City Council

City of Murfreesboro City Council- Special Council Retreat Session Thursday, October 16, 2023, at 8:30 a.m. Legacy Farms T E N N E S S E E 8061 Murfreesboro Road, Lebanon, TN 37090 MINUTES The City Council of the City of Murfreesboro, Rutherford County, Tennessee, met in special session for a Council Retreat at Legacy Farms, 8061 Murfreesboro Road, Lebanon, TN at 8:26 a.m. on Monday, October 16, 2023. Council Members Present Mayor Shane McFarland - Presiding Jami Averwater Madelyn Scales Harris Austin Maxwell Bill Shacklett Kirt Wade Shawn Wright City Representatives Present Craig Tindall, City Manager Adam Tucker, City Attorney Jennifer Brown, City Recorder/ Finance Director Erin Tucker, Budget Director Darren Gore, Assistant City Manager/Water Resources Director Sam Huddleston, Assistant City Manager Nate Williams, Executive Director of Recreational Services Greg McKnight, Executive Director of Development Michael Bowen, Chief of Police Jim Kerr, Transportation Director Mike Browning, Public Information Officer Call to Order and Prayer Mayor McFarland called the meeting to order and commenced the meeting with a prayer. 1. Debt Summary. Craig Tindall, City Manager, reviewed documents provided to Council regarding outstanding debt and current financial policy alignment. Mr. Tindall stated the City's current balance is $290 million, $1.6 million taxable real estate, and per capita is 1,500. The City is in good shape and will be dropping off debt as it is paid off. The City currently has no variable rate debt and only fixed rate debt. 2. Capital Improvement Plan (CIP). Erin Tucker, Budget Director, provided a document titled "FY24 CIP Summary" and presented a PowerPoint presentation regarding the CIP Summary for the next five years, MED sale proceeds and General Fund unassigned fund balance, FY2024 debt, and FY2025. Formal adoption for project allocation is included in the CIP FY24 budget. Current funding will be for $124 million in capital projects using approximately $54 million in MED sale proceeds, $15 City Council Retreat Meeting Minutes October 16, 2023, 8:30 am Page 1 of 9 million General Fund unassigned fund balance, and $55 million in new debt. Ms. Tucker explained when Council established the Community Investment Trust (CIT), $5 million was designated for parks, approximately $37.5 million for roads, and $19 million for General Fund. General Fund's proceeds were marked for operating use; however, they were not budgeted until the current year. Schedules are identified on the detail pages. Ms. Tucker continued to provide details aboutthe FY24 CIP budget and answered Council questions, as asked. Naming New Westside Parks & Public Safety Precinct. This was also scheduled for discussion as Agenda Item 5. Discussion ensued regarding how parks are named within the City. Sam Huddleston, Assistant City Manager, stated that major park holdings were historically named after the geography where they are located (i.e. Siegel, Barfield Crescent, McKnight, Oakland etc.). He stated that staff wanted to stay consistent in naming conventions for park properties being developed on the west side of Murfreesboro. Blackman Park or Veterans Park were suggested as names tor the proposed park on Veterans Parkway because of the location it is in. Mayor McFarland stated he felt it should be Veterans Park because that is the location, rather than the area. Council and staff concurred that it should be called Veterans Park and the westside ballfields concept would be referred to as the Highway 96 Ballfields Concept. The new Public Safety Precinct, which wi ll include space for both Police and Fire Rescue will be renamed from the Blackman Precinct to the Veterans Parkway Precinct. Safety and Security Measures. Discussion ensued regarding the possibility of City Court moving to an empty floor in the Rutherford County Judicial Building. Ms. Scales Harris requested staff review safety and security measures regarding those entering Council Chambers and meeting spaces. Discussion ensued regarding possible safety and security measures and briefing and getting input from individual Council members with a City attorney and Police staff. Ms. Tucker continued her summary and review of the FY24 CIP budget and reviewed a snapshot of the FY25 CIP. Mayor McFarland recessed the meeting for a five to ten minute break. 3. Update on MTSU. Craig Tindall, City Manager, discussed Agenda Item 3b. Airport Plans prior to Agenda Item 3a. Housing Update to await Chief Bowen's arrival. 3b. Airport Plans. Craig Tindall, City Manager, reviewed airport buildings currently occupied by MTSU, buildings and hangars that may be kept and those that may need to come down. Buildings suggested to remain include Miller Lanier, McDonald Hangar, and Jean A. Jack Office Building. Hangar 2 may need to come down as it was never meant to be a permanent building. City Council Retreat Meeting Minutes October 16, 2023, 8:30 am Page 2 of9  Mr. Tindall reviewed a document titled, "MTSU School Calendar by Semester" and discussed the MTSU relocation schedule. The Master Lease Agreement expires in 2031; MTSU was notified the City will not renew its lease. The Classroom Lease ends August 28, 2024, and will not be renewed, at which time the City will return the classroom to general airport use. MTSU has asked for financial assistance for the move or early termination of the lease. Discussion ensued regarding the Master Agreement expiration date and if the City will need the buildings between 2027-2031. 3a. Housing Update. Craig Tindall, City Manager, stated MTSU is looking to put in a hotel near the University Tennis Complex and MTSU Residential Housing is looking at a large dorm project on the south side of campus. Discussion ensued regarding communication between MTSU and the City regarding prospective building projects, housing needs, crime issues and sewer usage. 3c. Crime Data. Craig Tindall, City Manager, stated there were 202 physical address calls of service to rentals MTSU buys and rents out to individuals. These properties, managed by a third party, are deteriorated and not in good condition. Mr. Tindall stated there is no issue with MTSU buying property to expand the campus in the future, but the City does take issue with substandard properties being purchased by the university and rented out. MTSU pays no property taxes on property it owns, but they are using City resources with the number of calls for police and emergency services. Ms. Scales Harris inquired about dilapidated homes and what the City can do. Mr. Tindall stated homes can be condemned if they are uninhabitable. Ms. Scales Harris discussed her concerns about a home on the corner of State Street and Academy Street next to t he Bradley Museum she felt was uninhabitable. Council Directive to Staff. Council instructed Mr. Tindall and Mr. Tucker to prepare a letter from Council addressed to Dr. McPhee and the MTSU Board of Trustees stating topics Council would like to discuss at the lunch tentatively scheduled with MTSU on November 13, 2023. Topics include housing, future plans, airport, and crime. 4. Property Purchases. Craig Tindall, City Manager, discussed Agenda Item 4b. Broad Street prior to Agenda Item 4a. 1-24 Interchange. 4b. Broad Street. Craig Tindall, City Manager, discussed four parcels on Broad Street owned by Ransom Family Trust (operated by Pinnacle Bank Trust) including Yard Sale, Camino Real (which burned down), Captain D's, and an unoccupied building. Mr. Tindall has spoken to the Trust's attorney and presented a preliminary non-binding MOU. The appraisal is $4.9 mi llion, but the City offered less, not knowing how the Captain D's lease might affect the sale. Pinnacle Bank turned it City Council Retreat Meeting Minutes October 16, 2023, 8:30 am Page 3 of 9 over to the court to determine the fair value. Once additional information is received, Mr. Tindall will present it for Council review. Mr. Wade requested an update on the two car lots. Sam Huddleston, Assistant City Manager, stated it will appear under payment of statements at the upcoming Council meeting on Thursday, October 19, 2023. 4a. 1-24 Interchange. Sam Huddleston, Assistant City Manager, provided an update about a potential property purchase for the Cherry Lane interchange with 1-24. There is an active contract with Sazerac and interest in pursuing the alignment. Mr. Huddleston discussed a property that a property owner is interested in selling to the City that would meet spacing requirements for a future 1-24 Interchange. Currently the 160-acre property on the east side of the interstate is on tax rolls as agriculture, so the valuation is unknown. An appraisal will be needed to establish the value of property; however, based on nearby appraisals, the estimated value is approximately $4-5 million. Staff budgeted space in the CIP to fund this potential purchase. The envisioned roadway network would extend Cherry Lane across Old Nashvi lle Highway across Florence Road and through the Waldron and Dismukes properties, crossing over 1-24 on t he west side would intersect Blackman Road and improve Blackman Road to its termination at Veterans Parkway. Federal approval of the 1-24 interchange may take approximately 5-8 years. Mr. Huddleston stated the right-of-way would take 25 acres for the interchange and the remaining for economic development opportunities. Mayor McFarland stated that he would rather not purchase more land than necessary for the project to move away from having land for economic development. Council concurred that st aff could continue with an appraisal of the property. Mr. Tindall stated staff will continue to secure an appraisal of the property. 5. Park Projects. Nate Williams, Parks and Recreation Director, worked with Gresham Smith to prepare a Veterans Park design plan/ concept, previously referred to as Blackman Park and presented it to Council. The design plan concept includes a paved SK trail, tree canopy, nature exploration, parking lots, restrooms, event lawn, active sport area (that could potentially hold pickleball courts), pavilion shelters, destination playground, meadow field with informal unpaved trails, parks maintenance storage, and boardwalk. Mr. Williams stated t he next steps include cost estimates, funding, and finalizing the design. Sam Huddleston, Assistant City Manager, discussed utility extension and roadway access to the park property and reviewed plans regarding future public safety structures, including a potential City Council Retreat Meeti ng Minutes October 16, 2023, 8:30 am Page 4 of 9 Police Precinct and Fire Station 12. Several open spaces have nothing specific planned, but staff will review potential public or community uses that would complement the park or create community benefit. Discussion ensued regarding the park, how to maintain roads, traffic patterns, future school options and safety. Old Fort Park Tennis and Pickleball Courts. Mayor McFarland requested Council discuss recommendations regarding pickleball and tennis courts included in the $1.35 mi llion Old Fort Park Project. The Tennis and Pickle ball Commission has expressed concerns over the proposal to convert two tennis courts into six pickleball courts; however, Mr. Williams has confirmed this conversion wi ll not affect tournament play or TSSA and is proceeding with the project as originally directed by Council. Mr. Williams stated that park layout options are not typically presented to the Parks and Recreation Commission or other Commissions, as that may usurp the Council, instead layouts are presented directly to Council. City staff will act based on directives from Council. Mayor McFarland stated that approximately 96% of the cost of the Adams Tennis Complex (ATC) was funded by City taxpayers (public funds); private funds were a sma ll part of the original funding. The eight courts at Old Fort Park are not part of the ATC, have never had private funds used for them and have been City property since the 1970's. Mayor McFarland stated Council should decide how to move forward and attempt to accommodate everybody. Council and staff continued discussions regarding tennis and pickleball facilities and Mr. Williams confirmed staff were proceeding with the Old Fort Park Project as originally directed by Council at its July 20, 2023 meeting. A construction contract will be presented to Council for review and approval as an actionable item several months from now. Sam Huddleston, Assistant City Manager, return ed to the review of visuals from Gresham Smith regarding design plan ideas for Veterans Park. Staff requested Council input on the design. Discussion ensued regarding trails, property for charter or City school use, park space, retention ponds, sink holes, other limitations on the property, open multi-use fields and space. Mayor McFarland recessed the meeting for lunch for approximately twenty minutes. 3c. Crime Data Update on MTSU (Continued). Michael Bowen, Chief of Police, presented City of Murfreesboro Heat Maps regarding violent crime incidents, violent crime/homicide locations, violent crime with camera locations, and violent crime/LPR Locations. Additionally, he presented a document entitled, "Real-Time Crime Center Statistics.'' City Council Retreat Meeting Minutes October 16, 2023, 8:30 am Page 5 of 9  Chief Bowen discussed increasing the solvability rate and crime data in the area surrounding MTSU and placement of cameras around the university. The cluster around Patterson Park is where most violent crime is happening. Chief Bowen and Mr. Tindall scheduled a meeting with Dr. McPhee, MTSU President, on November 6, 2023. The biggest challenge is the housing design for single young adults around the university, which is a catalyst and generally brings higher incidents of violent crime. Mr. Maxwell inquired about the use of cameras to reduce or deter violent crime. Chief Bowen stated the Public Safety Camera System will accomplish this. The first round of cameras are here, have been demoed for Council during one-on-one meetings and will start going up soon. When Violent Crime Intervention Grant funds become available, the Police Department will return to Council for approval to purchase additional cameras. Chief Bowen summarized positive aspects that may come from the cameras. 9. Homelessness and the HOST Unit. Agenda Item 9, Homelessness, was moved before Agenda Item 6, GDO (from August or September Workshop), to accommodate Michael Bowen, Chief of Police. Chief Bowen presented an overview of the Police Department's Homeless Outreach Support Team (HOST) Unit, which deals with issues related to homelessness. Currently the HOST Unit consists of three officers and one sergeant and works a full-time schedule (8-hour days, 5-days a week). The HOST Unit will transition to a schedule of 10-hour days, 4-days a week. The HOST Unit develops relationships and assists individuals within the homeless community, answers complaints from property owners regarding trespass, and coordinates with City departments to help clean up large camps on City property. The Unit is currently reactive, but Chief Bowen's goal is to increase HOST Unit coverage to 10-hour days, 6 days a week, to assist with accomplishing the Unit's mission. The HOST Unit was implemented approximately two years ago. Chief Bowen summarized how the Unit has been effective and successful in impacting the homeless community moving toward long- term results. A question-and-answer session ensued among Council and City staff regarding the HOST Unit and homelessness issues. Continuum of Care. Sam Huddleston, Assistant City Manager, stated United Way leads the Continuum of Care, a requirement of HUD, which is a collaborative organization of agencies providing services to reduce an overlap among services. Journey Home. Discussion ensued regarding Journey Home's new facility and further assistance to the homeless community. Jennifer Brown, City Recorder/ Finance Director, stated that the Community Investment Trust cannot fund Journey Home's capital campaign. The Community Investment Trust guidelines state it will not fund any capital campaigns including major projects. City Council Retreat Meeting Minutes October 16, 2023, 8:30 am Page 6 of 9  Discussion continued regarding trespass on private property, panhandling and possible approaches to these and other homelessness issues such as early intervention. Mr. Wade suggested funds for homeless issues have follow-up associated with them, to ensure agencies are doing what they say they are doing. Mr. Tindall indicated that the Community Investment Trust implemented measures to include accountability for funds awarded and used. Mr. Tinda ll stated homelessness is a nationwide problem and as we work to solve it, someone else comes to take the last person's place in line, creating an endless supply of need. There is a balance that is difficult to achieve because the problems keep growing. Mr. Tindall suggested managing what we have, contributing to organizations that have some effectiveness, and understanding that we alone can't solve this problem. Vice Mayor Shacklett suggested government have more responsibility to coordinate efforts, provide leadership and help with organizational collaboration toward solving homelessness issues, instead of only providing funding. Mr. Wright inquired about increased panhandling activity. Mr. Tindall stated panhand ling is endemic with homelessness, but the City has an ordinance to interrupt that activity from a safety standpoint. If private property owners are having problems with panhandling, they should reach out to the Murfreesboro Police Department (MPD) regarding trespass. The MPD is doing what it can t o mitigate panhandling. Mayor McFarland stated the key organizations dealing with homelessness in our community include Greenhouse Ministries, Journey Home, Salvation Army, Cold Patrol, and Doors of Hope. 6. Gateway Design Overlay (GOO). Greg McKnight, Executive Director of Development Services, presented several maps of Gateway Design Overlay (GD0-4) and proposed areas t o add GD0-4 zoning. Councilmember Wright requested Mr. McKnight evaluate adding a GOO Overlay on Church Street and Northwest Broad Street. The current GD0-4 area runs along Northwest Broad Street from Old Fort Parkway to West Clark Boulevard. There are four areas of the Gateway Design Overlay: GD0-1, GD0-2, GD0-3, and GD0-4. GD0-4 is the least restrictive of the four GOO overlays. Discussion ensued regarding how GOO zoning restrictions would affect businesses, economic development, and improving the character, appearance and access to the proposed areas. Sam Huddleston, Assistant City Manager, suggested the possibility of a redevelopment overlay and discussion continued. Mr. McKnight will contin ue to review overlays for the area and encourage properties to be remodeled. 7. Planning Process and Workflow. Mayor McFarland requested an updat e on filling the Planning Director position. Greg McKnight, Executive Director of Development Services, provided an City Council Retreat Meeting Minutes October 16, 2023, 8:30 am Page 7 of 9 update on the application process and candidate interviews. He stated the interview panel will meet to discuss interview ratings and move forward with filling the Planning Director position. Mayor McFarland inquired about how to address Planning Commission members voting and recommending items to Council that are opposed by the two Council member representatives on Planning Commission. Typically, after that type of approval and recommendation happens, the item goes to Council for review and approval and is denied. Craig Tindall, City Manager, provided information regarding Planning Commission authority and suggested Council consider the people appointed to the Planning Commission and whether they align with Council in making decisions. Greg McKnight, Executive Director of Development Services, and Sam Huddleston, Assistant City Manager, presented documents entitled "Murfreesboro 'Site Plan Review' Flow Chart (Section 7 & 27 in Zoning Ordinance)" and "Site Plan Review Process (Deadlines, Meeting Dates, Tasks & Involved Parties)." Discussion ensued regarding the process used by Planning staff to review and recommend plans to Planning Commission and Council, how to improve different steps in the process and getting Planning staff, Planning Commission and Council to better align for more efficient, productive and consistent outcomes. Discussion ensued regarding term limits for boards and commissions. Council Directive to Staff. Mayor McFarland directed City staff to: (1) develop term limit recommendations for boards and commissions (Adam Tucker, City Attorney), (2) monitor the Planning Department workflow process and continue updating it as needed, and (3) schedule a Joint Workshop Meeting of Council and Planning Commission to review and discuss examples of plans where the Council and Planning Commission have differed. 8. Property Tax. Sa. Annual Appraisals. Craig Tindall, City Manager, stated the State Comptroller is recommending changing the assessment period from every four years to every one t o two years in fast-growing areas. Jennifer Brown, City Recorder/ Finance Director, stated the Comptroller is encouraging Rutherford County to move down to an annual assessment. Rob Mitchell, Ruthe rford County Property Assessor, Teb Batey, Rutherford County Tax Assessor, and City Finance staff have discussed moving reappraisals to every two years. City staff have requested Rutherford County Property Assessor provide bills for assessment services to the City every year instead of every four years. Sb. Tax Freeze Income Limit Increase. Jennifer Brown, City Recorder/ Finance Director, stated Rutherford County adopted a tax freeze income limit increase allowing the State-allowed City Council Retreat Meeting Minutes October 16, 2023, 8:30 am Page 8 of 9 maximum income limit of $60,000, effective next tax year for eligible senior citizens. Eligibility requirements include those 65 or older, primary residence and limited to the first five acres. The tax freeze application is required to be submitted annually. For 2023's tax role, there are 868 people enrolled in the tax freeze at the $47,570 limit, under the new $60,000 limit, it is hard to estimate an increase in enrollment next year. Announcements and press releases will be made regarding the tax freeze income limit increase and how to apply. 10. Affordable Housing. Agenda Item 10 was not discussed specifically during this meeting. 11. Other Business. Solid Waste lnterlocal Agreement. Mayor McFarland commended Darren Gore, Assistant City Manager/ Water Resources Director, for presenting to the Rutherford County Commission and getting a Resolution passed regarding solid waste. Mayor McFarland stated the only group that can limit outside trash in the City of Murfreesboro is the Central Tennessee Solid Waste Board; statutorily Rutherford County cannot tell the City what solid waste can come into the City. Mayor McFarland requested City staff prepare a Solid Waste lnterlocal Agreement with Rutherford County regarding servicing sewer to a future Northern Transfer Station. Darren Gore, Assistant City Manager/ Water Resources Director, stated the lnterlocal Agreement would be for operational purposes. Discussion ensued regarding solid waste handling and the amount of solid waste needed to justify a transfer station. Adjourn There being no further business, Mayor McFarland adjourned this meeting at 3:40 p.m. =-- SHANE MCFARLAND MAYOR ATTEST: d?r,~Q IN TUCKER ------=- CITY RECORDER/ CHIEF FINANCIAL OFFICER APPROVED BY COUNCIL~ ~~ \i ,aa~ City Council Retreat Meeting Minutes October 16, 2023, 8:30 am Page 9 of 9 PAGE INTENTIONALLY LEFT BLANK