Fair Oaks Ranch OKs cloud migration for police records; 3‑year Tyler Technologies contract totals $213,392

The Fair Oaks Ranch City Council voted Dec. 4 to authorize a three‑year software‑as‑a‑service agreement with Tyler Technologies to migrate the city's records management system (RMS) to a cloud-hosted public safety suite.

Summer Fleming, the city's director of finance, told council the agreement is part of a regional modernization that also includes a CAD upgrade managed by the centralized dispatch center. "This migration moves our RMS from an on‑premises server to a secure hosted cloud environment," Fleming said, and staff recommended the cloud model because it improves reliability, cybersecurity, disaster recovery and regional interoperability.

Fleming said the city's portion of the three‑year investment is $213,392, which includes a one‑time implementation cost of nearly $77,000 and annual subscription fees of $45,465. Staff noted this represents an annual increase of about $21,000 compared with the current on‑premises RMS; funding for the first year is included in the FY 2025–26 public safety and IT budgets. The CAD-related costs are billed to the dispatch lead jurisdiction (Boerne) and cost shared under the interlocal agreement.

Council members asked about sequencing and interoperability with Kendall County and Boerne. Fleming said Boerne approved its contract on Oct. 27 and Kendall County was scheduled to consider its agreement shortly; implementation will be coordinated so CAD and RMS are compatible and will be tested together before going live.

Council moved and approved the resolution authorizing the city manager to execute the Tyler Technologies agreement. The measure passed by voice vote; no recorded roll-call vote was provided in the transcript.

Staff said legal counsel reviewed the agreement and that implementation will be staged while the city continues to operate the on‑premises system until cutover.