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20210223Welcome to the February 23, 2021, 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. Presentations Agenda Item 1. Recognition of members of the Town of Prosper staff for outstanding service during the recent winter storm emergency. (HJ) Winter Storm Emergency Power and Heat Outages Water Distribution/Water Quality Problems Frozen Pipes & Water Damage Icy Road Conditions Trash/Recycling Delays Town of Prosper Emergency Response •Warming Station At Library •WiFi Hot Spot Checkout •Water Leak Notifications •Water Shut-off Assistance •Water Cleanup Assistance •Water Distribution Site •Fees Waived for Plumbing Permits •Sanding Streets and Parking Lots •Emergency Communication Updates •Disaster Recovery information Community Response Thank You to our staff. Winter Storm Emergency Response Discussion Items Agenda Item 2. Community Picnic Update (DR) BBQ and Blues Special Event•Event held on September 25, 5:00pm –9:00pm at Frontier Park •Entertainment: Blues cover bands, inflatables, carnival rides •Title Sponsor: CoServ •Invite BBQ vendors or food trucks and allow on site sales •Partner with one food truck to handout free sandwiches to public BBQ and Blues Special Event•Goal:To rebrand the traditional Prosper Community Picnic into a community event that offers expanded attractions for both adults and children •Objectives: •Expand the traditional Prosper Community Picnic •Host a fun event to serve and entertain the community •Town Council to serve bbq sandwiches and meet the community •Invite Prosper-based non-profit organizations BBQ and Blues Special Event•Criteria: •Event date is Saturday, September 23, 2021 •Event time is 5:00pm –9:00pm •Main attraction is blues musician •No alcohol sales •Attractions for children, petting zoo and carnival rides will be included •Mobile Food Trucks BBQ and Blues Special EventExpenses •Community stage. Estimated stage cost -$13,000 •Inflatables, entertainment, petting zoo, carnival rides -$12,000 •Three bands -$6,000 •Portable Restrooms -$1,300 •Total: $32,600 ( We currently budget around $10,500 for the Community Picnic) Agenda Item 3. Employee Survey Results (JE) Prosper, TX 2020 The NES is presented by NRC in collaboration with ICMA Survey Background Contracted with independent research firm, Polco/National Research Center The National Employee Survey™(The NES™) Offered in partnership with International City/County Management Association (ICMA) Measures the employee experience Web-based survey of City employees The NES™Methods and Goals ObjectivesAssess organizational strengths Identify organizational challenges Articulate the specific needs of employees MethodsWeb survey of employees Postcard invitations mailed to all employees’ homes Multiple email reminders GoalsIncreased job satisfaction Increased engagement Increased productivity and performance Improved quality of local services Improved community life Survey Topics Employee Engagement Equity & Inclusion Employee Development Organizational Climate Quality of Government Quality of Community Workplace Essentials The NES 12 received similar ratings 2020 Benchmark Comparisons 60 received higher ratings 0 received lower ratings Benchmark Highlights -#1 Rankings Prosper employees gave the highest marks in the nation to: •Opportunities to develop a career path •Effectiveness of meetings •Communicating information in a timely manner •Encouraging employees to come up with innovative solutions to problems •Treating employees with respect •Providing specific, constructive feedback that helps employees improve performance •Recognizing high-performing employees •Providing recognition for doing good work •Applying discipline fairly and consistently •Managing low-performing employees 54 received similar ratings 2020 Ratings Compared to 2018 13 received higher ratings 1 received lower ratings Trends Highlights •Providing work spaces to do the job effectively •Communicating information in a timely manner •Encouraging employees to come up with innovative solutions •Welcoming employee involvement in decision making •Managing low performing employees •Recognizing high performing employees The Town of Prosper continues to be a great place to work. Key Finding #1 Job Satisfaction Rated positively (excellent or good/strongly or somewhat agree) Were satisfied with their job overall Planned on working for the Town a year from now About 9 in 10 employees… Felt positive about working for the Town of Prosper Work-life balance Aspects of Job Satisfaction Rated positively (excellent or good) Opportunities to develop a career path 77% Benefits overall 75% Comparison to benchmark Higher Similar Lower 80% Overall skill set of staff 85% Compensation 64% The organizational climate is healthy. Key Finding #2 Positive Ratings for Supervisors Communicating information in a timely manner Encouraging employees to come up with innovative solutions Welcoming employee involvement in decision-making Coaching or mentoring employees Applying discipline fairly and consistently About 8 in 10 employees Rated positively (excellent or good/strongly or somewhat agree) Support Services Improvements Rated positively (excellent or good) 0 10 20 30 40 50 60 70 80 90 100 Application services Benefits administration Human resources services Recruitment services Telephone systems Training services 2016 2018 2020 Employees give positive marks to the Town’s response to COVID-19. Key Finding #3 Major negative impact 14% Slight negative impact 42% No impact 21% Slight positive impact 14% Major positive impact 9% How much, if at all, has COVID-19 impacted your work? Please rate the Town of Prosper on: 78% 77% 76% 72% 68% Communicating information that helps employees to understand new policies and procedures due to COVID-19 Communicating information that helps employees to understand the problems and issues facing the town due to COVID-19 Protecting employees from COVID-19 exposure on the job Helping employees transition into the work from home environment Encouraging employees to come up with innovative solutions to help solve challenges posed by COVID-19 Rated positively (excellent or good) Conclusions Most employees continue to report high rates of job satisfaction and plan to stay. Supervisors, work groups, and internal support services receive top marks. Employees gave positive assessments to the Town’s COVID-19 response. Opportunities for Improvement Leadership Development Continue leadership training and development for Executive Directors and Department Directors. Provide supervisory training for managers. Opportunities for Improvement cont.. Employee Development Provide Talent Development for Departments. Update annual self evaluation and performance evaluation to include career goals and requested training and development to achieve goals. Opportunities for Improvement cont.. Equity and Inclusion Implement recommendations from Recruiting Assessment, (NeoGov Onboard and advertise with careersingovernment.com) Provide Diversity and Harassment Training Opportunities for Improvement cont.. Employee Engagement Continue CPI Training Program Emphasis Questions? Thank you! Polco/National Research Center 2955 Valmont Road Suite 300 Boulder, CO 80301 303-444-7863 • damema@polco.us www.polco.us 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 4. Consider and act upon the February 9, 2021, Town Council Minutes. (ML) Agenda Item 5. Consider and act upon approving the purchase of one Apex Officer Pro-Training Simulator from Govred Technology, Inc., a sole source provider. (DK) Prosper Police Simulator –Apex Officer Justice Assistance Grant Benefits to Agency •Simulator to place officers in scenarios easily and quickly •Immersed in 540-degree VR Environment unlike legacy screen simulators •Each environment has hundreds of possible endings reducing officer familiarity to pre-recorded scenarios •Instructors can speak with officers involved in scenario •Two officers can be involved in scenario to work together •Data post scenario to evaluate officer performance Area Collaboration •Prosper Police Department •Prosper ISD Police Department •Celina Police Department •These three agencies came together to close a gap in training utilizing technology many other agencies currently use. Through this partnership we will be able to provide our officers scenario-based training quickly and efficiently. This collaboration will provide much needed training for our officers to help develop their decision making and communication skills. Video JAG Grant •Total purchase cost is $92,500 •Includes four user interfaces •Extra Pistol, Rifle, Universal Device (Baton, Flashlight, OC), and Taser •Instructor interface computer •Access to all current Environments (Scenes) and free access to new environments as they are available •1 year warranty Agenda Item 6. Consider and act upon receiving the 2020 Annual Racial Profiling Report for the Prosper Police Department as required by state law. (DK) Prosper Police Department Racial Profiling Report 2020 Chief Doug Kowalski Prosper Police Traffic Encounter Estimate The uniformed and traffic divisions of the Prosper Police Department are presented with approximately 78,833 traffic stop opportunities or possible encounters on a daily basis-per the published average daily traffic count by **TXDOT. This DOES NOT include traffic on North and South Dallas Parkway at this time. The most recent data published by TXDOT’s website is 2019. 33,984- Preston 9,963- Frontier 20,593- Preston 29,549- US 380 39,779- US 380 14,626- FM 1385 11,993- Custer 33,523 US 380 9,416- Prosper Trail **Information from TXDOT Annual Average Daily Traffic 2019 report https://txdot.ms2soft.com/tcds/tsearch.asp?loc=Txdot&mod=TCDS AADT = Annual Average Daily Traffic AADT = VOL x SF x AF VOL = 24-hour volume count SF = applicable month/day combination seasonal factor AF = applicable axle-correction factor 2019 TXDOT Annual Average Daily Traffic Traffic Stops 2019 versus 2020 Total Stops (2019) 10899 Total Stops (2020) 6215 Difference, -4684 ***In 2020, the Covid-19 virus required a reduction in Officer-initiated contacts including traffic Stops to reduce exposures. 1575 2989 1530 4 10 107 Police enforcement actions taken as a result of the 6215 traffic stops in 2020 Verbal Warning-1575 Written Warning-2989 Citation-1530 Written Warrning and Arrest-4 Citation and Arrest-10 Arrest-107 Prosper Police Traffic Stops by location: 3494 1835 795 18 73 6215 0 1000 2000 3000 4000 5000 6000 7000 City Street US Highway State Highway County Road Pvt. Property/Other Total Stops 2020 Town of Prosper Community Demographics. Source-2019 American Community Survey estimates. Traffic Stop Demographics (Gender) Male, 3913, 63% Female, 2302, 37% 6215 total traffic stops Male Female 0 1000 2000 3000 4000 5000 ALASKAN NATIVE-AMERICAN INDIAN ASIAN-PACIFIC ISLANDER BLACK WHITE HISPANIC/LATINO 6 219 1044 4012 934 6215 total traffic stops Traffic Stop Demographics (Race) Basic Reasons for the 6215 Traffic Stops in 2020 106430011136215PRE-EXISTING KNOWLEDGE MOVING TRAFFIC VIOLATION *VEHICLE TRAFFIC VIOLATION TOTAL TRAFFIC STOPS *Vehicle Traffic Violation are Regulatory in nature like equipment Violations. Percentages of searches conducted during the 6215 Traffic Stops in 2020 Yes , 142, 2% No, 6073, 98% Yes No Searches conducted during the 6215 total traffic stops 44 4 79 8 7 142 0 20 40 60 80 100 120 140 160 Consent Contraband-Plain View Probable Cause Inventory Incident to Arrest TOTAL SEARCHES Reasons for the searches Demographics of the 142 Persons searched related to the 6215 traffic stop 1 3 43 71 24 Alaskan Native/American Indian-1 Asian/Pacific Islander-3 Black-43 White-71 Hispanic/Latino-24 Contraband found by demographics during the 142 searches conducted during the 6215 traffic stops 1 0 26 37 12 76 0 3 17 34 12 66 0 20 40 60 80 Alaskan Native/American Indian Asian/Pacific Islander Black White Hispanic/Latino YES Alaskan Native/American Indian Asian/Pacific Islander Black White Hispanic/Latino NO Basis for the 119 arrests discovered as a result of the traffic stop Penal Code Violation74, 62% Traffic Law Violation23, 19% City Ordinance Violation 0, 0% Outstanding Warrant 22, 19% Bodily Injury occurred as the result of the Use of Force during Arrests Yes -1 0% No-6214 100% Yes-1 No-6214 6215 Total Traffic Stops Racial Profiling Complaints during the 2020 reporting period. Total stops this period Total complaints this period Resulting in Discipline Did not result in discipline 6215 0 0 0 6215 0 0 0 0 1000 2000 3000 4000 5000 6000 7000 Agenda Item 7. Consider and act upon an ordinance to amend Subdistrict 2 of Planned Development-67 (PD-67), on 217.8±acres, generally to modify the multifamily development standards for the Gates of Prosper, located on the southwest corner of Coleman Street and Lovers Lane. (Z20-0022). (AG) CONCEPT ELEVATIONS Agenda Item 8. Consider and act upon an ordinance rezoning 58.1± acres, from Planned Development-86 (PD-86) to Planned Development-Single Family-15 (PD-SF-15), to allow for a Funeral Home with Crematorium and Cemetery, located on the west side of Custer Road, north of US 380. (Z20-0020). (AG) Agenda Item 9. Consider and act to authorize the Town Manager to execute a Development Agreement between 310 Prosper, L.P., and the Town of Prosper, Texas, related to the Prosper Funeral Home development. (AG) Exhibit D Exhibit F Exhibit F Exhibit F Exhibit G Agenda Item 10. Consider and act upon an ordinance rezoning 55.8± acres, located on the west side of Good Hope Road, south of Parvin Road, from Agricultural (A) to Planned Development-40 (PD-40), generally to incorporate tracts of land into the Windsong Ranch development. (Z20-0023). (AG) Agenda Item 11. Consider and act upon authorizing the Town Manager to execute a Second Amended Development Agreement between VP Windsong Operation, LLC and VP Windsong Investments, LLC, and the Town of Prosper, Texas, related to the Windsong Ranch development. (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 12. Consider and act upon an ordinance amending Ordinance No. 2020-71 (FY 2020-2021 Budget). (BP) •Public Safety Honor Walls -$90,000 •Community Development Software System and Implementation Support Services -$127,660 Agenda Item 13. Consider and act upon authorizing the Town Manager to execute an agreement between Brown Reynolds Watford Architects (BRW) and the Town of Prosper, Texas, related to architectural and engineering design services for the Public Safety Complex, Phase 2 (Central Fire Station and Fire Administration). (SB) Agenda Item 14. Consider and act upon awarding Bid No. 2021-30-B to Tiseo Paving Co., related to construction services for the Fishtrap Road Segment 4 Construction and Segment 1-4 Landscaping Architecture project; and authorizing the Town Manager to execute a construction agreement for same. (HW) Stuber Elementary School Rushing Middle School Typical Mid-Block Landscape (Teel Parkway –Stuber Elementary School) Fishtrap Road, Segment 4 •A+B Bidding •Six (6) Bids (One contractor deemed non-responsive) •Tiseo Paving = $2,627,010.55; 284 calendar days -Engineer’s Estimate = $2,616,392; 395 calendar days •Construction Budget = $2,750,000 o Decorative Median Street Name Signs –separate bid Agenda Item 15. Consider and act to authorize the Town Manager to execute a Development Agreement between Founders Classical Academy of Prosper and the Town of Prosper, Texas, related to the Founders Classic Academy Charter School development on the southwest corner of First Street and Custer Road. (AG) Agenda Item 16. Consider and act upon awarding CSP No. 2021-02-A to Tyler Technologies, Inc. for a Community Development System; and authorizing the Town Manager to execute documents for the same. (RZ) Agenda Item 17. Consider and act upon authorizing the Town Manager to execute a Professional Services Agreement between Sciens, LLC and the Town of Prosper, Texas, related to Phase II Project Implementation Support for the Tyler EnerGov Community Development System. (RZ) HISTORY Existing system since 2008 Upgrades/Patches Numerous ownership changes Customer Service Deficiencies SEARCH FOR THE RIGHT SYSTEM:SYSTEM •Budget Request •Team Process •Vendor Interest (CSP) •Expert Consultant Objectives Streamline process User Friendly Customer Portal GIS/Field Integration Final Step: •Presentation •Questions •References Evaluation Criteria External Customers Comprehensive Integrated Internal Team Cloud Based Solution Tyler EnerGov Internal Team Project Manager Subject Matter Experts Power Users Technical Support Executive Sponsor Technical Project Manager Contract Project Manager Initial 5-year Contract Column1 Year 1 Year 2 Year 3 Year 4 Year 5 Implementation Cost $427,918 $140,918 $140,918 $140,918 $140,918 Approved Budget $375,421 $88,355 $88,355 $88,355 $88,355 Cost for TrakIt $56,045 $56,045 $56,045 $56,045 Sciens Project Manager $75,160 Requested Funds $127,657 -$3,482 -$3,482 -$3,482 -$3,482 Town staff recommends: •Awarding CSP No. 2021-02-A to Tyler Technologies, Inc. for a Community Development System; and authorizing the Town Manager to execute documents for the same. •Authorizing the Town Manager to execute a Professional Services Agreement between Sciens, LLC, and the Town of Prosper, Texas, related to Phase II Project Implementation Support for the Tyler EnerGov Community Development System. 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. Agenda Item 18. Water Bill Relief (HJ) Adjourn.