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20180213Town of Prosper Town Council Meeting February 13, 2018 “a place where everyone matters” Town of Prosper Agenda Item 1. Call to Order/Roll Call. “a place where everyone matters” Town of Prosper Agenda Item 2. Invocation, Pledge of Allegiance, and Pledge to the Texas Flag. “a place where everyone matters” Town of Prosper Pledge to the Texas Flag Honor the Texas flag; I pledge allegiance to thee, Texas, one state under God, one and indivisible. “a place where everyone matters” Town of Prosper Agenda Item 3. Announcements of recent and upcoming events. “a place where everyone matters” Town of Prosper Agenda Item 4. Presentations Presentation of a Proclamation to members of First Baptist Church Prosper in honor of the church’s 120th Anniversary “a place where everyone matters” Town of Prosper Agenda Item 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. “a place where everyone matters” Town of Prosper Agenda Item 5. Consent Agenda 5a.Consider and act upon minutes from the following Town Council meeting.(RB) •Regular Meeting –January 23,2018 •Council Strategic Planning Session–January 24,2018 “a place where everyone matters” Town of Prosper Agenda Item 5. Consent Agenda “a place where everyone matters” 5b.Consider and act upon a Joint Election Order of the Town of Prosper,Texas,the Temporary Board of Directors of the Town of Prosper Crime Control and Prevention District,and the Temporary Board of Directors of the Town of Prosper Fire Control,Prevention,and Emergency Medical Services District, ordering a special election on a proposition to adopt a sales and use tax for each proposed district at a rate of one-fourth of one percent,and repealing the additional sales tax for property tax relief,and a proposition designating that the Town Council may be appointed as the Board of Directors of the Fire Control, Prevention,and Emergency Medical Services District,to be held on May 5,2018.(RB) Town of Prosper Agenda Item 5. Consent Agenda “a place where everyone matters” 5c.Consider and act upon an ordinance ordering a General Election to be held on May 5,2018,and authorizing the Town Manager to execute contracts with the Collin County Election Administration,the Denton County Election Administration,and the Prosper Independent School District for joint election services.(RB) Town of Prosper Agenda Item 5. Consent Agenda “a place where everyone matters” 5d.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) Town of Prosper Agenda Item 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. “a place where everyone matters” Town of Prosper Agenda Item 7. Conduct a Public Hearing, and consider and act upon an ordinance amending a portion of Planned Development-25 (PD-25), in order to modify the residential architectural requirements of Lakewood, on 236.5±acres, generally located along the south side of First Street 1,700±feet east of Coit Road, and on the east side of Coit Road 800±feet south of First Street. (Z17-0018). (AG) “a place where everyone matters” PROPOSED DEVELOPMENT STANDARDS, TO BE DELETED 1.Front to rear and side to side roof pitches must match front elevation PROPOSED DEVELOPMENT STANDARDS, TO BE DELETED 2.The supply conduit for electrical meters visible from streets or common areas shall enter the foundation beneath the final yard grade so that the electrical meter is recessed in the wall and the meter box front and the meter are the only items visible. Town of Prosper Agenda Item 8. Consider and act upon approving the purchase and installation of furniture for the new Town Hall, from Office Depot, Inc., through the National Intergovernmental Purchasing Alliance (National IPA) Cooperative; and authorizing the Town Manager to execute the Proposals and Terms and Conditions of Purchase for same. (JC) “a place where everyone matters” Town Manager’s Office Typical Director’s Office Typical Workstation Typical Workstation Typical Conference Room Third Floor Breakroom Town of Prosper Agenda Item 9. Consider and act upon authorizing the Town Manager to execute a Professional Services Agreement between Halff Associates, Inc., and the Town of Prosper, Texas, related to the US 380 Median Design project. (DR) “a place where everyone matters” Town of Prosper “a place where everyone matters” Design cost responsibility Prosper 50% Frisco: 35.8% Mckinney: 14.2% Town of Prosper Agenda Item 10. Consider and act upon awarding Bid No. 2018-37-B to GRod Construction, LLC, related to construction services for the Downtown Enhancements project; and authorizing the Town Manager to execute a construction agreement for same. (MB) “a place where everyone matters” Town of Prosper “a place where everyone matters” LOCATION MAP Location Map Town of Prosper “a place where everyone matters” Bid Summary Town of Prosper Agenda Item 11. 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: 11 a.Section 551.087 –To discuss and consider economic development incentives. 11 b.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. “a place where everyone matters” Town of Prosper Agenda Item 11. 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: 11 c.Section 551.074 –To discuss and review the Town Manager’s performance evaluation. “a place where everyone matters” Town of Prosper Agenda Item 11. 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: 11 d.Section 551.074 –To discuss appointments to the Board of Adjustments/Construction Board of Appeals,Parks &Recreation,Library Board, Prosper Economic Development Corporation Board,and Planning &Zoning Commission. “a place where everyone matters” Town of Prosper Agenda Item 12. Reconvene in Regular Session and take any action necessary as a result of the Closed Session. “a place where everyone matters” Town of Prosper Agenda Item 13. Possibly direct Town staff to schedule topic(s)forPublicHearingatafuturemeeting. ••Library Procedures (LS) ••Town Hall Timeline (RB) ••SH 289 Gateway Median Landscaping Update (DR) “a place where everyone matters” Library Board Proposed Hours for New Library Facility* Monday:Closed Tuesday:9:30 a.m. –8:00 p.m. Wednesday:9:30 a.m. –8:00 p.m. Thursday:9:30 a.m. –8:00 p.m. Friday:Closed Saturday: 10:00 a.m. –3:30 p.m. (LS recommendation 9:30 a.m. –3:00 p.m. ) Sunday 12:00 p.m. –3:00 p.m. 40 Hours Mornings, Evenings, Weekends Allows for programing hours grouped together Allows to continue Story Time on the Road on a day closed Allows for Parks and Recreation to hold programs on Monday/Friday Easy transition into increasing hours in future *Evaluate door counter results and make adjustments if necessary after 6 month trial Prosper Community Library Card Membership Current Procedure for Obtaining a Library Card: Complete Library Card Application AND •Show state issued Photo ID with current address •If address is not current: Show state issued photo ID AND Current utility bill, lease, or closing document (only; no cell phone/cable/etc. bills) Anyone in the state of Texas may currently apply for a library card at Prosper Community Library Why Change? Best time to make a change is when moving or remodeling a library facility Collin County funds continue to decrease and commissioner’s push for charging increases each year Patrons will expect many changes, both in physical location and staff, but also in policies, programming, and collection Current patrons utilize other libraries, many paying Frisco $50 per card/per year membership Many community members utilize library programs, computer, and space, but do not have a membership card City Resident Requirement Non -Resident Allen None Colleyville Grapevine, Keller, Arlington, Irving, Trophy Club, & Westlake $25 annual Coppell $40 annual Frisco Allen, McKinney, Plano, The Colony $50 annual Keller MetrOpac $25 Little Elm None McKinney Collin County $10 individual / $18 family annual Plano Allen, McKinney, Frisco, The Colony, Wylie, Richardson & Garland $50 annual Southlake $25 annual University Park UPISD 3,819 Library Card Holders 933 Cardholders Do Not Pay Prosper Town Tax Option #1: Continue with current policy +library will become busier with higher circulation -insufficient availability of collection for residents -insufficient staff to serve increased usage by residents -insufficient space to serve resident patrons -strain on budget -personnel funds for programs and events spent on non-residents -costs involved with programs and events -lost items outside our community -tax paying Prosper residents may not receive expected services Residency Options with Positives/Negatives Option #2: Prosper Residents Free / non residents pay annual fee for membership +residents receive benefit of taxes paid +will deter neighboring community members from overutilization +membership funds utilized to increase services, staffing, and collection -current members that are non-residents unhappy with change -current members have expectation that membership does not expire or they will be grandfathered in Option #3: Prosper Residents Only Same as positives and negatives as option #2 with the exception of funds from paid membership -appears unfriendly -most libraries offer some type of paid membership -may hinder qualifying for some grants Library Board Recommends Option #2: Prosper Tax Paying Residents Free / non residents pay annual fee of $50 per card for membership Comments: •No exceptions for business owners or PISD affiliations •Library should increase number of items per card to 20 before move •Guest passes available for computer use/database use •Communicate notice of change well in advance of new facility open via web sites, social media, signage in library, and letters sent to patrons whose addresses are outside Prosper tax area •May 1 transition to avoid new building/new staff issues LS Comment: Town employees receive free membership while employed by the Town Council’s Recommendation for Library Membership Option # Prosper Community Library Overdue Fines Comparison Cities City Overdue Fines Allen Yes Colleyville Yes Coppell Yes Frisco No Keller Yes Little Elm No McKinney No Plano Yes Southlake Yes University Park Yes Library Journal Research •Spending more money in staff time dealing with fines/patrons than what is collected Small libraries (<25K) spend $100 -$499 monthly collecting fines Midsize libraries (25K –99K) spend $100 –4,999 monthly collecting fines •Studies show that patrons see overdue fines as “rental fees” and are justified in keeping items longer •Statistics show that more items are returned in the long run when fines are eliminated •1/3 of libraries currently charging fines have considered doing away with them •Average late return period for overdue materials is 2 days – 1 week. Once over 2 weeks, odds of not returning items at all or patrons ever returning increases •57% of mid-sized and 22% of small libraries refer cardholders with outstanding fines to a collection agency •61% of libraries offer some way for patrons to clear fines without paying money •The most common way to clear fines without money is through a food drive (41%) •Many libraries use fines for operating expenses; we do not (funds go into general fund) •Fines are accrued by adults, however it’s at their children’s expense. Adult is responsible for any membership account they have. Children are kept from checking items out until adult member pays the fine •Small fine charges are not a strong incentive to return items on time, honesty and responsibility are Library Journal Research -continued) Option #1 No Changes Option #2 Eliminate Overdue Fines •Balances remain going forward / locked account until resolved •Grace period of one month continued use •Replacement costs remain Option #3 Eliminate Overdue Fines •Balances remain going forward / locked account until resolved •Grace period of one month continued use •Overdue balance may be paid with food donations for one month to be given to Bethlehem Food Pantry •Replacement costs remain Library Board Recommends: Option# 3 Eliminate overdue fines •Balances remain going forward / locked account until resolved •Grace period of one month continued use •Overdue balance may be paid with food donations for one month to be given to Bethlehem Food Pantry •Replacement costs remain Library Board Comments: In addition to food donations to pay for fines, open as a food drive for any and all to donate to as well. LS comments: This is not an system of no accountability, but rather, increased responsibility of adults and a learning opportunity for children. Council’s Recommendation for Library Overdue Fines Option # Town of Prosper Town Hall Timeline “a place where everyone matters” Town Hall Timeline -June 2018 Canvass Election Staff Moves In → Staff Moves In Ribbon Cutting • Friday, June 15, 8:30 a.m. • Staff moves in June 15-17 Possible Runoff Election • Saturday, June 16 Town Hall Opens • Monday, June 18 Library Preview • Friday, June 22, Time TBD • Mural unveiled Library Opens • Saturday, June 23 Open House/State of the Town • Monday, June 25, 5-7 p.m. • Open House & tours from 5-6:30 • Invite dignitaries, former Mayors & Councilmembers • Open to the Public • Conclude with State of the Town Regular Council Meeting • Tuesday, June 26, 6pm Canvass Election • Monday or Tuesday, June 25 or 26 Budget Work Session • Wednesday, June 27, 6pm Town Hall Timeline -June 2018 Canvass Election Staff Moves In → Staff Moves In Questions & Comments? PROSPER, TX ENTRY SIGNAGE LANDSCAPE DESIGN CONTEXT Major and Minor Gateways Town Entry Sign US 380 Lovers Ln. MATERIALS Rough Cut Stone Smooth Cut Stone Brushed Aluminum Corten Steel FLAGPOLE LAYOUT OVERALL LANDSCAPE DESIGN “Half Moon” Pockets Similar to Existing Design Along Preston Unique Planting Design at Signage 385’ SIGNAGE PLANTING SCHEME Hamelin Grass SIGNAGE PLANTING SCHEME Seasonal Color SIGNAGE PLANTING SCHEME Gulf Muhly SIGNAGE PLANTING SCHEME Indian Hawthorn “Snow White” ROADWAY PLANTING SCHEME ROADWAY PLANTING SCHEME Live Oak ROADWAY PLANTING SCHEME Bald Cypress ROADWAY PLANTING SCHEME Vitex ROADWAY PLANTING SCHEME Foster’s Holly QUESTIONS Town of Prosper Agenda Item 14. Adjourn. “a place where everyone matters”