The Mayor and Sachse City Council request that all cell phones be turned off or set to vibrate. Members of the audience are requested to step outside the Council Chambers to respond or to conduct a phone conversation.

BACKGROUND

Every year, the City Council considers appointments to the City's Boards and Commissions. Interviews of members with expiring terms as well as new applicants are conducted prior to the appointment period. Initial rounds of interviews were conducted on September 25, 2018 and October 16, 2018.

OVERVIEW

These interviews will consist of new applicants who were unable to attend the previous interview sessions.

POLICY CONSIDERATIONS

There are no policy considerations affiliated with this item.

RECOMMENDATION

Conduct interviews as appropriate.

Please note: These items are for discussion purposes only and no City Council action will be taken. The workshop session is for City Council and staff discussion. Citizen input is not permitted on this agenda.

The Mayor and Sachse City Council request that all cell phones be turned off or set to vibrate. Members of the audience are requested to step outside the Council Chambers to respond or to conduct a phone conversation.

BACKGROUND

The City Council approved an ordinance in May 1984 creating a Planned Development District by granting a change of zoning for 75 single family lots/dwellings.

OVERVIEW

Ordinance 377 was named Planned Development 4 (PD-4) when there was a previous ordinance (Ordinance 342) that had established a Planned Development 4 (PD-4) for the Park Lake Estates subdivision. Staff located this error upon reviewing the Planned Development ordinances. The proposed ordinance will correct the scrivener's error from the ordinance adopted in May 1984.

POLICY CONSIDERATIONS

There are no policy considerations affiliated with this item.

RECOMMENDATION

Approve an ordinance of the City of Sachse, Texas, correcting Ordinance 377 adopted on May 21, 1984 creating a Planned Development District, to correct a scrivener’s error in the Planned Development District number from Planned Development District 4 (PD-4) to Planned Development District 6 (PD-6); and by amending the Comprehensive Zoning Ordinance and map, as heretofore amended; by amending and restating Ordinance No. 377 creating Planned Development District 6 (PD-6) for single-family dwellings, on ±27.30 acres of land out of the Daniel Herring Survey, Abstract 626.

BACKGROUND

The Finance Department prepares a report each month to update the City Council regarding revenues and expenditures for the City.  Included in the report are unaudited summaries for the General Fund, Utility Fund, Debt Service Fund, Sachse Economic Development Corporation, and Sachse Municipal Development District, as well as an analysis of sales tax revenues received year-to-date.

September is the final month of the fiscal year.  The current report does not include all accrual and adjusting entries required for year-end.

POLICY CONSIDERATIONS

The City Charter requires that the City Manager submit a monthly report covering revenues and expenditures.

RECOMMENDATION

Accept the monthly revenue and expenditure report for the period ending September 30, 2018.

BACKGROUND

The City's network equipment is out of warranty and is beginning to fail. This equipment is meant to replace existing City network equipment.

POLICY CONSIDERATIONS

There are no policy considerations affiliated with this item.

RECOMMENDATION

Authorize the purchase of Cisco Meraki networking equipment and installation services through the Texas Department of Information Resources Cooperative Contract #DIR-TSO-2542, not to exceed the budgeted funds of sixty-five thousand dollars ($65,000.00) for the City of Sachse IT Department.

BACKGROUND

America Recycles Day is an annual event held nationwide by Keep America Beautiful. This year's America Recycles Day will be held on November 15. This will be the 7th year that the City of Sachse celebrates America Recycles Day. The day is recognized several ways in Sachse including a proclamation, an art contest, tailored story times at the Library, and education materials posted on the City's website. 

In honor of America Recycles Day, students at Cheri Cox Elementary were challenged to design art using recycled materials. Rules were not set for this contest other than all artwork should be made from recycled old magazines, boxes, scrap paper, etc. All of the students did an excellent job on creating masterpieces from recycled materials.

More information about the America Recycles Day celebrations, as well as tips for recycling are available on the City's website. 

OVERVIEW

The City will recognize one student contest winner from each grade who was selected for having the best recycled art project. The winning projects will be on display in the rotunda of City Hall then moved to be displayed at the Library until November 15, 2018.

RECOMMENDATION

Recognize winners from the 2018 Recycle Art Contest.

Kindergarten Winner:  Gabriel Jolay

1st Grade Winner:  Maddie Dixon

2nd Grade Winner:  Addison Flynn

3rd Grade Winner:  Lacey St. Clair

4th Grade Winner:  Gavin Umbreit

Honorable Mention:  Seya Rivera (in the 3rd Grade)

BACKGROUND

America Recycles Day is an annual event held nationwide by Keep America Beautiful. This year's America Recycles Day will be held on November 15. This will be the 7th year that the City of Sachse celebrates America Recycles Day. The day is recognized several ways in Sachse including a proclamation, an art contest, tailored story times at the Library, and education materials posted on the City's website.

The Library will host a story times in honor of America Recycles Day to be held on November 14 at 1:30 p.m.  Park Board members and Library staff will read stories about recycling and will also give out recycling items to the story time participants.  An informational table is set up at the Sachse Library where patrons can view helpful information regarding recycling. In addition, staff will post recycling tips on Facebook to promote the importance of recycling, not only in the parks, but also throughout the community.

RECOMMENDATION

Proclaim November 15, 2018 as America Recycles Day. 

The Parks and Recreation Department will accept the Proclamation.

BACKGROUND

Every year, the City Council considers appointments to the City's Boards and Commissions. Interviews of members with expiring terms as well as new applicants are conducted prior to the appointment period. Initial rounds of interviews were conducted on September 25, 2018 and October 16, 2018.

POLICY CONSIDERATIONS

There are no policy considerations affiliated with this item.

RECOMMENDATION

Consider appointments to the City's Boards and Commissions:

• Planning and Zoning Commission
• Sachse Economic Development Corporation 
• Board of Adjustments
• Library
• Parks and Recreation
• Animal Shelter
• Tax Increment Financing 

BACKGROUND

Every year, the City Council reviews the Council appointed liaisons to each Board or Commission.

OVERVIEW

The current liaisons to each Board, Commission or Committee are as follows:

• Mayor Felix: North Texas Tollway Authority, North Central Texas Council of Governments
• Mayor Pro Tem King: Animal Shelter Advisory Committee, Animal Shelter Board, voting member of the TIF Board
• Councilmember Franks: Parks and Recreation, voting member of the Municipal Development District Board
• Councilmember Howarth: Library, Tax Increment Financing Board, voting member of the TIF Board
• Councilmember Watkins: Planning and Zoning Commission, voting member of the TIF Board
• Councilmember Adams: Wylie Independent School District
• Councilmember Bickerstaff: Garland Independent School District, voting member of the Sachse Economic Development Corporation

POLICY CONSIDERATIONS

There are no policy considerations affiliated with this item.

RECOMMENDATION

Appoint and make any changes to the Council liaison positions for the City's Boards and Commissions.

BACKGROUND

At the September 6 Municipal Development District (MDD) Board meeting, the Board recommended to the City Council the use of MDD funds to complete as many of the following park projects within the approved MDD fiscal year 2018-2019 budget of $404,172.49. Projects include inclusive playground structures at Firefighters Park, a sand volleyball court (location to be determined at a future date), Dave Sanford Park playground replacement, Joe and Patricia Stone Park playground replacement, Salmon Park shelter rehabilitation, Cornwall Lane Park playground replacement, and Joe and Patricia Stone Park playground/pavilion lighting.  At the October 1 City Council meeting, the City Council approved the requested budget of $404,172.49 to complete the recommended MDD Projects.  

Staff received quotes from multiple playground vendors to complete the playground additions and replacements for Dave Sanford Park, Joe and Patricia Stone Park, Cornwall Lane Park, and Firefighters Park.   

RECOMMENDATION

Authorize the purchase of playground equipment from Lea Park and Play for Joe and Patricia Stone Park, Dave Sanford Park, Cornwall Lane Park, and Firefighters Park, not to exceed the budgeted funds of two hundred and ten thousand dollars ($210,000) for the City of Sachse Parks and Recreation Department.

BACKGROUND

The City of Sachse utilizes the PASER system to analyze and score streets based upon pavement condition. This information is utilized by City staff and the City Council on annual basis to rank streets in the community and determine which streets are in need of rehabilitation.

OVERVIEW

During the 2018-2019 budget process, the following asphalt streets/groups of streets were identified to receive funding from the Street Maintenance Tax for rehabilitation:

• Pecan Grove ($88,000)
• Sable Lane ($200,000)
• Sachse South Estates ($455,000)

The PASER information for each street is provided in the attached presentation.

Final Quotes Received ($544,495.00)

• Sachse South Estates - $343,967.50
• Pecan Grove - $60,155.00
• Sable Lane - $140,372.50

POLICY CONSIDERATIONS

RECOMMENDATION

Approve a resolution authorizing purchase orders in the amount not to exceed six hundred twenty-four thousand, four hundred and ninety-five dollars ($624,495.00) to Reynolds Asphalt and Construction Company, for asphalt roadway improvement projects; authorizing its execution by the City Manager; and providing an effective date.

BACKGROUND

The project scope includes the abandonment of an old water main in the alley between Dewitt Street and Sachse Street, from 2nd Street to Ben Davis Road. The old 4" cast iron water main is of a sub-standard size and is past its lifespan. There are seven (7) homes on this block that currently utilize the old water main. These homes need to be connected to water mains in the street, which are newer and of a larger size (8" PVC versus 4" cast iron in the alley). Staff has installed new meter boxes and water services from the meter boxes to the water mains in Dewitt Street, Sachse Street, and 2nd Street in order to reduce the project scope for the contractor and save money.

The scope for the contractor will consist of running new water service from the meter box at the street, around to the back side of the homes, and connecting into the existing water service for the home. Staff will notify property owners once the project is approved by the City Council and will be coordinating this work with each individual property owner until the work is complete.

OVERVIEW

The project was advertised for bid in the Sachse News and through an online bid advertising website, www.civcast.com. City staff held a non-mandatory pre-bid meeting on October 11, 2018.  Staff opened bids on October 25, 2018. Three (3) bids were received. A tabulation of the bids is provided in Exhibit 1. The lowest qualified bidder is GROD Construction with a bid of forty-seven thousand, one hundred dollars ($47,100.00).

POLICY CONSIDERATIONS

It is the responsibility of the City to maintain a high level of utility service for our citizens. This project will improve water pressure and volume for the existing homes, and allow the City to take an older problematic water main out of the public water system.

RECOMMENDATION

Approve a resolution awarding the bid for the construction of the Sachse Water Relocation Project on Sachse Street, 2nd Street, and Dewitt Street to GROD Construction, in an amount not to exceed forty-seven thousand, one hundred dollars ($47,100.00).

BACKGROUND

The 2017-2018 Capital Improvement Plan included funding of $60,000 for concrete panel replacement on Tina Street. This funding allowed for panel replacement on Tina Street from Sachse Street to just past Leasa Court.  In the FY 2018-19 Budget, the Capital Improvement Plan funding for asphalt projects was higher than the final quotes that the City received for Sachse South Estates, Sable Lane, and Pecan Grove Drive. Staff is recommending that these funds be utilized to complete additional panel replacements on Tina Street from Leasa Court to Welch Lane, where there are multiple areas of the street in structural failure.

The City of Sachse utilizes the PASER system to analyze and score streets based upon pavement condition. This information is utilized by City staff and the City Council on annual basis to rank streets in the community and determine which street are in need of rehabilitation. Tina Street is currently ranked as a 3 on the PASER Scale.  Completing the work budgeted in FY 17-18, along with the work proposed in this agenda item, will raise the PASER Score to a 7 or 8.

The attached presentation provides site photos of the street, along with the PASER information.

POLICY CONSIDERATIONS

It is the responsibility of the City of Sachse to maintain, upgrade, and improve public roads as necessary in the City of Sachse. Chapter 791 of the Texas Government Code, also known as the Interlocal Cooperation Act, and Chapter 271.102 of the Texas Local Government Code, authorizes all local governments to contract with each other to perform governmental functions or services including administrative functions normally associated with the operation of government such as purchasing of necessary equipment, goods, and services. The City Council of the City of Sachse, Texas has approved the Master Interlocal Cooperative Purchasing Agreement with the City of Grand Prairie for the purchase of necessary equipment, goods, and services (Resolution No. 3360). Contract pricing from the City of Grand Prairie may be utilized by the City of Sachse for concrete roadway improvements.

RECOMMENDATION

Approve a resolution approving a purchase order in the amount not to exceed ninety-four thousand, one hundred and fifty-nine dollars and two cents ($94,159.02) to McMahon Contracting L.P. for concrete improvement projects; authorizing its execution by the City Manager; and providing an effective date.

BACKGROUND

The City is entering the final year of a five-year rate plan adopted in 2014.  The FY 2018-2019 budget included $40,000 for funding a review of the current rate structure and update to the cost of service model.  The previous study completed in 2014 was conducted by Economists.com; this firm merged with another company in the years since that study was completed.  City staff interviewed the newly-merged entity, Willdan, Inc. and NewGen Strategies and Solutions.  Staff is recommending approval of a personal services agreement with NewGen Strategies and Solutions.

POLICY CONSIDERATIONS

The Utility Fund operates as an enterprise fund, and all costs are financed through charges to the utility customers.  Regular periodic updates to the rate schedule and underlying methodology are necessary to ensure the continued financial stability of the fund.

RECOMMENDATION

Authorize the City Manager to execute an agreement for professional services with NewGen Strategies and Solutions to provide a Water and Wastewater Cost of Service Rate Study.

BACKGROUND

During its September 17 City Council meeting, the City Council authorized the City Manager to negotiate and execute on behalf of the City a Development Agreement with PMB Acquisitions, LLC relating to the Development of approximately 158 acres in the PGBT Zoning District and related financing with further authority to finalize the remaining terms to be negotiated, all subject to approval as to form by the City Attorney. Upon authorization from the City Council, a final Development Agreement was executed and approved as to form by the City Attorney. 

Components of the Development Agreement also include using Tax Increment Reinvestment Zones and a Public Improvement Districts. Jason Hughes, the City's Financial Advisor, will provide an overview of those economic development tools available to municipalities in advance of scheduling the public hearing. 

The scheduling of a public hearing for the creation of a Tax Increment Reinvestment Zone Number Two under Chapter 311 of the Texas Tax Code for approximately 158 acres of land situated in the Richard Copeland Survey, Abstract Number 228, within the City of Sachse, Dallas County, Texas, is an item affiliated with the execution of the final Development Agreement. 

POLICY CONSIDERATIONS

There are no policy considerations affiliated with this item. 

RECOMMENDATION

Receive a presentation regarding Tax Increment Reinvestment Zones and Public Improvement Districts and schedule a Public Hearing for the Regular City Council Meeting on December 3, 2018 for the creation of Tax Increment Reinvestment Zone Number Two under Chapter 311 of the Texas Tax Code for approximately 158 acres of land situated in the Richard Copeland Survey, Abstract Number 228, within the City of Sachse, Dallas County, Texas.