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05.28.2019 Town Council Minutesi TOWN OF SPE Prosper is a place where everyone matters. AGENDA BRIEFING 1. Call to Order/Roll Call. The meeting was called to order at 5,45 p.m. Council Members Present: Mayor Ray Smith Mayor Pro -Tern Curry Vogelsang, Jr. Deputy Mayor Pro-Tem Jason Dixon Councilmember Marcus E. Ray Councilmember Craig Andres Councilmember Meigs Miller Councilmember Jeff Hodges MINUTES Agenda Briefing and Regular Meeting of the Prosper Town Council Prosper Town Hall Council Chambers 200 S. Main Street Prosper, TX 75078 Tuesday, May 28, 2019 Staff Members Present: Harlan Jefferson, Town Manager Terry Welch, Town Attorney Robyn Battle, Town Secretary/PIO Hulon Webb, Engineering Services Director John Webb, Development Services Director Pete Anaya, Assistant Director of Engineering Services — Capital Projects Frank Jaromin, Public Works Director Chuck Springer, Executive Director of Administrative Services Kelly Neal, Finance Director January Cook, Purchasing Agent Dudley Raymond, Parks and Recreation Director Doug Kowalski, Police Chief Stuart Blasingame, Fire Chief 2. Questions about items listed on the Regular Meeting Agenda. Regarding Item 5e, the Council questioned whether the project was consistent with the overall Downtown road improvement strategy. Public Works Director Frank Jaromin referred to a list of road projects that was developed in 2007. Most of the projects will be completed within two years. Town staff will hold public meetings and place door hangers to notify residents in the area about the upcoming project. 3. Discussion Items: • Discussion on Prosper Downtown Live! (DR) Parks and Recreation Director Dudley Raymond briefed the Council on the event held on May 24. Town staff estimates the event had 1,800-2,000 in attendance. Overall, Page 1 of 7 the event was successful with no major medical or police incidents, although the high winds prevented the bounce houses from setting up. Transportation ran smoothly, as did food and beverage service, although some of the food trucks ran out of supplies. Town Manager Harlan Jefferson complimented the staff for their work on the event. No decision was made on whether the event would be repeated next year. The Agenda Briefing was adjourned at 6:10 p.m. THE REGULAR TOWN COUNCIL MEETING WILL CONVENE IN COUNCIL CHAMBERS IMMEDIATELY FOLLOWING THE AGENDA BRIEFING, AT APPROXIMATELY 6:15 P.M. 1. Call to Order/Roll Call. The meeting was called to order at 6:15 p.m. 2. Invocation, Pledge of Allegiance and Pledge to the Texas Flag. Pastor John Fowler with First Presbyterian Church of Prosper led the invocation. The Pledge of Allegiance and the Pledge to the Texas Flag were recited. 3. Announcements of recent and upcoming events. Councilmember Ray read the following announcements: The Prosper Town Council would like to thank everyone who attended Downtown Live! on Friday night to celebrate our newly -revitalized downtown area. Guests enjoyed food, drinks, entertainment and live music throughout the evening. Early voting for the Runoff Election for Town Council Place 4 began today, and will continue through June 4. Election Day is June 8. Collin County voters may vote in the Community Room in Prosper Town Hall, and Denton County voters may vote at Prosper Fire Station 2. Election information is available on the Town website. The Prosper Community Library's Summer Reading Program kicks off on May 30 and continues through July 25. Please check the Town website or visit the Library to sign up, and to find out more about summer programs. Registration is now open for Prosper's summer recreation programs, sports, and activity camps, including Drama Camp, 3D Printing, Robotics, Archery, and Tennis. Sign up at www. ProsperParksandRec.orq. The Prosper Town Council would like to congratulate the Prosper High School Class of 2019. This year's senior class celebrated their graduation on Saturday, May 25, at The Star in Frisco. Our best wishes to the 2019 graduates and their families. 4. Presentations. • Presentation of a Proclamation to members of the Prosper Eagle Lacrosse Team declaring May 28, 2019, as "Prosper Eagle Lacrosse Day." The Prosper Eagle Lacrosse Team received the Proclamation from Mayor Smith, as well as congratulatory letters from the entire Town Council. Page 2 of 7 5. CONSENT AGENDA: Items placed on the Consent Agenda are considered routine in nature and non- controversial. The Consent Agenda can be acted upon in one motion. Items may be removed from the Consent Agenda by the request of Council Members or staff. Zoning -related Public Hearing items on the Consent Agenda have received a unanimous recommendation for approval by the Planning & Zoning Commission, and no written opposition was received prior to the posting of this agenda. Those wishing to speak on a Public Hearing item on the Consent Agenda should complete a "Public Meeting Appearance Card" and present it to the Town Secretary prior to the meeting. 5a. Consider and act upon minutes from the following Town Council meeting. (RB) • Special Meeting to Canvass Election — May 13, 1019 • Regular Meeting — May 14, 2019 5b. Receive the March Financial Report (KN) 5c. Receive the Quarterly Investment Report (KN) 5d. Consider and act upon authorizing the Town Manager to execute a Professional Services Agreement and a Business Associate Agreement between Columbia Medical Center of Plano Subsidiary, L.P., dba Medical City Plano, and the Town of Prosper, Texas, related to medical director/control services; and authorizing the Town Manager to execute same. (SB) 5e. Consider and act upon awarding Bid No. 2019-49-B to DDM Construction Corporation, related to construction services for the East Fifth Street, North Street, Lane Street,and Related Water Lines project; and authorize the Town Manager to execute a construction agreement for same. (FJ) 5f. Consider and act upon awarding Bid No. 2019-55-B to Anderson Asphalt & Concrete Paving, LLC, related to construction services for the Miscellaneous Asphalt Patching project; and authorizing the Town Manager to execute a construction agreement for same. (FJ) 5g. Consider and act upon approving Resolution No. 19-33 supporting the U.S. Census Bureau's 2020 Decennial Census program and pledging participation in local initiatives including a Complete Count Committee. (AG) Councilmember Hodges made a motion and Councilmember Miller seconded the motion to approve all items on the Consent Agenda. The motion was approved by a vote of 7-0. 6. CITIZEN COMMENTS: The public is invited to address the Council on any topic. However, the Council is unable to discuss or take action on any topic not listed on this agenda. Please complete a "Public Meeting Appearance Card" and present it to the Town Secretary prior to the meeting. Page 3 of 7 There were no Citizen Comments. REGULAR AGENDA: If you wish to address the Council during the regular agenda portion of the meeting, please fill out a "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. ITEMS FOR INDIVIDUAL CONSIDERATION: 7. Discussion on the Downtown Monument Sign. (DR) Dudley Raymond, Parks and Recreation Director, introduced Landscape Architect Paul Naughton who provided some background on the Downtown Monument Sign Project. Mr. Naughton introduced Lenny Hughes with Halff Associates, the architect for the project. Mr. Hughes reviewed the latest schematic designs for the monument. The Council discussed the various designs, and provided direction to move forward with design 3.1. The final Downtown Monument Sign design will be repeated in various forms throughout the Town at key intersections. Mr. Raymond confirmed that Halff Associates will finalize the monument design, and Town staff will begin the process of applying for permits, securing escrow funds from Brown & Griffin per the escrow agreement, and preparing construction documents. No further action was taken. 8. Consider and act upon amending Ordinance No. 18-71 (FY 2018-2019 Budget) and Capital Improvement Plan. (KN) 9. Consider and act upon approving a Guaranteed Maximum Price (GMP) Amendment, First Amendment to Addendum A133 of the Standard Form of Agreement AIA Document A133-2009, and First Amendment to Addendum A210 of the General Conditions of the Contract for Construction AIA Document A201-2007 between Pogue Construction Co., L.P., and the Town of Prosper, related to Construction Manager -At -Risk services for the Town of Prosper Public Safety Complex Phase 1 (Police Station and Dispatch) Facility; and authorizing the Town Manager to execute same. (DK) Mayor Smith opened Items 8 and 9 concurrently. Hulon Webb, Director of Engineering Services, presented this item before the Town Council. Mr. Webb reviewed the history of the project and budget estimates since September 2017 when the project was approved as part of the Town's Capital Improvement Plan. The current estimated cost for the construction, professional services, development costs, Furniture, Fixtures, and Equipment (FFE), and contingency funds is reflected in the CIP summary as $15,859,696. Finance Director Kelly Neal confirmed that funding for the project has come from the General Fund as well as issued and planned debt. Staff recommended to the Finance Subcommittee on March 26, 2019, that additional project funding of $1.3 million be funded from the General Fund fund balance. The Finance Subcommittee approved this recommendation. Staff has since reviewed all completed projects with cost savings as well Page 4 of 7 as interest earned on current debt proceeds. Those funding sources have been applied to this project and have reduced the General Fund fund balance contribution to $1,131,293. Mr. Webb confirmed the current square footage for the facility is 23,359. The Council questioned the cost of the enhancements and alternate items that have been added to the project, expressing concern about the increase in the overall cost of the project. Mr. Webb updated the Council on the project timeline. Construction is expected to commence in June 2019, with substantial completion in August 2020 and an expected move -in date in October 2020. After discussion, Mayor Pro-Tem Vogelsang made a motion and Councilmember Andres seconded the motion to approve Ordinance No. 19-34 amending Ordinance No. 18-71 (FY 2018-2019 Budget) and Capital Improvement Plan to provide funding increase expenditures for capital projects from appropriated funds. The motion was approved by a vote of 7-0. Mayor Pro-Tem Vogelsang made a motion and Councilmember Hodges seconded the motion to approve a Guaranteed Maximum Price (GMP) Amendment, First Amendment to Addendum A133 of the Standard Form of Agreement AIA Document A133-2009, and First Amendment to Addendum A210 of the General Conditions of the Contract for Construction AIA Document A201-2007 between Pogue Construction Co., L.P., and the Town of Prosper, related to Construction Manager -At -Risk services for the Town of Prosper Public Safety Complex Phase 1 (Police Station and Dispatch) Facility; and authorizing the Town Manager to execute same. The motion was approved by a vote of 7-0. 10. Consider and act upon authorizing the Town Manager to execute a Professional Services Agreement between Alliance Geotechnical Group, and the Town of Prosper, Texas, related to construction materials testing for the Town of Prosper Public Safety Complex Phase 1 (Police Station and Dispatch) Facility project. (HW) Hulon Webb, Engineering Services Director, presented this item before the Town Council. Alliance Geotechnical Group will provide construction materials testing for the earthwork, lime stabilized subgrade, drilled shaft installation, reinforcing steel, cast -in -place concrete, masonry, and structural steel for the Public Safety Complex Phase 1 (Police Station and Dispatch) Facility project. Mr. Webb confirmed the contract amount is $114,177.50. Responding to a question from the Town Council regarding overtime payments, Fire Marshal Bryan Ausenbaugh noted that while the project may be managed to minimize overtime, it will be impossible to avoid it altogether. After discussion, Councilmember Miller made a motion and Councilmember Andres seconded the motion to authorize the Town Manager to execute a Professional Services Agreement between Alliance Geotechnical Group, and the Town of Prosper, Texas, related to construction materials testing for the Town of Prosper Public Safety Complex Phase 1 (Police Station and Dispatch) Facility project. The motion was approved by a vote of 7-0. 11. Consider and act upon approving Change Order Number 01 for Bid No. 2019-26-B to Mario Sinacola 81 Sons Excavating, Inc., related to construction services for the E-W Collector Roadway Improvement project; and authorizing the Town Manager to execute Change Order Number 01 for same. (PA) Page 5 of 7 Pete Anaya, Assistant Director of Engineering Services — Capital Projects, presented this item before the Town Council, In March 2019, Mario Sinacola & Sons Excavating, Inc. was awarded the bid for the E-W Collector Roadway Improvement project, which also included the construction of a 12" water line from DNT to Cook Lane and up Cook Lane to the north to connect to an existing water line. Since that time, the Town has adopted new lime depth requirements based on the newly adopted subgrade standards that were not included in the specifications for the project. Additionally, Town staff has added sanitary sewer stub outs to the scope of the project, and a portion of the future extension of a water line down Cook Lane from the E-W Collector to First Street was extended to the proposed southern driveway of the Police Station. In order to facilitate the timing of the Police Station project, a temporary access road will now be constructed down Cook Lane from where it ends today to the Public Safety Complex property. After discussion, Councilmember Hodges made a motion and Councilmember Andres seconded the motion to approve Change Order Number 01 for Bid No. 2019-26-B to Mario Sinacola & Sons Excavating, Inc., related to construction services for the E-W Collector Roadway Improvement project; and authorize the Town Manager to execute Change Order Number 01 for same. The motion was approved by a vote of 7-0. 12. Consider and act upon authorizing the Town Manager to execute a Professional Services Agreement between Teague Nall and Perkins, Inc., and the Town of Prosper, Texas, related to the design of Fishtrap Road (Sections 1 and 4) and the schematic design of Fishtrap Road (Elementary to DNT) project. (PA) Pete Anaya, Assistant Director of Engineering Services — Capital Projects, presented this item before the Town Council. This project is for the design of Fishtrap Road from east of Teel Parkway to the west side of the new middle school (Segment 1) and from the east side of the new middle school to Legacy Elementary School (Segment 4). Each segment will be widened from a two-lane asphalt road to a four -lane concrete curb and gutter divided roadway. The design is being coordinated with the Prosper Independent School District (PISD), which is designing and constructing Fishtrap Road adjacent to the new middle school (Segments 2 and 3). In addition to the road design, Teague Nall and Perkins will perform an alignment study, with schematics, for the segment of Fishtrap Road from Legacy Elementary School to Dallas North Tollway. Town staff will coordinate with PISD, as well as Spiars Engineering, which is designing the intersection of Fishtrap and Teel, and Stantec Consulting Services, which is designing the traffic signal at Fishtrap and Teel, since all four projects could be in some stage of construction at the same time. After discussion, Councilmember Hodges made a motion and Councilmember Andres seconded the motion to authorize the Town Manager to execute a Professional Services Agreement between Teague Nall and Perkins, Inc., and the Town of Prosper, Texas, related to the design of Fishtrap Road (Segments 1 and 4) and the schematic design of Fishtrap Road (Elementary to DNT) project. The motion was approved by a vote of 7-0. 13. 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: 13a. Section 551.087 — To discuss and consider economic development incentives. Page 6 of 7 1 1 13b. 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. 13c. Section 551.071 — Consultation with the Town Attorney about legal issues associated with TABC and related permits for functions and events on Town property, and all matters incident and related thereto. The Town Council recessed into Executive Session at 8:21 p.m. 14. Reconvene in Regular Session and take any action necessary as a result of the Closed Session. The Town Council reconvened the Regular Session at 8:58 p.m. No action was taken as a result of Executive Session. 15. Possibly direct Town staff to schedule topic(s) for discussion at a future meeting. This item was not discussed. 16. Adjourn. The meeting was adjourned lgttl§:r5l8 p.m., on Tuesday, May 28, 2019. These minutes appr.Ov Ax M 9,bay of June 2019. •. ;APPROVED: 191� 4Raym , Mayor S �a A ATTEST:. ' � i•T Town Secretary Page 7 of 7