20200728Welcome to the July 28, 2020,
Prosper Town Council Meeting.
Call to Order/Roll Call.
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.
We Prosper Together Campaign
6
We Prosper Together Campaign
7
•Charitable Giving Campaign
•Rally community support for Prosper nonprofits that provide food,
shelter and basic necessities
•Collaboration between Town, Chamber, Rotary Club and Atmos Energy
•Raised over $100,000 for Prosper nonprofits
We Prosper Together Campaign
8
•Charitable Giving Campaign
•Rally community support for Prosper nonprofits that provide food,
shelter and basic necessities
•Collaboration between Town, Chamber, Rotary Club and Atmos Energy
•Raised over $100,000 for Prosper nonprofits
$125,000
Pandemic Destressers
•Graduations
•Birthdays
•Military send-offs
Light Up the Night for Luke
10
Light it Blue for Healthcare Workers
11
Greg Dyer Memorial Ceremony
12
Wedding Fireworks at
Town Lake
Presentations.
Agenda Item 1.
Presentation of a Proclamation to Dr. Drew Watkins in
honor of his service to the Prosper Independent School
District. (RB)
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 2.
Consider and act upon the minutes from the July 14,
2020, Town Council Meeting. (ML)
Agenda Item 3.
Consider and act upon approving the purchase of
computer hardware, from Centre Technologies, Inc.,
through the Texas Department of Information
Resources (DIR) Purchasing Contract; and authorizing
the Town Manager to execute the same. (LJ)
Agenda Item 4.
Consider and act upon an ordinance amending Section
12.09.004 "School Traffic Zones" of Chapter 12 "Traffic
and Vehicles" of the Town's Code of Ordinances by
modifying the limits and hours of operation of such
zones. (DH)
Agenda Item 5.
Consider and act upon authorizing the Town Manager
to execute a Development Agreement between Monte
Kauffman and the Town of Prosper, Texas, related to
the redevelopment of 208 E. First Street. (MD20-0011)
(AG)
Agenda Item 6.
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
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.
Items for Individual Consideration
Agenda Item 7.
Conduct a Public Hearing, and consider and act upon a
request for a Sign Waiver for Cook Children’s Medical
Center, located on the northeast corner of US 380 and
Windsong Parkway, regarding Construction Fence
Signage. (MD20-0012). (AG)
Agenda Item 8.
Conduct a Public Hearing, and consider and act upon a
request to rezone 27.4±acres from Planned
Development-65 (PD-65) to Planned Development-
Single Family (PD-SF), located on the south side of
Prairie Drive, east of Legacy Drive. (Z20-0014). (AG)
Agenda Item 9.
Consider and act upon an ordinance amending
Ordinance No. 19-65 (FY 2019-2020 Budget) and
Capital Improvement Plan. (BP/HW)
LEGEND
2019-2020 Adopted CIP
CIP Amendment
INDEX
LEGEND
Design
Land/Easements
ConstructionIndex Park Projects Total
Prior Years 2019-2020 2020-2021 2021-
2022
2022-
2023
2023-
2024
2024-
2029 Cost
01 2018-PK Coleman Street Median Landscaping (Talon -Victory): (Design) 30,000 30,000
02 2018-PK Coleman Street Median Landscaping (Talon -Victory): (Construction) 320,000 320,000 IndexWater Projects Total
Prior Years 2019-2020 2020-2021 2021-
2022
2022-
2023
2023-
2024
2024-
2029 Cost
01 1902-WA Custer Road Meter Station and WL Relocations: (Design) 290,325 290,325
01 1902-WA Custer Road Meter Station and WL Relocations: (Design) 290,325 68,900 359,225
02 1902-WA Custer Road Meter Station and WL Relocations: (Land/Easements) 53,244 53,244
03 1902-WA Custer Road Meter Station and WL Relocations: (Construction) 2,501,275 2,501,275
03 1902-WA Custer Road Meter Station and WL Relocations: (Construction)3,454,363 3,454,363
Agenda Item 10.
Consider and act upon authorizing the Town Manager
to execute Contract Amendment #1 to the Professional
Services Agreement between Freese and Nichols, Inc.,
and the Town of Prosper, Texas, related to the design of
the Custer Road Pipeline and Meter Vault Relocation
project. (HW)
Agenda Item 11.
Consider and act upon awarding Bid No. 2020-62-B to
Wilson Constructors, Inc., related to construction
services for the Custer Road Pump Station Meter Vault
Relocation project; and authorizing the Town Manager
to execute a construction agreement for same. (HW)
Agenda Item 12.
Consider and act upon authorizing the Town Manager
to execute a Standard Utility Agreement (SUA) U-
Number U16097 between the Texas Department of
Transportation and the Town of Prosper, Texas, for the
reimbursement of costs incurred in adjustment,
removal and relocation of the Town’s water facilities
along Custer Road (FM2478), up to the amount of
eligibility for State participation. (HW)
Custer Road Pump Station Site
Future
Future
Future
Existing
Existing
Existing
LOWE’S
36” TOWN
METER VAULT
OLD ROW
48” NTMWD
Existing
Existing
Existing
LOWE’S
METER VAULT
OLD ROW
Custer Road Pump Station Site
36” TOWN
48” NTMWD
NEW ROW
Future
Future
Future
Existing
Existing
Existing
METER VAULT
OLD ROW
Custer Road Pump Station Site
NEW 48” NTMWD
36” TOWN
48” NTMWD
NEW ROW
Future
Future
Future
Existing
Existing
Existing
LOWE’S
METER VAULT
NEW 36” TOWN
OLD ROW
Custer Road Pump Station Site
NEW 48” NTMWD
NEW
VAULT 36” TOWN
48” NTMWD
NEW ROW
Future
Future
Future
Existing
Existing
Existing
LOWE’S
METER VAULT
OLD ROW
Custer Road Pump Station Site
NEW 48” NTMWD
NEW 42” TOWN
NEW VAULT
36” TOWN
48” NTMWD
NEW ROW
Future
Future
Future
Existing
Existing
Existing
LOWE’S
48” NTMWD
OLD ROWNEW ROW
Custer Road Pump Station Site
NEW 48” NTMWD
NEW 42” TOWN
NEW ACCESS
Future
Future
Future
ITEM ESTIMATED COST IN
TxDOT SUA
CURRENT
COST
TOWN
COST
Original Design
Freese and Nichols
(approved 11/13/2018)
$ 290,325.00 $ 290,325.00 $ 0
Design Contract Amendment #1
Freese and Nichols
(proposed 7/28/2020)
$ 68,900.00 $ 68,900.00 $ 0
Construction Agreement
Wilson Contractors, Inc.
(proposed 7/28/2020)$ 3,551,352.00 $3,454,363.33 $ 119,850*
24’ Fire Lane Utility Access
Easement
(estimated cost)
$ 53,244.00 $ 53,244.00 $ 0
Town of Prosper Engineer, Admin,
and Inspection Costs
(estimated cost)
$ 45,174.00 $ 45,174.00 $ 0
TOTAL $ 4,008,995.00 $3,912,006.33 $ 119,850*
* $ 119,850 estimated Town cost based on estimated betterment cost of 36” water line to 42” water line in SUA. Actual Town
cost to be calculated at the end of the project based on betterment credit percentage of 2.99% X total cost.
SCHEDULE:
FM 2478 (Custer Road) US 380 –FM 1461: (4 lanes of ultimate 6 lanes)
•TxDOT anticipates bidding this project in September 2020.
•Most likely start construction first quarter of 2021.
•Construction time estimated at 2 years.
NTMWD Relocations:
•Contracted with Flow-Line to relocate the 48” Water Line.
•Construction Underway.
TOWN Relocations:
•Wilson Contractors, Inc., contract is for 180 days.
Agenda Item 13.
Discussion and Presentation on the Continuous Process
Improvement (CPI) Program. (CS)
Prosper Continuous Process Improvement Program
•Summary of CPI Foundations from Lean
•Timeline of Prosper Training and Implementation of CPI Program
•Structure to Maintain CPI Program
•Specific Examples of Accomplishments
•Emphasis of Future Efforts
Lean is…
everyone’s relentless
drive
to remove waste and improve quality
to increase customer
service
and “fix what bugs you”
Thinking People System (TPS)
Challenge Kaizen Genchi
Genbutsu Respect Teamwork
Continuous
Improvement
Respect
For people
True North
Learn to See
Tools Culture
Waste T –Transportation
I –Inventory
M –Motion
W –Waiting
O –Over Processing
O –Over Producing
D –Defects
U –Underutilized People
& Skills
https://youtu.be/12lThqXA-Dg
Example of CPI –Racing Pit Stop
Prosper CPI Elevator Speech
Prosper employees strive for a “Culture of Excellence.” The Prosper Continuous Process
Improvement (CPI) Program invests in employees by leveraging their talents to minimize
obstacles, inefficiencies, and redundant processes which results in more meaningful work
and ideal customer experiences.
We ask you to observe your day to day job functions from a different perspective in order to
identify opportunities for improvement, and empowering you to use CPI’s toolset to make
your job more meaningful. We need your ideas, your efforts and most of all your knowledge
of the processes you work with to ensure the continued success of this program.
The Town is committed to provide training, tools, and support to enhance your professional
life, both now and into the future.
Implementation Timeline
•November, 2018 -Town Council funded and approved an agreement with
Quality and Productivity Improvement Center (author of Lean Government
NOW!)
•February, 2019 –Two -day Lean bootcamp with Town’s staff leadership team
(21 participants)
•Training of Town’s CPI coaches (Kent Bauer, Pamela Clark, Leigh Johnson, Whitney
Rehm, Jonathan Weeks)
•Training of CPI Steering Committee (Robyn Battle, Bill Bonny, Pamela Clark, Leigh
Johnson, Chuck Springer)
•June -July, 2019 –CPI coaches held 13 training presentations to all Town staff
Ongoing Structure and Outreach
•Steering Committee meets monthly to review projects, set priorities and keep
program momentum
•Town Coaches meet monthly and each department has an assigned coach(es)
•CPI article in monthly employee newsletter
•CPI training by coaches at new employee orientations
•Tracking spreadsheet of completed projects and planned projects
•Regular congratulatory meetings with Town Manager, coaches and steering
committee (even virtual)
July 16, 2020y ,
Town of Prosper
KaizenBPIBenchmarkingJDITotalsPlanned 1 24 0 12 37
In Process 0 4 0 5 9
Completed 2 14 1 25 42
Totals 3 42 1 42 88
TMO/Town Secretary Kaizen BPI Bench.JDI Totals Police Kaizen BPI Bench.JDI Totals Parks and Recreation Kaizen BPI Bench.JDI Totals
Planned 0 1 0 3 4 Planned 0 2 0 0 2 Planned 0 1 0 1 2
In Process 0 0 0 0 0 In Process 0 0 0 0 0 In Process 0 0 0 0 0
Completed 1 2 0 1 4 Completed 0 0 0 0 0 Completed 0 2 1 2 5
Totals 1 3 0 4 8 Totals 0 2 0 0 2 Totals 0 3 1 3 7
Finance Kaizen BPI Bench.JDI Totals Fire Kaizen BPI Bench.JDI Totals Library Kaizen BPI Bench.JDI Totals
Planned 0 7 0 4 11 Planned 0 2 0 0 2 Planned 0 1 0 1 2
In Process 0 0 0 0 0 In Process 0 0 0 0 0 In Process 0 0 0 0 0
Completed 0 1 0 6 7 Completed 0 1 0 4 5 Completed 0 1 0 4 5
Totals 0 8 0 10 18 Totals 0 3 0 4 7 Totals 0 2 0 5 7
Human Resources Kaizen BPI Bench.JDI Totals Planning/Inspections/Code Kaizen BPI Bench.JDI Totals Engineering/CIP Kaizen BPI Bench.JDI Totals
Planned 0 0 0 0 0 Planned 0 4 0 2 6 Planned 0 4 0 0 4
In Process 0 0 0 3 3 In Process 0 0 0 0 0 In Process 0 2 0 1 3
Completed 1 2 0 1 4 Completed 0 5 0 4 9 Completed 0 0 0 1 1
Totals 1 2 0 4 7 Totals 0 9 0 6 15 Totals 0 6 0 2 8
Information Technology Kaizen BPI Bench.JDI Totals Public Works Kaizen BPI Bench.JDI Totals
Planned 1 0 0 1 2 Planned 0 2 0 0 2
In Process 0 1 0 1 2 In Process 0 1 0 0 1
Completed 0 0 0 0 0 Completed 0 0 0 2 2
Totals 1 1 0 2 4 Totals 0 3 0 2 5
1
24
0
12
0
4
0
5
2
14
1
25
0
5
10
15
20
25
30
35
40
45
Kaizen BPI Benchmarking JDI
Town of Prosper
Completed
In Process
Planned
CPI Kaizen Event –Hiring Process
From Left: Dan Heischman, Shaw Eft, Christina Prewitt, Frank Gillern, Chuck Springer, Kent Bauer,
Leslie Scott, Whitney Rehm, Leigh Johnson
Team at Work
Kaizen Team Recommendations
Eliminate paper requisitions and paper PAFs
Train all departments in NeoGov (online requisitions and hire action forms)
Explore NeoGov capabilities and additional software features (team)
Create Hiring Guidebook, including step-by-step checklists and instructions (Intranet)
Interview training for all hiring personnel
•Allowed interview questions
•Discussion of benefits with interviewees
•Reference check question guidelines
Supplemental questions for pre-screening
Benefits summary included in NeoGov Job Posting
Job Posting customization (per department)
Interview pre-scheduling
•Written tests
•Oral boards / panel interviews
Increase sworn personnel background check capacity
Designated hiring team (hiring managers and SMEs)
Minimize batch sizes (aim for continuous flow)
Consider the use of on and off-site Job Fairs
Results of Improvements in Hiring Process
•Fully electronic process for hiring managers
•Applicant screening to reduce hiring manager workload
•Streamlined process to be able to hire most qualified –quickly
•Results
•Reviewed hiring from April, 2017 to May, 2019 (from advertisement to hiring date)
•Overall average 84 days (down to 60 days last 12 months)
•Police Officers –was 170 days for 8 officers, last 6 officers hired in 86 days
•Public Safety Dispatchers –was 187 days for 6 dispatchers, last 7 hired in 54 days
Hiring Process for Public Safety Dispatchers
Residential Development Process Improvements
from Preconstruction Meeting to Final Acceptance
1. Pre-Construction meeting set during pre-scheduled weekly time blocks.
2. Pre-Construction meeting checklist (items required to be completed prior to meeting).
3. Create fee estimate form.
4. Estimate fees to be due at final acceptance and distribute at pre-construction meeting.
5. Provided to all persons involved with project not just attendees.
6. Develop pre-construction packet. Pre-Construction packet sent to developer and consultant by
Engineering.
7. Verify requirements and inspections of trails, sidewalks and berms.
8. Coordinated punch list from all departments after preliminary inspection.
9. Retaining walls finalized and building permits marked as complete. Add this to the current
inspection checklist.
10. Benchmark and create standard forms for maintenance bonds and construction cost submittals.
11. Create a Parks Final Acceptance Checklist and Provide to Developer.
12. Return of escrow deposit – notify Engineering for approval prior to refund.
Recommended Improvements (Task List)-Residential
Development Process
Improvements to manage the inventory of drugs
and medical supplies for Town ambulances
5S Improvements to Parks and Recreation Storage Facility
Conversion of all Town personnel files from paper
files to electronic storage in Laser fiche.
Current CPI Emphasis
•Conversion of paper and manual processes to electronic processes
•Need for improvements highlighted by employees working remotely
•Customers need virtual options
•Municipal Court Online Forms
•Internal Human Resources Forms
•Planning and Engineering
•Public Works Daily Readings
•Continue to celebrate success –virtually
•Continue to incorporate CPI into staff culture
What’s in it for You
Agenda Item 14.
Budget Work Session Follow-Up Discussion. (BP)
18/19 Virtual Balances
Projected 19/20 Virtual Balances
VERF Contributions by Fund
Town of Prosper
Adopted Capital Budgets
Professional Services by Category
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.
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 551.071 -Consultation with the Town Attorney regarding legal issues associated
with alcoholic beverage local option elections and all matters incident and related
thereto.
Section 551.071 -Consultation with the Town Attorney regarding legal issues associated
with short term rentals of property, 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 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.