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20200131 Strategic Planning SessionStrategic Planning Discussion Items January 31, 2020 Legislative Strategy Town Manager, Harlan Jefferson Past Legislative Practice Fall meetings with legislative delegation TML Lobbyist What We Were Facing Last Session We now know that Texas lawmakers had it out for local governments The House and Senate leadership were out to make the session “the worst session in history for municipalities.” The Mayors that visited with the House leadership about issues of interest were considered “dumbasses.” The Session: Good, Bad and Ugly Convention Center Sunset Provision removed Limitations were not placed on CO’s Revenue Caps Annexation limitations Building material regulation removed What We Expect to be Debated in the Next Session Prohibition on taxpayer funded lobbying Strip sales tax collections from economic development Economic development incentives Further eroding of local government control How We Can Be More Involved Spring and fall meetings with our legislative delegation Participate in Collin and Denton County Days Participate in letter/email writing campaign Testify for and against bills Participate in coordinated effort to kill and pass bills Legislative Involvement Options Status Quo Decrease Involvement Increase Involvement Use of Professional Services Town Manager, Harlan Jefferson 2018 Professional Services Service Cost % Spend Architectural $ 398,526.60 12.91% Engineering $ 1,706,486.03 55.29% Financial $ 52,840.00 1.71% Grant Services $ 5,112.27 0.17% Human Resources $ 20,000.00 0.65% Inspection $ 276,506.81 8.96% Lobbyist $ 36,313.29 1.18% Miscellaneous $ 151,487.20 4.91% Parks Projects $ 140,864.99 4.56% Public Safety $ 6,234.96 0.20% Town Manager $ 292,313.00 9.47% $ 3,086,685.15 100.00% 2019 Professional Services Service Cost % Spend Architectural $ 895,057.04 24.67% Engineering $ 1,594,656.10 43.96% Financial $ 48,147.50 1.33% Grant Services $ 10,100.00 0.28% Human Resources $ 61,740.88 1.70% Inspection $ 172,645.98 4.76% Lobbyist $ 57,987.65 1.60% Miscellaneous $ 342,929.42 9.45% Parks Projects $ 104,568.01 2.88% Public Safety $ 38,962.50 1.07% Town Manager $ 300,780.00 8.29% $ 3,627,575.08 100.00% Service Delivery Options Status Quo Increase Professional Services and Decrease Staff Decrease Professional Services and Increase Staff Reduce Projects Strategies for dealing with revenue cap (BP) There is no standardized solution for dealing with the 3.5% revenue cap. Some recommended strategies to consider include: •Continuously look at ways to control operating costs. •Ensure recurring General Fund revenues are equal to or above recurring General Fund expenses on an annual basis. •Full cost allocation to Enterprise Funds of services from the General Fund. •Anticipate future needs in the five year plan and ability under the revenue cap to fund those needs. •Operating expenses for new capital needs to be anticipated in five year plan.•Ex. We may be able to build a fire station but will we have the ability to staff the station. Strategies for dealing with revenue cap (BP) cont. •Consideration of an election to exceed the 3.5% if needed for large increases, i.e. fire station staffing. •Consider full cost recovery from Town fees. •May have to consider debt financing any capital that is currently being cash funded. •Continue to aggressively pursue outside funding, i.e. grants. •3.5% cap may lower the M&O (GF portion) tax rate. Consider balancing with the debt service rate to maintain the total tax rate and enhance the capital program. Prior year revenue reduction would have been $230,184 in the General Fund had the cap been in effect. Progress Report on Infrastructure and Transportation Study Recommendations (HW) Overview of Discussion: •Recap of Study Focus Areas •Report Card •Next Steps Study Focus Areas: 1.Project Delivery –Improve process for implementing CIP (predictable and minimize impact to public) 2.Minimizing Railroad Impacts – Limit impacts (Noise and Delays) of BNSF line 3.Traffic Signal Improvements – address improving and maintaining traffic signals 4.Project Funding Opportunities – Seek opportunities to stretch the capital program funds Project Delivery (Task 1) •Establish a sustainable process •Fill vacancies •Add two construction superintendents (FY 19) •Add one CIP Engineer (FY 20) •Utilize contracted support to fill gaps and transition the team Director of Engineering Services Hulon Webb Assistant Director Capital Projects Pete Anaya CIP Program Manager John Cernero Construction Superintendent Carlos Quiroz Construction Superintendent Victor Avila Sr. Construction Inspector Chris Kubala Construction Inspector David Stover Construction Inspector Gerry Powers Row Inspector Terry Hicks CIP Senior Engineer Lindy Higginbotham Civil Engineer Emily Busby Assistant Director Development Dan Heischman Civil Engineer Dave Fenton Stormwater Utility Administrator James House Engineering Technician Mirsa Boulos Admin Angela TuckerSenior Traffic Technician Luis Galvez Traffic Engineer Signal Tech. Future Signal Tech. Future Full Signal Maintenance (Reports to Engineering) Future FutureCurrent Positions –No Changes New Positions Reorganized/Reclassified Positions Current Positions –Move from Public Works to Engineering Future Positions –Year TBD Paradigm Shift: From Cost & Quality to Quality & Time •Alternative Construction Procurement Methods •Competitive Sealed Proposals •Old Town Regional Retention and Drainage Improvements •Teel and Fishtrap Intersection Improvements •Cook Lane, Phase 2 •US 380 at Coit Road –Right Turn Lane •A + B Bidding Method •Prosper Trail and DNT Intersection •Victory Way (Coleman –Frontier) •West Prosper Roads, Segment E •Construction Project Management •Change Order Tracking •Daily Inspection Logs •Liquidated Damages •Trending Up on Project Completion Schedule •Coleman Road at Reynolds •E/W Collector •LPP Water Line, Phase 1B (Spring vs. Summer) •Cook Lane, Phase 2 (Summer vs. Fall) Minimize RR Impacts (Task 2) •Quiet Zone the entire BNSF Corridor •Pursue grade separations •Focus area for outside funding partnerships •Lee Engineering Markings for Quiet Zones $30k $60k Fifth Street First Street Prosper Trail (West of BNSF RR) Prosper Trail (East of BNSF RR) 410’ $9.5M First Street (West of BNSF RR) First Street (East of BNSF RR) 460’$10M Pedestrian Bridge at PHS $1.6M Recommendations: •Allocate Funding for Silent Crossings at First Street and at Fifth Street = $90,000 •Add First Street at BNSF RR Overpass to Thoroughfare Plan to Reserve ROW •Acknowledge $13,500,000 needed in CIP for Overpass at First Street (10+ Years) •Pursue Funding Opportunities for Overpass at First Street Traffic Signal Improvements (Task 3) •Establish On-Call/ILA agreements to provide complete signal maintenance •Identify known problem locations (crash/congestion) and implement short-term improvements •Masterplan future traffic signal locations for consideration in future development •Hire the planned signals/signs technician •Consider all users in design •Signal Maintenance Contractor selected. •Preston Road Traffic Signal Timing Study completed and will be updated periodically •Preston Road Operational Improvements Plan •Traffic Impact Analysis (TIA) in upcoming Roadway Design Standards to incorporate Traffic Signal Design and Installation Criteria •Hired Seni or Traffic Signal Technician •Implemented Traffic Control Committee Project Funding Opportunities (Task 4) •Fight above your “Weight Class” in the pursuit of funding •Quiet Zone/Grade Separations •Trails •Traffic Control Improvements •Transportation Development Credits •Consider lifeline service (elderly/disabled) through McKinney Urban Transit District Next Steps Project Dashboard Engineering Services Department Strategic Planning Session Roadway Design Standards (HW) Infrastructure development in conjunction with schools (HW) Overview of Discussion: •Previous Infrastructure Projects •Latest PISD School Timeline •Upcoming Infrastructure Projects •Anticipated Costs for Upcoming Projects Rogers Middle School •Coit Road: (US 380 –First Street) = $4M Prosper High School: •Coleman Road ILA: (Oversized Drainage) = $ 500,000 •Water &Wastewater ILA = $ 575,000 •Coleman Road: (Prosper Trail –Preston) = $4M Reynolds Middle School: •Coleman Road Temporary Asphalt Widening = $340,000 •Cockrell, Folsom and Windsong Elementary: •Constructed adjacent to Development Infrastructure Folsom Elementary Windsong Elementary Cockrell Elementary 2023 2022 Proposed Timeline for PISD -Summer 2019 / January 2020 2023 2022 Proposed Timeline for PISD -Summer 2019 / January 2020 1. $15,000,000 4 lanes - Construction 2021 2020 Proposed Timeline for PISD -Summer 2019 / January 2020 2021? 2020 2024? 2023?2025/6? 2026? ? 2024? 2021? 2022? 2025/6? 2020 Proposed Timeline for PISD -Summer 2019 / January 2020 2026? 2023? 2021? 2020 2. 5. 4. 3. ? 2024? 2021? 2022? 2021 2024?$8,500,000 4 lanes – Design & Constr $5,675,000 2 lanes & bridge – Design & Constr $4,750,000 2 lanes – Design & Constr $0 Anticipated Unfunded Costs for Upcoming Infrastructure Projects in Conjunction with Schools: 1.First Street (Coit Road –Custer Road):$15,000,000 2.Fishtrap Road (Teel –Elementary):$ 0 3.Parvin Road (FM 1385 –Legacy Drive):$ 8,500,000 4.Legacy Drive (Fishtrap –Prosper Trail):$ 5,675,000 5.Teel Parkway (US 380 –Fishtrap Road):$ 4,750,000 TOTAL APPROX. = $ 34 Million Potential Bond Projects (HW) Facility Projects 2019-2020 2020-2021 2021-2022 2022-2023 2023-2024 2024-2029 Westside Radio Tower for Public Safety 500,000 Central Fire Station Administration 2,546,000 Central Fire Station, Phase II (Bunk Gear Climate Storage) 850,000 Fire Station #3 8,000,000 Recreation Center 15,000,000 Senior Facility 9,000,000 * Cost Estimate for Projects listed under 2024-2029 require further analysis and evaluation. * * Cost Estimate for Projects listed under 2024-2029 require further analysis and evaluation. Projects Included in 10-Year Estimate Park Projects 2019-2020 2020-2021 2021-2022 2022-2023 2023-2024 2024-2029 Neighborhood Park Tanners Mill Park: (Construction) 600,000 Town Hall Open Space Park: (Design/construction) 2,000,000 Park Operations Park: (Design) 51,000 Park Operations Park: (Construction) 475,000 Windsong Ranch Park #3: (Construction) 1,300,000 Star Trail Park #3 7.5 Acres / No Lights): (Construction) 1,160,000 Cedar Grove Phase 2 (9.8 Acres / No Lights): (Design) 20,000 Cedar Grove Phase 2 (9.8 Acres / No Lights): (Construction) 305,000 Cockrell Park (8.4 Acres / No Lights)(Construction) 1,150,000 Trails Pecan Grove H&B Trail: (Construction) 410,000 H&B Trail Heads / H&B Trail Gateways: (Design) 13,000 15,000 60,000 H&B Trail Heads / H&B Trail Gateways: (Construction) 90,000 95,000 440,000 Future unnamed H&B Trail 1,000,000 * * Cost Estimate for Projects listed under 2024-2029 require further analysis and evaluation. Projects Included in 10-Year Estimate Park Projects (continued)2019-2020 2020-2021 2021-2022 2022-2023 2023-2024 2024-2029 Community Park Town Lake Improvements (24 Acres / Lights): (Design) 16,000 Town Lake Improvements (24 Acres / Lights): (Construction) 320,000 Sexton Park (69 Acres / Lights) (Sports Fields): (Design) 1,200,000 Sexton Park (69 Acres / Lights) (Sports Fields): (Construction) 12,500,000 Sexton Park Phase 2 (Lights): (Design) 1,200,000 Sexton Park Phase 2 (Lights): (Construction) 10,800,000 Windsong Ranch Community Park: (Design) 1,700,000 Windsong Ranch Community Park: (Construction) 15,300,000 Prosper Center Community Park: (Design) 1,500,000 Prosper Center Community Park: (Construction) 13,500,000 Star Trail Park Community Park: (Design) 1,500,000 Star Trail Park Community Park: (Construction) 13,500,000 Future Land Medians Richland Boulevard Median Landscaping 170,000 * * Cost Estimate for Projects listed under 2024-2029 require further analysis and evaluation. Projects Included in 10-Year Estimate Street Projects 2019-2020 2020-2021 2021-2022 2022-2023 2023-2024 2024-2029 First Street (DNT -Coleman) -4 lanes: (Construction) 10,500,000 Prosper Trail (Coit -Custer) -4 lanes: (Construction) 16,000,000 Coleman (Gorgeous -Prosper Trail) -4 lanes: (Design) 250,000 Coleman (Gorgeous -Prosper Trail) -4 lanes: (Construction) 2,000,000 First Street (Coit -Custer) -4 lanes: (Construction) 15,000,000 Fishtrap (Teel -Gee Road): (Construction) 5,000,000 Gee Road (Fishtrap -Windsong Retail): (Construction) 2,500,000 Fishtrap (Elem -DNT) -2 lanes: (Construction) 15,750,000 Coit Road (First -Frontier) -4 lanes: (Construction) 15,500,000 Fishtrap (Segment 2) -PISD reimbursement 1,164,000 Fishtrap, Segment 4 (Middle -Elem) -4 lanes: (Construction) 2,270,000 Teel (US 380 Intersection Improvements): (Construction) 275,000 Coleman Road (Prosper Trail -High School): (Design) 350,000 Coleman Road (Prosper Trail -High School): (Construction) 4,000,000 Parvin Road (FM 1385 -Legacy Drive): (Design) 800,000 Parvin Road (FM1385 -Legacy Drive): (Construction) 8,500,000 Legacy Drive (Legacy -Prosper Trail): (Design) 567,500 Legacy Drive (Fishtrap -Prosper Trail) -2 lanes: (Construction) 5,107,500 Coleman (Prosper HS -Preston): (Design) 650,000 Coleman (Prosper HS -Preston): (Construction) 5,850,000 Teel Parkway (US 380 -Fishtrap): (Design) 475,000 Teel Parkway (US 380 -Fishtrap): (Construction) 4,275,000 * * Cost Estimate for Projects listed under 2024-2029 require further analysis and evaluation. Projects Included in 10-Year Estimate Infrastructure for School Projects Included in 10-Year Estimate Street Projects (Other)2019-2020 2020-2021 2021-2022 2022-2023 2023-2024 2024-2029 Sixth Street (Main -End) 150,000 Crown Colony (Meadow Run -High Point) 1,025,000 Ridgewood (Hays -Crown Colony) 600,000 Waterwood (Ridgewood -End) 175,000 Colonial (Ridgewood -End) 175,000 Shady Oaks Lane (Ridgewood -End) 175,000 Riverhill (Ridgewood -End) 175,000 Plymouth Colony (Bradford -High Point) & Plymouth Colony Circle 650,000 Prestonview (Hays -Betts) 775,000 Betts Lane (Prestonview -High Point) 275,000 High Point Drive (Hays -Betts) 750,000 West Yorkshire Drive (High Point -Bradford) 275,000 Bradford Drive (West Yorkshire-Plymonth Colony) 625,000 Chandler Circle (Preston Road-Hays) 725,000 Parvin Road (Good Hope -FM 1385) 300,000 Pasewark (Preston -Hickory) 425,000 * * Cost Estimate for Projects listed under 2024-2029 require further analysis and evaluation. Projects Included in 10-Year Estimate Bond Election Timelines May 2011 May 2020 November 2020 May 2021 Town Council Appoints Bond Committee 8/26/2010 2/11/2020 8/11/2020 Committee Presents Recommendation to Council 2/8/2011 7/28/2020 1/26/2021 Council Calls Election 2/22/2011 2/11/2020 8/11/2020 2/9/2021 Election Day 5/14/2011 5/2/2020 11/3/2020 5/1/2021 Water Rate Structure Briefing Purpose •Background on Water Supply Contract and Cost Structure •Historical Wholesale Water Purchases •Town Water Rates and Structure •Cost avoidance strategies •Direction from Council 58 Town of Prosper Water Supply •Contracted with North Texas Municipal Water District (NTMWD) in 2002. •Customer City (5% higher rates than member cities) •Take or Pay Contract (industry standard) •Cost set annually based on highest total gallons purchased in any prior year. (pay if you take all of the gallons or not) •Rate per 1,000 gallons set annually by NTMWD board 59 Historical Water Minimum Purchases Fiscal Year Take or Pay Gallons FY 2014-15 1,083,898,000 FY 2015-16 1,291,162,000 FY 2016-17 1,317,827,000 FY 2017-18 1,484,478,000 FY 2018-19*1,712,581,000 FY 2019-20 1,712,581,000 *Actual usage 1,693,059,000 Risk of High Usage Year –Take or Pay •Most NTMWD customers do not take their minimum purchase on an annual basis. •Pay for water that is not used –several million dollars per year in some cases. •Example Rowlett set usage of 3,192,039,000 in 2007 and has not used that amount of water since that year. They still must pay for that minimum every year. •Payments in 2019 for unused water (estimates by City of Rowlett) •Rowlett -$3,112,478 •Plano -$22,116,246 •Richardson -$9,031,355 •Garland -$8,832,426 •Mesquite -$8,450,895 61 Current and Historical Water Rates (Charges per thousand gallons) 62 Current 2012 2010 2005 2002 Residential Base 21.25$ 18.54$ Residential Base 17.71$ Residential Base 12.20$ Residential Base 10.25$ 0-10,000 4.28$ 3.74$ 0-15,000 3.57$ 2,001-15,000 4.25$ 2,001-40,000 3.57$ 10,001-40,000 6.41$ 5.60$ 15,001-40,000 5.35$ 15,001-30,000 5.00$ 40,001-80,000 4.72$ 40,001-80,000 9.63$ 8.41$ 40,001-80,000 8.03$ 30,001-40,000 5.75$ 80,001-100,000 6.82$ 80,001+14.44$ 12.61$ 80,001+12.04$ 40,001-80,000 6.50$ 100,001+11.55$ 80,001-100,000 7.25$ 100,001+11.55$ FY 15- 16 FY 16-17 FY 17-18 FY 18-19 FY 19-20 October 24,974 16,693 22,068 12,410 22,882 November 15,746 15,255 14,335 8,136 December 8,343 9,062 10,869 9,500 January 7,630 9,564 8,795 6,802 February 9,702 8,335 7,567 8,214 March 9,402 8,080 6,844 6,527 April 14,469 14,323 12,251 9,681 May 10,817 14,811 14,481 10,427 June 11,444 17,363 19,017 15,662 July 22,263 18,522 28,214 17,003 August 30,431 22,635 31,372 26,965 September 17,943 19,656 23,124 28,983 Yearly Average 15,264 14,525 16,578 13,359 Monthly Water Usage Billed Per Account (Gallons) Residential Customer Usage by Gallons 22.5% 63.3% 6.0%3.2%3.1%1.9% 0.0% 10.0% 20.0% 30.0% 40.0% 50.0% 60.0% 70.0% 0--10,000 10,001-40,000 40,001-50,000 50,001-60,000 60,001-80,000 80,001+ September 2019 Water Usage Accounts by Gallons Billed 30.1% 62.8% 3.3%1.3%1.5%1.0% 0.0% 10.0% 20.0% 30.0% 40.0% 50.0% 60.0% 70.0% 0--10,000 10,001-40,000 40,001-50,000 50,001-60,000 60,001-80,000 80,001+ October 2019 Water Usage Accounts by Gallons Billed 64 City of Prosper, TX Residential Water Rate Structure Comparison (Sept. 2019) Prosper (8)Celina (3)Colleyville (1)Coppell (11)Frisco (4)Keller (6)Little Elm (2)McKinney (9)Southlake (5)The Colony (7)University Park (10) Monthly Charge for 1" Meter with 10,000 Gallons 64.05$ 81.78$ 96.28$ 56.70$ 80.76$ 75.11$ 88.74$ 61.70$ 80.20$ 67.85$ 57.94$ Water Source:NTMWD CC UTRWD TRA*DWU NTMWD MC Fort Worth NTMWD CC NTMWD MC Fort Worth NTMWD (via Frisco)DC/PC MUD** Base Rates according to Meter Size 1" Meter Charge 21.25$ 40.10$ 13.48$ 28.35$ 18.04$ 31.71$ 38.58$ 16.20$ 42.36$ 34.57$ 11.44$ Prosper Volume 0 - 10,000 4.28$ 10,001 - 40,000 6.41 40,001 - 80,000 9.63 Above 80,001 14.44 Celina Volume 0 - 2,001 (Incl. in minimum)-$ 2,001 - 10,000 5.21 10,001 - 20,000 7.89 20,001 - 30,000 9.29 Above 30,001 13.41 Colleyville Volume All 4.14$ *Trinity River Authority Coppell Volume First 1,000 (incl. in minimum)-$ 1,001 - 25,000 3.15 (Summer Only)Over 25,001 3.94 Frisco Volume First 2,000 (incl. in minimum)-$ 2,001 - 15,000 3.92 15,001 - 25,000 4.56 25,001 - 40,000 4.88 40,001 - 80,000 5.65 Above 80,001 6.78 Keller Volume 0 - 2,000 3.42$ 2,001 - 10,000 4.57 10,001 - 20,000 4.97 20,001 - 25,000 5.51 25,001 - 40,000 6.89 Above 40,001 7.43 Little Elm Volume 0 - 2,001 (Incl. in minimum)-$ 2,001 - 10,000 6.27 10,001 - 20,000 6.57 Above 20,001 6.87 McKinney Volume 0 - 20,000 4.55$ 20,001 - 40,000 5.75 Above 40,001 6.90 Southlake Volume 0 - 2,001 (Incl. in minimum)-$ 2,001 - 10,000 4.73 10,001 - 25,000 5.44 25,001 - 40,000 6.25 Above 40,001 7.19 The Colony Volume 0 - 2,001 (Incl. in minimum)-$ 2,001 - 15,000 4.16 15,001 - 25,000 5.19 25,001 - 40,000 5.54 Above 40,001 6.04 University Park Volume All 4.65$ Note: Conservation Surcharge: During the months of May through October, an additional $1.73 per thousand gallons is assessed for all consumption over 30,000 gallons. ** Dallas County/Park Cities Municipal Utility District Cost Avoidance Rate structure that discourages peak usage, especially during a drought year Encourage water conservation Educate and give tools to customers to control water usage 66 Future Direction •Maintain current rate structure or change philosophy •Long-term goal to move from customer city to member city 67 Communication Strategies and Citizen Engagement (RB) COMMUNICATION AND CITIZEN ENGAGEMENT STRATEGIES Town Council Strategic Planning Session January 31, 2020 COMMUNICATION GUIDING PRINCIPLES 1.Tell Our Own Story 2.Proactive vs. Reactive 3.Decentralized Approach 4.Open, Two-Way Communication 5.Consistent Messaging COMMUNICATION STAFF Robyn Battle, Town Secretary/PIO Karolyn Short, Communication Specialist Celso Martinez, PAMR Consultant CORE COMMUNICATORS TSO/PIO Staff Mayor and Town Council Town Manager Executive Directors and Directors Town Board, Commission and Committee members Departmental Communicators Communication Team TARGET AUDIENCES Residents Visitors Media Prosper ISD Prosper Business Community Developers and Development Professionals Community Organizations Neighboring Cities and Towns Local and State Government Agencies WHAT WE DO: Digital Media Produce and update website content Produce video content Produce and manage social media content; support departmental social channels Traditional Media Produce news releases, monitor media coverage, and facilitate media inquiries Graphic Design & Marketing Design publications & graphics Market & promote programs, services and events Crisis Communication •Assist with crisis communication readiness & messaging Citizen Engagement •Prepare presentations for Mayor, Council, Town Manager •Facilitate Citizen Engagement activities (HOA Presidents Meetings, State of the Community) •Monitor myPROSPER mobile app service requests and Service Satisfaction Surveys •Respond to citizen inquiries and facilitate resolution COMMUNICATION MODEL COMMUNICATION STRATEGY: 1.Be Accurate, Timely, Relevant 2.Use a multi-channel approach 3.Use the right frequency for the message Messaging channels and frequency are customized according to: •Which communication channel is most appropriate for the message? •Who is the target audience? •What is the purpose of the message? (Inform? Educate? Inspire? Call to action?) •How often should a message be repeated to ensure it is received? IF YOU WANT TO COMMUNICATE A MESSAGE, SAY IT AT LEAST SEVEN TIMES IN SEVEN WAYS! EXAMPLES OF MULTI-CHANNEL COMMUNICATION “It’s time for Trash Talk Tuesday!” Week-By-Week PR Calendar for each Communication Channel EXAMPLES OF MULTI-CHANNEL COMMUNICATION Parks & Recreation Public Input Meetings Website Resident Update Landscape Newsletter Social media posts Facebook events Media Release Public meetings Survey COMMUNICATION CHANNELS: WEBSITE Prospertx.gov Prosperchristmasfestival.org Prosperparksandrec.org Prosperfire.com (Redirects to https://www.prospertx.gov/fire- department/) COMMUNICATION CHANNELS: DIGITAL NEWS •Resident Update •Landscape •Utility Connection COMMUNICATION CHANNELS: DIGITAL AND PRINT MEDIA •PAFR •Board & Commission Recruitment •Facts & Figures brochure •Library calendar •Parks & Recreation marketing materials (Fishing Derby, Community Picnic, Christmas Festival, programming flyers) •Police Department Recruiting brochure EXAMPLES OF DIGITAL AND PRINT MEDIA COMMUNICATION CHANNELS: VIDEO PRODUCTIONS Library Year-In-Review, “SOS” lip- sync US 380 Overpass Grand Opening Parks & Recreation Departmental highlights Citizen Fire Academy Recap Lock, Take, Hide Council Christmas Greeting Digital Year-In-Review COMMUNICATION CHANNELS: MYPROSPER MOBILE APP Available on GooglePlay and the Apple App Store •Service requests •Data on requests, users •Recent updates •New trash service notifications coming soon COMMUNICATION CHANNELS: TRADITIONAL MEDIA Media releases Magazine articles Media inquiries/interviews COMMUNICATION CHANNELS: SOCIAL MEDIA 16 social media channels Facebook Twitter Instagram Linkedin Nextdoor YouTube Pinterest Library Blog SOCIAL MEDIA STRATEGY: SOCIAL MEDIA STRATEGY •Customize content to the target audience –different platforms have different audiences •Graphics and video generate the most engagement •Followers are good, engagement is better SOCIAL MEDIA CHANNELS: FACEBOOK Town of Prosper, Texas Government 9396 followers Up 26% from last year Average: 1-2 posts per day Average: 30-50 posts per month *data as of January 1, 2020. SOCIAL MEDIA CHANNELS: TWITTER @Town_of_Prosper 3234 followers Up 20% from last year Average:25 tweets per month SOCIAL MEDIA CHANNEL: INSTAGRAM @Town_of_Prosper 2654 followers Up 80% from last year Average: 5 posts per month OTHER SOCIAL MEDIA CHANNELS: 11 subscribers 322 views on 5 videos this year Up 3 subscribers from last year 95 page views in 2018 31 Unique Visitors (Up 19% from previous year) 3 button clicks to visit our website (Up 50% from last year) 9014 Members Up 20% from last year 68% of the 8258 households 43 neighborhoods OTHER SOCIAL MEDIA CHANNELS: Bibliobunny Blog # posts vary dependent on programming Pinterest 24 followers # of posts vary dependent on programming content CITIZEN ENGAGEMENT CITIZEN ENGAGEMENT STRATEGY: Investing in relationships = Playing the long game Create ambassadors who help tell our story, share our message, correct misinformation Succession Planning for Council Build relationships Build Trust  Create a “Civic Infrastructure” •Mayor’s Coffee & Luncheon •CPA/CFA Academies •HOA Presidents Meetings -2019 •Town Talks –2019 •Boards & Commission Reception -2019 •State of the Community -2020 •Candidate Orientation –2020 •Citizen Academy -2020 CITIZEN ENGAGEMENT ACTIVITIES CITIZEN ENGAGEMENT ACTIVITIES: STATE OF THE COMMUNITY Multi-Channel Communication Council Engagement with the public Information on Town Services, Programs, Projects Relationship-building PISD Administration Athletic Department Culinary Arts Program PEF Event sponsors Chamber of Commerce Collin County Commissioners Court CITIZEN ENGAGEMENT SPECTRUM Source: IAP2 Website Newsletters Media Releases Boards & Commissions Bond Committee Charter Commission Workshops Public Input Meetings HOA Presidents Meetings Public Hearings Citizen Comments Surveys Bond/Charter Elections Council Elections Social Media Level of Public Participation WHAT’S NEXT? Ongoing Staff Development TCU Certified Public Communicator Program Library Marketing & Communication Conference NIMS/FEMA Training Emergency Management Full-Scale Exercise –March 2020 WHAT’S NEXT? Measuring Success Better Performance Measures Monthly/Quarterly Analytics Reports Resident Communication Survey (new Major Initiative) WHAT’S NEXT? Plan for the Future Resource Toolkit –Emergency Communications (templates, forms, contacts) Staffing Plan WHAT’S NEXT? Website Improvements Accessibility Font, color, contrast standards Captioning photos and videos for visually impaired Search Engine Optimization Increased use of online forms Laserfiche Public Portal WHAT’S NEXT? Plans & Policies Updated Communication Plan Develop Department-specific Communication Plans Graphic Identity Policy, Branding Style Guide (new Major Initiative) WHAT’S NEXT?Graphic Identity Policy, Branding Style Guide (new Major Initiative) Brand Consistency Fonts, colors, templates ADA Compliance WHAT’S NEXT? Questions & Feedback? Downtown open space recommendation (DR) •Two concept plans presented to Council -September 24, 2019 •Public input meeting -January 8, 2020 •Consultant is finalizing plan to be presented to Council in 30-60 days.