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20200227 Candidate Orientation PPTTown Council Candidate Orientation February 27, 2020 Welcome –Harlan Jefferson, Town Manager •Introductions •Council Roles & Responsibilities •Town Manager Role •Organization Structure and Functions •Staff Relations •Strategic Plan Council Roles & Responsibilities: (Town of Prosper Home Rule Charter) “All powers of the Town and the determination of all matters of policy shall be vested in the Town Council. The following are hereby enumerated for greater certainty:” Council Roles & Responsibilities:(Town of Prosper Home Rule Charter) •Appoint and remove the Town Manager; •Appoint and remove the Municipal Judge(s) of the Municipal court; •Appoint and remove the Town Attorney; •Provide for a Planning & Zoning Commission and a Board of Adjustment and other boards as deemed necessary, and appoint the members of all such boards and commissions. Such boards and commissions shall have all powers and duties now or hereafter conferred and created by this Charter, by Town ordinance or by law; Council Roles & Responsibilities: (Town of Prosper Home Rule Charter) •Designate items to appear on a future agenda of a Town Council meeting for consideration and/or discussion; •Establish administrative departments; •Adopt the budget of the Town; •Collectively inquire into the conduct of any office, department or agency of the Town and make investigations as to municipal affairs; Council Roles & Responsibilities:(Town of Prosper Home Rule Charter) •Adopt and modify the official map of the Town; •Adopt, modify and carry out plans in cooperation with the Planning & Zoning Commission for the replanning, improvement and redevelopment of specific areas of the Town; •Adopt, modify and carry out plans in cooperation with the Planning & Zoning Commission for the replanning, reconstruction or redevelopment of any area or district which may have been destroyed in whole or part by disaster; •Regulate, license and fix the charges or fares made by any person owning, operating or controlling any vehicle of any character used for the carrying of passengers for hire on the public streets and alleys of the Town; Council Roles & Responsibilities:(Town of Prosper Home Rule Charter) •Fix and regulate rates and charges of all utilities and public services; and •Provide for the establishment and designation of fire limits and prescribe the kind and character of buildings or structures or improvements to be erected therein; provide for the erection of fireproof buildings within certain limits; and provide for the condemnation of dangerous structures of buildings or dilapidated buildings or buildings calculated to increase the fire hazard, and the manner of their removal or destruction; •Adopt plats, unless the Town Council votes to give this authority to the Planning & Zoning Commission or Town staff. Town Manager Roles & Responsibilities: (Town of Prosper Home Rule Charter) “The Town Manager shall be responsible to the Town Council for administration of all the affairs of the Town, with only those exceptions that are named in the Charter.” Town Manager Roles & Responsibilities:(Town of Prosper Home Rule Charter) The Town Manager shall: •Appoint, suspend and remove all Town employees and appointive administrative officers provided for in this Charter, except as otherwise provided by law, this Charter or personnel rules adopted pursuant thereto; •Direct and supervise the administration of all departments, offices and agencies of the Town, except as otherwise provided by law or this Charter; •See that all state laws and Town ordinances are effectively enforced; Town Manager Roles & Responsibilities:(Town of Prosper Home Rule Charter) •Attend all Town Council meetings, with the right to take part in discussion, but the Town Manager shall not vote; •Prepare and accept, or designate an appropriate department head or Town employee to prepare and accept, items for inclusion in the official agenda of all Town Council meetings and meetings of all boards and commissions; •Prepare and recommend to the Town Council the annual budget and capital program, and administer the budget as adopted by the Town Council; Town Manager Roles & Responsibilities: (Town of Prosper Home Rule Charter) •Keep the Town Council fully advised at least quarterly as to the financial conditions and future needs of the Town, and make such recommendations concerning the affairs of the Town, as the Town Manager or the Town Council deems desirable or necessary; •Make reports as the Town Manager or the Town Council may require concerning the operations of the Town departments, offices, or agencies subject to the Town Manager’s direction or supervision; and Town Manager Roles & Responsibilities: (Town of Prosper Home Rule Charter) •Perform such other duties as are specified in this Charter or may be required by the Town Council, and are consistent with this Charter or state or federal law. Manager’s Sphere Determine “purpose,” scope of services, tax level, constitution issues Pass ordinances; approve new projects and programs; ratify budget Make implementing decisions (e.g. site selection); handle complaints; oversee administration Suggest management changes to manager; review organization’s performance in manager’s appraisal Advise (what city “can” do may influence what it “should” do); analyze conditions and trends Make recommendations on all decisions; formulate budget; determine service distribution formula Establish practices and procedures and make decisions for implementing policy Control the human, material & informational resources of organization to support policy and administrative functions Where to Draw the “Line” Mission Policy Administration Management Council’s Sphere Source: The Effective Local Government Manager New Roles for Elected Officials •Lawmakers •Policy makers •Consensus builders •Political Entrepreneurs •Civic catalysts •System linkers •Leaders •Institution builders •Power brokers •Overseers •Financiers •Negotiators •Enablers •Facilitators •Communicators •Decision makers •Translators •Ombudsman •Regional actors •“Full-Time” City Managers and Elected Officials Municipal Court Judge Town Attorney Boards and Commissions Citizens Mayor and Town Council Town Manager Fire Chief Asst Fire Chief Fire Marshall Police Chief Asst Police Chief Communications Manager Exec. Dir. of Dev. and Infrastructure Services Dir. of Engineering Services Asst Dir. - Capital Projects Asst Dir. - Development Dir. of Public Works Streets Superintendent Water/WW Superintendent Dir. of Dev. Services Building Official Code/Health Supervisor Planning Manager Exec. Dir. of Community Services Town Secretary Records Coordinator – PT FY 2019-2020 (Spring) Communications Manager (FY 2020-2021) Communications Specialist PAMR Consultant Community Engagement Specialist – PT FY 2019-2020 (Spring) Dir. of Parks & Recreation Recreation Services Supervisor Landscape Architect Parks Superintendent Dir. of Library Services Youth Service Librarians Library Assistants Exec. Dir. of Admin. Services Finance Dir. Accounting Manager Purchasing Agent Utility Billing Administrator Municipal Court Administrator Human Resources Dir.IT Director Organization Chart Candidate and Council Support Robyn Battle, Executive Director of Community Services Election Information –Key Dates •April 2 –First Campaign Finance Report Due •April 24 –Second Campaign Finance Report Due •May 2 –Election Day •May 6 –Town Council Orientation •May 11 –Canvass Election •May 12 –Oath of Office, Certificate of Election •July 15 –Final Reports Due Council Support & Communication •Council Packet –preparation and distribution •Communication –mail, phone, email, •Administrative Support –meetings, events •Legal notices, posting requirements Travel, Training, and Compensation “The Town Council shall be entitled to reimbursement for actual reasonable expenses incurred in the performance of official duties.” (Town of Prosper Home Rule Charter) •Travel coordinated through Town Secretary’s Office •Covered expenses include registration, lodging, transportation, meals •Reimbursement for eligible out-of-pocket expenses Travel, Training, and Compensation •TML Elected/Newly-Elected Officials Conference •TML Annual Conference and Exhibition •TML Institute https ://www.tml.org/31/Education Community Services Executive Director of Community Services Town Secretary Records Coordinator –PT FY 2019-2020 (Spring) Communications Manager (FY 2020-2021) Communications Specialist PAMR Consultant Community Engagement Specialist –PT FY 2019-2020 (Spring) Director of Parks & Recreation Recreation Services Supervisor Landscape Architect Parks Superintendent Director of Library Services Youth Service Librarians Library Assistants •Elections •Council Support •Records Management •Board & Commission Support Town Secretary Elections •Town Secretary coordinates elections with Collin/Denton County •Serves as filing authority for local elections •Certifies and distributes election results Records Management •Town Secretary is custodian of records •Responsible for maintenance, retention, storage, destruction •Responds to Public Information Requests (PIRs) Board & Commission Support •Coordinates annual Board & Commission Appointments •Applications, eligibility, training •Maintains monthly attendance reports •Board & Commission Reception •Bond Committee Bond Election •Public Safety -$30 million •Parks & Recreation -$30 million •Streets -$150 million •Social media •Media Relations •Digital and Print Publications •Website •HOA Presidents Meetings •State of the Community •Town Talks •Citizen Academy •Special Events Communication & Community Engagement Parks and Recreation Department Parks and Recreation Major Duties •Planning and construction of parks and trails •Provide and market programs, activities and special events •Oversight of landscaping, irrigation and tree preservation for private development •Maintenance of Town parks, medians, trails and open spaces •Sports fields maintenance and preparation for games and tournaments •Manage facilities rentals •Assist sports leagues in scheduling 30 Library Department Library Major Duties •Purchase, catalog and maintain all library books, movies, audiobooks, and technology resources •Track all library resources and work to obtain unreturned items •Provide knowledge and direction to public (educational, job search, computer skills, etc.) •Provide computer and internet access for public use •Manage study, conference and program rooms •Provide special programs in the Library and out in the community 32 Development Services –John Webb, Dir. Of Development Services •Department Overview •Planning •Building Inspections •Code/Health Compliance •Political signs •Town Maps •Major Projects –Monthly Development Report •Comprehensive Plan Director of Development Services Planning Manager Senior Planner Planning/GIS Specialist Planning Technician Building Official Senior Plans Examiner Plans Examiners (2) Permit Technicians (3) Chief Building Inspector Senior Building Inspectors (2) Building Inspectors II (3) Building Inspectors I (2) Adm Assistant Code/Health Supervisor Code Compliance Officer Health & Compliance Officer Development Services Planning •Facilitate the Development and Amendments to the Town’s Comprehensive Plan –Road Map for our Vision and Future •Implement the Vision through our Zoning and Subdivision Ordinances •Facilitate Applications for New Development & Redevelopment such as Rezoning, Site Plans, Subdivision Plats for Action by the Planning & Zoning Commission and/or the Town Council 35 Building Inspections •Review Detailed Building Permit Plans for New Homes, Businesses, Remodels, Additions, Fences, Swimming Pools, and Signs •Inspect the Projects throughout the Construction Process to Ensure Compliance with Building Codes (Life/Safety) and Zoning Ordinance 36 Code & Health •Plan Review & Inspections of Food Establishments to Reduce Potential of Food-Born Illnesses & Inspect Public Pools for Safety •Enforce Zoning Ordinance and Property Maintenance Codes to Ensure Maintenance of Property Values •Annual Inspection of Apartments 37 Political Signs –Key Requirements •Max. 36 sq. ft. •Max. 8 feet tall •Not in the Right-of-Way –Use Town Mapping Program •Not permitted on Town-owned Property, unless the Property is Site is of Early Voting & Election Day Voting –Signs Permitted During the Period of Early Voting through Election Day. Signs Removed from Town Property within 24 Hours of Election •Other Signs Removed within 10 Days of Election 38 Major Projects •Gates of Prosper Ph 2 –West Side of Preston Rd •US 380 Corridor •Development Services Monthly Report is a Great Resource 39 Comprehensive Plan •Adopted in 2012 Establishing the Vision for the Town in Guiding Growth/Making Decisions •Possible Complete Update of Plan in 2022 40 Infrastructure Services –Hulon Webb, Director of Engineering Services; Frank Jaromin, Director of Public Works •Department Overview •CIP •Major Infrastructure Projects •Monthly Report Director of Engineering Services Assistant Director - Development Civil Engineer Stormwater Utility Administrator Assistant Director – Capital Projects CIP Program Manager Construction Superintendent (2)Senior Construction Inspector Construction Inspector (2) ROW Inspector Senior Engineer Civil Engineer Engineering Technician Administrative Assistant Engineering Services (16) Director of Public Works Streets Superintendent Senior Traffic Technician Crew Leader (2) Heavy Equipment Operator (2) Maintenance Worker (2) Water and Wastewater Superintendent Utilities Facilities Maintenance Supervisor Water Quality Technician (2) Utility Crew Leader (4) Heavy Equipment Operator (3) Utility Worker (8) Utility Maintenance Supervisor Utility Crew Leader (4) Heavy Equipment Operator (3) Utility Worker (6) Senior Backflow Inspector Backflow Inspector Water Education Coordinator FOG Technician Administrative Assistant Public Works (47) Expanding US 380 (University Drive) Custer to Lovers = $23M Lovers to Denton County Line = $59M Denton County to US 377 (est 2024) = $178M Expanding SH 289 (Preston Road) Overpass at US 380 = $10M US 380 to FM 1461 (Frontier Parkway) = $26M FM 1461 to County Line = $19M Expanding DNT (Dallas North Tollway) Southbound Frontage Road (est 2020) = $17M Overpass at US 380 (est 2022) = $100M Main Lanes (US 380 to FM 423) (est 2026) = $350M 7th and 8th Main Lanes (US 380 to SRT (est 2024) = $100M Expanding FM 1461 (Frontier Parkway) Preston to Lake Forest (TxDOT design) = $47M DNT to Preston (2021) = $23M Expanding FM 2478 (Custer) US 380 to FM 1461 = $57M Regional Wastewater Treatment Services (UTRWD) Doe Branch Phase I = $32M Doe Branch Phase II =$29M OVER $1 BILLION in Regional Infrastructure!!!! Expanding FM 1385 US 380 to FM 455 = $132M Administrative Services –Chuck Springer, Executive Director of Administrative Services •Department Overview •Finance •Information Technology •Human Resources Finance Department Finance Major Duties •Preparation and oversight of Annual Budget •Accounting and Annual Audit •Debt issuance and management •Purchasing •Cash Management and Investment of Town Funds •Payroll •All Town Payments 49 Finance Major Duties •Municipal Court Manage all cases filed with the Court Collecting fines and payments Issuing and clearing warrants •Utility Billing Bill and collect for water, wastewater and solid waste services Start, transfer and terminate listed services Manage questions and complaints with listed services 50 Information Technology Information Technology Major Duties •Block external threats to Town’s IT network and software systems •Manage and Support all key Town software systems •Support all computer hardware (servers, laptops, tablets, etc.) •Oversee Town Internet connections and associated firewall •Manage phone system •Manage Town printer and copier network 52 Human Resources Department Human Resources Major Duties •Recruitment and hiring process •Benefit management (health and life insurance, retirement, etc.) •Worker’s compensation and property liability insurance and claims •Training •Compensation management •Performance management (annual appraisals, disciplinary processes) 54 Police Department –Doug Kowalski, Police Chief •Department Overview Chief of Police Criminal Investigation Division Sergeant (1) Detectives (3) Patrol Division Assistant Chief (1) Alpha Platoon Lieutenant (1) Alpha 1 Sergeant (1) Corporal (1) Patrol Officers (5) Alpha 2 Sergeant (1) Corporal (1) Patrol Officers (5) Traffic Officer (1) Reserve Officers (6)Citizens on Patrol (14)Bravo Platoon Lieutenant (1) Bravo 1 Sergeant (1) Corporal (1) Patrol Officers (5) Bravo 2 Sergeant (1) Corporal (1) Patrol Officers (4) Traffic Officer (1) K9 Officer (1) Communications Communications Manager (1) Communications Supervisor (1) Communications Lead (1) Communications Officer (3) Communications Supervisor (1) Communications Lead (1) Communications Officer (3) Admin Assistant (1) Records Clerk (1) Chaplains (5) FY –2019 Budget $4,742,276 $1,232,504 SPD FY –2020 Budget $5,496,662 $1,308,204 SPD 2019 Authorized Strength: 47 Sworn: 34 Civilian: 13 2020 Authorized Strength: 51 Sworn: 38 (32 actual) Civilian: 13 Project Budget $12,443,670.00 (GMP) Fall 2020 New Police / Dispatch Building Fire Department –Stuart Blasingame, Fire Chief •Fire Suppressions •Rescue •Emergency Medical Services •Fire Prevention •Fire & Safety Education •Emergency Management Fire Administration Fire Chief (1) Assistant Chief (1) Division Chief (1) EMC (1) Admin Assist (1) Operations Captain (6) Lieutenant (3) Driver/Engineer (9) Firefighter Paramedics (24) •Fire Marshal Office•Fire Marshal (1)•Fire Inspector/Investigator (2) ISO CLASS 1 •In Texas, 67 out of 2,852 fire departments and only 348 in the nation out of 41,177 departments have a Class-1/1X ISO rating. •Staffing•Training•Fire Stations•Fire Apparatus•Water distribution•Communications Highest Level Attainable for Year 1 Inspection Completed February 2020 Official Notification Expected March 2020 Station 1: 1500 East First Street Station 2: 1140 South Teel Pkwy Future Fire Station Site Questions?