the financial system; 12. administering the electronic procurement (e-procurement) system; 13. administering the Town’s procurement card program; 14. disposing of surplus and obsolete property; and 15. maintaining all purchasing files and records.
SECTION 11.02: ETHICS
A. Standard of Conduct
Each officer, employee, or agent acting under the authority of this Section shall at all times adhere to and comply with the Town’s Code of Ethics, set forth in Article 1.10 of Chapter 1 of the Town’s Code of Ordinances, and Chapter 171 of the Texas Local Government Code.
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No officer, employee, or agent of the Town shall participate in the negotiation, selection, discussion, award or administration of a contract or procurement supported by public funds if: 1) that individual has a substantial interest in a person or entity, as defined by Chapter 1, Article 1.10 of the Town’s Code of Ordinances and/or Chapter 171 of the Texas Local Government Code, that is the subject of the contract or procurement; or 2) a conflict of interest exists. An officer, employee or agent of the Town shall at all times avoid the appearance of impropriety. A conflict arises when a Town employee, officer or agent, or any relative thereof, a partner or a person or an organization that employs or may employ in the near future any of these individuals, has a financial or other interest in any entity that may be considered for the award.
B. Course of Conduct in the Event of a Conflict or Substantial Interest In the event of a conflict of interest or substantial interest, as set forth in subpart A, the affected officer, employee or agent must adhere to the following procedures: 1. sign a declaration of possible conflict of interest or affidavit of a substantial interest; and 2. if applicable, abstain from any participation in any procurement action: a. where the officer, employee or agent directly represents an organization or may receive an economic benefit; b. where the officer, employee or agent is in direct competition with a proposal or bid which would provide a direct financial benefit; or c. as required by Chapter 171 of the Texas Local Government Code and the Town’s Code of Ethics. 3. abstain from participating in the procurement process, which includes, but is not limited to, discussions, lobbying, rating, scoring, recommending, explaining or assisting in the design or approval of the procurement process or the award of the contract: a. on contracts with the organization he/she represents or from which he/she receives an economic benefit; b. on contracts with organizations in which a relative might realize an economic benefit; or c. as required by Chapter 171 of the Texas Local Government Code and the Town’s Code of Ethics.
C. Violations and Remedies Violations of policy may constitute misconduct, subjecting the violator to any and all penalties prescribed by state law, the Town’s Code of Ethics, and/or the Town’s Charter. Penalties, sanctions or other disciplinary actions, to the extent permitted by state or local law, rules or regulations, shall be imposed for violations of the code of conduct/conflict of interest
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standards, by Town officer, employees or agents or by persons, contractors or their agents, when the procurement involves state or federal programs and/or funds. Appropriate sanctions, penalties or disciplinary actions shall be applied for violations. Violations of state or federal law shall be referred to the proper authority having jurisdiction over same.
SECTION 11.03: REQUISITION REQUIREMENTS Requisitions are required for all procurements in excess of $3000, unless otherwise exempt as indicated in the Exemptions section below. Requisitions may be submitted for purchases less than $3,000, but are not required. Requisitions shall be submitted to the Purchasing Office for processing after obtaining all appropriate approval signatures, and with all supporting documentation attached.
A. Exemptions Items that do not have to be submitted on a requisition and can be paid with a procurement card, by completing a check request, or approved for payment in the manner prescribed by the Accounting Division are:
• catered event fees
• election fees
• insurance premiums
• membership or professional association dues and fees
• periodicals
• postage
• registration fees
• regulatory fees
• subscriptions
• travel expenses
• tuition
• utilities
• other fees as approved by the Purchasing Agent.
B. Emergency Requisition
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1. Conditions In order to qualify as an emergency purchase, one of the following conditions must exist, as identified in Section 252.022 of the Texas Local Government Code, as amended: a. a purchase necessary because of a public calamity that requires the purchase of goods or services to relieve the necessity of the municipality's residents, or to preserve the property of the municipality; b. a purchase necessary to preserve or protect the public health or safety of the municipality's residents; or c. a purchase necessary because of unforeseen damage to public machinery, equipment, or other property. 2. Process If a condition qualifies as an emergency purchase, the emergency requisition process shall be followed, as outlined in the Purchasing Procedures Manual that has been provided to each department/division.
C. Requisition Processing Upon receipt of a requisition, the Purchasing Office shall process the requisition and procure goods and services utilizing the best method of procurement, to include the following:
• check the requisition for completeness;
• comply with State of Texas Historically Underutilized Business (HUB) law, as identified in Section 252.0215 of the Texas Local Government Code, as amended, and with internal policies and procedures;
• verify contract provisions, if purchasing goods or services from an existing contract;
• verify signature authorization;
• verify that sufficient funds are available to purchase goods or services; and
• prepare and issue a purchase order.
SECTION 11.04: PURCHASING THRESHOLDS
A. Purchases $3,000 and under
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1. Competitive quotes are not required for purchases $3,000 or under, but may be obtained for any purchase. Procurement cards should be utilized for these purchases when possible.
B. Purchases Over $3,000 and up to $50,000 1. Competitive written quotes will be solicited by the department, from an adequate number of vendors to ensure competition, including at least two Historically Underutilized Businesses (HUBs), if available, as required in Section 252.0215 of the Texas Local Government Code, as amended. HUBs should be contacted on a rotating basis, based on information provided by the comptroller. If the list fails to identify a HUB in the county, the Town is exempt from this requirement. All purchases within this dollar threshold will be processed through the Purchasing Office, except for exempt purchases defined above.
C. Purchases Over $50,000 1. Unless otherwise specified by law, all purchases in excess of $50,000 shall be awarded by competitive bidding or reverse auction procedures, pursuant to current state law. All competitive bids and reverse auctions will be issued by the Purchasing Office. 2. Change Orders shall not exceed 25% of the original contract amount, or decrease the original contract price by more than 25% without the consent of the contractor, except for exempt purchases as defined above. The Town may not split purchases to circumvent the competitive requirements or the $50,000 limit. Split purchases are defined as follows: 1. Component Purchases: Purchases of the component parts of an item that in normal purchasing practices would be purchased in one purchase. 2. Separate Purchases: Purchases made separately of items that in normal purchasing practices would be purchased in one purchase. 3. Sequential Purchases: Purchases made over a period, of items that in normal purchasing practices would be purchased in one purchase
SECTION 11.05: METHODS OF PROCUREMENT
A. Methods of Procurement The Purchasing Agent will determine the best methods of procurement (excluding alternative construction methods), based on the purchasing threshold as identified above, and the nature of goods or services required. The methods of procurement utilized by the Town include, but are not limited to, the following:
• Competitive Sealed Bids (CSB)
• Competitive Sealed Proposals (CSP)
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• Request for Proposals (RFP)
• Request for Statements of Qualifications (SOQ)
• Request for Quotes (RFQ)
B. Exemptions Exemptions from the methods of procurement listed above, as identified in Section 252.022 of the Texas Local Government Code as amended, include, but are not limited to, the types of purchases listed below. 1. Emergency Purchases: An emergency purchase that qualifies under one of the conditions defined above. 2. Personal Services: Services involving the personal, intellectual or manual labor of an individual; a service performed personally by a particular individual for the benefit of another. 3. Professional Services: Services performed within the scope of practice (or provided in connection with the employment of a licensed person in the areas of practice) of accounting, architecture, landscape architecture, land surveying, medicine, optometry, professional engineering, real estate appraising or professional nursing. Methods for procuring these services are set forth in the Texas Government Code, Chapter 2254, also known as the Professional Services Procurement Act. 4. Planning Services: Services primarily intended to guide governmental policy to ensure the orderly and coordinated development of land uses. 5. Consulting Services: Service of studying or advising the Town under a non-employee/ employer type contract. 6. Sole Source Purchases: The item is available from only a single source because of patents, copyrights, secret processes or natural monopolies; films, manuscripts, or rare books; electricity, gas, water and other utility services; captive replacement parts or components for equipment. 7. Cooperative Purchases: Supplies, equipment or services purchased through an approved cooperative purchasing program which meets all applicable laws and regulations. 8. Personal Property: Property sold (a) at an auction by a state licensed auctioneer; (b) at a going out of business sale held in compliance with Subchapter F, Chapter 17, Business & Commerce Code; (c) by a political subdivision of this state, a state agency of this state, or an entity of the federal government; or (d) under an interlocal contract for cooperative purchasing administered by a regional planning commission established under Chapter 391, Local Government Code.
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9. Retail Sale: Goods purchased for subsequent retail sale by the Town. 10. Advertising: Advertisements, other than legal notices.
C. Professional Services
Although Professional Services are exempt from competitive bid laws, the Town will utilize the SOQ process for the selection of firms as follows: 1. Architectural, Engineering, or Land Surveying Services: The Town will utilize the SOQ process for the selection of the most highly qualified firms providing Architectural, Engineering, or Land Surveying services, for any dollar amount. 2. All Other Professional Services: The Town will utilize the SOQ process for the selection of firms, on the basis of demonstrated competence and qualifications to perform the services; and for a fair and reasonable price, for professional services other than those identified above, if the expenditure for services is anticipated to be in excess of $25,000.
SECTION 11.06: PROCUREMENT CARD PROGRAM The procurement card (p-card) program is a payment mechanism designed to reduce the administrative costs associated with processing small purchases under $3,000. The p-card program is not intended to avoid or bypass appropriate purchasing or payment procedures. The intent of the p-card program is to complement the existing purchasing processes available.
A. Obtaining Procurement Cards The Procurement Card Application Form is available from the Purchasing Office. Upon Department Head signature of approval, the completed application form should be submitted to the Program Administrator (Purchasing Agent or designee). P-cards will not be issued to cardholders until each cardholder: 1. has received the appropriate level of training from the Program Administrator; 2. has received program hand-outs; and 3. has signed the Cardholder Agreement confirming receipt of p-card, understanding of agreement, and acknowledgment that improper use of the p-card may result in disciplinary action, up to and including termination of employment.
B. Cardholder Limits and Commodity Restrictions Monthly dollar limits and commodity restrictions will be assigned to all Town p-cards. The monthly billing cycle runs from the 6th of the month, to the 5th of the following month. If the 5th falls on a weekend, the billing cycle will be extended until midnight on the first business day following the 5th.
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Some restrictions will apply to the entire program, such as cash advances, alcohol, cigar/tobacco products, and casinos/gambling facilities, while others are determined based upon the cardholder’s job position and responsibilities. If a purchase is declined due to Merchant Category Code (MCC) exclusion, and you have reason to believe that the MCC is valid, contact the Program Administrator to discuss. The Program Administrator will assign one of the authorization levels listed below to each p-card. Variations must be approved in advance by the Town Manager. This is not meant to be an all-inclusive list, and the Town reserves the right to impose other limitations and restrictions. 1. Executive: $5,000 2. Supervisory or Administrative Support: $3,000 3. General: $1,000 (additional exclusions may apply, including any travel related expenses)
C. Duties and Responsibilities
1. Program Administrator The Purchasing Agent will serve as the Program Administrator for the Town's p-card program. The responsibilities of the Program Administrator include: a. serving as the official Town liaison with the credit card processing company; b. determining appropriate MCC exclusions to minimize risk to the Town; c. maintaining online p-card system, to include cardholder database, department assignments, hierarchy levels, and accounting codes; d. processing p-card applications; e. issuing p-cards and related program information; f. maintaining inventory of p-cards and authorization level assignments; g. providing training to all cardholders; h. securing revoked/cancelled p-cards; i. handling disputed charges/discrepancies not successfully resolved between cardholder and merchant; j. assisting departments with merchant declines and emergency transactions; k. handling re-issuance of expired cards; l. handling replacement of p-cards after notification of lost/stolen/fraudulent activity; and
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m. handling any and all issues related to the p-card program not specifically mentioned. 2. Cardholder Responsibilities P-cards will be assigned to individual cardholders, and should not be shared. Although the cardholder’s name is printed on the card, the card is issued to the Town of Prosper and will have no impact on the cardholder’s personal credit. However, Town funds are committed each time the p-card is used, and each individual cardholder is responsible for all charges made to their p-card. Therefore, by participating in the p-card program, all cardholders are responsible for the following: a. not allowing other individuals to use their p-card; b. determining if the transaction is an acceptable use of the p-card, and if the total expenditure, including delivery or freight charges, is within the cardholder’s spending limit; c. ensuring p-card is utilized for legitimate Town business only; d. ensuring transactions are not split to avoid the $3,000 threshold that requires a requisition to be submitted to the Purchasing Office; e. ensuring that the Town is not charged sales tax - inform the merchant of tax exempt status
prior to placing the order; f. ensuring that transactions are not processed through PayPal; g. obtaining an itemized invoice or receipt for every p-card transaction - the credit card charge slip is not considered adequate documentation; h. for business meals, include the purpose of the business meal, and the names of those in attendance on the receipt; i. completing transaction review and coding transactions in the online p-card system after the end of each billing cycle; j. submitting Expense Report, with detailed receipts attached, to the assigned supervisor for review, reconciliation, approval, and submission to the Accounting Division by the 15th of each month; k. maintaining p-card in a safe and secure location at all times; l. attempting to resolve disputes or billing errors directly with the merchant; m. notifying the Program Administrator of any disputes that cannot be resolved with the merchant, and following JPMorgan Chase's dispute process;
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n. immediately informing the bank, at the phone number indicated on the p-card, your Department Head, and the Program Administrator of lost or stolen p-cards, or of fraudulent charges; and o. surrendering p-card to the Program Administrator upon separation from the Town, or on demand at any time.
D. Missing Receipts It is the responsibility of the cardholder to obtain an itemized receipt/invoice for each transaction. If a receipt/invoice is missing, the cardholder will make every effort to obtain a duplicate receipt/invoice from the merchant. However, if obtaining a duplicate receipt is not possible, a Missing Receipt Form will be completed and attached to the Expense Report, and approved by the supervisor. Contact the Program Manager to obtain the form. Habitual use of the Missing Receipt Form may be grounds to revoke p-card privileges.
E. Returns, Credits, and Disputed Charges
Should a problem arise with a purchased item, or with billing, every attempt should be made by the cardholder to resolve the issue directly with the merchant. Review of future statements is vital to ensure that the account is properly credited for returns, credits, and disputed charges. It is the cardholder's responsibility to ensure credits are processed in a timely manner. If you are unable to resolve the issue directly with the merchant, please notify the Program Administrator, and follow the credit card processing company's dispute resolution process. The Program Administrator is available to assist with this process. During the investigation, a credit will be issued to the cardholder's account for the amount in question. Upon completion of the investigation, the cardholder will be notified of resolution. If the dispute is not settled in the cardholder's favor, the account will be charged for the disputed transaction amount. Failure to take immediate and appropriate action could result in a loss to your department's budget, and your p-card privileges may be revoked.
F. Lost, Stolen, or Misplaced Cards
If your p-card is lost or stolen, immediately contact the credit card processing company at the number below. Representatives are available 24 hours a day, 7 days a week. Also contact the Program Administrator and your Department Head during normal business hours. Prompt action can reduce the Town's liability for fraudulent activity. The credit card processing company will be responsible for all transactions made after the card has been reported lost/stolen. The Town is liable for all charges prior to that time.
Lost or Stolen Card: (800) 890-0669
When reporting a lost or stolen card, the cardholder should tell the representative the call is regarding a company procurement card.
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G. Violations and Remedies Violations to the p-card program may result in disciplinary action, up to and including termination of employment. At a minimum, violations to the p-card program will result in the following remedies: 1. First Offense: Written warning of infraction. 2. Second Offense: P-card privileges suspended for thirty (30) days, and cardholder will surrender p-card to the Program Administrator for the duration of suspension period. 3. Third Offense: P-card privileges suspended permanently. Cardholder will surrender p-card to the Program Administrator.
SECTION 11.07: RECEIPT OF GOODS/SERVICES
A. Inspection Upon receipt of goods or services, it is the department’s responsibility to ensure that the order is complete as to quality and quantity, and to report any discrepancies to the Purchasing Office or directly to the vendor. If the shipment is complete and undamaged, the packing slip or delivery ticket should be signed and retained until the invoice for payment is received. Should the department receive only a partial shipment, or return part of a shipment due to damage or delivery of the wrong items, this must be noted on the packing slip or delivery ticket, and noted on the invoice in order to prevent improper payment.
B. Damages/Defects Goods and services should be checked at the time of receipt to detect any damages or defects. This inspection should also include assuring that the material is in compliance with the specifications. When it is apparent that the extent of the damage causes the goods to be of little worth, they should not be accepted. 1. Visible Damage: One of the major reasons for inspection at the time of receipt is to detect any visible damage. It is important that all damage be completely described on the receiving paperwork. 2. Concealed Damage: Any evidence of concealed damage should be documented to support the filing of damage claims against the carrier. The carrier should be notified immediately, and a joint inspection should be scheduled with the carrier’s representative.
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3. Claims: If the shipment is “F.O.B. destination” the vendor is responsible for assisting with the settlement of the claim and for full replacement of the damaged items. Payment should be withheld until the claims are settled.
SECTION 11.08: DISPOSAL OF SALVAGE/SURPLUS PROPERTY The Purchasing Agent or designee shall be responsible for the disposal of salvage/surplus personal property. Personal property that has been deemed salvage or surplus may be disposed of by one the following methods, as deemed appropriate by the Purchasing Agent:
• sold at a public auction
• sold by soliciting competitive bids
• sold or donated to a political subdivision of this state, a state agency of this state, or an entity of the federal government
• sold or donated in accordance with any other approved personnel policy
• traded-in on new property of the same type
• destroyed or donated to a civic or charitable organization, if such property has a value of less than $500
The Town of Prosper Purchasing Policy was revised and adopted the 11th day of July, 2017. Harlan Jefferson, Town Manager
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Chapter 12, Page 1 Approved April 2, 2015
Revised & Adopted July 2017
TOWN OF PROSPER
ADMINISTRATIVE REGULATIONS
CHAPTER 12: VEHICLE/EQUIPMENT REPLACEMENT FUND PROGRAM
The purpose the Town’s Vehicle/Equipment Replacement Fund (VERF) Program is to provide a reliable funding source and useful criteria for replacement of the Town’s vehicle fleet, field equipment, and computer equipment.
SECTION 12.01: ORGANIZATIONAL RESPONSIBILITIES Throughout the process, it is critical that Town staff works together to ensure that requirements are met, and that the Town of Prosper achieves the identified goal that created the need for the supplemental funding.
A. Town Departments Departments operating vehicles and equipment (including computers) are responsible for: 1. appointing members to the VERF Committee; 2. contributing monthly to the VERF according to this policy; and 3. requesting replacement units during the annual budget process.
B. VERF Committee The VERF Committee is comprised of the Purchasing Agent, the Finance Director, and one representative from each user department. The user department representatives are appointed by their respective department heads. 1. Committee duties include: a. reviewing the annual list of replacements, identifying items warranting replacement per this policy, and prioritizing these items for budgetary consideration; b. making recommendations regarding departmental requests to purchase used vehicles or equipment from the VERF; and
c. recommending revisions to the replacement criteria.
C. Finance Director The Finance Director is responsible for maintaining the VERF policy and has the authority to:
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Chapter 12, Page 2 Approved April 2, 2015
Revised & Adopted July 2017
1. set the annual budget for vehicle equipment replacements; and 2. review and propose modification and/or replacement lists based on budgetary constraints.
D. Purchasing Agent
The Purchasing Agent is responsible for maintaining updated replacement schedules for vehicles, equipment, and I/T equipment. The Purchasing Agent also coordinates with user departments to facilitate individual replacements.
E. Town Manager
The Town Manager is responsible for approving the VERF policy and revisions thereto, and for reviewing and deciding departmental requests to purchase retired items from the VERF.
F. Town Council The Town Council reviews and approves the list of proposed replacements during the budget process each year. They also approve the amount of contributions into the VERF.
SECTION 12.02: REPLACEMENT REQUEST PROCESS Departments will complete a Vehicle Procurement Request Form to initiate the replacement process. Requests must be submitted annually during the budget process. If the requested unit is other than a planned replacement, the user department will provide additional justification and support for the request. The VERF Committee will meet to review all requested replacements.
SECTION 12.03: REPLACEMENT CRITERIA
The Vehicle/Equipment Replacement Criteria (Exhibit A) identifies the estimated life expectancy of the Town’s vehicles and equipment. Age and mileage or hours are the primary criteria for replacement. The criteria are intended as a guide for the replacement decision; items meeting or exceeding the criteria are not automatically approved for replacement. Meeting the criteria makes a unit eligible for replacement, but still subject to additional scrutiny. Also, items that do not meet the criteria may still be eligible for replacement for reasons like excessive maintenance costs, or a total loss declaration by the Town’s insurer.
SECTION 12.04: REPLACEMENT FUNDING The VERF is an internal service fund used to account for the replacement of Town vehicles and equipment. Contributions are made to the VERF based on a replacement schedule for each item. Departments using vehicle(s) or equipment contribute funds from their operational budget into the VERF; these contributions are then used to replace the vehicle(s)/equipment, which mitigates the impact on the operating budget. The amount of annual contribution for each unit is determined as follows:
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Chapter 12, Page 3 Approved April 2, 2015
Revised & Adopted July 2017
CONTRIBUTION = ITEM ACQUISITION PRICE / EXPECTED USEFUL LIFE Example: Chevrolet Tahoe purchased for Police Department: $38,000 Expected useful life: 4 years Contribution = ($38,000/4) = $9,500/year The annual contribution amount is divided by twelve (12) for monthly transfers from the Police Department budget to the VERF via journal entry. Proposed VERF transactions are reviewed and approved as part of the Town’s annual operating budget process. 1. Proceeds from sold vehicles will be credited to the VERF, as will income earned from investment of VERF balances and all claims paid on VERF units. 2. If a department’s vehicle reaches its expected useful life but continues in service, the department will not be required to make additional payments on the vehicle. 3. In the event that approval is received to purchase a retired or replaced vehicle or a piece of equipment from the VERF, the purchase price shall be ten percent (10%) of the original cost of the unit. This amount is intended to compensate for the loss of sale proceeds that would otherwise be deposited in the VERF. 4. In the event that a user department has not contributed enough over the life of an item to cover the cost of its replacement, the difference in funding may be derived from: a. savings on other items being replaced according to this policy in the same department; and/or b. funds available in the department’s operating budget. This section applies to replacement items that are different in nature and more costly than the items to be replaced. It does not apply to increased costs resulting from inflation. 5. Replacement contributions will be discontinued for units sold or retired before the expiration of their useful life. The Town of Prosper Vehicle Equipment/Replacement Fund (VERF) Program was revised and adopted the 11th day of July, 2017. ___________ Harlan Jefferson, Town Manager
Item 8
TOWN OF PROSPER
ADMINISTRATIVE REGULATIONS
VEHICLE/EQUIPMENT TYPE YEARS M ILES HOURS
Aerial bucket trucks 10 100,000 6,000
Aerial ladder and snorkel firre trucks 15 N/A N/A
Air compressors--trailer-mounted 15 N/A 7,500
Ambulances 8 100,000 N/A
Backhoes 10 N/A 7,500
Backhoes, tractor (trackhoes)10 N/A 7,000
Boats 10 N/A N/A
Chippers 8 N/A 7,500
Concrete saw 7 N/A 5,000
Crack sealer 15 N/A 6,000
Cranes, ditchers and trenchers 10 N/A 7,000
Dozers 10 N/A 7,000
Excavators 10 N/A 7,000
Fire engines, pumper tanks and quints 15 N/A N/A
Forklifts 15 N/A N/A
Generators 15 N/A N/A
Hydrohammers 10 N/A 7,000
Infield groomers 5 N/A 4,000
Loaders with tires or tracks 10 N/A 10,000
Motor graders 15 N/A 7,000
Mowers, attachments 12 N/A N/A
Mowers, riding 6 N/A 4,000
Paving equipment (asphalt trucks)10 100,000 6,000
Sand spreader inserts 8 N/A N/A
Sedans (including Police CID and staff vehicles)9 125,000 N/A
Sedans, full-size (pursuit rated)4 125,000 N/A
Sedans, mid-size (pursuit rated)4 100,000 N/A
Street rollers 15 N/A 6,000
Stump cuttter 8 N/A 6,000
SUV (field)8 125,000 N/A
SUV (staff)8 125,000 N/A
SUV (pursuit rated)4 125,000 N/A
Tractors 12 N/A 7,000
Trailers (bed, cargo, livestock, etc.)15 N/A N/A
Trucks, dump, 6- and 12-yards 15 50,000 7,000
Trucks, flushing 10 100,000 7,000
Trucks, pickup--field 1-ton and under 8 125,000 N/A
Trucks, pickups--staff 3/4 ton and under 10 125,000 N/A
Trucks, utility (camera, crane, dump & flat bed, pipe hunter,
tree spade, vacuum)8 100,000 7,500
Turf vehicles 6 N/A 4,500
Vans (cargo, passenger, field)9 125,000 N/A
TOWN OF PROSPER, TEXAS
VEHICLE/EQUIPMENT REPLACEMENT PROGRAM
REPLACEMENT CRITERIA (EXPECTED LIVES)
EXHIBIT A
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Chapter 13, Page 1 Adopted September 19, 2016
Revised & Adopted July 2017
TOWN OF PROSPER
ADMINISTRATIVE REGULATIONS
CHAPTER 13: FUND BALANCE POLICY
SECTION 13.01: PURPOSE AND OVERVIEW The purpose of this policy is to establish guidelines for fund balance levels within each of the Town of Prosper’s funds. It is essential that the Town maintain adequate levels of fund balance to mitigate financial risk that can occur from unforeseen revenue fluctuations, unanticipated expenditures, or adverse circumstances. The Town of Prosper avoids appropriating fund balance for recurring expenses. However, in the event that fund balance is used to support recurring expense, the budget will clearly identify the uses of fund balance and provide an explanation of the circumstances requiring the use of fund balance. In addition, the budget will also address the future potential uses of fund balance for operating expenditures and a course of action to replenish fund balances to target levels. This policy ensures the Town maintains adequate fund balances in various operating funds for capacity to: 1. Provide sufficient cash flow for daily financial needs, 2. Secure and maintain investment grade bond ratings, 3. Offset significant downturns or revenue shortfalls, and 4. Provide funds for unforeseen expenditures related to emergencies.
SECTION 13.02: DEFINITIONS AND CATEGORIES
A. Fund Balance Defined as the difference between a fund’s assets and liabilities reported in a governmental fund, which is more a measure of liquidity than of net worth. This would be most similar to working
capital as used in the private sector. According to the Governmental Accounting Standards Board (GASB) statement number 54, fund balance must be allocated into one of the following five categories: 1. Nonspendable Fund Balance – includes amounts that either
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Chapter 13, Page 2 Adopted September 19, 2016
Revised & Adopted July 2017
a. are not in a spendable form, or
b. are legally or contractually required to be maintained intact. Examples include prepaid items, inventory, redevelopment properties held for resale, or endowments.
2. Restricted Fund Balance – includes amounts for which constraints have been placed on the use of the resources either
a. externally imposed by creditors (such as through a debt covenant), grantors, contributors, or laws or regulations of other governments, b. imposed by law through constitutional provisions or enabling legislation, or c. imposed by Town Charter. Examples include Contingency Appropriations in the Town Charter, grants, and debt covenants. 3. Committed Fund Balance – includes amounts that can be used only for the specific purposes determined by a formal action of the government's highest level of decision-making authority. Commitments may be changed or lifted only by the government taking the same formal action that imposed the constraint originally. Examples include any Council-imposed use or limitation set by Town Ordinance or Resolution. 4. Assigned Fund Balance – includes amounts intended to be used by the government for specific purposes. In governmental funds other than the general fund. assigned fund balance represents the amount that is not restricted or committed. This indicates that resources in other governmental funds are, at a minimum, intended to be used for the purpose of that fund. 5. Unassigned Fund Balance – is the residual classification of the general fund and includes all amounts not contained in the other classifications. Unassigned amounts are technically available for any purpose.
Note: The above fund balance categories only apply to governmental funds. 6. Restricted Fund Balance – While the Fund Balance Policy is intended to focus more on unrestricted portions of fund balance. it is important to note a Town Charter provision in Section 7.08 as amended in May 2011 that imposes a legal restriction on a Contingent Reserve of the General Fund. It reads, "Provision shall be made in the annual budget maintaining a contingency reserve fund balance designation in an amount not less than twenty percent (20%) of the total general fund expenditures, to be used in case of unforeseen items of expenditure or revenue shortfalls. This shall apply to current operating expenses and shall not overlap with any other amount of reserves maintained by the Town. Such contingency reserve appropriation shall be under the control of the Town Manager and distributed by him
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Chapter 13, Page 3 Adopted September 19, 2016
Revised & Adopted July 2017
or her only in the event of an emergency or after supplemental appropriation by the Town Council. The proceeds of the contingency reserves shall be disbursed only by transfer to departmental appropriation, the spending of which shall be charged to the departments or activities for which the appropriations are made.'' 7. Committed Fund Balance – The Town Council is the Town's highest level of decision-making authority and the formal action that is required to be taken to establish, modify, or resc.:ind a fund balance commitment is an ordinance or resolution adopted by the Town Council. The formal action must either adopt or rescind the commitment, as applicable, prior to the last day of the fiscal year for which the commitment is made. The amount subject to the constraint may be determined in the subsequent period. 8. Assigned Fund Balance – The Town Council authorizes the Town Manager or his/her designee as the official authorized person to assign fund balance to a specific purpose approved by this fund balance policy. 9. Order of Expenditure of Fund Balance – While multiple categories of fund balance are available for expenditure (for example, a construction project is being funded partly by a grant, funds set aside by the Town Council, and unassigned fund balance), the Town will start with the most restricted category and spend those funds first before moving down to the next category with available funds. Normally this would result in the use of restricted, then committed, then assigned, and lastly, unassigned fund balance. The Town reserves the right to selectively spend unassigned resources first to defer the use of these other classified funds if determined to be in the Town's best interest. 10. Minimum Unassigned Fund Balance – It is the goal of the Town to achieve and maintain an unassigned fund balance in the general fund equal to five percent (5%) of budgeted expenditures for unanticipated expenditures, unforeseen revenue fluctuations, or other adverse circumstances. The unassigned fund balance level, however, may be reduced during unusual financial circumstances. However, if such a situation occurs, the Town will implement necessary corrective action within a five-year plan to restore the unassigned fund balance to the equivalent of five percent (5%) of budgeted expenditures. This amount is in addition to the twenty percent (20%) restricted fund balance amount required by the Town Charter. 11. Non-governmental fund balances – The fund balance categories discussed above do not apply to proprietary funds according to GASB 54. While not required by the GASB, the Town recognizes the need to apply a minimum balance policy to the proprietary funds maintained by the Town. Therefore, the Town shall strive to maintain a minimum ending working capital balance (current assets minus current liabilities) of at least twenty-five percent (25%) of budgeted non-capital expenditures for each of the proprietary funds. If the working capital level should fall below the desired minimum. the Town will implement necessary corrective action within a five-year plan to restore the working capital balance to twenty-five percent (25%) of budgeted non-capital expenditures.
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Chapter 13, Page 4 Adopted September 19, 2016
Revised & Adopted July 2017
The Town of Prosper Fund Balance Policy was revised and adopted on the 11th day of July, 2017. Harlan Jefferson, Town Manager
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Chapter 14, Page 1 Approved April 2, 2015
Revised & Adopted July 2017
TOWN OF PROSPER
ADMINISTRATIVE REGULATIONS
CHAPTER 14: MUNICIPAL CHAMBER ROOM RESERVATIONS
The Town of Prosper is committed to providing friendly and beneficial customer service to the residents, various non-profit associations and organizations, and area businesses in Prosper. This policy is to provide parameters and guidelines for the reservation and use of the Municipal Chamber.
SECTION 14.01: GENERAL PROVISIONS
A. Policies
1. The Municipal Chamber is available for use by Prosper residents and non-profit or civic groups located in Prosper, if the facility is available and not in use. 2. No use of any Town-owned audio equipment is permitted. 3. Scheduled events shall not exceed four consecutive hours in any 24-hour period. 4. The use of all alcohol and tobacco products is prohibited. 5. Sales, admission fees, and fundraisers are prohibited. 6. Set-up and clean-up must be accomplished within the time period for which the room is reserved. 7. Set-up and arrangement of furniture available, as well as clearing of the room following a meeting, is the responsibility of the person/organization making the reservation. This includes disposal of trash in the outside containers. No physical changes are allowed except for rearrangement of furniture, excluding the Council Bench. A list of non-Town or additional equipment to be used shall be submitted for consideration at the time the reservation is made. Exhibits and items on display may not be disturbed. Nothing may be attached to the walls. 8. No individuals shall be permitted in the non-public areas of the building, nor the area behind the Council bench. Youth and children must be supervised at all times by responsible adults provided by the sponsors of the activity. 9. The use of the Town of Prosper’s Municipal Chamber does not constitute Town endorsement of the viewpoints expressed by the participants of the meeting or program. No advertisement or announcement implying such endorsement shall be permitted.
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Chapter 14, Page 2 Approved April 2, 2015
Revised & Adopted July 2017
B. Procedures
1. Reservations will be made on a first-come first-serve basis and must be made by a Prosper resident or official representative of a Prosper non-profit or civic organization. 2. At least 24 hours’ notice is required for booking the Municipal Chamber. 3. The person/entity making the reservation is expected to be present during the entire
booked event and will be personally liable for any and all damages that should occur. Charges will be levied for any damage based upon actual repair or replacement costs. 4. USE OF THE MUNICIPAL CHAMBER BY TOWN BOARDS AND COMMISSIONS AND TOWN
PERSONNEL SHALL TAKE PRECEDENCE OVER SUCH OTHER USES, EVEN IF AN ACTIVITY
HAS BEEN SCHEDULED. THE PERSON/ENTITY WHO MADE THE REQUEST SHALL BE
NOTIFIED AS SOON AS POSSIBLE SO OTHER ARRANGEMENTS CAN BE MADE. 5. Failure to comply with these Policies and Procedures may result in the suspension of privileges. Previously granted permission may be withdrawn, for violation of these Policies and Procedures and Town rules and regulations. 6. Light refreshments may be served. Any drink with a high potential to cause stains (i.e., Kool-Aid, grape juice) may not be served. 7. Groups must bring any supplies needed for use. The Town cannot provide equipment, refreshments, or copying services. 8. Use of the Municipal Chamber by the public shall be exclusive of Town holidays. 9. Use of the Municipal Chamber after normal business hours (8:00 a.m. to 5:00 p.m., Monday through Friday) is generally not permitted by anyone other than the Town Council, Boards, Commissions, Town Personnel, or Town-affiliated associations.
SPECIAL NOTE: 1. A Wi-Fi connection is available and information for connectivity can be obtained during scheduling. 2. The Municipal Chamber is not available for purely social functions (i.e. birthdays, showers, receptions, or similar celebrations). 3. Political groups (i.e. forums, meetings, gatherings, or other similar events) will be limited to one reservation within a 30-day period by any organization.
For questions regarding these Policies and Procedures, or
to schedule a reservation, please contact the Town Secretary
at 972.569.1011 or robyn_battle@prospertx.gov.
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Chapter 14, Page 3 Approved April 2, 2015
Revised & Adopted July 2017
The Town of Prosper Municipal Chamber Room Reservations Policy was revised and adopted on the 11th day of July, 2017. Harlan Jefferson, Town Manager
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Chapter 15, Page 1 Adopted July 2017
TOWN OF PROSPER
ADMINISTRATIVE REGULATIONS
CHAPTER 15: DEBT MANAGEMENT POLICY
SECTION 15.01: PURPOSE AND OVERVIEW
The Town of Prosper recognizes that the foundation of any well-managed debt program is a comprehensive debt management and post issuance policy outlining the parameters for issuing new debt and managing the existing debt portfolio; identifying the types and amounts of permissible debt; providing guidance to decision makers regarding the purposes for which debt may be issued; and verifying that the IRS regulations regarding post issuance compliance are met to preserve the tax-exempt status of the Town’s bonds.
Adherence to a debt management policy helps ensure that the Town maintains the current or an improved bond rating in order to minimize borrowing costs and preserve access to credit. The Town’s Debt Management Policy (“the Debt Policy”) provides guidance for staff to:
1. Ensure high quality debt management decisions; 2. Ensure support for debt issuances both internally and externally; 3. Impose order and discipline in the debt issuance process; 4. Promote consistency and continuity in the decision making process; 5. Ensure that the debt management decisions are viewed positively by rating agencies, investment community and taxpayers; and 6. Demonstrate a commitment to long-term financial planning objectives.
SECTION 15.02 : SCOPE This Policy applies to all debt instruments issued by the Town regardless of the funding source. Funding sources can be derived from, and debt secured by, ad valorem taxes, general Town revenues, enterprise fund revenues or any other identifiable source of revenue that may be identified for appropriate pledging for bonded indebtedness.
SECTION 15.03 : OBJECTIVES The primary objective of this Policy is to ensure that the Town establishes and maintains a solid position with respect to its debt service and bond proceed funds and that proceeds from long-term
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Chapter 15, Page 2 Adopted July 2017
debt will not be used for current operations but rather for capital improvements, and related expenses, and other long-term assets in accordance with state law and Town ordinances. The Town will seek all possible federal and state reimbursement for mandated projects and/or programs. The Town will pursue a balanced relationship between issuing debt and pay-as-you-go financing as dictated by prevailing economic factors and as directed by the Town Council. Other objectives include: 1. Bonds shall be paid back within a period not to exceed, and preferably sooner than, the expected useful life of the capital project; 2. Decisions shall be made based on a number of factors and will be evaluated against long-term goals rather than a short-term fix; and 3. Debt service and bond proceed funds shall be managed and invested in accordance with all federal, state and local laws and in conjunction with the Tax Compliance Certificate of each bond issue to assure availability to cover project costs and debt service payments when due.
SECTION 15.04 : IMPLEMENTATION
The Policy requires: 1. Payment of principal and interest on all outstanding debt in full and timely manner; 2. Incurrence of debt for those purposes permissible under State law and the home-rule charter of the Town; 3. Development, approval and financing of capital improvements in accordance with Town Code and the capital improvement budgeting process; 4. Structuring of principal and interest retirement schedules to: 1) achieve a low borrowing cost for the Town, 2) accommodate the debt service payments of existing debt, and 3) respond to perceptions of market demand. Shorter maturities shall always be encouraged to demonstrate to rating agencies that debt is being retired at a sufficiently rapid pace; 5. Selection of a method of sale that shall maximize the financial benefit to the Town; 6. Effective communication with bond rating agencies to ensure complete and clear understanding of the credit worthiness of the Town; and 7. Full, complete, and accurate disclosure of financial conditions and operating results in every financial report, bond prospectus and Annual Information Statement ("AIS"). All reports shall conform to guidelines issued by the Government Finance Officers Association ("GFOA"), Securities and Exchange Commission ("SEC"), and the Internal Revenue Service (IRS) to meet the disclosure needs of rating agencies, underwriters, investors, and taxpayers.
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Chapter 15, Page 3 Adopted July 2017
SECTION 15.05 : STRUCTURE OF DEBT
Debt service shall be structured to the greatest extent possible to: 1. Target projected cash flows and pledged revenues; 2. Minimize the impact on future tax levies; 3. Target a consistent and as rapid as feasible payment of principal; 4. Maintain a level overall annual debt service payment structure; and 5. Target the equal or the lesser of the useful life of the asset being financed, or the maximum legal maturity for the obligations issued to finance the acquisition and construction of the asset.
A. Fixed Interest versus Variable Interest
The Town generally issues fixed rate bonds primarily to protect the Town against interest rate risk. The Town has the option to issue variable rate bonds if market conditions warrant and Council approves it.
B. Other Considerations
Bonds are generally issued such that: 1. The average life is 20 years or less for general obligation bonds and revenue bonds, the Town may choose a longer term for revenue bonds for projects whose lives are greater than 20 years. 2. Debt service interest is paid in the first fiscal year after a bond sale, and principal is targeted to commence no later than the second fiscal year after the debt is issued. However, the Town may defer principal for a longer period of time in order to maintain a specific I&S tax rate or a certain level of debt service. 3. Call provisions for bond issues shall be made as short as possible consistent with the lowest interest cost to the Town. The targeted maximum length to call is 10 years. However, the Town may opt for a call date longer than 10 years in order to achieve the necessary goals of the particular issue.
SECTION 15.06 : FINANCING ALTERNATIVES
The Town shall develop a level of cash and debt funded capital improvement projects that provide the citizens with the desired amount of Town services at the lowest cost. Town staff shall assess all financial alternatives for funding capital improvements prior to issuing debt.
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Chapter 15, Page 4 Adopted July 2017
Long-term general obligation debt, including certificates of obligation, or revenue bonds shall be issued to finance significant and desirable capital improvements. Proceeds of general obligation debt will be used only for the purposes approved by voters in bond elections or set forth in the notices of intent for certificates of obligation or to refund previously issued general obligation bonds, certificates of obligation or revenue bonds. All bonds shall be sold in accordance with applicable law.
A. Pay-As-You-Go Financing
Pay-as-you-go financing should be considered before issuing any debt. Pay-as-you go financing may include: intergovernmental grants from federal, state and other sources, current revenues or fund balances, private sector contributions, and public/private partnerships. Once the Town has determined that pay-as-you-go is not a feasible or sufficient financing option, the Town may use bonds, loans, or other debt financing sources as deemed appropriate by Town staff and approved by Council.
B. General Obligation Bonds
General obligation bonds may be used if the following criteria are met: 1. The size of the issuance is $1 million or above; 2. The GO bond funds are used for new and expanded facilities, major repair or renovations to existing facilities, or quality-of-life projects; 3. The useful life of the capital asset acquired/constructed/improved will be ten (10) years or more, or the funds will extend the useful life of an asset for more than ten (10) years; and 4. Voter authorization is given through approval in a bond election in accordance with State law. GO bonds may be used to fund quality-of-life projects that include, but are not limited to, the Town’s parks, libraries, non-public safety facilities, internet and entertainment, sports and amusement-type facilities.
C. Certificates of Obligation COs will be issued for the following projects/acquisitions: 1. Finance permanent improvements and land acquisition; 2. Acquire equipment/vehicles; 3. Leverage grant funding; 4. Renovate, acquire, construct facilities and facility improvements; 5. Construct street improvements; 6. Provide funding for master plans/studies;
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Chapter 15, Page 5 Adopted July 2017
7. Infrastructure projects (street and draining work) 8. Emergency Town facilities rehabilitation (storm water draining, etc.) 9. Major core service facilities (police, fire, streets, etc.) Notwithstanding the policy set forth herein, certificates of obligation or other long-term debt may be considered if the following criteria are met: 1. The need for the project is urgent and immediate; 2. The project(s) is necessary to prevent an economic loss to the Town; 3. Source of revenue is specific and can be expected to cover the additional debt; 4. The expected debt is the most cost effective financing option available. In addition, the average maturity of non-voter approved debt shall not exceed the average life of the project financed. Capital items shall have a value of at least $5,000 and a life of at least four years.
D. Reimbursement Resolutions Reimbursement resolutions, if required for funds to be advanced prior to issuance of General Obligation bonds, may be used for projects funded through General and Certificate of Obligation bonds.
E. Certificates of Obligations - Enterprise Fund Certificates of obligation for an enterprise system will be limited to only those projects, which can demonstrate the capability to support the certificate debt either though its own revenues, or another pledged source other than ad valorem taxes and meet the same criteria as outlined above.
F. Revenue Bonds Revenue bonds will be issued for projects that generate revenues that are sufficient to repay the debt. Except where otherwise required by state statutes, revenue bonds may be issued without voter approval and only in accordance with the laws of Texas.
G. Other debt obligations The use of other debt obligations, permitted by law, including but not limited to public property finance act contractual obligations, pension obligation bonds; tax notes and lease purchase obligations will be reviewed on a case-by-case basis. The findings above will be considered for the use of these obligations.
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Chapter 15, Page 6 Adopted July 2017
SECTION 15.07 : METHODS OF SALE
The Town’s debt obligations may be sold by competitive or negotiated sale methods. The selected method of sale depends upon the option which is expected to result in the lowest cost and most favorable terms to the Town given the financial structure used, market conditions, and prior experience. When considering the method of sale, the Town may consider the following issues: 1. Financial conditions;
2. Market conditions;
3. Transaction-specific conditions;
4. Town-related conditions;
5. Risks associated with each method;
6. Complexity of the Issue – Municipal securities with complex security features require greater marketing and buyer education efforts on the part of the underwriter, to improve the investors’ willingness to purchase;
7. Volatility of Bond Yields – If municipal markets are subject to abrupt changes in interest rates, there may be a need to have some flexibility in the timing of the sale to take advantage of positive market changes or to delay a sale in the face of negative market changes;
8. Familiarity of Underwriters with the Town’s Credit Quality – If underwriters are familiar with the Town’s credit quality, a lower True Interest Cost (TIC) may be achieved. Awareness of the credit quality of the Town has a direct impact on the TIC an underwriter will bid on an issue. Therefore, where additional information in the form of presale marketing benefits the interest rate, a negotiated sale may be recommended. The Town strives to maintain an excellent bond rating. As a result, the Municipal Bond Market is generally familiar with the Town’s credit quality; and
9. Size of the Issue – The Town may choose to offer sizable issues as negotiated sales so that pre-marketing and buyer education efforts may be done to more effectively promote the bond sale.
A. Competitive Sale
In a competitive sale, bonds are awarded in a sealed bid sale to an underwriter or syndicate of underwriters that provides the lowest TIC bid. TIC is defined as the rate, which will discount the aggregate amount of debt service payable over the life of the bond issue to its present value on the date of delivery. It is customary for bids to be submitted electronically through a secure website.
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Chapter 15, Page 7 Adopted July 2017
B. Negotiated Sale
In a negotiated sale, the Town chooses an underwriter or underwriting syndicate that is interested in reoffering a particular series of bonds to investors. The terms of the sale, including the size of the underwriter’s discount, date of sale, and other factors, are negotiated between the two parties. Although the method of sale is termed negotiated, individual components of the sale may be competitively bid. The components are subject to a market analysis and reviewed prior to recommendation by staff. Negotiated sales are more advantageous when flexibility in the sale date is needed or when less conventional bond structures are being sold. Negotiated sales are also often used when the issue is particularly large or if the sale of the debt issuance would be perceived to be more successful with pre-marketing efforts.
C. Private Placement
A private placement is a negotiated sale of debt securities to a limited number of selected investors including financial institutions, government agencies, or authorities. The Town may engage a placement agent to identify likely investors if deemed necessary. A private placement may be beneficial when the issue size is small, when the security of the bonds is somewhat weaker, or when a governmental lending agency or authority can provide beneficial interest rates or terms compared to financing in the public market.
SECTION 15.08 : REFUNDING OF DEBT All forms of refunding debt shall be approved by Council in accordance with Town ordinances and the Department of Finance and Administration in accordance with state law.
A. Advance Refunding
Advanced refunding and forward delivery refunding transactions for savings may be considered when the net present value savings as a percentage of the par amount of refunded bonds is approximately three percent.
B. Current Refunding
Current refunding transactions issued for savings maybe considered when the net present value savings as a percentage of the par amount of refunded bonds is approximately three percent.
C. Refunding for Debt Restructuring
From time to time, the Town may also issue refunding debt for other purposes, rather than net present value savings, such as restructuring debt, changing covenants, or changing the repayment source of the bonds.
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Chapter 15, Page 8 Adopted July 2017
SECTION 15.09 : DEBT LIMITS
The total principal amount of general obligation bonds together with the principal amount of all other outstanding tax indebtedness of the Town will be targeted to not exceed six percent of the total assessed valuation of the Town's tax rolls. The Town will target an I&S tax rate that makes up 35% or less of the Town’s total tax rate (M&O tax rate plus I&S tax rate). The Enterprise Fund will target the net revenues available for debt service to exceed 125 times the outstanding revenue-backed debt service payments.
SECTION 15.10: MATURITY LEVELS
A. Revenue Debt The term of revenue debt shall not exceed the expected useful life of the capital asset being financed and in no case shall it exceed thirty years.
B. General Obligation Debt The term of general obligation debt shall be targeted not to exceed twenty years.
SECTION 15.11: MANAGEMENT OF DEBT SERVICE FUND
A. Interest Earnings Interest earnings on bond and loan proceeds shall be used solely to fund direct or related capital expenditures, or to service current and future debt payments.
B. Debt Service Reserves – General Obligation Bonds
Debt service reserves for general obligation bonds shall not be required.
C. Debt Service Reserves – Revenue Bonds
Debt service reserves for revenue bonds shall be maintained at levels required by controlling bond ordinances.
D. IRS Rules and Regulations
The Town shall comply with all IRS rules and regulations including, but not limited to, arbitrage.
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Chapter 15, Page 9 Adopted July 2017
SECTION 15.12: RATINGS
Adherence to a debt management policy helps insure that the Town maintains the current or an improved bond rating in order to minimize borrowing costs and preserve access to credit. Toward that end, the Town will take the following steps. 1. Strive to maintain good relationships with bond rating agencies as well as disclose financial reports and information to these agencies and to the public. 2. Obtain a rating from at least one nationally recognized bond-rating agency on all issues being sold in the public market. 3. Make timely disclosure of annual financial information or other requested information to the rating agencies.
SECTION 15.13: CONTINUING DISCLOSURE The Town will take all appropriate steps to comply with federal securities laws, including, but not limited to, Securities and Exchange Commission Rule 15c2-12 (the "Rule"). The Town will make annual and event disclosure filings to the MSRB via EMMA, as required by the Rule and its continuing disclosure undertakings.
SECTION 15.14: SELECTION OF FINANCIAL ADVISOR
The Town shall retain an independent financial advisor for advice on the structuring of new debt, financial analysis of various options, including refunding opportunities, the rating review process, the marketing and marketability of Town debt obligations, issuance and post- issuance services, the preparation of offering documents (each, an "Official Statement") and other services, as necessary. The Town will seek the advice of the financial advisor on an ongoing basis. The financial advisor will perform other services as defined by the agreement approved by the Town Council. The financial advisor will not bid on nor underwrite any Town debt issues in accordance with MSRB rules.
SECTION 15.15: SELECTION OF BOND COUNSEL
The Town shall retain bond counsel for legal and procedural advice on all debt issues. Bond counsel shall advise the Town Council in all matters pertaining to its bond ordinance(s) and /or resolution(s). No action shall be taken with respect to any obligation until a written instrument (e.g., Certificate for Ordinance or other legal instrument) has been prepared by the bond attorneys certifying the legality of the proposal. The bond attorneys shall prepare all ordinances and other legal instruments required for the execution and sale of any bonds issued which shall then be reviewed by the Town Attorney and the Director of Finance. The Town will also seek the advice of bond counsel on all other types of debt and on any other questions involving state law and federal tax or arbitrage law. Special counsel may be retained to protect the Town's interest in complex negotiations.
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Chapter 15, Page 10 Adopted July 2017
The Town of Prosper Debt Management Policy was approved the 11th day of July, 2017. ___________ Harlan Jefferson, Town Manager
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Chapter 16, Page 1 Adopted July 2017
TOWN OF PROSPER
ADMINISTRATIVE REGULATIONS
CHAPTER 16: DEBT POST ISSUANCE POLICY
SECTION 16.01: PURPOSE AND OVERVIEW
It is the policy of the Town of Prosper to actively pursue the following Post-Issuance Tax Compliance Procedures (the "Procedures") to ensure that all applicable post-issuance requirements of federal income tax law are met to preserve the tax-exempt status of the Town's bonds.
SECTION 16.02 : GENERAL PROCEDURES
A. The Tax Compliance Certificate 1. The Tax Compliance Certificate ("Tax Certificate") issued for each bond issue describing the requirements and provisions of the Code must be followed in order to maintain the tax-exempt status of the interest on such bonds. 2. The Tax Certificate will contain the reasonable expectations of the Town at the time of issuance of the related bonds with respect to the use of the gross proceeds of such bonds and the assets to be financed or refinanced with the proceeds thereof.
B. Procedures The procedures supplement and support the covenants and representations made by the Town in the Tax Certificate related to specific issues of tax-exempt bonds. In order to comply with the covenants and representations set forth in the bond documents and in the Tax Certificate, the Town will monitor all Town bond issues using the post issuance compliance requirements.
SECTION 16.03 : DESIGNATION OF RESPONSIBLE PERSON The Finance Director shall maintain an inventory of bonds and assets financed which contain the pertinent data to satisfy the Town's monitoring responsibilities. Any transfer, sale or other disposition of bond-financed assets shall be reviewed and approved by the Town Council in accordance with state law and the Town’s ordinances.
SECTION 16.04 : EXTERNAL ADVISORS/DOCUMENTATION
The Town shall consult with bond counsel and other legal counsel and advisors, as needed, throughout the issuance process to identify requirements and to establish procedures necessary or appropriate so that the bonds will continue to qualify for tax-exempt status. Those
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Chapter 16, Page 2 Adopted July 2017
requirements and procedures shall be documented in the Tax Certificate and/or other documents finalized at or before issuance of the bonds. Those requirements and procedures shall include future compliance with applicable arbitrage rebate requirements and all other applicable post-issuance requirements of federal tax law throughout (and in some cases beyond) the term of the bonds. 1. The Town also shall consult with bond counsel and other legal counsel and advisors as needed following issuance of the bonds to ensure that all applicable post-issuance requirements are met. This shall include, without limitation, consultation in connection with future long-term contracts with private parties for the use of bond- financed or refinanced assets. 2. The Town shall engage expert advisors (a "Rebate Service Provider") to assist in the calculation of the arbitrage rebate payable with respect to the investment of the bond proceeds, unless the Tax Certificate documents that arbitrage rebate will not be applicable to an issue of bonds. 3. Unless otherwise provided by the resolution or other authorizing documents relating to the bonds, unexpended bond proceeds shall be held in a segregated bond account. The investment of bond proceeds shall be managed by the Town. The Town shall prepare regular, periodic statements regarding the investments and transactions involving bond proceeds.
SECTION 16.05: ARBITRAGE REBATE AND YIELD
Unless the Tax Certificate documents that arbitrage rebate will not be applicable to an issue of bonds, the Town shall be responsible for: 1. Engaging, by contract, the services of a Rebate Service Provider, procured in accordance with State law and Town ordinances. 2. Providing to the Rebate Service Provider, as may be requested, additional documents and information pertaining to the expenditure of proceeds from each bond issue being annually reviewed. 3. Monitoring the services of the Rebate Service Provider. 4. Assuring payment of the required rebate amounts, if any, no later than sixty (60) days after each five (5) year anniversary of the issue date of the bonds, and no later than sixty (60) days after the last bond of each issue is redeemed. 5. During the construction period of each capital project financed in whole or in part by bonds, monitoring the investment and expenditure of bond proceeds and consulting with the Rebate Service Provider to determine compliance with the applicable exceptions with any arbitrage rebate requirements. 6. Retaining copies of all arbitrage reports and account statements as described below under "Record Keeping Requirements.”
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Chapter 16, Page 3 Adopted July 2017
SECTION 16.06: USE OF BOND PROCEEDS AND BOND-FINANCED OR
REFINANCED ASSETS The Town, in the Tax Certificate and/or other documents finalized at or before the issuance of the bond, shall be responsible for the following tasks: 1. Monitoring the use of bond proceeds and the use of bond-financed or refinanced assets (e.g. facilities, furnishing or equipment) throughout the term of the bonds to ensure compliance with covenants and restrictions set forth in the Tax Certificate. 2. Maintaining records identifying the capital assets or portion of capital assets that are financed or refinanced with proceeds of the bonds, including a final allocation of bond proceeds, as described below under Record Keeping Requirements. 3. Consulting with bond counsel and other legal counsel and advisors in the review of any contracts or arrangements involving private use of bond-financed or refinanced assets to ensure compliance with all covenants and restrictions set forth in the Tax Certificate. 4. Maintaining records for any contracts or arrangements involving the use of bond- financed or refinanced assets, as described below under Record Keeping Requirements. 5. To the extent that the Town discovers that any applicable tax restrictions regarding use of the bond proceeds and bond-financed or refinanced assets may have or may be violated, consulting promptly with bond counsel and other legal advisors to determine a course of action to remediate all non-qualified bonds, if such counsel advises that a remedial action is necessary.
SECTION 16.07: RECORD KEEPING REQUIREMENT
The Town shall be responsible for maintaining the following documents for the term of the issuance of bonds (including refunding bonds, if any) plus at least three years. 1. A copy of the bond closing transcript(s) and other relevant documentation delivered to the Town at or in connection with closing of the issuance of bonds, including any elections made by the Town in connection therewith. 2. A copy of all material documents relating to capital expenditures financed or refinanced by bond proceeds, including (without limitation) construction contracts, purchase orders, invoices, requisitions and payment records, draw requests for bond proceeds and evidence as to the amount and date for each draw down of bond proceeds, as well as documents relating to costs paid or reimbursed with bond proceeds and records identifying the asset or portion of assets that are financed or refinanced with bond proceeds, including a final allocation of bond proceeds. 3. A copy of all contracts and arrangements involving the use of bond-financed or refinanced assets.
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Chapter 16, Page 4 Adopted July 2017
4. A copy of all records of investments, investment agreements, arbitrage reports and underlying documents in connection with any investment agreements, and copies of all bidding documents, if any. [Paying agent account statements, bank statements for reserve funds, etc.]
The Town of Prosper Debt Post Issuance Policy was approved the 11th day of July, 2017. ___________ Harlan Jefferson, Town Manager
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Page 1 of 1
To: Mayor and Town Council
From: Michael Bulla, CIP Project Manager
Through: Harlan Jefferson, Town Manager
Re: Town Council Meeting – July 11, 2017
Agenda Item:
CIP Project Update
Description of Agenda Item:
At the May 13, 2017, Town Council meeting, the Town Council requested an update on several
challenging Capital Improvement Program (CIP) projects. Based on the comments received, Town
staff will be providing the Town Council with an update on the following projects:
1.Traffic Signal – Custer & Prosper Trail
2.Frontier Parkway (BNSF Overpass)
3.FM 1461 (Preston – Custer)
4.West Prosper Roads
5.Prosper Trail (Kroger – Coit)
6.Main Street (First – Broadway)
7.Downtown Enhancements (Broadway)
Town Staff Recommendation:
Town staff requests that the Town Council provide feedback on the CIP Project Update.
Prosper is a place where everyone matters.
ENGINEERING
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