City Council

MURFREESBORO CITY COUNCIL Regular Meeting Agenda Murfreesboro Police Headquarters – Community Room – 11:30 AM November 13, 2019 New Business Workshop Items 1. Planning Department Items a. Future Land Use Plan b. Public Hearing Dates 2. Review of Farrer Contract to Sewer Buchanan Interchange (Outside Murfreesboro City Limits and Urban Growth Boundary) (Water Resources) 3. Murfreesboro City Schools Technology Purchase (Administration) 4. Ordinance 19-O-39: Budget (2nd and final reading) (Finance) 5. Financial and Operating Dashboard – July thru September 2019 (Administration) 6. Health Insurance Holiday (Administration) 7. Murfreesboro Electric Department Transaction Update (Administration) Licensing Payment of Statements Other Business Adjournment  COUNCIL COMMUNICATION Meeting Date: 11/13/2019 Item Title: Proposal for Future Land Use Map Update Department: Planning Presented by: Matthew Blomeley, AICP, Acting Planning Director Requested Council Action: Ordinance ☐ Resolution ☐ Motion ☒ Direction ☐ Information ☐ Summary Proposal for update to the future land use map of the Murfreesboro 2035 Comprehensive Plan. Staff Recommendation Approve the proposal from Ragan-Smith Associates, Inc. Background Information The Murfreesboro 2035 Comprehensive Plan was adopted by the Planning Commission in July 2017 as an advisory document. Since its adoption, there have been numerous rezoning applications approved that were inconsistent with the recommendations of the future land use map. Since 2017, City Staff, the Planning Commission, and the City Council have recognized a need to revise and update the future land use map. This project will take into consideration current and projected development trends as well as infrastructure limitations (including roads and sanitary sewer) and other factors to determine where changes to the map are warranted. The scope of services for the proposal includes two public input meetings in order to engage the community during the process. Council Priorities Served Safe and Livable Neighborhoods The future land use map provides guidance for zoning and development decisions and encourages orderly development and the elimination of uses that are incompatible with both existing and proposed neighborhoods. Strong and Sustainable Financial and Economic Health The proposed future land use map will discourage land uses in locations that will put a financial strain on City services. It will also seek to identify areas of the City that are ideal for economic development centers. Excellent Services with a Focus on Customer Service Updating the future land use map will provide the community with greater predictability regarding the future development of the City. It will also enable the Planning Staff to provide more effective guidance to the development community. Engaging our Community This update to the future land use map should resemble the vision of the community. It will be a collaborative effort with members of the community, as there will be opportunities for public input during the process. In addition, a public hearing will be required at the Planning Commission prior to its adoption. Fiscal Impacts The contract proposal is in the amount of $175,000 to be billed in monthly installments commensurate with the work performed in the given month. Attachments: 1. Proposal from Ragan-Smith Associates, Inc. 2 November 5, 2019 VIA ELECTRONIC MAIL: gwhitaker@murfreesborotn.gov Mr. Gary Whitaker Assistant City Manager City of Murfreesboro 111 W. Vine Street Murfreesboro, TN 37130 RE: COMPREHENSIVE LAND USE MAP ADJUSTMENTS MURFREESBORO, TENNESSEE Dear Gary: Ragan-Smith Associates, Inc. (Ragan-Smith) is pleased to offer the following professional service proposal to the City of Murfreesboro to provide planning services for revising the City’s Comprehensive Future Land Use Map PROJECT The scope of services proposed includes the following general planning services: • Update the existing land use map to match changes that have occurred • Evaluate potential land use projections in residential, office, commercial and industrial growth • Integrate considerations from the recent 201 Faculties Plan update and sanitary sewer capacity considerations into the comprehensive land use map • Integrate considerations from the recently completed Transportation Thoroughfare Plan and long- range transportation considerations into the comprehensive land use map • Integrate considerations from the recently completed Park and Recreation Master Plan into the comprehensive land use map • Evaluate the existing land use map, land use principles and land use categories to consider possible adjustments based on the City of Murfreesboro’s current goals and objectives. Outlined below are the proposed scope of services for initial preliminary studies. SCOPE OF SERVICES I. Update existing land use map The land use map currently shown in the 2035 Comprehensive Plan will be adjusted to reflect any recent changes that have been approved by the City Planning Commission, City Council and Planning Department since its adoption. This will insure that the map is current to the any approved changes by the City of Murfreesboro. II. Straight Land Use Projections Analysis 1. This statistical analysis will produce a baseline land use projection model that relies on population and employment forecasts generated by secondary sources as the indicator of land demand. The analysis includes an evaluation of: • Trends Analysis • Population • Households 100 EAST VINE STREET, SUITE 402 • MURFREESBORO, TN 37129 • 615.546-6050 • FAX 615.244-6739 • WWW.RAGANSMITH.COM LAND PLANNERS • CIVIL ENGINEERS • LANDSCAPE ARCHITECTS • SURVEYORS Mr. Gary Whitaker City of Murfreesboro November 5, 2019 Page 2 • Employment 2. Based on the analysis a model development will be created & land use projections made for: • Demographics: Static Share of Countywide Projections* • Align Demographic with Land Use Trends • Projections by Land Use for Residential, Office, Commercial and Industrial categories *Notes/Assumptions: Does not reflect short- or mid-term market demand for land by use Not informed by real estate market factors Assumes there will be no shift in industries comprising employment base Assumes Murfreesboro share of County demos and employment remains static Assumes commutation patterns remain static or “straight lined” Will produce low-medium-high projections based on “percentage growth” assumptions (assumptions can be plugged into regression model) Will not capture emerging trends in land use or development Sub-area projections could be produced, but at a much higher level of uncertainty than citywide projections or by using market-based modeling. III. Integration of Sanitary Sewer Capacity Analysis 1. Considerations of the most current data available from the 201 Facilities Update Plan and the most current data regarding the capacity of the city’s sanitary sewage collection and treatment facilities as provided by The City of Murfreesboro, will be evaluated relative to land use impact and utilized for the comprehensive land use map revisions. 2. Consideration of the most recently adopted sanitary sewer capacity ordinance and associated resolution, as provided by The City of Murfreesboro, that aims to allocate the future amount of sewer connectivity to commercial and residential developments with the goal of protecting the long‐term sustainability of the sanitary sewer collection and treatment system as well as provide for future land development within the City’s urban growth boundary. This consideration will be utilized for the comprehensive land use map revisions. IV. Integration of Transportation Thoroughfare Plan 1. Considerations of the current information available from the most recently adopted Transportation Thoroughfare Plan and long-range transportation planning objectives provided by the City of Murfreesboro shall be integrated into the Comprehensive Land Use Map revisions. 2. Evaluation of current and future levels of service for primary transportation routes, as provided by the City of Murfreesboro, shall be utilized to consider the comprehensive land use map revisions. V. Integration of Parks and Recreation Master Plan 1. Considerations of the proposed park land acquisitions and open space recommendations from the recently completed Parks and Recreation Master Plan, as provided by the City of Murfreesboro, shall be utilized to consider the comprehensive land use map revisions. 2. Considerations of the most recent Greenways and Blueways Master Plan, as provided by the city, shall be utilized to consider the comprehensive land use map revisions. VI. Community Engagement Ragan Smith will coordinate two public input meetings and present findings and proposed land use map changes for community input. All input will be documented for consideration in the final map Mr. Gary Whitaker City of Murfreesboro November 5, 2019 Page 3 adjustments. The City of Murfreesboro shall provide public notice and facilities for meeting space for all community engagement meetings. VII. Preparation of Revised Comprehensive Future Land Use Map A revised Future Land Use Map shall be created that combines all the considerations of items I-VI from this scope. The revised map will also consider the Guiding Principles and Land Use Goals from Chapter 4.3 of the adopted Murfreesboro 2035 Comprehensive Plan to shape out the future land use revisions. The existing land use categories established in the Murfreesboro 2035 Comprehensive Plan will be utilized as a starting point for the revised Future Land Use Map. These land use categories may be modified to match the current trends, goals and objectives of the city. Up to three specific sub areas shall be examined with consideration of specific development patterns and infrastructure changes that are anticipated to create significant change in the City’s growth pattern. The Future Land Use Map shall include: • An established scale of 1” = 2 miles • A final map provided in both digital and hard copy format along with accompanying GIS shape files • Proposed land use categories • Roadway classifications for arterial and collector roads as provided in the Thoroughfare plan • Future Land Use projections mapped to the city’s Urban Growth Boundary • Boundaries shown for Rutherford County and City of Smyrna SERVICES NOT INCLUDED Professional services not included (not limited) in this agreement include: • Rezoning recommendations, maps or changes • Design Guidelines • Detailed Corridor Studies • Transportation Planning or Traffic Analysis • Environmental Analysis • Real Estate Market Analysis • Utility Infrastructure or Capacity Analysis • Evaluation of School Growth, Capacity or Land Acquisition COMPENSATION Ragan-Smith will provide the above Scope of Services for the lump sum professional service fee of one hundred and seventy five thousand dollars and zero cents ($175,000.00). The project will be billed as a percentage of completion on a monthly basis as outlined in the Ragan-Smith Schedule of Services and Expenses, Contract Terms and Conditions which is attached and considered a part of this agreement. Should additional work be required outside the Scope of Services noted above, said work will be mutually agreed to prior to commencing and billed hourly according to the Ragan-Smith Schedule of Services and Expenses, Contract Terms and Conditions (attached). Invoices will be submitted monthly and are due and payable within 30 days of invoice date. The rates outlined in the scheduled services are good for a period of one (1) year from execution of contract. Work performed after that period will be billed at the most current Ragan-Smith rate schedule. Mr. Gary Whitaker City of Murfreesboro November 5, 2019 Page 4 We appreciate the opportunity to provide this proposal to you. If you agree to the terms, please sign and return a copy of this document that will serve as authorization to proceed with the work. Sincerely, RAGAN-SMITH ASSOCIATES, INC. Randy C. Caldwell, RLA, LEED AP Kevin Guenther PLA, LEED AP Executive Vice President Associate RCC/KDG:kal CLIENT ACCEPTANCE and AUTHORIZATION TO PROCEED By: _____________________________________ Date: ___________________________ Printed/Typed Name: _______________________ Title ____________________________  RAGAN-SMITH ASSOCIATES, INC. SCHEDULE OF SERVICES AND EXPENSES CONTRACT TERMS AND CONDITIONS Professional Services PARTIES, SERVICES, ASSIGNMENT AND ENTIRE AGREEMENT – Ragan-Smith Associates, Inc., as an independent consultant, agrees to provide consulting services to the client for the Client’s sole benefit and exclusive use. No third party beneficiaries are Classification Hourly Rate intended by this agreement. The ordering of services from Ragan-Smith constitutes acceptance of the terms and conditions set out in this Agreement. This Agreement may Principal / Company Officer $210.00 not be assigned by either party without prior written permission of the other party. This Senior Project Manager 180.00 Agreement constitutes the entire understanding of Ragan-Smith and the Client and there are no other warranties or representation made other than as set forth herein and Project Manager 155.00 specifically within the Agreement. Professional Engineer 130.00 STANDARD OF CARE – Ragan-Smith agrees to perform consulting services in • Civil Engineer accordance with the degree of care and skill ordinarily exercised by other reputable • Traffic Engineer members of our profession under similar circumstances. No warranty expressed or implied is made or intended by this Agreement relating to the services provided by Ragan- • Hydrology/Hydraulics Engineer Smith. • Environmental Engineer OPINIONS OF COST – When requested by the Client, Ragan-Smith will use its best • Construction Engineer efforts, experience and judgment to offer an opinion of estimated construction costs. Such Planner $120.00 opinions are based on available historical data and are intended to provide an estimate of cost. No warranty of the actual construction cost is expressed or implied. Registered Landscape Architect 120.00 Registered Land Surveyor 120.00 INSURANCE – Ragan-Smith maintains insurance coverage including Workers’ Compensation Insurance, Employer’s Liability Insurance, Commercial General Liability Insurance, Automobile Liability Insurance and Professional Errors and Omission Technical Services Insurance. Certificates of Insurance will be furnished upon request with limitations of not less than $1,000,000.00. The City will also be named as additionally insured. Classification Hourly Rate LIMITATION OF LIABILITY – In recognition of the relative risks and benefits of the project Senior Designer $110.00 to both the Client and Ragan-Smith, the risks have been allocated such that the Client agrees, to the fullest extent permitted by law, to limit the total aggregate liability of Ragan- Designer 95.00 Smith and its sub-consultants to the Client for any and all claims, losses, costs, damages Senior Technician 105.00 of any nature whatsoever or claims expenses from any cause or causes, to $1,000,000 or Ragan-Smith’s applicable insurance, whichever is greater. Such claims and causes Technician 90.00 include, but are not limited to, claims for negligence, professional errors or omissions, negligent misrepresentation, strict liability, breach of contract, breach of warranty. Administrative Assistant 80.00 WAIVER OF CONSEQUENTIAL DAMAGE – Ragan-Smith and Client waive their right to recover consequential damages against each other, and Ragan-Smith and Client do Construction Services hereby release each other from consequential damages for claims, disputes or other matters in question arising out of or relating to this Agreement. This mutual waiver is Classification Hourly Rate applicable, without limitation, to all consequential damages including damages resulting from the termination of this Agreement. Construction Manager $155.00 Senior Inspector 100.00 PAYMENT TERMS – Client will be invoiced once each month for services performed during the preceding period. If payment is not received within thirty (30) days of the Inspector 85.00 invoice date, the Client agrees to pay a service charge on any undisputed past due amount of one and one half percent (1 ½%) per month compounded monthly. The Client additionally agrees to pay all attorney fees, collection fees, court and lien costs, and other Field Survey Services such expenditures incurred to satisfy any unpaid balance. DISPUTE RESOLUTION/MEDIATION – In an effort to resolve any disputes that arise Classification Hourly Rate during or subsequent to the performance of services outlined in this Agreement, the Client Two Man Survey Crew $135.00 and Ragan-Smith agree to submit all such disputes to mediation prior to the commencement of litigation. Three Man Survey Crew 175.00 One Man Robotic or GPS Survey Crew 135.00 TERMINATION – The Agreement may be only terminated for cause upon seven (7) days of written notice. In the event of termination, Ragan-Smith will be entitled to compensation 3-D Laser Scanning Survey Crew 250.00 for all services provided and expenses incurred up to and including the termination date. Expenses Expenses (not limited) are not included in the service fees of this agreement unless specifically stated. Travel: Cost Travel and subsistence expenses (Lodging, meals, mileage, etc.) Subcontracts: Cost Sundries / Review/Submittal Fees: Cost Printing/reproductions: Commercial Rates Review/submittal fees over $200 are to be paid by the client directly to the jurisdictional agency. May 2017  COUNCIL COMMUNICATION Meeting Date: 11/13/19 Item Title: Planning Commission Recommendations Department: Planning Presented by: Matthew Blomeley, AICP, Acting Planning Director Requested Council Action: Ordinance ☐ Resolution ☒ Motion ☐ Direction ☐ Information ☐ Summary Scheduling matters previously heard by the Planning Commission for public hearings before Council. Staff Recommendation Schedule public hearings for the three items below. Background Information During its regular meeting on November 6, 2019, the Planning Commission conducted public hearings on the three items listed below. After the public hearings, the Planning Commission discussed the matters and then voted to recommend their approval. a. Zoning application [2019-433] for approximately 23 acres located along Veterans Parkway to be rezoned from RS-10 to PRD (Veterans Cove PRD), Alcorn Properties, LLC applicant. b. Proposed amendment to the Zoning Ordinance regarding Section 24. Overlay District Regulations, Article VI. CCO, City Core Overlay District [2019-807], pertaining to the CCO zoning district, City of Murfreesboro Planning Department applicant. c. Zoning application [2019-438] for 2,348 lots (approximately 920 acres), as shown on accompanying map, to be zoned City Core Overlay (CCO), City of Murfreesboro Planning Department applicant. Council Priorities Served Engaging Our Community Public hearings are the official source of public input from stakeholders for zoning applications and Zoning Ordinance amendments. Fiscal Impacts The only fiscal impact is the cost of advertising in the newspaper (exact cost unknown at this time). Attachments: 1. Map for zoning application for approximately 23 acres located along Veterans Parkway 2. Map for zoning application for approximately 920 acres located in and around downtown Murfreesboro 2  R DUNROE CT FIREROCK BLUE HERON DR D H ID E AW AY L N RS-10 IE W D R R VIEW AREA D GREENV SUNN Y City Boundary PUD W ES TRIDGE R DR SUZANNE D O OD D R PARK W VETERA N S PKWY 4 Rezoning Request for Property Along Veterans Parkway Planning Department City of Murfreesboro RS-10 to PRD (Veterans Cove PRD) 11 W Vine St Murfreesboro, TN 37130 Feet www.murfreesborotn.gov 0 250 500 1,000 1,500 Path: X:\FILE_ROOM_FOLDERS\Rezonings\2019\2019-433_Veterans_Cove\Maps\Veterans_Cove.mxd Map of Proposed City Core Overlay (CCO) District  COUNCIL COMMUNICATION Meeting Date: 11/13/2019 Item Title: Review of Farrer Contract to Sewer Buchanan Interchange (Outside Murfreesboro City Limits and Urban Growth Boundary) Department: Water Resources Department Presented by: Darren Gore Summary Review of December 5, 2000 contract between City of Murfreesboro with Farrer’s to provide sanitary sewer to outside City customers in the Buchanan interchange area. Background Information Staff considers the contract with the Farrer’s satisfied in that the financial obligation of the Farrer’s repaying the City $2,000,000 in construction costs over a 20-yr period has been met in paid and booked sewer assessment fees. Period Obligation Assessment Fees 9-1-04 to 6-30-19 $1,500,000 $1,352,225.15 Paid 7-1-19 to 6-30-24 $500,000 $694,000 Booked Total $2,000,000 $2,046,225.15 Council Priorities Served Strong and Sustainable Financial and Economic Health By allowing additional single-family units in the Buchanan and Elam Road Interchange Sanitary Sewer Assessment District (BERISSAD), the City would be giving sewer capacity to outside City residents or businesses that would otherwise be available to residents or businesses within the City or properties that could be annexed into Murfreesboro with the accompanying financial and economic benefits. Fiscal Impacts Payment of $277,527.25 from the Water Resources Department to the Farrer Brothers would be contractually required. Additionally, the $500,000 obligation would be deferred from 5-yrs over an unknown period and recouped as sewer connections were made from the 694 single-family units that are committed in the BERISSAD. Attachments: 1. December 5, 2000 Contract between the City of Murfreesboro and the Farrer’s 2. PowerPoint review of committed and received connection fees in BERISSAD.  11/12/2019 Review of the Buchanan / Elam Special Sewer Assessment District City Council Workshop 11/13/19 BUCHANAN ELAM RD SSAD Total Construction Costs 2001 = $4,701,959 $1,800,000.00 40.00% $1,600,000.00 35.00% Assessment $1,400,000.00 Collected 30.00% % Recouped $1,200,000.00 25.00% $1,000,000.00 20.00% $800,000.00 15.00% $600,000.00 10.00% $400,000.00 $200,000.00 5.00% $0.00 0.00% Total Recouped Sept 2019 = $1,595,357 (34%) 1  11/12/2019 Current Inventoried sfu’s 694 sfu Total 21 sfu’s 380 sfu’s 60 sfu’s 52 sfu’s 181 sfu’s Buchanan / Elam Special Sanitary Sewer Assessment Payment Review Fees Paid / MWRD Excess Period Obligation Booked Farrer's Paid Revenue Past 9‐1‐04 to 6‐30‐19 1,500,000 1,352,225.15 277,527.85 129,753 Future 7‐1‐19 to 6‐30‐24 500,000 694,000 ‐ 194,000 694 Inventoried sfu’s @ $1,000 each Total 2,000,000 2,046,225.15 277,527.85 323,753 Contractually Defined as “overpayment” and eligible for recoupment 2  11/12/2019 Farrer Recoupment Eligibility & Total sfu Count MWRD Funds Above # of Units Above Farrer’s “Booked” Farrer Farrer Period Overpayment Revenue Recoupment Recoupment 7‐1‐24 to 6‐30‐34 277,527.85 323,753 46,225.15 46.23 Additional Units “booked” above what’s required to make the Farrer’s whole No Units Booked 694 Total Units Needed for Full Farrer Recoupment 647.77 Questions / Comments? 3  COUNCIL COMMUNICATION Meeting Date: 11/13/2019 Item Title: Murfreesboro City Schools Technology Purchase Department: Administration Presented by: Erin Tucker, Budget Director Summary Funding for the purchase of staff and student computers. Staff Recommendation Adopt Resolution 19-R-25 providing for on-time funding to technology purchases. Background Information The 2020 Community Investment Program (CIP) includes a request for $1.3 million in 2020 and $875,000 in 2021 for technology purchases for Murfreesboro City Schools (MCS). The technology purchases consist of laptop computers for staff and Chromebook tablets for students. Staff proposes transferring the 2020 request out of the General Fund to City Schools rather than fund out of future borrowings. The 2021 request will be considered as part of FY 21’s Operating and CIP Budget process and is not part of the recommended approvals at this time. Resolution 19-R-25 amends the MCS budget appropriation and excludes the allocated amount from the City’s continuation of effort calculation. MCS Board will be presented a Resolution acknowledging this one-time purchase and budget amendment on November 12, 2019. In addition, budget amendment Ordinance 19-O-39 has been revised and will be presented for approval to appropriate funding from the General Fund for this transfer to Murfreesboro City Schools. Council Priorities Served Strong and Sustainable Financial and Economic Health Purchase of the requested technology equipment out of Fund Balance will eliminate the need for short-term financing and unnecessary interest expense costs. Fiscal Impacts Increase transfer to City Schools budget by $1.3 million on a one-time basis and increase City School’s budget by $1.3 million. Attachments: 1. Resolution 19-R-25 2. School Resolution submitted November 12, 2019 3. Student Chromebook Project Sheet 4. Teacher/Staff Computers Project Sheet  RESOLUTION 19-R-25 amending the 2019-2020 Murfreesboro City Schools Budget (1st Amendment). WHEREAS, the City Council adopted the 2019-2020 Murfreesboro City Schools Budget by motion; and, WHEREAS, the City Council adopted Resolution 19-R-13 on June 12, 2019 to implement the 2019-2020 Murfreesboro City Schools Budget; and WHEREAS, the Murfreesboro City School Board adopted a resolution at a regular meeting held on November 12, 2019, requesting that the City Council make a one-time appropriation in the amount of $1.3 million from the City General Fund to the Murfreesboro City Schools to be used for the purchase of laptop computers for MCS staff and Chromebook tablets for students, such resolution attached hereto as Exhibit 1; WHEREAS, the Murfreesboro City School Board acknowledged that because the requested transfer of funds would be a one-time appropriation, it would not increase or otherwise affect the City’s maintenance-of-effort obligation under state law; and WHEREAS, it is now desirable and appropriate to adjust and modify the 2019- 2020 Murfreesboro City Schools Budget by this Resolution to reflect this request incorporate expenditure decisions made by the Murfreesboro City School Board. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MURFREESBORO, TENNESSEE, AS FOLLOWS: SECTION 1. The 2019-2020 Murfreesboro City Schools Budget as adopted by the City Council is hereby revised and amended as shown on Exhibit 1. SECTION 2. This Resolution shall be effective immediately upon its passage and adoption, the public welfare and the welfare of the City requiring it. Passed: Shane McFarland, Mayor ATTEST: APPROVED AS TO FORM: Melissa B. Wright Adam F. Tucker City Recorder City Attorney mjp 11/7/2019 1:40 PMC:\Users\Etucker\Documents\Council Communications\Workshops\11.13.19\School Technology\19-R-25 - 1st Amendment Amending Schools Budget Funding.Docx  RESOLUTION A RESOULTION OF THE MURFREESBORO CITY BOARD OF EDUCATION REQUESTING A ONE-TIME APPRORIATION OF $1.3 MILLION FROM THE CITY GENERAL FUND TO THE MURFREESBORO CITY SCHOOLS AND AMENDING THE MURFREESBORO CITY BOARD OF EDUCATION’S FISCAL YEAR 2020 BUDGET WHEREAS, the Murfreesboro City Board of Education (“MCS”) has previously requested that the City of Murfreesboro (“City”) include allocations of $1.3 million in Fiscal Year 2020 and $875,000 in Fiscal Year 2021 in the City’s 2020 Community Investment Program (“CIP”) to be used for the purchase of laptop computers for MCS staff and Chromebook tablets for students; WHEREAS, City staff has proposed that instead of paying for the Fiscal Year 2020 request out of future CIP borrowings that $1.3 million be transferred from the City General Fund to MCS for technology purchases anticipated in Fiscal Year 2020; and WHEREAS, MCS acknowledges that this transfer would constitute a one-time appropriation from the City General Fund to MCS Budget for Fiscal Year 2020 and that as such this transfer would not increase or otherwise affect the City’s maintenance-of-effort obligation under state law; and WHEREAS, MCS further acknowledges that the request for $875,000 for Fiscal Year 2021 will be considered by the City as part of the City’s Operating and CIP Budget processes. THEREFORE, BE IT RESOLVED THAT THE MURFREESBORO CITY BOARD OF EDUCATION that the MCS Fiscal Year 2020 Budget be amended as presented in Exhibit A hereto, subject to approval by the Murfreesboro City Council. Passed on the 12th of November 2019. Yeas: ____ Nays: ____ ________________________________ Butch Campbell, Chair ________________________________ Linda Gilbert, Director of Schools  Exhibit A 2019-2020 AMENDMENT ORIGINAL AMENDED INCREASE ACCOUNT BUDGET BUDGET (DECREASE) GENERAL PURPOSE SCHOOL FUND REVENUES CITY GENERAL FUND TRANSFERS - 1,300,000 1,300,000 INCREASE IN REVENUES 1,300,000 EXPENDITURES REGULAR CAPITAL OUTLAY (76100) 60,500 1,360,500 1,300,000 INCREASE IN EXPENDITURES 1,300,000 CHANGE IN USE OF FUND BALANCE (CASH) $ 2,942,201 $ 2,942,201 $ - Department Schools Project Name Student Computers/Chromebooks Return Description Purchase Chromebook computers to replace current student laptops Justification Current units are 5 years old and are experiencing breakdowns. Many units are broken and replacement parts are no longer available from the manufacturer so they have to be purchased from 3rd party sources. Cost of many repairs exceed the value of the computer. Units are considered "end‐of‐life and not supported by the manufacturer. Supplemental Information New school opening and providing adequate units for student access. First year is for 2:1 for 2nd ‐ 6th grades, second year is for an additional 2:1 for Pre‐K through 1st grade. This will move to the operating budget with a replacement cycle. Cost Summary Note: all project costs should be included ‐ even if not funded from CIP Costs to Amount Project Budget Date Remaining Engineering 0 Construction Mgmt 0 Land/ROW 0 Construction 0 Equipment $1,275,000 1,275,000 Furniture & Fixtures 0 Architect 0 Other 0 Total $ 1,275,000 $ ‐ $ 1,275,000 check figure 0 this number should be zero Annual Operating Costs: Personnel (Salaries & Benefits) Utilities Fuel Insurance Fixed Assets Other Operating Costs Total 0 Funding Sources Previous Years 2020 2021 2022 2023 2024 Total CIP 0 $850,000 $425,000 1,275,000 Federal 0 0 State 0 0 Rutherford County 0 0 MWRD 0 0 Stormwater 0 0 General Fund 0 0 Other 0 0 Total 0 850,000 425,000 0 0 0 1,275,000 Department Schools Project Name Teacher & Staff Computers Return Description New Laptop Computers for the Teachers and Staff Justification Current laptops are 5+ years old. We are experiencing some issues with these units and we cannot purchase parts from the manufacturer any longer. We have to go to third party vendors and the cost of parts is not worth the investment in a 5 year old computer. Supplemental Information First year is to replace the units and the subsequent years is for additional staff. Cost Summary Note: all project costs should be included ‐ even if not funded from CIP Costs to Amount Project Budget Date Remaining Engineering 0 Construction Mgmt 0 Land/ROW 0 Construction 0 Equipment $900,000 900,000 Furniture & Fixtures 0 Architect 0 Other 0 Total $ 900,000 $ ‐ $ 900,000 check figure 0 this number should be zero Annual Operating Costs: Personnel (Salaries & Benefits) Utilities Fuel Insurance Fixed Assets Other Operating Costs Total 0 Funding Sources Previous Years 2020 2021 2022 2023 2024 Total CIP 0 450,000 450,000 900,000 Federal 0 0 State 0 0 Rutherford County 0 0 MWRD 0 0 Stormwater 0 0 General Fund 0 0 Other 0 0 Total 0 450,000 450,000 0 0 0 900,000  COUNCIL COMMUNICATION Meeting Date: 11/13/2019 Item Title: Budget Amendment Ordinance 19-O-39 Department: Finance Presented by: Melissa Wright Requested Council Action: Ordinance ☒ Resolution ☐ Motion ☐ Direction ☐ Information ☐ Summary Modification of the 2019-2020 Budget to incorporate expenditure decisions made during the 2019-2020 fiscal year. Staff Recommendation Amend Ordinance 19-O-39 before 2nd reading, and then approve as amended. Background Information At the October 24, 2019 City Council meeting, Council approved the budget amendment, on first reading. The exhibit attached includes revisions to the General Fund. Fire The Christy-Houston Foundation has awarded the Fire department a grant to purchase medical and protective equipment for an Active Shooter/Assailant Event. Revenues are increasing by $98,250 and expenditures are increasing by $98,250. Police The Department of Justice has awarded the 2019 JAG Grant to the Police Department. Additionally, the County's portion of the 2018 JAG Grant was unable to be spent during the FY 2019 fiscal year. Expenditures are increasing by $93,791. The State has awarded the Police Department two grants, one for Community-Based Traffic Enforcement and Education and the other for Specialized Motorcycle Enforcement. Expenditures are increasing by $81,033. Community Development As in prior years, the Community Development budget is being adjusted to align with the actual grant award for the current year, which was not available until after budget adoption, as well as, the final amounts of carryover from the previous years' grants and adjustment to Program Income. Revenues are increasing by $8,795 and expenditures are increasing by $8,795. Non-Departmental Transfers Funding request for $1.3 million for technology purchases for Murfreesboro City Schools (MCS), including laptop computers for staff and Chromebook tablets for students. Funding to be from General Fund fund balance instead of the previously discussed 2020 Community Investment Program (CIP). Expenditures are increasing by $1,300,000. Council Priorities Served Strong and Sustainable Financial and Economic Health Presenting budget amendments ensures that the Financial Policies adopted by Council, which lay the groundwork for economic health, are maintained. Fiscal Impacts The proposed budget amendments decrease the General Fund fund balance by $1,473,349. Attachments: Ordinance 19-O-39 and Exhibit A 2  APPROVED AS TO FORM BY CITY ATTORNEY 09/26/19 (Exhibit A updated 9/27/19) ORDINANCE 19-O-39 amending the 2019-2020 Budget (1st Amendment). WHEREAS, the City Council adopted the 2019-2020 Budget by motion; and, WHEREAS, the City Council adopted an appropriations ordinance, Ordinance 19- O-12, on June 13, 2019 to implement the 2019-2020 Budget; and, WHEREAS, it is now desirable and appropriate to adjust and modify the 2019- 2020 Budget by this Ordinance to incorporate expenditure decisions made during the 2019-2020 fiscal year. NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF MURFREESBORO, TENNESSEE, AS FOLLOWS: SECTION 1. The 2019-2020 Budget adopted by the City Council is hereby revised and amended as shown on Exhibit A, attached hereto. SECTION 2. That this Ordinance take effect immediately upon and after its passage upon second and final reading, as an emergency Ordinance, an emergency existing, and it being imperative to provide for the necessary expenses, general and special, of said City of Murfreesboro for the Fiscal Year 2019-2020 at the earliest practicable time, the welfare of the City requiring it. Passed: Shane McFarland, Mayor 1st reading 2nd reading ATTEST: APPROVED AS TO FORM: Melissa B. Wright Adam F. Tucker City Recorder City Attorney SEAL mjp z:\files\council\ordinances & annexation, pos resolutions\2019\39 - 19-o-39 - 1st budget amendment.doc 9/26/2019 3:14:21 PM #1 Exhibit A - Amended Page 1 BUDGET AMENDMENT AS PASSED OR AMENDED INCREASE Department Account PREV AMENDED BUDGET (DECREASE) General Fund Revenues Revenues Fire Department Other Grant Revenues $ - $ 98,250.00 $ 98,250.00 Community Development Community Development Grant $ 937,733.00 $ 916,528.49 $ (21,204.51) Community Development Community Development Program Income $ 50,000.00 $ 80,000.00 $ 30,000.00 $ 107,045.49 Expenditures Expenditures Fire Department Grant Expenses $ - $ 98,250.00 $ 98,250.00 Police Department Jag Grant Expense $ - $ 93,791.00 $ 93,791.00 Police Department Public Safety Grants $ - $ 18,247.32 $ 18,247.32 Police Department Overtime Wages $ 1,400,000.00 $ 1,462,785.74 $ 62,785.74 Community Development Administration $ 160,147.00 $ 159,897.00 $ (250.00) Community Development Acquisition $ 305,000.00 $ 335,000.00 $ 30,000.00 Community Development Child Abuse Prevention $ - $ 10,299.00 $ 10,299.00 Community Development Childcare Services $ - $ 8,400.00 $ 8,400.00 Community Development Youth/Crime Prevention $ - $ 7,000.00 $ 7,000.00 Community Development Healthcare $ - $ 31,049.00 $ 31,049.00 Community Development Job Training $ - $ 18,500.00 $ 18,500.00 Community Development Homeless Prevention $ - $ 21,250.00 $ 21,250.00 Community Development Domestic Abuse $ - $ 11,000.00 $ 11,000.00 Community Development Housing Rehabilitation $ 91,586.00 $ 77,133.49 $ (14,452.51) Community Development Affordable Housing $ 100,000.00 $ 110,000.00 $ 10,000.00 Community Development Elderly $ - $ 6,000.00 $ 6,000.00 Community Development Public Service Grants $ 130,000.00 $ - $ (130,000.00) Non-Departmental Transfers Transfer to Schools - One Time Reimbursement $ - $ 1,300,000.00 $ 1,300,000.00 $ 1,581,869.55 CHANGE IN FUND BALANCE (CASH) CHANGE IN FUND BALANCE (CASH) $ 1,475.00 $ (1,473,349.06) (1,474,824.06)  COUNCIL COMMUNICATION Meeting Date: 11/13/2019 Item Title: Financial and Operating Dashboard – July thru September 2019 Department: Administration Presented by: Erin Tucker, Budget Director Summary July, August & September 2019 Financial and Operating Dashboard Background Information A Financial Dashboard template has been developed to provide Council with critical information monthly. This information will be included in the workshop agenda each month. Monthly presentations are not anticipated; however, with the available information Council may have questions and comments related to the financial condition of the City. Council Priorities Served Strong and Sustainable Financial and Economic Health Providing Council with assessible financial information on a regular basis assists in critical decision-making about the fiscal affairs of the City. Fiscal Impacts None Attachments: July-September, 2019 Dashboard  Property Tax 60,000,000 50,000,000 40,000,000 30,000,000 20,000,000 10,000,000 - FY 16 FY 17 FY 18 FY 19 FY 20 (budget) Property Tax notices were mailed in early October. The Assessor’s office tax roll is $59.2m, approximate $300k more than budgeted. LOCAL SALES TAX BUDGET vs ACTUAL 6,000,000 60,000,000 LOCAL SALES TAX COLLECTIONS 5,000,000 50,000,000 4,000,000 40,000,000 3,000,000 30,000,000 2,000,000 20,000,000 1,000,000 10,000,000 - 0 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 20 Budget FY 2020 Actual FY 20 Cumulative FY 19 Cumulative Local Option Sales Tax is trending 4.3% above FY19, approximately about 3% above budget.  STATE SALES TAX BUDGET vs ACTUAL 1,400,000 12,000,000 STATE SALES TAX COLLECTIONS 1,200,000 10,000,000 1,000,000 8,000,000 800,000 6,000,000 600,000 4,000,000 400,000 200,000 2,000,000 - 0 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 20 Budget FY 2020 Actual FY 20 Cumulative FY 19 Cumulative State Sales Tax is trending 3% above budget, 9% higher than FY19 due to the special census results. % of Total Current Month Collections Business Tax - Gross Receipts Tax 8.47% State Street Aid - Gas Tax 27.89% Mixed Drink Tax 6.78% State Sales Tax 55.05% Telecom Sales Tax 0.42% Gas Tax Allocation 1.39% Sales Tax makes up the majority of the State Shared collections, followed closely by the State Street Aid Gas Tax, which is restricted to road improvements. Business License Taxes and Mixed Drink Taxes make up the majority of the remaining collections.  Hotel/Motel Tax 350,000.00 1,800,000.00 1,600,000.00 300,000.00 1,400,000.00 250,000.00 1,200,000.00 200,000.00 1,000,000.00 150,000.00 800,000.00 600,000.00 100,000.00 400,000.00 50,000.00 200,000.00 - - JUL AUG SEPT OCT NOV DEC JAN FEB MAR APR MAY JUN FY 20 Budget FY 2020 Actual FY 2020 Cumulative FY 2019 Cumulative With the increase in the Hotel/Motel Tax, collections are consistent with budget and FY19’s reported gross receipts. Finance has budgeted to conduct a Hotel/Motel Tax audit in FY20.  Salaries & Benefits 12,000,000 90,000,000 80,000,000 10,000,000 70,000,000 8,000,000 60,000,000 50,000,000 6,000,000 40,000,000 4,000,000 30,000,000 20,000,000 2,000,000 10,000,000 ‐ ‐ JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 20 Budget FY 2020 Actual FY 20 Cumulative FY 19 Cumulative Salaries & Benefits are trending slightly under budget due. As of October, the City has 925 FTE positions filled and 60 vacancies. Schools Transfer 700,000 7,000,000 600,000 6,000,000 500,000 5,000,000 400,000 4,000,000 300,000 3,000,000 200,000 2,000,000 100,000 1,000,000 ‐ ‐ JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 20 Budget FY 2020 Actual FY 20 Cumulative FY 19 Cumulative Budgeted Transfers to City Schools increased by $1.3m from FY19. This transfer is made in monthly increments evenly distributed throughout the year.  Debt Service Transfer 30,000,000 45,000,000 40,000,000 25,000,000 35,000,000 20,000,000 30,000,000 25,000,000 15,000,000 20,000,000 10,000,000 15,000,000 10,000,000 5,000,000 5,000,000 ‐ ‐ JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 20 Budget FY 2020 Actual FY 20 Cumulative FY 19 Cumulative The budgeted Debt Service Transfer increased by $1.4m related to the FY19 $58M SunTrust loan and anticipated debt service for FY 20 debt of $25m. Repairs & Maintenance 3,000,000 12,000,000 2,500,000 10,000,000 2,000,000 8,000,000 1,500,000 6,000,000 1,000,000 4,000,000 500,000 2,000,000 ‐ ‐ JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 20 Budget FY 2020 Actual FY 20 Cumulative FY 19 Cumulative Repairs & Maintenance are 7% of General Fund budgeted expenses. This includes maintenance of software ($1.1m), fleet services ($3.5m). Police R&M for radios, mobile data terminals, etc. totals $1.3m. State Street Aid R&M of streets, markings and right of way totals $4m. These expenses are seasonal and fluctuate depending on contract timing and timing of repairs.  Utilities 500,000 5,000,000 450,000 4,500,000 400,000 4,000,000 350,000 3,500,000 300,000 3,000,000 250,000 2,500,000 200,000 2,000,000 150,000 1,500,000 100,000 1,000,000 50,000 500,000 - - JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 20 Budget FY 2020 Actual FY 20 Cumulative FY 19 Cumulative Utilities are budgeted flat compared to FY19 except for the increased costs for the MED Fiber Utility ($135,000); Voice Over Internet Phones (VOIP - $84,000); and Solid Waste Fees ($105,500). Fixed Assets 5,000,000 14,000,000 4,500,000 12,000,000 4,000,000 3,500,000 10,000,000 3,000,000 8,000,000 2,500,000 6,000,000 2,000,000 1,500,000 4,000,000 1,000,000 2,000,000 500,000 - - JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 20 Budget FY 2020 Actual FY 20 Cumulative FY 19 Cumulative $15.3M budgeted for Fixed Assets in FY 20 includes: • $11m in Infrastructure for grant funded • $430k Recreation equipment road construction • $370k public safety • $2m – Transit Facility • $167k public works • $540k software & computer hardware  CITY OF MURFREESBORO DEVELOPMENT SERVICES BUILDING AND CODES JULY-SEPTEMBER 2020 DASHBOARD 2020 2019 JULY AUGUST SEPTEMBER JULY AUGUST SEPTEMBER New Dwelling Units (sfd’s, townhomes &apt’s) 127 155 238 367 144 55 Total Permits (all types) 1037 999 958 1096 1124 719 Revenue (monthly) $314,962 $295,238 $333,789 $352,393 $368,303 $289,388 Total Revenue (total for $314,962 $610,200 $943,989 $352,393 $720,696 $1,010,084 fiscal yr.) New Dwelling Units (Single Family, Townhomes & Apartments) 250 600 200 500 400 150 300 100 200 50 100 0 0 JUL AUG SEPT New Permits 127 155 238 Cumulative FY 20 127 282 520 Cumulative FY 19 367 511 566 New Permits Cumulative FY 20 Cumulative FY 19  Total Permits (all types) 1060 3500 1040 3000 1020 2500 1000 2000 980 1500 960 940 1000 920 500 900 0 JUL AUG SEPT FY 20 Total Permits 1037 999 958 Cumulative FY 20 1037 2036 2994 Cumulative FY 19 1096 2220 2939 FY 20 Total Permits Cumulative FY 20 Cumulative FY 19 Revenues $350,000 $1,100,000 $325,000 $300,000 $700,000 $275,000 $250,000 $300,000 JUL AUG SEPT FY 20 Monthly Revenues $314,962 $295,238 $333,789 FY 20 Cumulative $314,962 $610,200 $943,989 Revenues FY 19 Cumulative $352,393 $720,696 $1,010,084 Revenues FY 20 Monthly Revenues FY 20 Cumulative Revenues FY 19 Cumulative Revenues  COUNCIL COMMUNICATION Meeting Date: 11/13/2019 Item Title: Health Insurance Holiday Department: Administration Presented by: Erin Tucker, Budget Director Summary Health Insurance Holiday for December withholdings. Staff Recommendation Approve a one-month holiday for health insurance premiums withholdings scheduled for December 2019. Background Information The City’s self-insured Insurance Fund that administers medical, dental and prescription claims has a higher than necessary fund balance. To reduce the fund balance, it is recommended that the City reduce employee withholdings and employer contributions for the December weekly, bi-weekly and monthly payrolls. This will apply to all participants in the City’s Medical and Dental insurance plans. Based on actuarial projections, reducing the balance of the Insurance Fund will not negatively impact the financial stability of the Fund. Council Priorities Served Strong and Sustainable Financial and Economic Health The one-month premium holiday will benefit both City and employees by reducing expenses and utilizing the Insurance Fund’s fund balance in an appropriate manner. Fiscal Impacts Reducing premium revenues to the Insurance Fund will have no impact on the FY20 General Fund Budget and will decrease Insurance Fund balance by approximately $1.4 million.