Special City Council Meeting and Workshop

AGENDA Special City Council Meeting and Workshop 5:00 PM - Tuesday, December 14, 2021 City Council Chambers, 201 E. Nash Street, Terrell, TX Mayor Rick Carmona Council Members District 2 - Grady Simpson District 3 - Mayrani Velazquez, Deputy Mayor Pro-Tem District 4 - Stephanie Holmes-Thomas District 5 - Tim Royse, Mayor Pro-Tem City Manager Mike Sims NOTICE IS HEREBY GIVEN that the Terrell City Council will conduct a Special City Council Meeting and Workshop at 5:00 p.m. on Tuesday, December 14, 2021, at Terrell City Hall located at 201 East Nash Street. The meeting is open to the public with limited seating in the Council Chambers. Recommendations of the CDC regarding social distancing will be practiced during the course of the public meeting to slow the spread of the Coronavirus (COVID-19). If you choose not to attend in person and you wish to submit public comments, email support@cityofterrell.org and title the email ”Public Comment”. All public comments submitted by 12:00 pm on Tuesday, December 14, 2021 will be provided to the City Council members and read into the record for the Tuesday, December 14, 2021 City Council Meeting. Page 1. CALL TO ORDER 2. INVOCATION 3. PLEDGE TO AMERICAN FLAG AND TEXAS FLAG. 4. MAYOR AND COUNCIL COMMUNITY RECOGNITION AND EVENTS Page 1 of 33 5. HEAR REMARKS FROM VISITORS. This time is set aside on the agenda to invite any person to address the Council on issues not subject to a public hearing. Routine administrative matters are best discussed with the appropriate City Staff before bringing them to the Council. Prior to the meeting, please complete a "Citizen Participation Form" and present it to the City Secretary. In accordance with the Texas Open Meetings Act, Section 551.042, the City Council cannot discuss, consider, or take action on matters not listed on the agenda. Speakers should limit their comments to 3 minutes and are asked to speak into the microphone provided, identifying themselves for the record. The total amount of time set aside for this place on the agenda is 15 minutes. Comments of a personal nature directed at the Council or Staff are inappropriate. 6. BOARDS AND COMMISSIONS 6.1. Discuss Upcoming Board and Commission Appointments. 4-5 Upcoming Board Appointments council board responsibilities 7. DISCUSSION ITEMS 7.1. Discuss Recent Grants and Partnerships. 6 GRANTS 7.2. Discuss the Kaufman County Contracts Related to the 9th Street 7 - 20 Residential Partnership Public Improvement District No. 3 and the 9th Street Residential Partnership Maintenance Public Improvement District No. 4. 9th street PID No. 3 9th street PID No 4 7.3. Discuss Information Technology Projects Status Report. 21 - 31 Quarterly Update Dec 21 8. STAFF REPORTS 8.1. Receive National Incident Based Reporting System November 2021 32 - 33 Report. November 21 NIBRs Page 2 of 33  9. ADJOURN INTO EXECUTIVE SESSION IN ACCORDANCE WITH SECTION 551 OF THE TEXAS GOVERNMENT CODE TO DISCUSS THE FOLLOWING: Section 551.071 Consultation With Attorney Pending or Contemplated Litigation Section 551.072 Deliberations Regarding Real Property. Section 551.087 Deliberations Regarding Economic Development Negotiations. 10. RECONVENE INTO REGULAR SESSION AND CONSIDER ACTION, IF ANY, ITEMS DISCUSSED IN EXECUTIVE SESSION. 11. ADJOURN. I, the undersigned authority, do hereby certify that the above NOTICE OF MEETING of the Governing Body of the City of Terrell is a true and correct copy of said NOTICE, which has been posted on the front OUTDOOR BULLETIN BOARD CABINET FOR AGENDAS of the Terrell City Hall, Terrell, Texas, a place convenient and readily accessible to the General Public and on the website at cityofterrell.org, and which has been continuously posted for a period of seventy-two (72) hours prior to the date and time said meeting was convened. Posted Friday, December 10, 2021 –5:00 p.m. _______________________________________ Dawn Steil, City Secretary This facility is wheelchair accessible and accessible parking spaces are available. Requests for accommodations or interpretive services must be made 48 hours prior to this meeting. Please contact the City Secretary’s office at 972-551-6600 for further information. Braille is not available. Council Reserves the Right to Adjourn into Executive Session to Seek Legal Counsel on a Matter Which the Canon of Legal Ethics Demands to Preserve the Attorney-Client Privilege Pursuant to Section 551.071(2) of the Texas Government Code. Page 3 of 33 ITEM 6.1. Upcoming Board Appointments Name Board Term Expiration # of Terms Hillary Heisel PADIC December 31, 2020 1 JC Jackson PADIC December 31, 2020 1 Sarah Kegerreis PADIC December 31, 2020 1 Dimitra Bandy Library Board October 2021 1 Vicki Badgett Library Board October 2021 1 Deborah Patton Library Board October 2021 2 Beverly Vaughan Library Board October 2021 1 Jerry Wiley Library Board October 2021 2 Joe Perry Library Board June 2021 3 Cindy Oakley Library Board June 2021 3 Leonard Lancaster Park Board November 2021 1 Juan Salazar TIF/Power Center January 2022 1 Page 4 of 33 ITEM 6.1. Council Board Responsibilities Board Council Member Airport Rick Carmona Animal Advisory Board Grady Simpson Building Standards Tim Royse Civil Service Grady Simpson Economic Development Rick Carmona Library Charles Whitaker Park Tim Royse Zoning Board of Adjustments Mayrani Velazquez TIF/Power Center Mayrani Velazquez Planning and Zoning Mayrani Velazquez 10/31/19 Page 5 of 33  ITEM 7.1. Grants Date Name Amount Description of project Status Engineering Project is under design; construction award early 2022. Construction completion Fall 2019‐2020 Texas Department of Agriculture's CDBG $500,000 Sewer Project Grant 2022. 2021‐2022 TDA CDBG $375,000 Application has been sent. Pending Emergency Management 02/2018‐02/2022 FEMA‐ SAFER $1,734,699 Hiring of 9 firefighters Currently being used SBCA, fitness equipment and exhaust 2014 FEMA‐ AFG 258,525 removal Brush truck, cardiac monitor, SCBA, thermal imager, wildland/ extrication gear, extrication Oct‐21 TDA‐ CBG FAST Fund 464,425 equipment Library 2020 Hulsey Public Library CARES 24,101 2020 Library Technology Academy 10,000 Texas Book Festival Juvenile Biography 2020 Collection Update 2,500 2020 Randy Snow Foundation 2,000 Early Literacy Storytime Kits 2020 Film Alley 675 Teaching materials collection 2020 American National Bank of Texas 9,848 Literacy Depot Otfitting 2020 American National Bank of Texas 10,000 Adult learning center outfitting Police Department Night Vision SWAT $39,000/ No Match SWAT Equipment Completed Traffic Safety Grant $93,075.85/ Reimbusment Traffic Safety Equipment Not Funded Yet/Pending Body Worn Camera $48,296.00 / $12,074.00 Body Worn Camera Not Funded Yet/Pending Public Works 2018 Project 17‐07 $626,414.06 Safe Routes to School Downtown Revitalization Phase 1‐Adelaide 2018 Project 18‐11 $324,913.00 St. 2021 Project 20‐18 $575,000.00 Downtown Revitalization Phase 2‐Grove St. 2021 Project 20‐16 $1,500,000.00 Crossroads New Urban Park 2019 Municipal Airport $100,000.00 RAMP Grant 2020 Municipal Airport $100,000.00 RAMP Grant 2021 Municipal Airport $100,000.00 RAMP Grant 2022 Project 20‐06 $1,500,000.00 Recreational Trail Grant‐Kings Creek Park 2022 Municipal Airport $100,000.00 RAMP Grant Page 6 of 33 2023 Municipal Airport $100,000.00 RAMP Grant 2024 Municipal Airport $100,000.00 RAMP Grant ITEM 7.2. Kaufman County Assessments and Collections Contract I. PURPOSE This contract between the Kaufman County Tax Assessor/Collector and the 9th Street Residential Partnership Capital Public Improvement District City of Terrell PID No. 3 is entered into pursuant to Section 6.24 of the Texas Property Tax Code and Sec. 791.011 of the Texas Government Code. II. SCOPE OF SERVICES 1. SERVICES TO BE RENDERED BY TAX ASSESSOR/COLLECTOR (TAC) The Tax Assessor shall assess and collect ad valorem property taxes on all properties subject to the Taxing Unit's taxing jurisdiction, and shall perform said services in the same manner and fashion as the TAC collects taxes due and owing Kaufman County on its own taxable properties. The services rendered hereunder shall conform with all applicable and controlling laws, rules, orders, mandates, and regulations, and shall include the following: (1) receiving the Certified Appraisal Roll from the appropriate Appraisal District(s) and monthly changes thereto, (2) providing mortgage companies, property owners and/or tax representatives tax roll and payment data, (3) providing all necessary assessments of taxes as required, (4) The transmittal of tax statements via appropriate medium (5) processing property tax payments, and (6) Calculations of effective tax rates, roll back tax rates and Truth in Taxation notices for publication unless instructed otherwise. Additionally, on Taxing Unit's behalf, the TAe shall (1) approve and refund erroneous overpayments, if provided sufficient historical information by Taxing Unit, (2) obtain approval or rejection of requests for waiver of penalties and interest for delinquent taxes owed, (3) prepare and issue tax certificates, and (4) prepare and/or provide information and reports to state agencies, auditors and other interested parties regarding assessments, collections and disbursements of ad valorem taxes. 2. ADDITIONAL SERVICES AVAILABLE TO TAXING UNIT The Tax Assessor might further perform or render additional related services when requested by the Taxing Unit, which additional services might result in additional costs and fees to be paid by the Taxing Unit. Before any such additional services are commenced by the TAC, said services and attendant costs and fees shall be confirmed by separate written agreement. Page 7 of 33 ITEM 7.2. 3. EXCLUSIONS The scope of services contemplated hereunder does not include the administration of a rollback election. In the event of a rollback election, regardless of the outcome, all costs incurred by the TAC on behalf of the Taxing Unit shall be in addition to the collection fees set out in the attached Notice of Annual per Parcel Cost and shall be confirmed by separate written agreement. Should the Taxing Unit adopt a rate that will trigger a rollback electi o n, they may obtain an estimate of the costs that would be incurred, regardless of the outcome of the election . In the event of a rollback election by the Taxing Unit, the TAC shall assume no duty or responsibility hereunder regarding (1) any matter relating to a financial or legal obligation said Taxing Unit may owe to any applicable Appraisal District; (2) the adoption of Taxing unit's corrected/modified/amended tax rates, and related publications or notices pertaining thereto, or (3) any other obligation imposed by law or other controlling authority upon Taxing Unit not specifically stated in this Agreement. III. COMPENSATION In consideration of the services provided by the TAC, Taxing Unit shall pay the TAC for the services provided herein, the amounts reflected in the attached Notice of Annual per Parcel Cost. The Notice of Annual per Parcel Cost attached hereto is incorporated herein for all purposes and constitutes a part of this contractual agreement. It is expressly understo o d and agreed that the 9th Street Residential Partnership Capital Public Improvement District City of Terrell PID No. 3 will pay costs stated in Exhibit A, the Notice of Annual per Parcel Cost, or future fees per parcel that might be amended over time, with the approval of the Kaufman County Commissioners Court. If the Notice of Annual Per Parcel Cost is amended in the future, the remainder of this Agreement shall remain in full force and effect unless specifically changed by supplemental, amended or a replacement Agreement. Before any such amendment may take effect, timely notice must be provided. To be considered timely, said notice shall be provided on or before the 1st day of June of each year, with an effective date of October 1st of the new tax year. The TAC's shall withhold from the taxes collected under this agreement the amount of money necessary to pay for Tax Collection Services at the rate indicated in Section 4.01 from the December collections. The Taxing Entity shall not be entitled to receive any taxes collected for a tax year until the TAC has withheld the total amount of compensation under Section 4.01 for that year. 2 Page 8 of 33 ITEM 7.2. IV. COOPERATION The Taxing Unit shall provide to the TAC, wi t hout charge, copies of all records necessary to perform the duties and responsibilities contemplated under this Agreement in the format and/or med i um in which they currently exist. The Taxing Unit shall provide to the TAC a l l acco unts involved in the es t ablishment o f a new Public Improveme nt Distri c t ("PID") or any additions or deleti o ns of an existing PID. PID rates must be adopted per $100 of valuation as determined and certified by the applicable Appraisal District (s) . Tax Increment Financing (TIF) payme nts are not calculated or distributed by the County Tax Office. Consistent with mandates of applicable law, the parties hereto shall assist each other in promptly complying with Pub l ic Information Requests pertaining to any aspec t s of t his Agreemen t . V. NOTICE OF APPLICABLE TAX RATES Taxing Unit shall provide the TAC with timely notice regarding the adoption of all applicable tax rates and exemptions, as well as related directives, orders, decisions or other matters which impact the assessment and collection of ad valorem property taxes. As used herein, the phrase "timely" shall mean adopting the applicable tax rate for the Taxing Unit and providing notice to the TAC of same no later than September 30th for each year that this Contract remains in effe c t. In the event that the Taxing Unit does not timely adopt its tax rate on or before September 30 th and notify the TAC of same, the Taxing Unit agrees that it will bear all reasonable and additional costs incurred by the TAC as a direct or indirect result of Taxing Unit's failure to timely adopt its tax rate. All such costs are in addition to the collection fees set out in the attached Notice of Annual per Parcel Cost. VI. DEPOSIT OF FUNDS All funds collected by the TAC on Taxing Unit's behalf shall be promptly transferred and deposited by automated clearing house (ACH) protocol into an account designated by Taxing Unit at its depository bank . If any daily collection total is less than Twenty-five Dollars ($25.00), the distribution will be withheld until the cumulative total of taxes collected on the Ta x ing Unit's behalf equals at least Twenty-five Dollars ( $25 . 00) . 3 Page 9 of 33 ITEM 7.2. After initiation of the aforementioned ACH transfers from the Kaufman County Tax Office's Depositary account to the Taxing Unit's designated Depository Account, the TAC retains no responsibility, and shall have no liability, for the further management and processing of said funds. VII. REFUNDS Refunds will be made by the TAC on Taxing Unit's behalf only as set forth herein. The TAC will not make refunds on prior year paid accounts unless the prior year paid accounts for the past five (5) years are provided and made available to the TAC. The TAC agrees to issue refund checks on behalf of the Taxing Unit based on value changes as provided by the Appraisal Districts; should a Taxing Unit have insufficient collections to repay the Tax Office within 15 days then the outstanding sum must be paid in full upon notification by the Tax Office. In the event that the Taxing Unit is a party in any lawsuit regarding the collection of taxes provided for herein, which matter is resolved by settlement or final judgment requiring the Taxing Unit to refund tax payment proceeds to a taxpayer, the TAC shall be permitted to make such refund on the Taxing Unit's behalf, and to debit such amount from tax payment proceeds currently held by the TAC on behalf of the Taxing Unit. VIII. AUDIT CONTROLS The TAC shall employ and utilize appropriate internal and external audit controls to insure the accuracy and integrity of their tax collection efforts on Taxing Unit's behalf. The Taxing Unit reserves the right to employ its own independent audit mechanisms and controls. When requested, the TAC shall cooperate with the Taxing Unit's independent auditors by providing necessary explanations and reports. IX. DELINQUENT TAX COLLECTION In addition to the services provided herein, the TAC shall, to the fullest extent permitted by law, make all reasonable efforts to pursue the collection of delinquent ad valorem property taxes owed to the Taxing Unit. All such efforts shall include contracting with any competent attorney to represent the TAC in enforcing the collection of delinquent taxes. To avoid duplication of efforts and unnecessary costs to the taxpayer, the TAC recommends employing the same counsel for both the TAC and the Taxing Unit. Any attorney retained for such representation shall be paid in the manner permitted by law and consistent with the contract between the TAC and the attorney. In the event the Taxing Unit utilizes different legal counsel than the 4 Page 10 of 33 ITEM 7.2. one employed by the TAC, the Taxing Unit agrees to pay the additional cost, if any, that are incurred in utilizing different legal counsel. All such costs are in addition to the collection fees set out in the attached Notice of Annual per Parcel Cost . X. NOTICES Notices required to be given to either party to this agreement shall be deemed delivered when either personally delivered, faxed with receipt confirmed, or when mailed via United States Mail, certified or registered, postage prepaid, and confirmed received by intended recipient. XI. SUPPLEMENTAL SURETY BOND RECOMMENDED The TAC recommends that the Taxing Unit obtain additional and adequate surety bond for the TAC specifically related to all anticipated services to be performed and rendered hereunder, with all associated premiums for such bond to be paid by the Taxing Unit. XII. TERM AND DURATION OF AGREEMENT The term of this Agreement shall begin on the date of signatures by all parties, and continue in full force and effect, from year to year, until such time as either party, by written notice to the other, terminate the same. Notice of termination given hereunder on or before the 1st day of May of the tax year in which the party intends termination, shall be effective immediately following the 30th day of September after such notice. XIII. SOVEREIGN IMMUNITY This Contract for Assessment and Collection is expressly made subject to each party's sovereign immunities, Title 5 of the Texas Civil Remedies Code and all applicable state and federal law. The parties expressly agree that no provision of this Agreement is intended to in any way constitute a waiver of any immunity from suit or from liability that the parties have by operation of law. XIV. MISCELLANEOUS PROVISIONS This Contract for Assessment and Collection contains the entire agreement between the parties relating to the rights and obligations delegated, assumed and owed by and between the TAC and the Taxing Unit. This contract supersedes any prior understandings and agreements between the parties, written or oral, pertaining to the same subject matters. This contract shall be construed under and in accordance with the laws of the State of Texas, and all obligations herein shall be performed in Kaufman County, Texas. 5 Page 11 of 33 ITEM 7.2. This contract is not intended to benefit any third-party beneficiaries. This contract shall be binding upon and inure to the benefit of the parties hereto, and to their respective successors and assigns. Should one or more provisions contained herein be declared invalid, illegal, or otherwise unenforceable, such declaration shall not invalidate or adversely impact other valid, legal and enforceable provisions, and the remainder of this Agreement shall remain in full effect. AGREED AS TO FORM AND CONTENT: Brenda Samples Date Kaufman County Tax Assessor/Collector Rick Carmona Date Mayor Hal Richards Date Kaufman County Judge 6 Page 12 of 33 ITEM 7.2. Exhibit A (Section 4.01) Annual Notice of Per Parcel Cost for Ad Valorem Tax Collections for 2021 Please accept this annual notice of per parcel cost of collections for your Ad Valorem taxes for assessment and collection with your entity and the Kaufman County Tax Assessor/Collector's Office. These per parcel costs were effective with the July 2020 certified roll and were billed and collected by January 31, 2021. 2020 Tax Year 2021 Tax Year Parce l s with Kaufman County $ 1 . 50 $1.50 (Certified by Kaufman County Appraisal District) Parcels outside of Kaufman County $2.10 $2.10 (Certified by any other CAD besides Kaufman CAD) Please attach this notice to your original Assessment and Collection Contract as the official costs determined and agreed upon by the Kaufman County Tax Assessor's Office and the Commissioners Court. Brenda Samples Tax Assessor/Collector 7 Page 13 of 33 ITEM 7.2. Kaufman County Assessments and Collections Contract I. PURPOSE This contract between the Kaufman County Tax Assessor/Collector and the 9th Street Residential Partnership Maintenance Public Improvement District City of Terrell PID No. 4 is entered into pursuant to Section 6.24 of the Texas Property Tax Code and Sec. 791.011 of the Texas Government Code. II. SCOPE OF SERVICES 1. SERVICES TO BE RENDERED BY TAX ASSESSOR/COLLECTOR (TAC) The Tax Assessor shall assess and collect ad valorem property taxes on all properties subject to the Taxing Unit's taxing jurisdiction, and shall perform said services in the same manner and fashion as the TAC collects taxes due and owing Kaufman County on its own taxable properties. The services rendered hereunder shall conform with all applicable and controlling laws, rules, orders, mandates, and regulations, and shall include the following: (1) receiving the Certified Appraisal Roll from the appropriate Appraisal District(s) and monthly changes thereto, (2) providing mortgage companies, property owners and/or tax representatives tax roll and payment data, (3) providing all necessary assessments of taxes as required, (4) The transmittal of tax statements via appropriate medium (5) processing property tax payments, and (6) Calculations of effective tax rates, roll back tax rates and Truth in Taxation notices for publication unless instructed otherwise. Additionally, on Taxing Unit's behalf, the TAC shall (1) approve and refund erroneous overpayments, if provided sufficient historical information by Taxing Unit, (2) obtain approval or rejection of requests for waiver of penalties and interest for delinquent taxes owed, (3) prepare and issue tax certificates, and (4) prepare and/or provide information and reports to state agencies, auditors and other interested parties regarding assessments, collections and disbursements of ad valorem taxes. 2. ADDITIONAL SERVICES AVAILABLE TO TAXING UNIT The Tax Assessor might further perform or render additional related services when requested by the Taxing Unit, which additional services might result in additional costs and fees to be paid by the Taxing Unit. Before any such additional services are commenced by the TAC, said services and attendant costs and fees shall be confirmed by separate written agreement. Page 14 of 33 ITEM 7.2. 3. EXCLUSIONS The scope of services contemplated hereunder does not include the administration of a rollback election. In the event of a rollback election, regardless of the outcome, all costs incurred by the TAC on behalf of the Taxing Unit shall be in addition to the collection fees set out in the attached Notice of Annual per Parcel Cost and shall be confirmed by separate written agreement. Should the Taxing Unit adopt a rate that will trigger a rollback election, they may obtain an estimate of the costs that would be incurred, regardless of the outcome of the election. In the event of a rollback election by the Taxing Unit, the TAC shall assume no duty or responsibility hereunder regarding (1) any matter relating to a financial or legal obligation said Taxing Unit may owe to any applicable Appraisal District; (2) the adoption of Taxing Unit's corrected/modified/amended tax rates, and related publications or notices pertaining thereto, or (3) any other obligation imposed by law or other controlling authority upon Taxing Unit not specifically stated in this Agreement. III. COMPENSATION In consideration of the services provided by the TAC, Taxing Unit shall pay the TAC for the services provided herein, the amounts reflected in the attached Notice of Annual per Parcel Cost. The Notice of Annual per Parcel Cost attached hereto is incorporated herein for all purposes and constitutes a part of this contractual agreement. It is expressly understood and agreed that the 9th Street Residential Partnership Maintenance Public Improvement District City of Terrell PID No. 4 will pay costs stated in Exhibit A, the Notice of Annual per Parcel Cost, or future fees per parcel that might be amended over time, with the approval of the Kaufman County Commissioners Court. If the Notice of Annual Per Parcel Cost is amended in the future, the remainder of this Agreement shall remain in full force and effect unless specifically changed by supplemental, amended or a replacement Agreement. Before any such amendment may take effect, timely notice must be provided. To be considered timely, said notice shall be provided on or before the 1st day of June of each year, with an effective date of October 1st of the new tax year. The TAC's shall withhold from the taxes collected under this agreement the amount of money necessary to pay for Tax Collection Services at the rate indicated in Section 4.01 from the December collections. The Taxing Entity shall not be entitled to receive any taxes collected for a tax year until the TAC has withheld the total amount of compensation under Section 4.01 for that year. 2 Page 15 of 33 ITEM 7.2. IV. COOPERATION The Taxing Unit shall provide to the TAC, without charge, copies of all records necessary to perform the duties and responsibilities contemplated under this Agreement in the format and/or medium in which they currently exist. The Taxing Unit shall provide to the TAC all accounts involved in the establishment of a new Public Improvement District ("PID") or any additions or deletions of an existing PID. PID rates must be adopted per $100 of valuation as determined and certified by the applicable Appraisal District(s) . Tax Increment Financing (TIF) payments are not calculated or distributed by the County Tax Office. Consistent with mandates of applicable law, the parties hereto shall assist each other in promptly complying with Public Information Requests pertaining to any aspects of this Agreement. V. NOTICE OF APPLICABLE TAX RATES Taxing Unit shall provide the TAC with timely notice regarding the adoption of all applicable tax rates and exemptions, as well as related directives, orders, decisions or other matters which impact the assessment and collection of ad valorem property taxes. As used herein, the phrase "timely" shall mean adopting the applicable tax rate for the Taxing Unit and providing notice to the TAC of same no later than September 30th for each year that this Contract remains in effect. In the event that the Taxing Unit does not timely adopt its tax rate on or before September 30 th and notify the TAC of same, the Taxing Unit agrees that it will bear all reasonable and additional costs incurred by the TAC as a direct or indirect result of Taxing Unit's failure to timely adopt its tax rate. All such costs are in addition to the collection fees set out in the attached Notice of Annual per Parcel Cost. VI. DEPOSIT OF FUNDS All funds collected by the TAC on Taxing Unit's behalf shall be promptly transferred and deposited by automated clearing house (ACH) protocol into an account designated by Taxing Unit at its depository bank. If any daily collection total is less than Twenty-five Dollars ($25.00), the distribution will be withheld until the cumulative total of taxes collected on the Taxing Unit's behalf equals at least Twenty-five Dollars ( $25.00) . 3 Page 16 of 33 ITEM 7.2. After initiation of the aforementioned ACH transfers from the Kaufman County Tax Office's Depositary account to the Taxing Unit's designated Depository Account, the TAC retains no responsibility, and shall have no liability, for the further management and processing of said funds. VII. REFUNDS Refunds will be made by the TAC on Taxing Unit's behalf only as set forth herein. The TAC will not make refunds on prior year paid accounts unless the prior year paid accounts for the past five (5) years are provided and made available to the TAC. The TAC agrees to issue refund checks on behalf of the Taxing Unit based on value changes as provided by the Appraisal Districts; should a Taxing Unit have insufficient collections to repay the Tax Office within 15 days then the outstanding sum must be paid in full upon notification by the Tax Office. In the event that the Taxing Unit is a party in any lawsuit regarding the collection of taxes provided for herein, which matter is resolved by settlement or final judgment requiring the Taxing Unit to refund tax payment proceeds to a taxpayer, the TAC shall be permitted to make such refund on the Taxing Unit's behalf, and to debit such amount from tax payment proceeds currently held by the TAC on behalf of the Taxing Unit. VIII. AUDIT CONTROLS The TAC shall employ and utilize appropriate internal and external audit controls to insure the accuracy and integrity of their tax collection efforts on Taxing Unit's behalf. The Taxing Unit reserves the right to employ its own independent audit mechanisms and controls. When requested, the TAC shall cooperate with the Taxing Unit's independent auditors by providing necessary explanations and reports. IX. DELINQUENT TAX COLLECTION In addition to the services provided herein, the TAC shall, to the fullest extent permitted by law, make all reasonable efforts to pursue the collection of delinquent ad valorem property taxes owed to the Taxing Unit. All such efforts shall include contracting with any competent attorney to represent the TAC in enforcing the collection of delinquent taxes. To avoid duplication of efforts and unnecessary costs to the taxpayer, the TAC recommends employing the same counsel for both the TAC and the Taxing Unit . Any attorney retained for such representation shall be paid in the manner permitted by law and consistent with the contract between the TAC and the attorney. In the event the Taxing Unit utilizes different legal counsel than the 4 Page 17 of 33 ITEM 7.2. one employed by the TAC, the Taxing Unit agrees to pay the additional cost, if any, that are incurred in utilizing different legal counsel. All such costs are in addition to the collection fees set out in the attached Notice of Annual per Parcel Cost. X. NOTICES Notices required to be given to either party to this agreement shall be deemed delivered when either personally delivered, faxed with receipt confirmed, or when mailed via United States Mail, certified or registered, postage prepaid, and confirmed received by intended recipient. XI. SUPPLEMENTAL SURETY BOND RECOMMENDED The TAC recommends that the Taxing Unit obtain additional and adequate surety bond for the TAC specifically related to all anticipated services to be performed and rendered hereunder, with all associated premiums for such bond to be paid by the Taxing Unit. XII. TERM AND DURATION OF AGREEMENT The term of this Agreement shall begin on the date of signatures by all parties, and continue in full force and effect, from year to year, until such time as either party, by written notice to the other, terminate the same. Notice of termination given hereunder on or before the 1st day of May of the tax year in which the party intends termination, shall be effective immediately following the 30th day of September after such notice. XIII. SOVEREIGN IMMUNITY This Contract for Assessment and Collection is expressly made subject to each party's sovereign immunities, Title 5 of the Texas Civil Remedies Code and all applicable state and federal law. The parties expressly agree that no provision of this Agreement is intended to in any way constitute a waiver of any immunity from suit or from liability that the parties have by operation of law. XIV. ~SCELLANEOUS PROVISIONS This Contract for Assessment and Collection contains the entire agreement between the parties relating to the rights and obligations delegated, assumed and owed by and between the TAC and the Taxing Unit. This contract supersedes any prior understandings and agreements between the parties, written or oral, pertaining to the same subject matters. This contract shall be construed under and in accordance with the laws of the State of Texas, and all obligations herein shall be performed in Kaufman County, Texas. 5 Page 18 of 33 ITEM 7.2. Th is contract is not intended to benefit any third-party beneficiaries. This contract shall be binding upon and inure to the benefit of the parties hereto, and to their respective successors and assigns. Should one or more pr ovisions contained herein be declared invalid, illegal, or otherwise unenforceable, such declaration shall not invalidate or adversely impact other valid, legal and enforceable pr o visions, and th e remainder of this Agreement shall remain in full effect. AGREED AS TO FORM AND CONTENT: Brenda Samples Date Kaufman County Tax Assessor/Collector Rick Carmona Date Mayor Hal Richards Date Kaufman County Judge 6 Page 19 of 33 ITEM 7.2. Exhibit A (Section 4.01) Annual Notice of Per Parcel Cost for Ad Valorem Tax Collections for 2021 Please accept this annual notice of per parcel cost of collections for your Ad Valorem taxes for assessment and collection with your entity and the Kaufman County Tax Assessor/Collector's Office. These per parcel costs were effective with the July 2020 certified roll and were billed and collected by January 31, 2021. 2020 Tax Year 2021 Tax Year Parcels with Kaufman County $1.50 $1.50 (Certified by Kaufman County Appraisal District) Parcels outside of Kaufman County $2.10 $2.10 (Certified by any other CAD besides Kaufman CAD) please attach this notice to your original Assessment and Collection Contract as the official costs determined and agreed upon by the Kaufman County Tax Assessor's Office and the Commissio ners Court. Brenda Samples Tax Assessor/Collector 7 Page 20 of 33  ITEM 7.3. True North Quarterly Update 12/14/2021 Page 21 of 33  ITEM 7.3. Major Activities ► Infrastructure ► General/Organizational ► Firewall cutover from Sophos to Fortigate for CJIS ► Inventoried all devices on the networks compliant VPN ► Onboarded all Devices into N-ABLE ► Moved all Engineering infrastructure to Server Room ► Asset Tagged all devices ► Airport Road Network Install ► All old equipment removed from all sites ► Setup network at new Fire Administration building ► Cleaned all IT rooms ► Special Projects ► Organized all IT Room server racks ► CJIS Audit (PD) ► System Administration ► Ordered and installed Rimage system for L3 backups (PD) ► Cleaned up all AD disabled users ► Initiated City-wide ERP replacement search/selection ► Re-Organized/structured all AD Organization Units (OUs) process ► Created unique Services Accounts in AD and updated ► Migrated Happy Software (Housing) from local to the cloud Page 22 of 33 Passwords for Housing ► Initiated Cell Phone Stipend vs City Provided Service Policy development ► Self-Check Kiosk Setup at Library  ITEM 7.3. Service Desk – Weekly Trend Page 23 of 33  ITEM 7.3. Service Desk – Day/Hour stats Page 24 of 33  ITEM 7.3. Future Activities/In Progress These projects will take place in the next 12 to 16 months. ► City-side Backup solutions ► City-side network IP re-addressing (Subnetting project) ► Re-cabling City Hall (from Utilities office to Server Room) ► Kick-off Tyler Installation (ERP/F&A/HR) ► Printer Replacement Project Completion ► Re-joining Housing to City-side AD infrastructure Page 25 of 33  ITEM 7.3. TYLER TECHNOLOGY MUNIS, INCODE, NEW WORLD CITY OF TERRELL Page 26 of 33  ITEM 7.3. CURRENT STATE • Multiple point packages supporting different civic functions • Some functions are paper based/no software platform • Lack of e-integration • Lack of common data repository • No Digital Front Door for the public Page 27 of 33  ITEM 7.3. TYLER TECHNOLOGIES OFFERINGS Munis ERP Common Repository New Incod World e Page 28 of 33  ITEM 7.3. TYLER TECH OFFERINGS CONT • Munis = ERP, Fin, Acct, HR, Payroll, Time Tracking, Talent Mgmt, Civic Services (Comm Dev, GIS, Asset Mgmt, etc.) • Current proposal does not include Civic Services • Incode = Courts Mgmt (Case Mgmt, Cashier, Citation, Jury, Virtual Court, Warrant interface, etc.) • New World = Public Safety (PD, would replace Southern) Page 29 of 33  ITEM 7.3. COST ANALYSIS Estimates Current Budget Software: One-Time Recurring/Year ERP Cost Analysis Core $ 86,725.00 *recurring Munis $ 377,753 $ 119,862 New SW $150,000.00 *one-time Incode $ 41,635 $ 31,913 New Proj $ 27,500.00 *one-time New World $ 619,300 $ 81,997 New HW $ 57,000.00 *one-time New PD HW $ 111,100 $ 1,149,788 $ 233,772 $321,225.00 New SW, New Proj, & New HW categories Delta Analysis (21 Budget vs Tyler) from 2022 budget could be allocated to One-Time Recurring/Year Recurring to offset year 1 cost. $ (972,288.00) $ (147,047.00) New HW $ (54,100.00) $ (1,026,388.00) Page 30 of 33  ITEM 7.3. Relative Project Schedule Page 31 of 33  ITEM 8.1. Year to Date - Analysis of Offense against Person, Property & Society for November 2021 Agency: TERRELL PD Offense Description Year Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec YTD % Change Last Year 11 16 31 18 31 21 25 20 22 41 22 258 - Assault Offenses This Year 17 15 13 19 31 17 26 9 18 17 11 193 -25.19% Crimes Against Person Last Year 0 0 0 1 0 0 0 1 0 0 1 3 - Homicide Offenses This Year 0 0 0 0 0 0 0 0 0 0 0 - Last Year 0 0 0 0 0 0 0 0 0 0 0 - Human Trafficking This Year 0 0 0 0 0 0 0 0 0 0 0 - Last Year 0 0 0 0 0 0 0 0 0 0 0 - Kidnapping/Abduction This Year 0 0 0 0 0 0 0 0 0 0 0 - Last Year 1 0 0 0 1 3 1 0 1 3 2 12 - Sex Offenses This Year 1 1 4 0 2 0 0 3 1 0 1 13 8.33% Last Year 0 0 0 0 0 0 0 0 0 0 0 - Sex Offenses, Non-Forcible This Year 0 0 0 0 0 0 0 0 0 0 0 - Last Year 0 0 1 0 0 0 1 0 0 0 0 2 - Arson This Year 0 0 0 0 0 0 0 0 0 0 0 - Last Year 0 0 0 0 0 0 0 0 0 0 0 - Bribery This Year 0 0 0 0 0 0 0 0 0 0 0 - Burglary/Breaking and Last Year 6 7 11 5 8 0 8 5 5 5 4 64 - Entering This Year 6 0 1 1 0 1 2 0 3 5 6 25 -60.94% Last Year 5 4 4 2 1 2 2 3 7 2 1 33 - Counterfeiting/Forgery This Year 2 1 0 0 2 2 2 1 1 4 0 15 -54.55% Crimes Against Property Destruction/Damage/Vandali Last Year 7 8 5 3 7 8 6 11 10 10 9 84 - sm of Property This Year 10 6 3 2 0 3 6 0 2 6 5 43 -48.81% Last Year 0 0 0 0 0 0 0 0 0 0 0 - Embezzlement This Year 0 0 0 0 0 0 0 0 0 0 0 - Last Year 0 0 0 0 0 0 0 0 0 0 0 - Extortion/Blackmail This Year 0 0 0 0 0 0 0 0 0 0 0 - Last Year 4 2 7 1 2 1 2 2 4 3 6 34 - Fraud Offenses This Year 1 0 2 0 0 1 2 0 1 1 1 9 -73.53% Last Year 17 17 10 10 14 11 19 16 21 20 14 169 - Larceny/Theft Offenses This Year 14 10 7 11 11 13 10 4 9 14 11 114 -32.54% Last Year 3 4 4 4 5 2 6 6 7 2 7 50 - Motor Vehicle Theft This Year 4 2 3 2 1 1 1 0 0 3 5 22 -56.00% Page 32 of 33 This report reflects incidents submitted to the Texas Department of Public Safety’s Uniform Crime Reporting (UCR) system as applied to your request. UCR is a voluntary program, wherein, participating agencies are requi  Crimes ITEM 8.1. Year to Date - Analysis of Offense against Person, Property & Society for November 2021 Agency: TERRELL PD Last Year 1 0 0 1 0 1 1 1 1 3 0 9 - Robbery This Year 1 1 0 0 1 1 1 2 2 0 1 10 11.11% Last Year 0 0 0 0 1 0 0 0 0 0 0 1 - Stolen Property Offenses This Year 0 0 0 0 0 0 0 0 0 0 0 - Last Year 0 0 0 0 0 0 0 0 0 0 0 - Animal Cruelty This Year 0 0 0 1 0 0 0 0 0 0 0 1 - Crimes Against Society Last Year 10 9 10 4 12 5 7 13 10 16 13 109 - Drug/Narcotic Offenses This Year 9 10 14 22 16 15 11 12 17 10 8 144 32.11% Last Year 0 0 0 0 0 0 0 0 0 0 0 - Gambling Offenses This Year 0 0 0 0 0 0 0 0 0 0 0 - Pornography/Obscene Last Year 1 0 0 0 0 0 0 0 1 0 1 3 - Material This Year 1 0 0 0 0 1 1 0 0 0 0 3 0.00% Last Year 0 0 0 0 0 0 0 0 0 0 0 - Prostitution Offenses This Year 0 0 0 0 0 0 0 0 0 0 0 - Last Year 1 1 0 0 1 1 3 3 2 3 1 16 - Weapons Law Violations This Year 2 2 3 4 3 4 3 1 4 3 4 33 106.25% Group A Offense, Total Last Year 67 68 83 49 83 55 81 81 91 108 81 847 Group A Offense, Total This Year 68 48 50 62 67 59 65 32 58 63 53 625 % Change 1.49% -29.41% -39.76% 26.53% -19.28% 7.27% -19.75% -60.49% -36.26% -41.67% -34.57% -26.21% Page 33 of 33 This report reflects incidents submitted to the Texas Department of Public Safety’s Uniform Crime Reporting (UCR) system as applied to your request. UCR is a voluntary program, wherein, participating agencies are requi