03.23.2021 Town Council MinutesISPER
OWN OF
Prosper is a place where everyone matters.
Call to Order/ Roll Call.
The meeting was called to order at 5:45 p.m.
Council Members Present:
Mayor Ray Smith
Mayor Pro-Tem Jason Dixon
Deputy Mayor Pro-Tem Craig Andres
Councilmember Marcus E. Ray
Councilmember Amy Bartley
Councilmember Jeff Hodges
Councilmember Meigs Miller
Minutes
Prosper Town Council Meeting
Council Chambers
Prosper Town Hall
250 W. First Street, Prosper, Texas
Tuesday, March 23, 2021
Staff Members Present:
Harlan Jefferson, Town Manager
Terry Welch, Town Attorney
Melissa Lee, Town Secretary
Robyn Battle, Executive Director of Community Services
Chuck Springer, Executive Director of Administrative Services
Betty Pamplin, Finance Director
January Cook, Purchasing Manager
Rebecca Zook, Executive Director of Development & Infrastructure Services
Khara Dodds, Development Services Director
Hulon Webb, Engineering Services Director
Dan Heischman, Assistant Director of Engineering Services - Development
Alex Glushko, Planning Manager
Frank Jaromin, Director of Public Works
Leigh Johnson, Director of Information Technology
Dudley Raymond, Director of Parks and Recreation
Doug Kowalski, Police Chief
Stuart Blasingame, Fire Chief
Invocation Pledge of Allegiance and Pledge to the Texas Flag.
Pastor Jim Lugar, Life Journey Church, led the invocation. The Pledge of Allegiance and the
Pledge to the Texas Flag were recited.
Announcements of recent and upcoming events.
Councilmember Bartley read the announcements.
The Prosper Spring Cleanup was held in downtown on Saturday, March 20. 453 cars visited the
downtown site to drop off electronics, cardboard, metal and bulk trash items to be disposed or
recycled. Cornerstone was on site to collect donated household items as well. The Cornerstone
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staff thanked the Town staff and volunteers for their assistance in collecting and transporting
donated household items.
Town staff has created an informational webpage for our residents who have questions about
caring for their landscaping following the recent hard freeze in Texas. Visit the Winter Storm
Information page on the Town website for more information.
Thanks to everyone who donated blood in the Prosper Community Library's blood drive on March
16 & 17. Carter Blood Care drew a total of 99 pints of blood, exceeding our goal by 19 pints. We
appreciate everyone who donated blood to ensure that local blood supplies are kept at adequate
levels.
The Texas Department of State Health Services has announced that all adults will be eligible to
receive the COVID-19 vaccine starting on Monday, March 29. Please check the Town website
and Facebook page for updates on vaccine availability and how to sign up.
Summer camp registration for Parks & Recreation programs opens on April 5. Visit
www.prosperparksandrec.org for a list of activities.
The Mayor's Coffee for Active Adults is scheduled for April 14 at 9:00 a.m. via Zoom. Contact
Jonathan Weeks in the Parks & Recreation Department to sign up.
The Mayor's Fitness Challenge continues through April 18. Residents are encouraged to walk or
run at least 100 miles or bike at least 300 miles. Turn in your completed tracking sheets by April
23 to receive a free t-shirt and the opportunity to win a Fitbit.
Discussion Items.
Discuss and give staff direction on location of Honor Walls. (DR)
Dudley Raymond, Director of Parks and Recreation, provided the Town Council a
historical overview of this item. At the April 14, 2020, Town Council meeting, Council
discussed the desired location for the Honor Wall at Town Hall. A consensus was not
reached as to the desired location, and Council placed the project on hold due to
budget concerns related to COVID-19. Mr. Raymond then reviewed both options for
the Town Council. Option One placed the Honor Walls slightly off the sidewalk
adjacent to the parking lot on the north side of the building and Option Two placed the
Honor Walls within the planter islands flanking the main walk on the north side of the
building.
The Town Council preferred Option Two overall and discussed landscape, paving, and
lighting options. Staff will present Option Two once again for Council review at an
upcoming Town Council meeting prior to the competitive bid process on this project.
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.
2. Consider and act upon the minutes from the March 9, 2021, Town Council
Meeting. (ML)
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3. Consider and act upon awarding CSP No. 2021-22-B to Ratliff Hardscape, Ltd,
related to construction services for the Hays Park Project (1802-PK); and
authorizing the Town Manager to execute a construction agreement for
same. (DR)
4. Consider and act upon authorizing the Town Manager to execute a Professional
Services Agreement between Garver, LLC, and the Town of Prosper, Texas,
related to the sizing and timing of detention pond alternatives downstream of
the BNSF Railroad. (HW)
Mayor Pro-Tem Dixon made a motion and Deputy Mayor Pro-Tem Andres seconded
the motion to approve all items on the Consent Agenda.
The motion passed by a vote of 7 — 0.
CITIZEN COMMENTS:
There were no citizen comments.
REGULAR AGENDA:
Items for Individual Consideration:
S. Consider and act upon Resolution No. 2021 -1S accepting the Independent Audit
Report and Comprehensive Annual Financial Report for the Fiscal Year Ended
September 30, 2020, as presented by a representative of Pattillo, Brown and Hill
LLP., Certified Public Accountants. (BP)
Betty Pamplin, Finance Director, introduced John Manning of Pattillo, Brown and Hill
LLP., Certified Public Accountants. Mr. Manning provided an overview of the audit
process and results. For the year ended September 30, 2020, the auditors had no
deficiencies to report under Government Auditing Standards.
Mayor Pro-Tem Jason Dixon made a motion and Councilmember Hodges seconded
the motion to approve Resolution No. 2021-15 accepting the Independent Audit Report
and Comprehensive Annual Financial Report for the Fiscal Year Ended September
30, 2020, as presented by a representative of Pattillo, Brown and Hill LLP., Certified
Public Accountants.
The motion passed by a vote of 7 — 0.
6. Consider and act upon Ordinance No. 2021-16 amending Ordinance No. 2020-71
(FY 2020-2021 Budget). (BP)
Betty Pamplin, Finance Director, provided an overview of Ordinance No. 2021-16
amending Ordinance No. 2020-71 (FY 2020-2021 Budget).
Administrative Services expenditures are increasing by $62,591 for the
Communications Manager position that was requested and not approved during the
FY 2020-2021 budget process.
Development Services Building Permit revenue is projected to increase by $1,424,982
from $2,689,060 to $4,114,042 due to extremely strong building activity in the current
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fiscal year. Expenditures are increasing for third party plan review and inspection
services by $528,000 from $274,000 to $802,000 due to the permit application for
PISD High School #3 and other commercial activity. Expenditures are increasing by
$86,994 to fund two additional personnel in the Building Inspections division. The
General Fund revenues will increase by $1,424,982 and expenditures will increase by
$677, 585.
Councilmember Ray questioned the urgency regarding the Communications Manager
position that was requested by Administrative Services. Robyn Battle, Executive
Director of Community Services, responded that the urgency was to avoid any lapse
in service that could occur with the increased demand for Communications programs,
and with the current media contractor (Celso Martinez) scheduled to retire at the end
of FY 2020-2021. Staff is recommending moving forward with hiring this full-time
employee to facilitate the transition of duties in-house.
After discussion, Councilmember Miller made a motion and Deputy Mayor Pro -Tern
Andres seconded the motion to approve Ordinance No. 2021-16 amending Ordinance
No. 2020-71 (FY 2020-2021 Budget).
The motion passed by a vote of 7 — 0.
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:
Section 551.087 - To discuss and consider economic development incentives.
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.
Section 551.074 - To discuss and consider personnel matters and all matters
incident and related thereto.
Section 551.074 - To discuss appointments to the Board of
Adjustment(Construction Board of Appeals, Parks & Recreation Board, Library
Board, Prosper Economic Development Corporation Board, and Planning &
Zoning Commission.
The Town Council recessed into Executive Session at 6:21 p.m.
Reconvene in Regular Session and take anv action necessary as a result of the Closed
Session.
The Town Council reconvened the Regular Session at 6:53 p.m.
Councilmember Miller made a motion and Mayor Pro-Tem Dixon seconded the motion to
authorize the Mayor to execute a Termination of License Agreement on behalf of the Town of
Prosper with the Prosper Historical Society.
The motion was approved by a vote of 7 — 0.
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Councilmember Miller made a motion and Councilmember Hodges seconded the motion to
appoint David Blom to the Prosper Economic Development Corporation Place 3.
The motion was approved by a vote of 7 — 0.
Possibly direct Town staff to schedule topic(s) for discussion at a future meeting.
7. Winter Storm Debrief (HJ)
Harlan Jefferson, Town Manager, provided the Town Council a debrief on the recent
Winter Storm. Town staff conducted a debriefing session earlier this month to review
the storm's impact on the community and the Town's response efforts. Identified were
some of the successes and challenges faced during the emergency, and the lessons
learned to prepare for similar situations in the future. Successes included the warming
station, the water distribution site and Zoom meetings for FEMA assistance programs.
Challenges included the closure of non -emergency offices, fuel shortages and frozen
water lines. Lessons learned included the Public Works department stockpiling
appropriate sanding materials, the Fire Department investing in additional portable
heaters to thaw equipment and Communications looking at using the RAVE system
for communicating emergency information via text. Additionally noted, the Emergency
Management staff will clarify criteria and necessary materials for operating a warming
station and improvements to the Public Works & Parks facilities will help with
preparedness in the future.
8. Prosper Ladera Planned Development Rezoning Discussion. (RZ)
Rebecca Zook, Executive Director of Development & Infrastructure Services,
discussed the Ladera Planned Development for active adult living age 55+ featuring
exterior maintenance -free homes. A unique development type, the Ladera Planned
Development presents zoning designation challenges such as single or multi -family
residential. The applicant submitted a PD Amendment in December 2020, and a
resubmittal February 26, 2021, for fire and building code updates. The applicant is
proposing 4' sidewalks on one side of the road, roll curbs and drainage captured in
inlets to one side of each home. Additional proposed standards include decreased
front yard setbacks at 20' and 22' respectively and a 6' separation between homes.
The Town Council suggested utilizing floodplain space within the development to
increase home setbacks and requested open fencing and berming on Custer. Also
discussed were the lack of tree mitigation with this proposal and a dislike for the fence
wall material proposed.
Adiourn.
The meeting was adjourned at 7:29 p.m. on Tuesday, March 23, 2021.
These minutes approved on the 13th day of April 2021.
APPROVED:
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ATTEST:
Melissa Lee, Town Secretary
Ray Smith, M yor
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