03.29.22Welcome to the March 29, 2022,
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.
Receive a Finance Department update.(BP)
Finance Department
Overview
Finance
Achievements
•Government Finance Officers Association (GFOA)
Triple Crown Winner
•Certificate of Achievement –11 consecutive years
•Distinguished Budget Award –5 consecutive years
•Award for Outstanding Achievement in Popular Annual
Financial Reporting –4 consecutive years
•Government Treasurers’ Organization of Texas (GTOT)
•Certificate of Distinction for Investment Policy –5
consecutive years
•Finance Director received CGFO Certification
Moody’s and S&P reaffirmed Town’s Bond Ratings of Aa1/AA+ for 4th consecutive year
Finance
Achievements
•Held Budget Town Hall meeting to inform and engage citizens
•Created digital stamp to distribute and receive AP invoice approvals electronically
•Added Grants Administrator position (FY ‘22 budget)
•2021 Invoices processed -6,479 (3% increase over 2020)
•2021 Accounts payable payments processed –3,916 ($91,449,798) (15% increase in dollar value)
•2021 manual journal entries processed –2,318 (1% decrease over 2020)
•2021 payroll payments processed –7,266 (23% increase over 2020)
•$210m –Originally planned to issue $21m annually over 10-year
period
•2020-2021 –Issued $40m
•2021-2022 –Currently plan to issue $33.625m
•2022-2023 –Currently plan to issue $13.800m
•2023-2024 –Currently plan to issue $11.675m
•2024-2025 –Currently plan to issue $8.0250m
Finance
Bond Program Implementation
Finance
Investments
Purchasing
Achievements
•National Procurement Institute, Inc. (NPI)
•Achievement of Excellence in Procurement Award –8 consecutive years
•2021 Purchase Orders and Change Orders Issued –404 ($21,249,605)
•2021 P-Card Transactions Processed –3,818 (7% increase over 2020)
($591,361)
•2021 Bids and Contracts Processed –71 (17% decrease over 2020)
•2021 Annual Contracts Managed –225 (remained steady over 2020)
•2021 Disposal of Surplus Property –5 Auctions ($305,219)
•16 vehicles/trailers; 13 pieces of equipment
Purchasing -Fleet Management
•Vehicle and Mobile Equipment –247 Units•Maintains and Updates Vehicle and Equipment Replacement Schedules•Maintains ManagerPlus Assets Inventory Database •Receives Units –Coordinates Deliveries, Inspects Units Upon Arrival, Coordinates Decal Installations and Insurance Coverage, and Processes Titling Documents•Monitors Safety Inspections and Process Vehicle Registration Renewals •Average 95 Vehicle Registration Renewals annually•2021 –12 vehicles added, and 16 pieces of mobile equipment added
•Administer Enterprise Fleet Management Program –108 Units
•Manage Town Fuel Accounts –236 Users/160 Units
•PISD Fuel Account •WEX Fuel Card Program
•Manage First Responder Toll Tag Account –48 Units
2021 Town-Wide Grant Awards
•CLFRF Funds (American Rescue Plan Act)$6,090,330 Finance
•EDA Public Works Infrastructure Grant (LPP)3,000,000 EDC
•TXDOT –Green Ribbon Project (US380 Median Landscaping) 1,275,000 Parks
•Preston Road and First Street (Left-turn Lane Expansion)720,000 Engineering
•SAFER –6 New Hires (Year 2 of 3)364,841 Fire
•Texas Parks & Wildlife (Whitley Place)500,000 Parks
•Collin County Open Spaces Fund (Pecan Grove)220,550 Parks
•Justice Assistant Grant (Training Simulator)100,000 Police
•Collin County Open Spaces Fund (Whitley Place)90,000 Parks
•2020 Traffic Incident Management Grant (Thermal Cameras) 71,705 Fire
•7-11 (Hot Car Safety Signs)20,000 Fire
•SHSP-DHS (Night Vision Goggles)28,000 Police
•TXDOT -STEP (Traffic Safety –OT)12,000 Police
$12,492,426
Municipal Court
Achievements
•Upgraded court software to SQL version
•Created techniques to support becoming a hybrid court which allows both virtual and in person hearings
•Created online document portals for customer use
•Created fingerprinting process and procedures now required by Department of Public Safety (used only for defendants with family violence cases)
•Our newest clerk has passed the Level I certification –this means that Prosper Municipal Court has three certified clerks (all different levels)
•2021 Cases Filed –1,899 (21% decrease from 2020)
•2021 Docketed Cases –1,152 (44% decrease from 2020)
•2021 Disposed/Closed Cases -2,600 (15% decrease from 2020)
Utility Billing
Achievements
•Implemented Remit check processing machine for electronic check
deposits
•Rolled out Adaptive Consumer Engagement (ACE) portal
•Training Meter Techs to complete work orders in the field electronically
•Spring Clean-Up event with Public Works –398 cars
•2021 Total new connections -3,559 (22% increase over 2020)
•2021 Total customer payments –125,387 (16% increase over 2020)
•2021 Total work orders –25,531 (42% increase over 2020)
•2021 Total customer accounts -11,893 (14% increase over 2020)
Current Projects
•Municipal Court –Providing online payment and lookup access for parking citations; creating a mobile courtroom clerk workstation; planning 2022 Municipal Court week event
•Grants Administrator meeting with departments
•Complete Annual Comprehensive Financial Report (ACFR)
•Preparations for budget kickoff underway
•Request for Proposal (RFP) development process –ERP
•Issue RFP
•Proposal evaluation
•Presentation to Town Council
•Vendor demonstrations
On The Horizon…
•Budget kickoff for Town Staff –April 4th
•ERP presentation to Town Council –Early Summer
•ERP project kickoff October ‘22 (30-36 mos.)
•Rating calls and debt issuance –Mid Summer
•Financial Policy discussions –Mid Summer
•Council budget work session –June 28th
•Proposed budget to Town Council –August 9th
•Budget and tax rate adoption –September 13th
•Fiscal new year –October 1st
Agenda Item 2.
Proclamation recognizing April 10-16,2022,as National Public
Safety Telecommunicators Week.(MLS)
Agenda Item 3.
Recognize Prosper Fire Rescue personnel for two recent life -
saving awards .(SB)
Agenda Item 4.
Consider and act upon the minutes from the March 1,2022,
Town Council Work Session meeting.(MLS)
Agenda Item 5.
Consider and act upon the minutes from the March 8,2022,
Town Council meeting.(MLS)
Agenda Item 6.
Consider and act upon authorizing the Town Manager to
execute a Professional Services Agreement between Freese
and Nichols,Inc.,and the Town of Prosper,Texas,related to
stormwater inspections services.(HW)
Agenda Item 7.
Consider and act upon authorizing the Town Manager to
execute a Professional Services Agreement between Dunaway
Associates,Inc.,and the Town of Prosper,Texas,related to the
design of the First and Coit Community Park Phase 1 project.
(PN)
Agenda Item 8.
Consider and act upon authorizing the Town Manager to
execute a Development Agreement between the Prestonwood
Baptist Church and the Town of Prosper,Texas,related to the
construction of a temporary parking lot (D22-0015).(KD)
Agenda Item 9.
Consider and act upon a Site Plan,Landscape Plan,and Façade
Plan for a restaurant with drive-through service (Salad and
Go),in the Shops at Prosper Trail development,on 1.1±acres,
located on the east side of Preston Road,north of Prosper
Trail .The property is zoned Planned Development-68 (PD-68)
and Specific Use Permit-39 (S-39).(D22-0011).(AG)
Agenda Item 10.
Consider and act upon whether to direct staff to submit awrittennoticeofappealonbehalfoftheTownCounciltotheDevelopmentServicesDepartment,pursuant to Chapter 4,Section 1.5(C)(7)and 1.6(B)(7)of the Town’s ZoningOrdinance,regarding action taken by the Planning &ZoningCommissiononanySitePlanorPreliminarySitePlan,including Gates of Prosper,Eagle Crossing,Gentle CreekCountryClub,Prestonwood Baptist Church,and ProsperBusinessPark.(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.
Agenda Item 11.
Consider and act upon approving a resolution supporting U.S.Highway 380 as a Controlled Access Highway and stronglyopposingtheconsiderationoftheGoldandBrownAlternativeSegmentBalignmentaspresentedbyTxDOTattheirUS380EISPublicMeetingoccurringonMarch22,2022 from 5:30-7:30 pmandtheiron-line virtual Public Meeting from 5:30 pm March 22,2022 to 11:59 pm April 6,2022,due to the negative impacts ontheTownofProsperandsincethealternativealignmentsareinconsistentwiththeTown’s Thoroughfare Plan and the currentalignmentofsaidhighway.(RZ)
Town Involvement
•Consistent & Clear
•Town’s Thoroughfare Plan
•6 Resolutions since April 2017
•Support 380 on 380
•Remained engaged –Segment A
Who are We?
•Community of over 30k;
•3 miles X 9 miles
•Bound on almost all sides by TxDOT roadways
•NTTA going right through the middle
•Two counties
•Community Cohesion –Disruptive to Prosper
Transportation Needs
•East -West Corridor Improvements needed
•Safety, congestion mitigation, mobility enhancement
•Numerous alignments evaluated
•Focus on Segment A and B
•Less impactful Alternatives
Resolution #7Supports US Highway 380
•Controlled Access Highway
•Current Alignment
•Preferred & Recommended Alignment
•Town’s Thoroughfare Plan
•Community Cohesion
Strongly Opposes
Segment B (Gold & Brown)
Resolution #7
Act upon and approve a resolution supporting U.S. Highway 380 as a Controlled Access Highway and strongly opposing the consideration of the Gold and Brown Alternative Segment B alignment as presented by TxDOT at their US 380 EIS Public Meeting occurring on March 22, 2022 from 5:30-7:30 pm and their on-line virtual Public Meeting from 5:30 pm March 22, 2022 to 11:59 pm April 6, 2022, due to the negative impacts on the Town of Prosper and since the alternative alignments are inconsistent with the Town’s Thoroughfare Plan and the current alignment of said highway. (RZ)
Agenda Item 12.
Conduct a public hearing and consider and act upon a request
to amend Planned Development-94 (PD-94),for the Westside
Development,on 64.5±acres,northeast corner of US 380 and
FM 1385,regarding hotel uses and development standards.
(Z22-0001).(AG)
Agenda Item 13.
Consider and act upon a resolution accepting the Independent
Audit Report and Annual Comprehensive Financial Report for
the Fiscal Year Ended September 30,2021,as presented by a
representative of Pattillo,Brown and Hill LLP.,Certified Public
Accountants.(BP)
Agenda Item 14.
Discuss and update the Town Council regarding increases in
project construction costs,commodities/equipment costs and
delivery time challenges.(JC/HW/SB)
NBC News –February 16, 2022
Construction Costs Hit Highest Spike in 50 Years
https://www.nbcdfw.com/news/local/construction-costs-hit-highest-
spike-in-50-years/2891634/
Purchasing
Since the onset of the pandemic, the Town has experienced trends with
the following:
•Difficulty sourcing goods and services.
•Increased prices.
•Longer lead times.
•Shorter duration for guaranteed price quotes due to volatile markets.
•Price increases to existing contracts.
Purchasing
Some specific examples:
•FY 2020-2021 Purchase Orders were rolled forward due to items being
backordered (firearms, ammunition, ballistic armor, and tactical gear).
•Longer lead times for items such as vehicles, mobile equipment, steel
products, office furniture, etc.
•Vehicle orders canceled by the manufacturer. This cost the Town over
$50,000 to resource for comparable units.
•Additional fuel surcharges added to quotes and invoices.
•One week price guarantees on quotes for steel products.
•30-day price guarantees on many of the CMAR trade bids.
FACTORS
•COVID-19
•Weather Events
•Regional Growth
•Fuel Prices
CAPITAL PROJECTS
•History
•Current
•Future
•COVID-19
Pandemic
•Supply Chain
Issues
•Labor Shortages
•2020 Weather Events
•Hurricane Laura
August
•Hurricane Delta
October
•2021 Weather Events
•Icemageddon
February
•Hurricane Ida
August
•Regional Growth
DFW Metroplex
at All Time High
•Fuel Prices
•Delivery Costs
•Petroleum and Fiberglass
Products
CAPITAL PROJECTS -History
Eng Estimate Awarded Amount Difference BTW
Eng Estimate and
Award
Budget Difference BTW
Budget and
Award
14,500,000.00$ 463.00$
1,586,071.46$
GRAND TOTAL FY 2021-2022 14,500,000.00$ 14,499,537.00$ 463.00$
18,293,774.05$ 17,569,611.64$ 724,162.41$ 15,490,014.00$ 1,092,015.69$
GRAND TOTAL FY 2020-2021 6,860,456.02$ 6,203,078.51$ 657,377.51$ 7,789,149.97$
GRAND TOTAL FY 2018-2019 34,732,377.25$ 31,270,393.64$ 3,461,983.61$ 31,488,601.00$ 218,207.36$
GRAND TOTAL FY 2019-2020
TOWN OF PROSPER APPROVED CIP PROJECTS SUMMARY
Quarter
CAPITAL PROJECTS –Current
•Upper Doe Branch WW
(Teel –PISD Stadium)
•Cost Estimate
1 Year Ago
•Current Cost Estimate
CAPITAL PROJECTS -Future
Prosper Fire Rescue
Apparatus & Loose Equipment
Cost Increases
Apparatus Cost Increase & Construction/Build Time Delays
•COVID-19 Pandemic
•Supply Chain Issues
•Ongoing Rising Material Costs
•Chassis Delays
•Substantial Apparatus Order Increase 1st Quarter 2022
•Pierce Additional 7% Increase May 1st, 2022 &
•2nd Increase expected as early as September 2022
•Engine Construction/Build Estimates 22 Months
•Ambulance Construction/Build Estimates 16 Months
Pierce Fire Engine PUC Pumper and Loose Equipment
(Engine for Fire Station 4)
•$950,000 Pierce Fire Engine (Includes pre-payment discounts)
•$300,000 Loose Equipment
Total $1,250,000
(Original Estimate provided at $1,100,000 for Engine & Loose Equipment)
Estimated Construction Build Time: 21-22 months
Previous Build Time: 12 months
Previous Engine Order with Same Specs: July 25, 2019, Cost: $737,549.24
Horton Ambulance and Loose Equipment
(Medic 4 for Fire Station 4)
•$377,000 Ambulance
•$175,000 Loose Equipment
Total $552,000
Estimated Construction Build Time Estimate: 16 months
Previous Build Time Estimates: 12 months
Chassis Cost is Estimated –Ford has not released the 2023 Chassis Pricing
Previous Ambulance Order with Same Specs: October 21, Cost: 319,452.77
2022 Pierce Fire PUC Quint Loose Equipment
•Quint Order Date October 2021
•12-15 Months Build Time
•Est. Arrival January 2023
•Current Equipment Budget $255,000
•Current Estimate for Loose Equipment $300,000
•Over 225 Equipment Items
•No increase in request since 2017
Budget Amendment Request $45,000
2022 Horton Ambulance Loose Equipment
•Ambulance Order Date October 2021
•12 Months Estimated Build Time
•Current Equipment Budget $150,000
•Current Estimate for Loose Equipment $175,000
Budget Amendment Request $25,000
Agenda Item 15.
Consider and act upon an ordinance amending Ordinance
No.2021-55 (FY 2021-2022 Annual Budget and Capital
Improvement Program).(BP)
•General Fund -$2,506,334
•Honor Wall
•Covered parking
•Fire Station #4 Apparatus; Fire Station #3 Apparatus Loose Equipment additional funding
•Holiday Decorations
•Special Events Coordinator
•Compensation
•Water and Sewer Fund -$43,731
•Compensation
•Stormwater Drainage Fund -$745
•Compensation
•Park Dedication/Improvement Fund $2,013,800
•Windsong Neighborhood Park #3
•Windsong Land Purchase
•Wastewater Impact Fee Fund -$225,000
•Upper Doe Branch WW Line
Agenda Item 16.
Consider and act upon an amendment to the Wastewater
Master Plan.(HW)
Existing Wastewater Master Plan
Frontier
Parvin
Prosper Trail Dallas North TollwayLegacy
Proposed Amendment
Frontier
Parvin
Prosper Trail Dallas North TollwayLegacy
Agenda Item 17.
Consider and act upon authorizing the Town Manager to
execute a Professional Services Agreement between Claymoore
Engineering,Inc.,and the Town of Prosper,Texas,related to the
design of the Upper Doe Branch Wastewater Line (Teel Parkway
to PISD Stadium)project.(HW)
Agenda Item 18.
Consider and act upon approving a Standard Form of
Agreement with Pogue Construction Co.,LP,for the
construction of a covered parking structure for the Police
Department;and authorizing the Town Manager to execute
the same.(DK)
Agenda Item 19.
Consider and act upon awarding CSP No.2022-31-B to North
Rock Construction,related to construction services for the
Town Hall Honor Wall (2117-PK);and authorizing the Town
Manager to execute a construction agreement for same.(PN)
Future Items
Possibly direct Town staff to schedule topic(s)for discussion at
a future meeting.
Agenda Item 20.
Discuss design and construction costs for Fire Station No. 4. (SB)
Needs Assessment Update
and Construction Cost Estimates
Fire Station No. 4.
Fire Station No. 4
Approved in the 2020 Bond Election
•$18,000,000 Central Fire Station
•$6,000,000 Fire Station No. 4
•$6,000,000 Fire/Police Public Safety Training Facility
Total $30,000,000 Approved for Public Safety (November 3, 2020)
Current Schedule
•BRW Architects, Selected for Design of Fire Station No. 4
October 2021
•Project Kick-Off, January 27, 2022
•CMAR Approval, June 14, 2022 (Town Council Meeting)
•GMP Package, November 17 -December 22, 2022
•GMP & Council Approval, January 10, 2023
•Notice to Proceed, January 2023
•Substantial Completion, March/April 2024
•Owner Operations Commence, March/April 2024
Needs Assessment & Budget Analysis
Total Square Footage 12,350*
Due to ongoing price increases, BRW current estimate $500/ft
•$6,175,000 Building Construction Cost
•$1,825,000 Owners Total Probable Costs
a)Owners Development Cost
b)Owners Furniture, Fixtures, and Equipment (FF&E)
c)Professional Fees & Expenses (PF&E)
Total $8,000,000
*For Comparison, Station 2 (2016) Total Square Footage 16,200
Questions and
Council
Feedback
Agenda Item 21.
Presentation regarding options for lighting of the Downtown
Silos. (RZ)
Agenda:
•Purpose
•Silo Cleaning & Coating
•Lighting types
•Electrical upgrades
•Considerations
Purpose:
•Draws attention
•Creates excitement
•Nighttime appearance
•Convey messages or emotions
Cleaning & Coating:
•Better palate for lighting
•Ensure longevity
•Maintenance
Uplighting /direct lighting:
Lighting Display:
String lighting:
Light netting/wrap:
IT/Electrical Upgrades:
•Existing Electric Survey
•Integration w/ existing lighting control system
•Ability to control remotely
•Scheduling/calendar feature
Potential Considerations:
•Static/Dynamic
•Light spill/pollution
•Sustainable choices
•Surrounding light impacts
•Maintenance
Recommendation:
•Direct/Uplighting
•Installation costs & time
•Lower maintenance
•Coordinate with Town Hall cupola lighting
•Potential to upgrade in the future
Agenda Item 22.
Receive dedication options for Dudley Raymond. (DB)
Previously Discussed Dedication Opportunities
•Naming a Service Award
•Naming a Park
•Naming a Facility at a Park (Sports Complex, Playground, Garden, etc.)
Parks Board Recommendation
•Wants to stress that their desire is for Town Council to select
something that is significant and broad reaching (the following list in
their priority order)
•Park
•Facility at a Park
•Service Award
Agenda Item 23.
Discussion regarding a New Resident Mixer Proposal. (RB)
Agenda Item 23.
CEC Recommendation:
•Twice per year, first in September 2022
•South lawn of Town Hall
•Ice cream/Kona ice
•PISD music group, giveaways
•Fire, Police, Town information
Agenda Item 23.
Options:
•Hold on a weeknight in September, per CEC
Recommendation
•Smaller event, focused on new residents
•Hold in conjunction with Downtown Event
•More activities, larger event, with a new resident
component
Agenda Item 23.
September Events:
•September 3 Memorial Day Weekend
•September 17 Cornerstone Event Downtown
•September 24 Heritage Fest in Celina
•October 8 Celebrate Prosper/BBQ & Blues
Executive Session
Section 551.087 –To discuss and consider Economic Development Incentives and
all matters incident and related there to .
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 there to .
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 into Regular Session and take any
action necessary as a result of the Closed Session.
Adjourn