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
Historically, the City Council has conducted a performance review of the City Secretary every six months from the date of hire. Currently, the annual review of the City Secretary is conducted in September and the mid-year review is conducted in March.
POLICY CONSIDERATIONS
There are no policy considerations affiliated with this item.
RECOMMENDATION
Conduct Executive Session 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.
Citizens who wish to speak may fill out a form or email to the City Secretary prior to the meeting.
BACKGROUND
Minutes of the August 17, 2020, combined meeting.
POLICY CONSIDERATIONS
There are no policy considerations affiliated with this item.
RECOMMENDATION
Approve the minutes of the August 17, 2020, combined meeting.
BACKGROUND
Minutes of the August 22, 2020, workshop meeting.
POLICY CONSIDERATIONS
There are no policy considerations affiliated with this item.
RECOMMENDATION
Approve the minutes of the August 22, 2020, workshop meeting.
BACKGROUND
This Interlocal Agreement is renewed on an annual basis and requires City Council approval. As indicated in the Agreement, Dallas County will perform a minimum of two inspections for each food establishment and any additional follow-up inspections. The City will collect and submit to Dallas County a minimum of $150 from each food establishment and $75 for each additional follow-up inspection. Additionally, the Agreement also addresses the environmental health services associated with vector and/or mosquito control through ground applications. This agreement is effective October 1, 2020, through September 30, 2021.
OVERVIEW
This Agreement includes Food Establishment Inspections and Environmental Health Services. Both are described below:
POLICY CONSIDERATIONS
There are no policy considerations affiliated with this item.
RECOMMENDATION
Approve an Interlocal Agreement renewing the Food Establishment and Inspection and Environmental Health Services between Dallas County, on behalf of Dallas County Health and Human Services, and the City of Sachse.
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.
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 July 31, 2020.
BACKGROUND
The City of Sachse received an allocation of CARES Act funds from both Dallas County and Collin County on a per capita basis. These funds were allocated to the City to help mitigate the spread and effects of the COVID-19 pandemic.
Cities have been able to utilize the funds received to assist in mitigating the effects of the virus on communities including expenses related to the expansion of telecommuting capabilities for public employees to enable compliance with COVID-19 health precautions. As part of this expansion of telecommuting capabilities, the SmartGov online permitting software has been evaluated and found to meet the needs of the City while providing online processing, permitting and payment for building and development projects.
This project will be funded through the CARES Act. As a reminder, the City of Sachse submitted this project for funding approval to Dallas County. The Dallas County CARES Act team reviewed and approved the City's proposal. The submission letter and the associated approval letter are attached for reference.
OVERVIEW
The City Council was briefed at their June 15, 2020 workshop meeting on the proposal to add land development software as part of the CARES Act funds distributed to the City. Dallas County reviewed and approved the request for the City of Sachse to use a portion of its CARES Act funds to use for land development permitting software. The original submission along with the approval letter are attached for reference.
POLICY CONSIDERATIONS
Funding pre-approval is only required for the use of Dallas County funds, but the City has taken the approach of seeking funding pre-approval through Dallas County and then applying a per capita allocation of funds (67% Dallas County, 33% Collin County) for each of its proposed CARES Act projects.
RECOMMENDATION
Authorize the City Manager to negotiate and execute a contract with Dude Solutions Inc. for land development permitting software (SmartGov) in an amount not to exceed seventy-one thousand, four hundred sixty-one dollars and forty-two cents ($71,461.42).
BACKGROUND
The City of Sachse received an allocation of CARES Act funds from both Dallas County and Collin County on a per capita basis. These funds were allocated to the City to help mitigate the spread and effects of the COVID-19 pandemic.
Cities have been able to utilize the funds received to assist in mitigating the effects of the virus on communities including expenses related to the contact tracing of COVID-19 positive or assumed positive employees and patrons in city facilities to enable compliance with COVID-19 health precautions. As part of this expansion of contact tracing, the replacement of failing cameras and the enhancement of the security badge access coupled with temperature scanning and symptom screening protocols enable staff to more quickly and accurately identify people who may have COVID-19 exposure and may need to quarantine as well as areas that need more thorough disinfecting. Below is a summary of the project scope.
Cameras for contact tracing
Cable runs needed for new cameras only
Security Badge Readers for contact tracing
City Hall New:
City Hall Upgrades:
Public Safety New:
Public Safety Upgrades:
Fire Station 1 New:
Fire Station 1 Upgrades:
Fire Station 2 New:
Library Upgrades:
This project will be funded through the CARES Act. This project is being prepared for review with Dallas County for approval. Due to the magnitude of the project and in order to ensure completion prior to the Dallas County deadline, the project has been submitted both to Council and Dallas County concurrently for approval. Any portion of the submission not approved by Dallas County will not be completed.
OVERVIEW
The City Council was briefed at its June 15, 2020, meeting on the proposal to add cameras and security badge door replacement and enhancement as part of the CARES Act funds distributed to the City. Dallas County is currently reviewing the proposal The DataVox quotes are attached for reference.
POLICY CONSIDERATIONS
Funding pre-approval is only required for the use of Dallas County funds, but the City has taken the approach of seeking funding pre-approval through Dallas County and then applying a per capita allocation of funds (67% Dallas County, 33% Collin County) for each of its proposed CARES Act projects. This amount is inclusive of a fifteen percent (15%) contingency in the event additional electrical work is needed due to the addition of new cameras and badges. This item will be acquired through The Interlocal Purchasing System (TIPS), meeting all competitive purchasing requirements.
RECOMMENDATION
Authorize the City Manager to negotiate and execute a contract with DataVox for replacement of existing and new additional cameras and security badge access doors in an amount not to exceed two hundred and two thousand, four hundred and ninety-four dollars and sixty cents ($202,494.60).
BACKGROUND
CWD has provided weekly trash and recycling collection services, as well as monthly bulk trash collection services for Sachse residents since April 1, 2019. Since that time, CWD staff has also been in contact with City staff on a routine basis and meets onsite each month to discuss specific issues/opportunities. Jason Roemer, Municipal Coordinator for the City of Sachse, will present the City Council and residents with an update on operations since the Sachse contract began.
POLICY CONSIDERATIONS
There are no policy considerations affiliated with this item.
RECOMMENDATION
There are no recommendations affiliated with this item. This is a presentation only.
BACKGROUND
The Master Fee Schedule is a convenient tool for citizens and customers to access to acquaint themselves with various charges for City services. The schedule can be updated periodically for necessary changes without amending the associated Ordinance.
OVERVIEW
The Master Fee Schedule is considered annually during the budget approval process. Water and Wastewater rates were presented and considered during the 2019 Water Rate Study discussions performed by NewGen Strategies and Solutions. The City Council was briefed at the August 17, 2020, meeting regarding all proposed changes except a request from Community Waste Disposal for a market adjustment for solid waste service fees received following that meeting. Increases include: residential collection (trash, recycle and bulk) from $15.13 to $15.55; residential franchise fees (8%) from $1.21 to $1.24. Note: CWD did not request a market adjustment last fiscal year; its contract with the City includes a provision for annual adjustments based on changes in regional fuel prices, Consumer Price Index and landfill charges.
POLICY CONSIDERATIONS
There are no policy considerations affiliated with this item.
RECOMMENDATION
Approve a resolution amending the Master Fee Schedule by amending ambulance services, engineering, development services, fire hydrant meters, refuse services fees and water and wastewater fees and providing an effective date.
BACKGROUND
Since approval of the Fiscal Year 2019-2020 Budget, several pertinent changes have occurred to projects in the City. Here is a summary by fund:
General Fund--The 9/30/2019 audited General Fund balance exceeded the policy threshold by approximately $3.5 million. With the need for numerous capital projects in the City, $3 million can be transferred to the Capital Projects for a project to be named at a later date.
General Fund--The City's response to COVID-19 required emergency expenditures not foreseen in the FY 2020 budget. Although most, if not all, of these expenditures will be covered by outside funding sources, they have resulted in the total General Fund expenditures likely exceeding the appropriation authorized by the original budget. We recommend increasing the total General Fund authorized expenditures by $300,000: $175,000 in Department 024-Fire, $75,000 in Department 021-Facilities Maintenance, and $50,000 in Department 034-Information Technology.
Impact Fee Fund--The FY 2019-2020 budget included amounts estimated for water and sewer infrastructure projects in The Station development. Actual expenditures exceeded the estimates by $60,045.
Utility Fund--See Impact Fee Fund description; revenue and expenditures are amended by the same amount.
Street Maintenance Tax Fund--The necessity of the asphalt overlay project on Merritt Road caused expenditures to exceed budget by $325,300; this is offset by reimbursement revenue from Dallas County in the amount of $209,095.
Vehicle/Equipment Replacement Fund--The Fire Department received notification after the deadline for budget submissions that two Lifepak 15's would no longer be serviced by the manufacturer. Replacement of this equipment is included in the VERF calculations.
POLICY CONSIDERATIONS
According to Section 7.09 of the City Charter, "Under conditions which may arise and which could not reasonably have been foreseen in the normal process of planning the budget, the city council may, by a majority vote of the full membership, amend or change the budget to provide for any additional expense in which the general welfare of the citizenry is involved. These amendments shall be by ordinance, and shall become an attachment to the original budget."
RECOMMENDATION
Approve an ordinance of the City Council of Sachse, Texas ("City"), authoriziing certain budget amendments pertaining to the fiscal year 2019-2020 Budget; and providing and effective date.
BACKGROUND
The City Manager's 2020-2021 Proposed Budget for citywide programs and services was presented to City Council on August 17, 2020. Budget information was distributed for City Council review and consideration. The proposed budget has been posted on the City's website. Copies are also on file with the City Secretary and at the Sachse Public Library for public inspection.
This item is to allow public input regarding proposed revenues and expenditures for fiscal year 2020-2021. The proposed budget revenues and expenditures can be amended by the City Council prior to adoption of the budget ordinance.
POLICY CONSIDERATIONS
The budget document sets the financial and operational direction of the City for the next fiscal year.
RECOMMENDATION
Conduct a public hearing on the proposed 2020-2021 fiscal year budget.
BACKGROUND
In accordance with Section 7.15 of the City Charter, the City held a public hearing on the proposed budget of programs and services for the ensuing fiscal year on September 8, 2020. The required "Notice of Public Hearing was published. In accordance with Section 7.02 of the City Charter, the City Council shall, prior to the beginning of the next fiscal year, adopt the budget by a favorable majority of the full membership of the City Council. Final adoption of the budget by the City shall constitute the official appropriations as proposed by the City Manager for the fiscal year beginning October 1, 2020, and ending September 30, 2021. Additionally, the General Fund budget of programs and services shall constitute the basis of the official levy of the property tax as the amount of tax to be assessed and collected for the corresponding tax year.
POLICY CONSIDERATIONS
This document sets the financial and operational direction of the City for the next year.
The proposed tax rate is $0.72 per $100 assessed value. The proposed 20-21 Budgeted Expenditures are as follows:
General Fund | $20,993,029 |
Utility Fund | 13,975,654 |
Debt Service Fund | 5,042,217 |
Capital Projects Fund | 2,867,395 |
Special Revenue Fund | 47,000 |
Impact Fee Fund | 550,000 |
Street Maintenance Tax Fund | 610,000 |
Health Insurance Fund | 1,603,136 |
Vehicle/Equipment Replacement Fund | 261,346 |
Municipal Development District | 249,000 |
Sachse Economic Development Corporation | 855,000 |
TOTAL |
$47,053,777 |
The total amount includes $6,477,108 in inter-fund transfers.
RECOMMENDATION
Approve an ordinance approving and adopting the budget for the fiscal year beginning October 1, 2020, and ending September 30, 2021.
BACKGROUND
The proposed rate is not greater than the no-new-revenue tax rate. This means that the City of Sachse is not proposing to increase property taxes for the 2020 tax year.
The tax rate consists of two components as follows:
FY 2019-2020 FY 2020-2021
Debt Service (I&S)
$0.194207 $0.194207
Maintenance & Operations (M&O)
$0.525793 $0.525793
TOTAL
$0.720000 $0.720000
RECOMMENDATION
Approve an ordinance levying ad valorem taxes for the year 2020 (Fiscal Year 2020-2021) at a rate of $0.72 per one hundred dollars ($100) assessed valuation on all taxable property withing the corporate limits of the City of Sachse as of January 1, 2020, to provide revenue for the payment of current expenses; providing for an interest and sinking fund for all outstanding debts of the City of Sachse; providing for due and delinquent dates together with penalties and interest; providing a severability clause; providing a repealing clause; and providing an effective date.
BACKGROUND
On December 17, 2018, City Council awarded the original contract to Red River Construction Company in the amount of $2,829,900.00. This lift station is part of an overall sewer expansion project that helps to address the need for sewer in the southeast portion of the City. These improvements are critical to the development of future projects along the PGBT district as well as the long-term infrastructure needs of the City. The new lift station that serves the southeast portion of the City and is located at the end of Eastview Drive. The project is currently 98% complete.
OVERVIEW
Throughout the project, several changes were required to facilitate construction. This contract adjusts project quantities (over and under), adds new construction items, requests by residents, and addresses unforeseen issues encountered in the field. This contract amendment will allow staff to complete the project and move forward with final acceptance.
The project has contingency that will cover the majority of the proposed change order items. Staff has worked with Red River Construction to add a flow meter and SCADA monitoring to our third connection point with the City of Garland. This connection is not metered and the sewer usage at this location is currently estimated. The proposed change order will allow us to better estimate the sewer usage as it enters the City of Garland.
POLICY CONSIDERATIONS
Construction of this project is in accordance with the 2017 Comprehensive Plan recommendations, the 10-year Capital Improvement Plan, and the FY 2017-2018 Capital Improvement Plan.
RECOMMENDATION
Approve an amendment to the construction contract for the Southeast Sewer Lift Station project with Red River Construction Company in the amount not to exceed sixty-six thousand, nine hundred and ten dollars and ninety-eight cents ($66,910.98) and authorizing the City Manager to execute such agreement.
BACKGROUND
Sachse Fire-Rescue (SFR) provides Emergency Medical Services (EMS) and the use of cardiac monitors is essential for advance cardiac assessment and treatment. SFR utilizes LifePak 15 cardiac monitors to provide these services for residents. Two of the units in service require replacement.
OVERVIEW
SFR received notification that two of its LifePak 15 cardiac monitors were on the list of equipment that would not be serviced due to specific replacement parts not being available on the market. These units were purchased in 2013. Not being able to receive maintenance or repair renders the units obsolete. While these units are still operational at this time, there is an opportunity to trade them in. Trade-in value for both of the current units equals $13,000. SFR would like to use the opportunity to trade them in before they are no longer usable and unable to be repaired. The remaining trade-in value of the current LifePaks has been applied toward the purchase of the two new LifePaks.
POLICY CONSIDERATIONS
There are no policy considerations affiliated with this item.
RECOMMENDATION
Staff recommends that Council approves the immediate replacement of two (2) LifePak 15 units (part numbers beginning with V15-2) utilizing the Vehicle and Equipment Replacement Fund (VERF) in the amount of sixty-six thousand five hundred ninety-nine dollars and seventy-two cents ($66,599.72).
BACKGROUND
The Public Improvement District Assessment Act (the PID Act), Texas Local Government Code, Chapter 372, as amended, authorizes the City Council to create a public improvement district within the City. On January 22, 2019, the Council approved Resolution No. 3905 authorizing, establishing and creating the Sachse Public Improvement District No. 1, and, on December 2, 2019, the Council approved Resolution No. 3958 adding land to the District.
OVERVIEW
The Council and the City staff have been presented a "Sachse Public Improvement District No. 1 Preliminary Service and Assessment Plan", including the proposed assessment roll. The PID Act requires that the Proposed Assessment Roll be filed with the City Secretary of the City and be subject to public inspection. The PID Act also requires that a public hearing be held to consider proposed assessments and requires the Council to hear and pass on any objections to the proposed assessments at, or on the adjournment of, the Assessment Hearing.
POLICY CONSIDERATIONS
This action item is authorized under Chapter 372 of the Texas Local Government Code and is contemplated within the original Development Agreement between the City and PMB Station Land LP that was executed on October 3, 2018.
RECOMMENDATION
Approve a resolution accepting and approving a preliminary service and assessment plan and preliminary assessment rolls for the Sachse Public Improvement District No. 1 at the Station and call for a public hearing to be held during the Regular City Council Meeting on Monday, October 19, 2020, regarding the levy of assessments against property in such Public Improvement District.
BACKGROUND
This item is associated with the Preliminary Service and Assessment Plan item.
POLICY CONSIDERATIONS
There are no policy considerations affiliated with this item.
RECOMMENDATION
Consider a resolution accepting and approving a preliminary service and assessment plan and preliminary assessment rolls for the operation and maintenance of the Sachse Public Improvement District No. 1 at the Station and calling for a public hearing to be held during the Regular City Council Meeting on October 19, 2020, regarding the levy of operation and maintenance assessments against property in such Public Improvement District.
BACKGROUND
This amendment is to allow for the addition of land to TIRZ #2.
POLICY CONSIDERATIONS
There are no policy considerations affiliated with this item.
RECOMMENDATION
Approve a resolution calling a public hearing for the Regular City Council Meeting on Monday, September 21, 2020, under Section 311.003 of the Texas Tax Code for the amendment of Tax Increment Reinvestment Zone Number Two, City of Sachse, Texas, containing approximately 120 acres of land generally located north of President George Bush Turnpike and being wholly located within the corporate limits of the City of Sachse; and authorizing the issuance of notice by the City Secretary of the City of Sachse, Texas, regarding the public hearing.