City Council

City of Murfreesboro City Council- Workshop Regular Session Thursday, July 13, 2023, at 11 :30 am T E N N E S S E E Municipal Airpo rt Business Center 1930 Memorial Boulevard Murfreesboro, Tennessee MINUTES The City Council of the City of Murfreesboro, Rutherford County, Tennessee, met in regular session at its workshop meeting place at the Municipal Airport Business Center at 11:50 a.m. on Thursday, July 13, 2023. Council Members Present Bill Shacklett- Presiding Jami Averwater Madelyn Scales Harris Austin Maxwell Kirt Wade Shawn Wright Mayor Shane McFarland was absent and excused from this meeting. City Representatives Present Craig Tindall, City Manager · Adam Tucker, City Attorney Amanda DeRosia, Accounting Manager Erin Tucker, Budget Director Valerie Smith, Water Resources Assistant Director Sam Huddleston, Assistant City Manager Trey Adams, Golf Director Brad Hennessee, Facilities Maintenance Director Chris Yeager, City Clerk Prayer and Pledge of Allegiance Vice Mayor Shacklett called the meeting to order and commenced the meeting with a prayer followed by the Pledge of Allegiance. Public Comment on Actionable Agenda Items Vice Mayor Shacklett stated there were no speakers signed up for public comment on the agenda, so they would move forward with considering agenda items. Action Items 1. CIP Transfers (Administration). Erin Tucker, Budget Director, presented a Council Communication and documents regarding notification of CIP transfers. Transfers include transfer of CIP Funds between the Bond Fund and General Fund for $83,179 from leftover Boom Truck funds to the Solid Waste facilities and scale house line items. City Schools has requested to City Council Workshop Meeting Minutes July 13, 2023, 11 :30 am Page 1 of 7  transfer $9,525 from Schools Maintenance Facilities to Cooling Tower improvements out of County Shared Bond Proceeds. Ms. Averwater made a motion to approve CIP Funds and County Shared Bond Proceeds. Mr. Maxwell seconded the motion. Upon roll call, the motion was passed by the following vote: Aye: Jami Averwater, Madelyn Scales Harris, Austin Maxwell, Kirt Wade, Shawn Wright, Bill Shacklett Nay: None Ms. Scales Harris inquired if parking lot maintenance will take place at Patterson Park. Nate Williams, Parks and Recreation Director, stated the maintenance will take place with the other projects taking place at Patterson Park. 2. FY24 Budget Amendments (Administration). Erin Tucker, Budget Director, presented a Council Communication regarding amending the City's FY2024 Budget Ordinances and the Water Resources' FY24 Budget Resolution. 2a. Ordinance 23-0-24 FY-24 Budget Amendment (First Reading) (Administration). Vice Mayor Shacklett indicated that the ordinance titled, "ORDINANCE 23-0-24 amending t he Fiscal Year 2024 (hereafter "FY2024") Budget (1st Amendment)" was pulled from the agenda. 2b. Resolution 23-R-24 FY~4 Budget Amendment (Administration). The resolution titled, "RESOLUTION 23-R-24 amending the Fiscal Year 2024 (hereafter "FY2024") Water Resources Budget (1st Amendment)" was offered for passage on its first and only reading. Mr. Wright made a motion to approve Resolution 23-R-24. Mr. Maxwell seconded the motion. Upon roll call, the motion was passed by the following vote: Aye: Jami Averwater, Madelyn Scales Harris, Austin Maxwell, Kirt Wade, Shawn Wright, Bill Shacklett Nay: None 3. 2023 Water Treatment Plant Chemical Contracts (Water Resources). Valerie Smith, Water Resources Assistant Director, presented a Council Communication and documents requesting Council approve contracts with Hawkins, Incorporated and Sout heastern Tank, Incorporated for water treatment chemicals approved by the Water Resources Board. The water treatment plant uses most of the chemicals for treating the water and some for cleaning the microfiltration membranes. City Council Workshop Meeting Minutes Ju ly 13, 2023, 11 :30 am Page 2 of7  Ms. Averwater made a motion to approve the contracts with Hawkins, Incorporated and Southeastern Tank, Incorporated. _Mr. Wright seconded the motion. Upon roll call, the motion was passed by the following vote: Aye: Jami Averwater, Madelyn Scales Harris, Austin Maxwell, Bi ll Shacklett, Kirt Wade, Shawn Wright Nay: None 4. Sodium Hypochlorite Contract (Water Resources). Valerie Smith, Water Resources Assistant Director, presented a Council Communication requesting Council approve the contract with Brenntag Mid-South, Inc. for sodium hypochlorite. The City's reuse water system irrigates several hundred acres of City-owned land, the Gateway District, Old Fort Golf Course, Siegel Soccer Complex, and several other areas. Environmental regulations require that reuse water be disinfected with Sodium Hypochlorite, more commonly known as bleach Mr. Maxwell made a motion to approve the contracts. Mr. Wright seconded the motion. Upon roll call, the motion was passed by the following vote: Aye: Jami Averwater, Ma_delyn Scales Harris, Austin Maxwell, Kirt Wade, Shawn Wright, Bill Shacklett Nay: None 5. Change Order #2 to Construction Contract for Phase I Roofing Project at Mitchell Neilson Elementary School (Administration). Sam Huddleston, Assistant City Manager, presented a Council Communication requesting Council approve Change Order #2 to the Construction Contract with Porter Roofing Contractors, Incorporated for improvements to the roofing project at Mitchell Neilson Elementary School. Change Order #2 includes credits for items in the original contract that were not used and a modification to resolve an issue found during construction. The total Change Order will result in an added cost of $3,225 to the project. Mr. Wade made a motion to approve Change Order #2 to the Construction Contract with Porter Roofing Contractors, Incorporated for improvements to the roofing project at Mit chell Neilson Elementary School. Mr. Maxwell seconded the motion. Upon roll call, the motion was passed by the following vote: Aye: Jami Averwater, Madelyn Scales Harris, Austin Maxwell, Kirt Wade, Shawn Wright, Bill Shacklett Nay: None City Council Workshop Meeting Minutes July 13, 2023, 11 :30 am Page 3 of7  6. Old Fort Golf Course Greens Fee Adjustment (Golf). Trey Adams, Golf Director, presented a Council Communication requesting Council approve the proposed fee adjustment for Old Fort Golf Course. A greens fee rate increase is necessary due to increases in operating costs to move the course toward self-sufficiency. Ms. Averwater made a motion to approve the fee adjustment. Mr. Wade seconded the motion. Upon roll call, the motion was passed by the following vote: Aye: Jami Averwater, Madelyn Scales Harris, Austin Maxwell, Kirt Wade, Shawn Wright, Bill Shacklett Nay: None Craig Tindall, City Manager, noted an employee discount has been implemented as a benefit the City could provide the employees. Additionally, there is a discount for city residents. Workshop Items 7. Update on One East ~ollege Project (Administration). Craig Tindall, City Manager, presented a Council Communication and documents regarding Update on One East College mixed- use development project. Demolition of unprotected buildings has been completed; however, no development has been initiated. In accordance with of the Amended Agreement, the failure t o timely begin construction constitution a default on the part of the Developer. The City's remedy for the default is to terminate the City Financial Ob ligation, which is defined as the City's contribution to the Industrial Development Board's TIF agreements. Staff will continue to work with Developer to secure a firm date of initiation of construction and a commitment for completion. If this cannot be secured in short order, in the next 60-90 days, a default notice will be issued. 8. CIP Reallocation (Finance). Amanda DeRosia, Accounting Manager, presented a Council Communication and documents regarding CIP reallocations. The proposed reallocation of funds is between the Bond Fund and the General Fund. The t ransfer of funds is for Town Creek and Rucker Lane Projects. This information was provided to Council as notification only and no vote was necessary. 9. Retail Liquor Store Certificate of Compliance Annual Report (Finance). Amanda DeRosia, Accounting Manager, presented a Council Communication and documents regarding Certificates of Compliance for Retail Liquor Stores as of July 1, 2023. As of July 1, 2023, t he City's population estimate increased to 162,398 and the number of retail liquor stores was as follows: Licensed Retail Liq uor Store s: 22, Total Certificates of Compliance: 32, Total Certificates of City Council Workshop Meeting Minutes July 13, 2023, 11 :30 am Page 4 of 7  Compliance issued: 31, Total Certificates of Compliance available: 1. This information was provided to Council as notification only and no vote was necessary. 10. Public Records Request Annual Report (Finance}. Amanda DeRosia, Accounting Manager, presented a Council Communication and documents regarding Pub lic Records Request Annual Report for Fiscal Year 202·3. Information of the requests received f or the past five fiscal years: Fiscal Year 2023: 1022, Fiscal Year 2022: 844, Fiscal Year 2021: 509, Fiscal Year 2020: 555, and Fiscal Year 2019: 296. As the number of requests grows, it may be necessary to add a software component for tracking the requests. This information was provided to Council as notification on ly and no vote was necessary. 11. May Dashboard (Administration). Erin Tucker, Budget Di rector, presented a Council Communication and documents regarding May 2023 Dashboard. Sales Tax has not been meeting budget recently. Local and State numbers w ill be reviewed and are being monitored. Council will be notified of any significant decline. This inform ation was provided to Council as notification only and no vote was necessary. Board & Commission Appointments No appointments were presented. Licensing 12. Beer Permits (Finance}. Jennifer Brown, Finance Director, presented a Council Communication regarding Regular Beer Permits and Special Event Beer Perm its. The following were offered for approval: • Regular permit for grocery/ market at 107 S. Maney Avenue for an ownership/ name change • Special event permit for an nual fund raiser at 901 N. Maney Avenue on July 15, 2023 • Special event permit for membership meeting at 900 & 901 N. Maney Avenue on August 19, 2023 • Special event permit for Oktoberfest fundraiser at 900 & 901 N. Maney Avenue on September 30, 2023 • Special event permit for annual fundraiser Dinner 900 & 901 N. Maney Avenue on December 1, 2023 • Special event permit for annual fundraiser Dinner 900 & 901 N. Maney Avenue on December 2, 2023 Applicants met requirements for the permits and were recommended for approval pending final building and codes inspections for the regular beer permit and special event perm it issuance for the special event beer permits. Mr. Maxwell made a motion to approve the permit s. Ms. Averwater seconded the motion. Upon roll call, the motion was passed by the following vote: City Council Workshop Meeting Minutes July 13, 2023, 11 :30 am Page 5 of 7  Aye: Jami Averwater, Madelyn Scales Harris, Austin Maxwell, Kirt Wade, Shawn Wright, Bill Shacklett Nay: None Payment of Statements No payment of statements was presented. Other Business Romach, Inc. Change Order# 1 for Ceiling Renovations at Mitchell-Neilson Elementary School (Facilities). Brad Hennessee, Facilities Maintenance Director, presented a Council Communication requesting Council approve Change Order #1 to Ramach, Incorporated Contract for Ceiling Renovations at Mitchell-Neilson Elementary. The total cost of the repair is estimated to be around $30,000. Adam Tucker, City Attorney, noted Council's approval will be not to exceed $30,000 and subject to legal approval due to the Legal Department not having reviewed the Change Order. Mr. Maxwell made a motion to approve the Change Order #1 to Ramach, Incorporated Contract for Ceiling Renovations at Mitchell-Neilson Elementary, subject to legal approval. Mr. Wright seconded the motion. Upori roll call, the motion was passed by the following vote: Aye: Jami Averwater, Madelyn Scales Harris, Austin Maxwell, Kirt Wade, Shawn Wright, Bill Shacklett Nay: None Community Investment Trust Update (Administration). Craig Tinda ll, City Manager, provided an update on the Community Investment Trust and the board's next step is to hire a Chief Investment Officer (OCIO) which_ will be outsourced. The Trust Board has hired an outside consultant to aid in the search for the position. An RFP will be reviewed, and a selection will be made from the recommendation. Code Enforcement. Mr. Wade requested Mr. Tindall follow up on multiple properties with overgrown grass throughout town. Mr. Tindall stated he will follow up with Code Enforcement. Adjourn There being no further business, Vice Mayor Shacklett adjourned this meeting at 12:19 p.m. ~~ BILL SHACKLETT VICE MAYOR City Council Workshop Meeting Minutes July 13, 2023, 11 :30 am Page 6 of 7 ATTEST: UCKER ITV RECORDER/ CHIEF FINANCIAL OFFICER City Council Workshop Meeting Minutes July 13, 2023, 11 :30 am Page 7 of 7