01.28.2015 Town Council Minutes Specialfl
MINUTES
Special Meeting of the
Prosper Town Council
Prosper Municipal Chambers
108 W. Broadway, Prosper, Texas
Wednesday, January 28, 2015
Prosper is a place where everyone matters.
Call to Order/Roll Call.
The meeting was called to order at 9:01 a.m.
Council Members Present:
Mayor Ray Smith
Mayor Pro-Tem Meigs, Miller
Deputy Mayor Pro -Tern Kenneth Dugger
Councilmember Michael Korbuly
Councilmember Curry Vogelsang, Jr.
Councilmember Mike Davis
Councilmember Jason Dixon
Staff Members Present:
Harlan Jefferson, Town Manager
Carol Myers, Executive Assistant/Deputy Town Secretary
Hulon T. Webb, Jr., Executive Director of Development and Community Services
John Webb, Director of Development Services
Frank Jaromin, Public Works Director
Leslie Scott, Library Director
Baby Raley, Human Resources Director
Kent Austin, Finance Director
Robert Winningham, Executive Director, Prosper Economic Development Corporation
Ronnie Tucker, Fire Chief
Doug Kowalski, Police Chief
Facilitator:
Rob Franke
2. The Town Council will hold a strategic planning work session to discuss
successes and accomplishments since the last planning work session and to
prioritize future strategic goals.
Town Manager Harlan Jefferson introduced Mr. Franke, who reviewed his background
and reviewed the agenda for the day. He reviewed the highlights from the Council
interviews, including communication among Council and staff, information management
on social media, and communication with the public. Mr. Franke stressed the
importance of Council members balancing their individual passions with the sharing of
information, and keeping policy governance vs. task management in balance. Council
discussed leadership, both in the short term to deal with immediate issues and provide
direction to staff, and long term leadership to shape the future of the Town. Mr. Franke
led a discussion about teamwork, building trust, and building consensus. Council
indicated that trust comes from experience, knowledge, and motives, all of which take
time to develop.
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Council has spent time on policies and procedures, missions and values, and wants to
begin the process of implementation, Mr. Franke encouraged the Council to examine
the "why" whenever they make a decision.
The Town Council discussed reinstating the Executive Development Team, and
discussed the role of some of the other Council Subcommittees. Deputy Mayor Pro-Tem
Dugger indicated that he would like Councilmember Davis to take his position on the
Council Finance Subcommittee.
Review of Vision Statement
Mr. Franke reviewed the Town's Vision Statement, particularly the tag line "Prosper is a
Place Where Everyone Matters," and what that means to the Council and to the
community.
Accomplishments and Progress toward 2014 Objectives
Mr. Jefferson reviewed the list of Major Initiatives, and the existing Strategic Goals. Staff
will continue to provide Council the "Top 10" items that are priorities, or upcoming items
on which the Council will need to take action.
Strategic Goals
• Goal 1 - Recruit Targeted and Maintainable Economic Development
• Goal 2 - Ensure Quality Residential Development
• Goal 3 - Maintain Safety and Security
• Goal 4 - Provide First Rate Utilities
• Goal 5 - Provide Efficient and Effective Roads and Infrastructure
• Goal 6 - Maximize Recreation and Leisure Opportunities
• Goal 7 - Maintain Community Character
• Goal 8 - Ensure Fiscal Stewardship
• Goal 9 - Maintain A Quality Workforce
• Goal 10 - Improve Town Facilities
For each Strategic Goal, Town staff and Council discussed the following:
Major accomplishments from 2014 that were not part of the Strategic Goals
New action items
Discussion on Town Hall/Multi-Purpose Facility
Hal Sargent and Gina Irwin with Brinkley Sargent Architects provided a brief update on
the plans for the Town Hall/Multipurpose Building, including multiple options for
construction, and proposed budgets for each option.
Council continued the conversation on the Town Hall/Multipurpose building, and then Mr.
Franke asked Council to narrow the ten Strategic Goals down to their top five. Council's
consensus was to focus on the following Strategic Goals:
• Development standards
Council discussed their definitions of "quality" and provided some direction to Town
staff regarding updating the Town's residential, commercial, zoning, and land use
standards.
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A TDVvD CnuDd| \8kJrk Session, or Joint VVO[k Session with the P|@OOiOg & Zoning
Commission may be utilized on a case by case basis for non-traditional or high -
profile projects.
p Town Facilities
The TOVvD Council discussed the future Of the Town Library, and requested
information on what standards would be needed to build a "Library of the Future."
Discussion also took place onmaintenance costs ofnew facilities.
Mr. Jefferson |8d the discussion on the acquisition Of land needed for future Town
facilities, specifically regarding an 11-oona area of the Blue Star tract, which is a time -
sensitive issue. COUOCU gave direction to acquire the site, and da[e[0iOa the
ultimate use for the land at g later date.
The Town Council continued discussion on facj|UheS, including a pOGG|b|e bond
election to fund new facilities. They also re-evaluated the |oCodnn of the new TOvxO
Hall/Multi-Purpose Facility, and whether the K88iO Street site would be an interim
facility O[the ultimate location for Town Hall. Council indicated that more information
and financial models were needed on both a phased -in approach to building the
Town Hall/Multi-Purpose F@Ci|ity, versus Gcampus approach. Funding options and
the effect on the tax rate would also need to be explored. The Town Council
requested that Town staff research and report back onwhether bond funds could be
used for immediate needs for Parks, Town HG||, and the Fine Station. Council will
cDOt/OUe to work on an ultimate vision for Town facilities.
The following items were identified as priorities, and were discussed briefly. Additional
information will beprovided bJCouncil, orbrought forward at future Council meetings.
~�" * Roads &]nframtnmoture
* Parks Planning
* Tax Rates/Fiscal Stewardship
* Customer Service
Presentations by Town Staff
HU|VO Webb, Executive Director of Development and COrnn0uDhv Sen/ioeS, gave o
presentation oDWater Distribution Peaking Factor resulting from the continuing drought.
Town staff recommended continuing water conservation efforts, updating the impact fee
and C8pb8| Improvement Plan /C|P\vYith a suitable peaking factor, and implementing a
policy ofeducation and enforcement tVcontrol peaking factor.
Finance Director Kent Austin gave a presentation on the Effective Tax Rate. the
Rollback Tax Rate, and Tax Increment Reinvestment Zones (T|RZ). He compared the
tax rates with surrounding cities and towns, and explained options for additional sales
tax a\tRrnadves, such as a Community Development Cnrpunation, Fire Control,
Prevention, and EK88 District. or Crime Control and Prevention D}o1riot, among others.
Council discussed the merits of each uotion, particularly on the F\pa Control and Crime
Control options. Council requested additional information on how the funds for each of
the sales tax alternatives may beused.
In conclusion, Town staff was directed to provide Council with the following information
on the Town Ha|KK8uKi-PurposeFacility:
m�� * Atimetable for Council action items
* Financial models and additional options for aphased approach
• Financial models for a campus approach
• Operations and maintenance (O&M) cost estimates
An ultimate decision will still need to be determined for the final plans for the Town
Hall/Multi-Purpose Facility, and the ultimate location for Town Hall. Town staff was
directed to return to Council within one month with the requested information.
In closing, Mr. Franke explained that the discussion items and suggestions would be
compiled into a report for the Town Council that would be finalized in approximately two
weeks.
3. EXECUTIVE SESSION:
Recess into Closed Session in compliance with Section 551.001 et seq. Texas
Government Code, as authorized by the Texas Open Meetings Act, to deliberate
regarding:
3a. Section 551.087 — To discuss and consider economic development incentives.
3b. Section 551.072 — To discuss and consider purchase, exchange, lease or value
of real property for municipal purposes and all matters incident and related
thereto.
The Executive Session was not held.
4. Reconvene in Regular Session and take any action necessary as a result of the
Closed Session.
5. Adjourn.
The meeting was adjourned at 5:06 p.m. on Wednesday, January 28, 2015.
These minutes approved on the 1 Oth day of February, 2015.
ATTEST:
Robyri B-ble, Town Secretary
J
APPROVED:
Ray Smith, Mayorj
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