The Mayor and 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.

OVERVIEW

The City of Sachse started a new Christmas Tree Ornament Program in 2022 and the proceeds of that program will be donated to Friends of the Library, a volunteer group that assists in raising funds for programming within the Sachse Public Library.

Daniel Laney, Library Manager, and Lindsay Robins, the President of the Friends of the Library, will be present to receive this donation.

Those who wish to speak may fill out a form or email the City Secretary prior to the meeting.

BACKGROUND

Minutes from the January 28, 2023, Strategic Planning Retreat.

POLICY CONSIDERATIONS

There are no policy considerations affiliated with this item.

RECOMMENDATION

Approve the January 28, 2023, Strategic Planning Retreat minutes.

BACKGROUND

The previous lease for copier equipment with Canon has expired and is continued on a month-to-month basis. Entering into a new equipment lease allows the City to receive new, and in some cases upgraded, equipment at a reduced monthly cost. 

OVERVIEW

This 5-year lease agreement for copier equipment, maintenance service, repairs, and toner refill from Canon Solutions America, Inc. in the estimated annual amount of $33,724.80 per fiscal year, is through a cooperative purchasing agreement with OMNIA Partners Cooperative. The agreement provides the City with an opportunity to update the aging printer fleet, best meet department needs, and enable staff to better track and manage printing costs. 

This expenditure was anticipated, and sufficient funding exists within the FY 2022-2023 budget to fully fund the annual cost of this agreement.

POLICY CONSIDERATIONS

City Purchasing policy requires that recommendations on purchases and contracts over $50,000 be submitted to Council by the City Manager for Council approval. 

OMNIA Partners is included in Resolution 4094, authorizing participation in various cooperative purchasing programs in accordance with the City's procurement policies and procedures. City policy authorizes purchase from a purchasing authority or cooperative in accordance with State Law. Cooperative purchasing, pursuant to Chapter 791 of the Texas Government Code and Section 271 Subchapter F of the Local Government Code, so satisfies any State Law requiring local governments to seek competitive bids for items.

RECOMMENDATION

Authorize the City Manager to execute an agreement with Canon Solutions America, Inc. in the amount of One Hundred Sixty-Eight Thousand, Six Hundred Twenty-Four and No/100 Dollars ($168,624.00) for a 5-year lease of copier equipment.

BACKGROUND

It is necessary for the City to maintain licensing for all computer network servers, Exchange email services, user authentication, firewall-security, workstation operating systems, and productivity software that each end-user utilizes on a daily basis. In addition to these licensing requirements, the City has to maintain licensing for anti-spam and anti-virus protection. The Microsoft Enterprise agreement and licensing renewal is proposed for purchase through SHI Government Solutions, which is the City’s current Microsoft software vendor. The company is a licensed contract vendor of the State of Texas, Department of Information Services. The attached quote covers the third year of a three-year period.

OVERVIEW

The Current Microsoft Enterprise software licensing agreement will expire on February 28, 2023. The current agreement includes licensing for 197 combined devices/users. The updated agreement has added additional users for staff and mailboxes. This licensing is required for City staff to be able to use the Microsoft suite of services.

The approved FY 22-23 budget includes $92,000 for these services which did not include the additional users for staff and mailboxes. The increase of $8,496.07 will be covered by savings from several different projects. 

POLICY CONSIDERATIONS

City purchasing policy requires that recommendations on purchases and contracts over $50,000 be submitted to Council by the City Manager for Council approval.

Department of Information Resources (DIR) is included in Resolution 4094, authorizing participation in various cooperative purchasing programs in accordance with City’s procurement policies and procedures. City policy authorizes purchase from a purchasing authority or cooperative in accordance with State Law. Cooperative purchasing, pursuant to Chapter 791 of the Texas Government code and Section 271 Subchapter F of the Local Government Code, so satisfies any State Law requiring local government to see completive bids for items.

RECOMMENDATION

Authorize the City Manager to execute the renewal agreement with SHI Government Solutions in the amount of One Hundred Thousand, Four Hundred Ninety-Six and 7/100 Dollars ($100,496.07) for all Microsoft licensing.

OVERVIEW

Chief Sylvester will present an overview of the Sachse Police Department for 2022 including crime statistics, department activities and notable accomplishments, and projected goals for 2023.

POLICY CONSIDERATIONS

There are no policy considerations associated with this item. 

RECOMMENDATION

Receive Sachse Police Department's 2022 Year End Review presentation.

BACKGROUND

There are several locations throughout the city where neighborhood amenities such as screening walls and monument entry signage have deteriorated or failed. Many of these amenities are more than 20 years old. The original design, coupled with the extreme weather conditions, have caused the rapid deterioration of these items over time. The neighborhood features are eyesores in highly visible areas and, in some cases, are a safety concern. Maintenance of these items is largely handled by the homeowner associations, but in cases where these have either ceased to exist or never existed in the first place, maintenance responsibility falls to the individual property owners. The costs associated with these items are too substantial for any single homeowner to take on. As such, the City recommends partnering with residents to address these issues. 

While Sachse is currently in the high growth of its development cycle, staff wants to make preparations for the shift to a maintenance community. It is prudent to establish a policy to address these aging amenities now, before there are a substantial number that need to be replaced, so the City can define its policy and approach relative to these issues. The model proposed by staff borrows from very successful programs that have been implemented in the City of Richardson and the City of Garland. 

OVERVIEW

Staff proposes a Neighborhood Partnership Program for the Council's consideration. This program, with origins in the City's 2017 Comprehensive Plan, lays out the foundation for the City to partner with neighborhoods and residents to address aging neighborhood-specific amenities including screening walls, monument entry signs, sign toppers, wayfinding, and other neighborhood items. 

Staff originally presented this information to the City Council at its regular meeting on October 17, 2022. This item was presented in tandem with a proposed project to fix the Hudson Crossing screening wall on Miles Road. Council requested that the two items be separated and that staff return at a later date with more information regarding the Neighborhood Partnership Program that included their initial feedback. 

POLICY CONSIDERATIONS

The creation of a Neighborhood Partnership Program is one of the projects associated with the Neighborhood Integrity Initiative outlined in the City's 2017 Comprehensive Plan. 

RECOMMENDATION

Receive an update regarding the establishment of a Neighborhood Partnership Program and provide direction on next steps.