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.

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. The day is recognized several ways in Sachse including a proclamation, an art contest, and educational materials posted on social media platforms.

Staff will post recycling tips on social media to promote the importance of recycling in parks and the community.

RECOMMENDATION

Proclaim November 15, 2023, as America Recycles Day.

The Leisure Services Department will be in attendance to accept the proclamation.

BACKGROUND

In honor of America Recycles Day, students at Cheri Cox Elementary were challenged to design art pieces using recycled materials. The only rule was that all artwork should be made from recycled magazines, boxes, scrap paper, etc. The students did an excellent job creating masterpieces from recycled materials. 

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 in the Michael J. Felix Community Center until November 15, 2023.

RECOMMENDATION

Recognize winners from the 2023 Recycled Art Contest.

Jackson Henry, Kindergarten

Stella Christie, 1st Grade

Hatice Kirimli, 2nd Grade

Riley Michael, 4th Grade

Hugo Allen, Honorable Mention 

No entries were submitted for the 3rd grade classes. 

BACKGROUND

Each year the Texas Chapter of the American Planning Association recognizes planning excellence in municipalities throughout the state. This award recognizes the professional planning standards exhibited by City staff and the support of Sachse's City Council and Planning Commission. Additionally, the City of Sachse meets the Chapter's goals for increasing awareness of professional planning in meeting a variety of professional requirements.  

The Development Services team was acknowledged at the October 16 regular City Council meeting before the full details of the award were released. This is a follow-up on that item. 

OVERVIEW

The goal of the Planning Excellence recognition program include:

• Increasing community awareness of the importance of planning;
• Recognizing planning departments which meet certain professional requirements; 
• Recognizing planning efforts that have achieved community support;
• Encouraging the funding of professional training for Planning Commissioners and staff; and
• Aiding economic development and community image. 

As part of the qualifications for the recognition, staff is evaluated on the amount of annual training that is attended, their membership in professional organizations, and professional certifications (i.e. American Institute of Certified Planners) held by staff related to the field of planning. In addition, a major component of the evaluation is based on the type and number of planning initiatives and the recency in which they were completed. This includes long range planning items such as a Master Land Use Plan, Thoroughfare Plan or other special studies. Major updates to the zoning ordinance, subdivision regulations and other ordinances are also evaluated for consideration. 

Sachse is one of 46 communities across the state being recognized this year for planning excellence. 

In order to ensure that the public is fully informed regarding concerns or issues raised during Public Comments and resolution of those concerns, the council and/or staff may present a response to a comment made in a previous city council meeting.

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

BACKGROUND

Minutes from October 16, 2023, Council regular meeting. 

POLICY CONSIDERATIONS

There are no policy considerations affiliated with this item. 

RECOMMENDATION

Approve the October 16, 2023, regular meeting minutes. 

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 the Sachse Municipal Development District, as well as a report of the year-to-date sales tax revenue.

POLICY CONSIDERATIONS

City Charter section 7.16(4) says the City Manager shall submit to the City Council each month a report covering revenues and expenditures of the City in such a form as requested by the City Council.

RECOMMENDATION

Accept the monthly revenue and expenditure report for the period ending September 30, 2023.

BACKGROUND

Occasionally, as needed, City Council will move or cancel meetings that are near holidays or conferences. The January 15, 2024, meeting falls on Martin Luther King, Jr. Day and staff recommends moving the meeting to Tuesday, January 16, 2024, as the City Council has done in years past.

POLICY CONSIDERATIONS

There are no policy considerations associated with this item.

RECOMMENDATION

Move the January 15, 2024, meeting to January 16, 2024, in observance of Martin Luther King, Jr. Day.

BACKGROUND

The City's procurement card policy was adopted by Council in November 2006 by Resolution 2560 and amended in November 2007 by Resolution 3016. The policy was again amended in 2014, however, staff has not identified an associated resolution approved by the City Council.

OVERVIEW

The Comprehensive Financial Management Policy, as adopted by the City Council with each annual budget, sets the City's policy for expenditure management and identifies the Finance Department as being responsible for the development of procurement policies. Staff, however, identified 2006 and 2007 resolutions that adopted and amended the City's procurement card policy. As procurement card policy is subject to the guidance of Comprehensive Financial Management Policy and is reviewed annually by the City Council, a separate procurement card policy review by the City Council via resolution is redundant and is in conflict with current practices. Staff requests that the City Council approve the repeal of Resolution 3016 and allow staff to modify procurement card policies as necessary to facilitate purchases, as long as the policies remain within the parameters of the Comprehensive Financial Management Policy.

POLICY CONSIDERATIONS

City of Sachse Procurement Card Program Policy and Procedures were last amended by the City Council in November 2007. The policies that govern the procurement card program, however, are reviewed and approved as a part of the annual budget process. While the City Council has not seen a separate resolution since November 2007, the last review and approval of the procurement card policies was recently completed as a part of the FY 23-24 budget process.

RECOMMENDATION

Approve the repeal of Resolution 3016, approved on November 19, 2007, which adopted the City's revised Purchase Card Policy, in its entirety.

BACKGROUND

The Texas Property Tax Code, Section 26.09(e), requires the City Council to approve the appraisal roll with tax amounts entered by the assessor. The Collin County Tax Assessor Collector provided the attached 2023 Tax Roll Summary with a total levy of $9,790,603.20. Although the enclosed document is titled "Collin County", this refers to the Tax Assessor Collector, who performs tax collections for Sachse properties in Collin County.

POLICY CONSIDERATIONS

Section 26.09(e) of the Texas Property Tax Code states that, "the assessor shall enter the amount of tax determined as provided by this section in the appraisal roll and submit it to the governing body of the unit for approval. The appraisal roll with amounts of tax entered as approved by the governing body constitutes the unit's tax roll."

RECOMMENDATION

Adopt a resolution accepting and approving the Collin County 2023 Tax Roll.

BACKGROUND
In the FY 2023-2024 budget, the City Council approved funds for the purchase of Opticom Traffic Signal Upgrades (F-24-10) through the General Capital Fund. This is a joint project between Public Works and Sachse Fire-Rescue to upgrade each traffic signal and fire apparatus to utilize the Opticom GPS System.

Using a global network of satellites, GPS eliminates "line-of-sight" issues between traffic signals and response vehicles and can better anticipate signal timing based on vehicle location, direction, speed, and identification information. 

Throughout the DFW region, cities are transitioning to a GPS based system for emergency response vehicles, which allows coordinated traffic signals for faster response times. The Opticom GPS System allows cities the ability to have coordinated response efforts across city limit lines. 

OVERVIEW
This purchase was approved as part of the FY 2023-2024 budget. All purchases of $50,000 and above must be approved by the City Council. The budgeted amount for the Opticom GPS System is $200,000 and the requested project expenses are estimated at $179,428.00.  The requested amount is under the authorized budgeted amount.

Public Works and Sachse Fire-Rescue will coordinate with the vendor on installation of both the response vehicles and traffic signals. Installation is anticipated to begin in January 2024.

POLICY CONSIDERATIONS
There are no policy considerations affiliated with this item.

RECOMMENDATION
Authorize the purchase Opticom Traffic Signal Upgrades (F-24-10) from Consolidated Traffic Controls, Inc. through the Houston Galveston Area Cooperative purchasing program (PE-05-21) not to exceed the budgeted funds of One Hundred Seventy-Nine Thousand, Four Hundred Twenty-Eight Dollars ($179,428.00) for the City of Sachse Public Works Department and the Sachse Fire-Rescue Department.

BACKGROUND

Every two years, in odd numbered years, the City Council casts its votes for member(s) of the Board of Directors of the Collin Central Appraisal District. In 2011 and 2013, Sachse City Council voted for Dr. Leo Fitzgerald; in 2015 and 2017, the Council voted for Wayne Mayo; in 2019, the Council voted for Michelle Howarth; and in 2021, the Council cast three votes for Earnest Burke and each other candidate one vote. The vote cast would be for a one-year term commencing on January 1, 2024. 

OVERVIEW

This year, the City Council has 13 votes to cast. All votes can be cast for one individual or can be split in any manner among any of the nominees. This year's candidates and nominating parties are as follows:

• Dan Bollner - City of Frisco
• David Gensler - Town of Saint Paul
• Richard "Rick" Grady - City of Plano and Plano ISD
• Michelle Howarth - City of Sachse
• Ronald L. Kelley - Plano ISD
• Brian Mantzey - City of McKinney
• Clint Pruett - Collin County
• Scott Sperling - City of Lucas
• Charles Weis - City of Parker
• Richard Williams - City of Parker
• Veronica Yost - City of Allen and Allen ISD

POLICY CONSIDERATIONS

There are no policy considerations affiliated with this item.

RECOMMENDATION

Approve a resolution casting the City of Sachse's 13 votes for the Collin Central Appraisal District Board of Directors (CCAD).

BACKGROUND

City Ordinance Chapter 9, Section 6 governs on-street parking. The Police Department is responsible for addressing on-street parking concerns and receives numerous complaints annually regarding recreational vehicles, trailers of all types, and commercial vehicles.  

OVERVIEW

Chief Sylvester will provide an overview of the existing ordinance, its provisions and limitations, and will seek input from the Council regarding desired changes, if any, to the ordinance.

POLICY CONSIDERATIONS

City Ordinance Chapter 9, Section 6 governs on-street parking. Other parking matters, including parking on unimproved services, fall under the jurisdiction of the Neighborhood Services Division and are governed by the Zoning Code.

RECOMMENDATION

Discuss and provide feedback on City Ordinance Chapter 9, Section 6, governing on-street parking.

BACKGROUND
Phase 1 of construction at J.K. Sachse Park was completed in April of 2023 and included a pavilion, splash pad, restrooms, sand volleyball court, and trails.  The Municipal Development District (MDD) Board approved funding the construction of pickleball courts using MDD funds in the FY 2023-2024 budget at the August 10, 2023, meeting.

OVERVIEW
Hellas Construction is a registered 1GPA (1Government Procurement Alliance) vendor.  Under Contract #23-01DP-03 IGPA has negotiated and entered into an agreement with Hellas Construction. By utilizing 1GPA, the City has met all competitive bidding requirements.

POLICY CONSIDERATIONS
This project has been approved by the Municipal Development District Board.  Funding will come from the Municipal Development District. Sufficient capital project budget exists in CIP #P-22-04, J.K. Sachse Park construction, to fund this project.

RECOMMENDATION
Authorize the construction of two pickleball courts at J.K. Sachse Park, through the 1GPA purchasing program, in an amount not to exceed Three Hundred and Eighty-Two Thousand and Eighty-Five Dollars and Zero Cents ($382,085.00) which includes a 10% contingency and authorize the City Manager to execute necessary documents for the pickleball courts construction.

BACKGROUND

Local government communications have become an essential part of municipal operations. For the sake of transparency and general understanding of what is occurring in the community, it is imperative that local governments communicate effectively with their residents. For many years, Sachse has taken a modified approach to communications. In the mid- 2010s, Sachse utilized a third-party contractor to handle major press releases, a monthly employee communications piece, and some periodic social media graphics. Sachse quickly outgrew those services and then started to assign social media oversight and content creation to existing roles within the organization. This approach was challenging as it was difficult to ensure that there was a consistent presence and voice for the community with the functions split between departments. For two years, the city was able to tack communications responsibilities onto the Assistant to the City Manager role, however, those duties quickly took over the position and the other research-based Assistant to the City Manager responsibilities were limited as a result. 

Traditionally, new position requests are handled through the annual budget process, however, a recent position vacancy with the Assistant to the City Manager position created a new opportunity to consider the addition of a full-time dedicated communications position. Had the City been aware of the forthcoming vacancy during the budget process, the communications position request would have been included as a part of the traditional annual budget process.

POLICY CONSIDERATIONS

New positions are typically handled as a part of the annual budget process, however, from time-to-time, needs arise that necessitate an off-cycle request. The City has existing funds available to satisfy this request without impacting the tax rate. If the Council wishes to move forward with the position add, it would need to authorize an associated budget amendment to reflect the change. 

RECOMMENDATION

Discuss and consider authorizing the addition of a new Communications Strategist full time equivalent position at the City of Sachse.

BACKGROUND

The Fiscal Year 2023-2024 Budget, including the 2023-2024 Capital Improvement Plan, was adopted by Council on September 18, 2023. The Sachse Charter allows Council to amend or change the budget to provide for additional expense and this routinely occurs through-out the fiscal year. Budget amendments have been identified for the current fiscal year and shall become an attachment to the original Budget upon Council approval.

OVERVIEW

Budget adjustments are shown below by fund:

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 authorizing certain budget amendments pertaining to the Fiscal Year 2023-2024 Budget.

BACKGROUND

The Comprehensive Plan is the City's guiding policy document that sets forth the vision for how the community develops and grows. This document helps to guide long-range decisions for the community as it relates to land use, transportation, infrastructure, and public services, among others. More specifically, the Comprehensive Plan:

• Makes recommendations on the type and character of development/redevelopment appropriate in different areas of the city;
• Recommends and prioritizes policies, actions, and resources to achieve the vision of the plan;
• Serves as a guide for growth (development/redevelopment);
• Provides recommendations to the city in developing future capital budgets; and
• Serves as a guide for zoning recommendations and development regulations. 

The existing Comprehensive Plan was adopted in 2017 and has been vital in steering the growth and development of Sachse over the last several years. Typically, comprehensive plans are reviewed and updated every 5-7 years in order for it to remain relevant and reflect current conditions and market trends. The proposed update is intended to be less robust than the 2017 comprehensive planning effort as it is not envisioned to rewrite the entire plan, but to review and refine components of the currently adopted plan.

OVERVIEW
To start the Comprehensive Plan update, staff would anticipate releasing a request for qualifications (RFQ) at the beginning of January for a comprehensive planning consultant. As part of their role, they would be responsible for research, analysis, engagement, advisement, and document creation. City staff would function as project manager and be the liaison between the consultant, City Council, and boards, while also providing support and recommendations on the development of the update. The potential timeline for the update contemplates a kick-off in the Spring of 2024, with public meetings and plan creation to follow. A full schedule and timeline will be provided once a consultant has been selected.  

Staff has identified the following components as priorities for the update:

• Future Land Use Plan (FLUP);
• Parks and Facilities (including sidewalks, trails, and pathways);
• Thoroughfare Plan;
• Critical Infrastructure Plan;
• Urban Design, Corridor, and Gateway Plan;
• Market Context and Financial Analysis;
• Neighborhood Integrity; and
• Implementation.

POLICY CONSIDERATIONS

Direction and included components of the Comprehensive Plan update.

RECOMMENDATION

Discuss and provide direction on a Comprehensive Plan update.