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20200428Welcome to the April 28, 2020, Prosper Town Council Meeting. Call to Order/Roll Call. Individuals will be able to participate in the meeting and address the Council via videoconference, or telephone conference call. To request to speak, click on “Participants” at the bottom of the screen, and click “Raise Hand.” The meeting moderator will acknowledge your request and allow you to speak. To join the meeting by phone, dial (346) 248-7799, and enter Meeting ID: 96966785332. To request to speak, enter *9. The meeting moderator will acknowledge your request and allow you to speak. If you encounter any problems joining or participating in the meeting, please call our help line at 972-569-1191 for assistance. Pursuant to Section 551.007 of the Texas Government Code, individuals wishing to address the Council for items listed as public hearings will be recognized when the public hearing is opened. For individuals wishing to speak on a non-public hearing item, they may either address the Council during the Citizen Comments portion of the meeting or when the item is considered by the Town Council. Invocation, Pledge of Allegiance, and Pledge to the Texas Flag. Pledge to the Texas Flag Honor the Texas flag; I pledge allegiance to thee, Texas, one state under God, one and indivisible. Announcements of recent and upcoming events. 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. Agenda Item 1. Consider and act upon the minutes from the April 14, 2020, Town Council Meeting. (ML) Agenda Item 2. Consider and act upon an ordinance extending a local state of disaster due to a public health emergency. (RB) Extension of Disaster Declaration •Continues Disaster Declaration beyond April 30 •Ensures eligibility for state & federal aid, if needed •Aligns Town declaration with Governor Abbott’s Executive Orders, current and future •Ensures ability to enforce Executive Orders •Ensures Town compliance with Executive Orders, which supersede local ordinance. Agenda Item 3. Consider and act upon a resolution authorizing the placement of orders for the purchase of replacement vehicles in FY 2020-2021 to realize current incentives related to said purchase with payment to be made from the Town’s Vehicle Equipment and Replacement Fund (VERF) in FY 2020-2021. (BP) Agenda Item 4. Consider and act upon a resolution to deny the application of Oncor Electric Delivery Company LLC for approval to amend its distribution cost recovery factor to increase distribution rates within the Town. (BP) Agenda Item 5. Consider and act on a resolution repealing Resolution No. 14-04 in regard to Neighborhood Empowerment Zone Number 2. (JW) Agenda Item 6. Consider and act on an ordinance amending Article 3.14, “Signs,” of Chapter 3, “Building Regulations,” of the Code of Ordinances regarding the allowance of changeable electronic message board signs and other illuminated signs for real estate signs in residential areas including definitions, regulations, and restrictions. (JW) Agenda Item 7. 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) 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 submit it to the Town Secretary prior to the meeting, or address the Council via videoconference or telephone. Regular Agenda Items for Individual Consideration Agenda Item 8. Consider and act upon an ordinance of the Town of Prosper, Texas amending Chapter 13, “Utilities,” of the Town’s code of ordinances, by adding thereto a new Section 13.07.009, “No Penalties or Disconnections During Coronavirus Public Health Emergency; and Creation of Coronavirus Disaster Economic Relief Fund” and authorizing the Town Manager to enter into a Memorandum of Understanding with Cornerstone Association Network of North Texas. (CS) Utilities Ordinance Amendments •Creates Coronavirus Disaster Economic Relief Fund •Waiver of utility charges for residential customers due to financial hardship •Waiver up to amount of average town wide residential bill in same month •Available for up to 2 months in a 12 month period •Maximum total waivers of $25,000 •Expires May 1, 2021 26 Utilities Ordinance Amendments -Continued •Memorandum of Understanding with Cornerstone •Cornerstone will screen applications and recommend customers to receive waivers •Temporarily stops disconnects and late fees while Governor’s Public Health Emergency Declaration is in effect 27 Agenda Item 9. Conduct a Public Hearing, and consider and act upon an ordinance amending Special Purpose Sign District-5 (SPSD-5), regarding Unified Development and Monument Sign regulations, in Windsong Ranch Marketplace, located on the northeast corner of US 380 and Gee Road. (AG) Agenda Item 10. Consider and act upon awarding CSP No. 2020-54-B to Durable Specialties, Inc., related to construction services for the Fishtrap Road and Teel Parkway Traffic Signal project; and authorizing the Town Manager to execute a construction agreement for same. (PA) PROJECT HISTORY •Pre-purchased materials on December 10, 2019 = $109,377.10 •Original Bid on December 23, 2019 with Fishtrap/Teel intersection improvements •Re -Bid as stand alone CSP Project March 20, 2020 •Three Bidders •Road Solutions, LLC $281,019.18 •Durable Specialties, Inc.$336,885.00 •Roadway Solutions, Inc.$338,748.00 •I.T. Fiber Conduit •Ranged from $50,660 to $61,37 •Timeline •Ranged from 90 to 165 calendar days COST COMPARISON Between December/March Bids •December 2019 Bids w/ IT Fiber w/o IT Fiber •Mario Sinacola $389,602.10 $346,262.10 •XIT Paving $417,295.10 $369,314.10 •Ed Bell Construction $417,624.60 $369,950.60 •March 2020 Bids (days) w/ IT Fiber(*) w/o IT Fiber(*) •Road Solutions (90)$281,019.18 ($390,396.28)$219,644.18 ($329,021.28) •Durable Specialties (165)$336,885.00 ($446,262.10) $286,225.00 ($395,602.10) •Roadway Solutions (150) $338,748.00 ($448,125.10)$281,758.00 ($391,135.10) * Total Cost of Project with Pre-Purchased Material = $109,377.10 PROJECT EVALUATION (CSP) 30%Qualifications, 20%Timeline, 50%Cost CSP Rankings: •Road Solutions was ranked the highest. $61,375 for Conduit * they pulled bid if no conduit. •Re-Ranking had Durable Specialties ranked next highest. $50,660 for Conduit ** they would hold their bid with no conduit. COST COMPARISON WITH OTHER CITIES Project No.1 No.2 No.3 No.4 Core $147,518 $231,145 $221,483 $220,951 Intersection $119,831 $ 8,500 $ 64,648 $ 23,173 Tech/No Cond.$ 0 $ 46,580 $ 0 $ 44,095 Pre -Purchase $109,377 $109,377 $ 0 $ 0 All-In $376,726 $395,602 $286,131 $288,219* *Additional cost of $38,340 if Traffic Signal Conduit and Pull Boxes were not installed with First and Coit Road project. Items affecting Fishtrap/Teel project costs: •General bidding environment favors a limited number of firms in the traffic signal construction business •Boring of traffic signal conduits under roadway after pavement due to subgrade preparation: $38,340 •Installation of Illuminated Street Name Signs (ILSN’s): $12,000 •Installation of advanced technology (Radar Detection): $40,000 Why project should not be bid a third time: •Costs are trending up •Limited number of traffic signal contractors •Delay in completing installation before school starts COST EVALUATION PROJECT RECOMMENDATIONS Staff recommends awarding project to Durable Specialties, Inc., in the amount of $286,225.00 without IT Fiber Conduit. •Negotiations reduced proposal timeline from 165 calendar days to 90 calendar days in order to be complete before school starts. •Durable Specialties has previously performed work for the Town and has extensive traffic signal construction experience. •DNT/ First Street traffic signal •emergency signal pole replacement at Prosper Trail and Coit Road •Pre -purchased equipment cost is $109,3776.10. •Budget and CIP Amendment proposed to increase $250,000 budget to $400,000. •$150,000 from West Thoroughfare Impact Fee Fund Agenda Item 11. Consider and act upon awarding Bid No. 2020-41-B to McMahon Contracting LP, related to construction services for the Victory Way project; and authorizing the Town Manager to execute a construction agreement for same. (PA) A+B Format Six Bidders •Base Bid –Four (4) 11’ x 8’ drainage culverts •$2,147,398.47 to $3,234,118.85 •Alternate Bid –Five (5) 9’ x 8’ drainage culverts •$2,037,108.25 to $3,450,560.35 •IT Fiber Conduit Costs $45,704.00 •Current Budget = $2,250,000.00 •McMahon Contracting LP was the best value with $1,991,404.25 (w/ Alternate & No IT Fiber Conduit Installation) and 130 days for final completion Agenda Item 12. Consider and act upon awarding Section 1 of Bid No. 2020-40-B to Reliable Paving, Inc., related to construction services for the Coit Road and US 380 SB Right Turn Lane project; and authorizing the Town Manager to execute a construction agreement for same. (PA) CSP Format Nine (9) Bidders Section 1 –Coit Road and US 380 Right Turn Lane Section 2 –Pavement Markings for Dual Left Turns Section 3 –Prosper Trail and DNT Intersection Improvements Section 1 –Recommend award to Reliable Paving, Inc. for $114,450.46 Section 2 –City of Frisco will construct in the future as improvements to the traffic signal at that intersection occurs Section 3 –Bids substantially over budget, staff recommends not awarding at this time. Staff will work with engineer on value engineering and wait for change to bidding environment. Agenda Item 13. Consider and act upon an ordinance amending Ordinance No. 19-65 (FY 2019-2020 Budget) and Capital Improvement Plan. (BP) Agenda Item 14. Consider and act upon a request to waive the Town’s Drainage System Design Requirements for a wet or underground detention pond for the detention pond on the Rhea’s Mill Baptist Church Tract with new expansion. (DH) Agenda Item 15. Consider and Act upon approving the Preferred Downtown Scenario and the Town Hall Open Space Master Plan. (DR) Town Council Briefing –April 28, 2020 PROSPER TOWN HALL OPEN SPACE ENHANCEMENTS 52 Meeting Overview •Overview-9/24/19 Council Briefing and Direction •Community Meeting Overview and Feedback •Preferred Downtown Open Space Scenario •Questions Overview –9/24/19 Council Briefing and Direction 54 Existing Old Town Improvements •Enhanced pedestrian areas along Main Street and Broadway have significantly improved the corridor, creating a much stronger sense of place •Street trees and wider sidewalks make the area safer and more inviting for pedestrians •Prosper’s new Town Hall is a centerpiece of Old Town, hosting major community events such as Prosper Downtown Live 55 Existing Aerial 56 Existing Old Town Improvements 57 Scenario 1 •New connections between Broadway and Fifth street will enhance walkability and accessibility from surrounding neighborhoods •Streetscape improvements will allow Broadway to be used as a festival street for special events •Improvements to the alleyway north of Town Hall can be leveraged to spark development on adjacent parcels •Town owned parcels along main street can be used for a new pocket park to promote development on adjacent parcels •Open Space south of Town Hall will serve as a Town Green for community events •Parcels adjacent to the Green can be developed as restaurant pads •Street enhancements to Crocket and Main St. will connect the Green and the rest of Old Town to the Gates of Prosper development to the south 58 Scenario 1 Scenario 2 60 Scenario 2 •New connections between Broadway and Fifth street will enhance walkability and accessibility from surrounding neighborhoods •Streetscape improvements will allow Broadway and Main St. to be used as a festival street for special events •A new parking deck adjacent to the existing lot will allow a portion of the existing parking to become a Town Green, supporting the festival street concept along Main St •Alleyway improvements will enhance connectivity between the new Town Green, Broadway, and surrounding neighborhoods. •The open space south of Prosper’s Town Hall will initially become a playground, which can be converted to parking at a later date to offset parking that is lost to the North when the Town Green is developed 61 Scenario 2 Overview –9/24/19 Council Briefing and Direction •Suggested that the large green space north of Town Hall in Scenario 2 be centered with Town Hall with a focal point •Suggested that Main St and Crocket St be included as future festival streets •Asked how the silos and open space west of Town Hall could be incorporated into either scenario •Stated that parking is not preferred in front of Town Hall •Liked the pictures that are being used •As specific programs are developed, would like to see interactive family oriented activities •Recommend for EDC to be briefed as well and briefing occurred on October 17th •Would like to see the community engaged to receive feedback on their needs and desires that could be further developed in a programing phase Community Meeting Overview and Feedback 63 Community Meeting Overview •January 8, 2020 •Held at Town Hall •Presentation and input stations •Asked for feedback on alternative scenarios, desired programming elements, preferred activities and amenities for Old Town, and input for the Town Hall Open Space •Approximately 35 participants 65 Scenario 1 66 Scenario 2 67 Community Meeting Feedback •Liked the idea of retail activation and streetscape enhancements to improve pedestrian experience •Supported flexible green spaces that could be adapted for community events •Interest in activating Old Town through events such as concerts, farmers markets, plays, and culinary fairs •In favor of retail activation around the Town Hall Open Space Preferred Downtown Open Space Scenario 68 69 Existing Aerial Preferred Downtown Open Space Scenario 71 Preferred Downtown Open Space Scenario -Programming 72 Preferred Downtown Open Space Scenario •Combines feedback received from Town Staff, Town Council, EDC and Community •Incorporates potential green alley connections and Town Hall open space flanked by restaurants of scenario 1 •Provides additional open space opportunities and potential structured parking from theme 2 •Silos have been incorporated as a Potential Future Development Opportunity •Additional streetscape enhancements and building on existing festival street improvements have been included 73 Town Hall Great Lawn Park-Conceptual Plan 74 Town Hall Great Lawn–Conceptual Level Cost 75 Town Hall Great Lawn–Conceptual Level Cost Town Hall Great Lawn –Phasing Plan •Phase 1 •Establish alley connections leading to Town hall (Items 2 and 4) along with additional streetscape enhancements on North Crockett Street (Item 1) •Phase 2 •Develop opportunity sites along enhanced Broadway and Main Street •Phase 3A •Construct parking structure off of Crockett Street (Item 12) •Phase 3B •Develop primary event space along Main Street (Item 9) •Adjust remaining surface parking to also be used as flexible event space (Item 11) •Establish future festival street along Main Street along with additional streetscape enhancements (Items 1 and 10) •Phase 4 •Develop Town Hall Great Lawn and supporting restaurants (Items 6 ,7, and 8) and adjacent development site •Phase 5 •Construct additional parking garage at Third Street and N Coleman Street if additional parking is needed 76 Questions 77 Town Council Briefing –April 28, 2020 PROSPER TOWN HALL OPEN SPACE ENHANCEMENTS 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 and review the Town Manager's performance evaluation. The Town Council Meeting will resume after the Executive Session. Reconvene in Regular Session and take any action necessary as a result of the Closed Session. Possibly direct Town staff to schedule topic(s) for discussion at a future meeting. Adjourn.