Board of Mayor & Aldermen

MINUTES OF REGULAR MEETING JANUARY 24, 2023 PAGE 1 CITY OF HENDERSONVILLE BOARD OF MAYOR AND ALDERMEN MINUTES OF REGULAR MEETING JANUARY 24, 2023, at 7:00 P.M. 101 Maple Drive North, Hendersonville, TN 37075 PRESENT: JAMIE CLARY, MAYOR JIM WATERS, ALDERMAN-VICE MAYOR MARK BURGDORF, ALDERMAN RACHEL COLLINS, ALDERMAN KAREN DIXON, ALDERMAN JANNA GARTON, ALDERMAN BOB GARZA, ALDERMAN TERRI GOODWIN, ALDERMAN MICHAEL MARTIN, ALDERMAN LEEPETERSON,ALDERMAN JEFF SASSE, ALDERMAN MARK SKIDMORE, ALDERMAN LANCE WRAY, INTERIM CITY ATTORNEY ANNETTE HUNTER, CITY RECORDER DESIGNEE ABSENT: EDDIE ROBERSON, ALDERMAN The meeting opened with prayer led by Nick Rapheal, Minister of Luna Lane Church of Christ. The Pledge of Allegiance was led by Boy Scout Pack 33 and Troop 75. AGENDA The January 24, 2023, BOMA meeting was called to order by Mayor Jamie Clary. Collins moved; seconded by Garza to approve the January 24, 2023, agenda. There was no discussion. There was a unanimous vote to approve the motion. The roll was called with eleven (11) members present and Eddie Roberson absent. PRESENTATIONS Clary gave a background on the Tennessee United Soccer Club (TUSC) starting with the Club's formation in 2004 when the Middle Tennessee Football Club, "Quest" and the Hendersonville Soccer Club, "Fever" merged to form TUSC. The club focuses on player development, facilities competition and opportunities to play at the highest level. MINUTES OF REGULAR MEETING JANUARY 24, 2023 PAGE2 There was a presentation to the 2008 Tennessee United Boys Team for winning the 2022 Division 3 State Cup. Led by Coach Ben Walker and managed by Travis Jones, the members of the team are Xavier Bergman, Jonathan Campos Morales, Kaleb Coltes, John Dubon, Davin Eckenroth, Ryan Hisel, Colby Hitchcock, Andres Jaramillo-Sandoval, Brock Jones, Bamik Khadka, Brayden Leftrick, Caleb Nocero, Kaleb Parks, Shrijan Shrestha, Lane Sircy, Gilliam Stakelbeck, and Holden Wharton. There was a presentation to the 2011 Tennessee United Girls Team for winning the 2022 Division 1 State Cup. Led by Coach Steven Williams and managed by Tara Perer, the members of the team are Jubilee Davis, Mya Durmic, Emme Edwards, Kaylor Johnson, Harlow Jones, Makenna Markham, Brooklyn McKenzie, Olivia Perer, Kenley Reeder, Ansley Rodden, Elizabeth Tinker, Desi Walker, and Emma West. Waters moved; Sasse seconded a motion to amend the agenda to hear a presentation from HolidayFest. There was no discussion. There was a unanimous vote to approve the motion. Lynda Evjen spoke on behalf of Holiday Fest with the announcement of the Christmas parade winners. • Performance, First Place-Bryson McCarley State Farm • Performance, Second Place-Hendersonville High School Band of Gold • Non-Profit, First Place-Women Supporting Women in Middle Tennessee • Non-Profit, Second Place-Girl Scout Troop 3325 • Business, First Place-Parks Lakeside • Business, Second Place-Kimbro Air PUBLIC HEARING None MINUTES Waters moved; seconded by Goodwin to approve the January 10, 2023, minutes. There was no discussion. There was a unanimous vote to approve the minutes. Clary declared the motion carried. CITIZENS' COMMENTS None MINUTES OF REGULAR MEETING JANUARY 24, 2023 PAGE3 CONSENT AGENDA Ken Y oungstead and Julie Evans of Kraft CPAs presented a positive report from the Annual Comprehensive Financial Report to BOMA. Y oungstead covered the Report to the Mayor and Aldermen. There was one new standard from GASB that went into effect in 2022 related to leases. There was no material impact as City leases are not many. The report includes required communications outlining auditor and city responsibilities, a Summary of Significant Accounting Estimates, Summary of Recorded Audit Adjustments. Youngstead stated the City's book and records are clean. A great experience was had with the Finance team and all who provided records for audit. Highlights sited from the Audit Report by Julie Evans, Sr. Manager at Kraft CPAs were financial statements had been fairly stated and in agreement with GASB and GAAP, there were no issues with Yellow Book compliance (Internal Controls), ARPA was tested as the major federal award program as it was over $750 thousand dollars and the General Fund unassigned balance of $20 million dollars had increased for a second year in a row bringing a significant increase from the balance three years ago. Waters moved; Dixon seconded to Receive & File the Annual Comprehensive Financial Report, Fiscal Year 2022. There was no discussion. There was a unanimous vote to approve the motion. Clary declared the motion carried. ORDINANCES AND RESOLUTIONS The caption was read for first reading of Ordinance 2023-01, an ordinance to establish an updated Occupational Safety and Health Program Plan, devise rules and regulations, and to provide for a Safety Director and the implementation of such program plan. Waters moved; Garza seconded to approve Ordinance 2023-01. There was no discussion. There was a unanimous vote to approve the motion. Clary declared the motion carried. The caption was read for first reading of Ordinance 2023-02, an ordinance establishing a special committee to study the issue of street lighting in the city. Peterson moved; Sasse seconded to approve Ordinance 2023-02. There was no discussion. MINUTES OF REGULAR MEETING JANUARY 24, 2023 PAGE4 There was a unanimous vote to approve the motion. Clary declared the motion carried. The caption was read for Resolution 2023-01, a resolution authorizing the Handmade Market to renew its use of the grounds of City Hall for its market activities. Waters moved; Dixon seconded to approve Resolution 2023-01. There was no discussion. There was a unanimous vote to approve the motion. Clary declared the motion carried. OTHER AGENDA ITEMS There was a vote on the appointment of Andrew Kaczmarek to the Beer Board. Dixon moved; Collins seconded to nominate Andy Kaczmarek to serve on the Beer Board. There was no discussion. There was a unanimous vote to approve the motion. Clary declared the motion carried. There was an election of Alderman to serve Ward 1. Clary moved to nominate Mark Burgdorf, Robert Cox, and Eric Jackson for the position of Ward 1 Alderman. Clary noted that the nomination did not require a second. Without objection the rules were suspended to hear from Burgdorf, Cox and Jackson with an allotted five (5) minutes to address the Board. Each nominee shared their reasons for applying and what qualities they possess for serving the position. Clary stated that by law the nominee must receive a majority of the remaining votes on the Board, currently twelve (12), so seven (7) votes would be needed for an appointment. Clary stated the appointment "couldn't go wrong" with the three (3) candidates applying. Garza addressed the Board with his support for Jackson. MINUTES OF REGULAR MEETING JANUARY 24, 2023 PAGES There was a majority vote eight to three (8-3) appointing Mark Burgdorf as Ward 1 Alderman. The voting was as follows: Burgdorf votes: Dixon, Garton, Goodwin, Martin, Peterson, Sasse, Skidmore, Waters, Jackson votes: Collins, Garza, Clary Cox votes: None Clary declared the motion carried. Mark Burgdorf was sworn in as Ward 1 Alderman bringing total attendance to twelve (12). There was a discussion on committee assignments regarding openings on Finance and Public Safety Committees. Clary took requests from the aldermen on committee assignments. Both Garton and Garza requested to be moved to the Public Safety Committee which resulted in an election since there is only one position to be filled. Clary moved to vote on filling the Public Safety Committee vacancy with Garton or Garza. No second needed. There was a ten to two (10-2) vote placing Garton on the Public Safety Committee with voting as follows: Garton votes: Burgdorf, Dixon, Garton, Goodwin, Martin, Peterson, Sasse, Skidmore, Waters, Clary. Garza votes: Collins, Garza Clary declared the motion carried. Goodwin moved; Garza seconded to appoint Burgdorf and Sasse to the Finance Committee. There was a unanimous vote to approve the motion. Clary declared the motion carried. Sasse moved; Burgdorf seconded to appoint Sasse to the Industrial Development Board Committee and Burgdorf to the Deer Herd Monitoring Committee as liaisons. There was a unanimous vote to approve the motion. Clary declared the motion carried. MINUTES OF REGULAR l\1EETING JANUARY 24, 2023 PAGE6 REPORTS Brief Committee Reports Finance-Dixon • Discussed Ordinance 2023-03, an ordinance amending Ordinance 2022-11 to reflect mid-year adjustments to the city's 2023 Fiscal Year Budget. Summary of budget changes were given. There will be a budget workshop February 6, 2023, on the mid-year budget review. Moved to BOMA. • Discussed Resolution 2023-04, a resolution to adopt an investment policy for the City of Hendersonville. Currently under review with MTAS. Will move forward to BOMA once advisement is received. • Discussed receiving and filing the 2022 Annual Comprehensive Financial Report. • Discussed Sales Tax Updates. 13% over the collections from last year at the same time. 2.2% over budget overall. Public Works-Skidmore • Light Synchronization Update-By February 2023 the Contract Phase will be discussed with PW to learn what that phase entails and to establish a plan of action. • Skidmore yielded to Director Lock to update the Board on the Sandersville Road /Exit 8 project. Highlights included an artist rendering of the tunnel, history of the TDOT project, project estimates and funding which detailed the original estimated cost of the project to be $5 million dollars. The project is now topping $28 million dollars. Previous Grant Applications were shown and discussed, options to consider, currently at the Right of Way stage, financing options, project priorities and alternatives. • Questions: • Grants available? $4 million dollars from original LIC grant. No other grants have been awarded even though there have been applications. • Cost assistance from CSX? No. The City is no longer on a high priority status at this location. • Inflation interest percentages used were 9%, 7%, and 5%. • Clary has spoken with CSX to request a closer estimate and asked if they could reduce the cost. At the time of this meeting no response had been received from CSX. He also asked if they would contribute, and they said "no". • County and State may contribute to cost. • Clary has spoken to Representative Lamberth and Senator Hale who have stated they would ask for assistance from the General Assembly once a closer estimate is received. • Collins stated she feels CSX should contribute more funds as they originally felt 80% ($4 million dollars of a $5 million dollar cost) was reasonable. Delays have not been on the city's part and there have been many obstacles to overcome. She also feels that the State and County should help contribute to cover those costs. MINUTES OF REGULAR MEETING JANUARY 24, 2023 PAGE7 • Skidmore stated displeasure with other projects not being completed such as the traffic light issues that affect Wards one (1), two (2) and six (6) including the Walton Ferry/Old Shackle Island project and now the cost of the Saundersville Rd/Exit 8 project potentially topping $30 million plus. Mayoral Report-Included in the Packet Sasse moved; Waters seconded to reschedule the February 14, 2023, BOMA meeting to February 13, 2023, at 5:30 pm. Committee Chairmen are to decide whether they meet or change their meetings scheduled for February 14, 2023. There was a unanimous vote to approve the motion. Clary declared the motion carried. Chief of Operations Report-Eckenroth • Congratulations to Alderman Burgdorf on his appointment as Ward 1 Alderman. • Thanks to Director Lock for the Saundersville Rd/Exit 8 presentation. • Goal as staff is to keep BOMA as informed as possible. • Great report on Annual Comprehensive Financial Report. Will send everyone an electronic copy. • Will send email to BOMA outlining emergency purchases that had to be made due to the recent winter blast and freeze. They are covered by insurance and approval was received from the Mayor but notification is required to be made to the Board. • Interviews are being held for Finance Director. Ongoing-No selection made yet. • Introduced Tamara Ingersoll as the Assistant Finance Director. Tamara introduced herself briefly. • Thanks to Casey for graphics for the BOMA meeting. • Thanks to IT for monitors in front of alderman for easier viewability of items on the screen. Clary inquired as to need of investment policy. Eckenroth answered that we need to leverage any opportunity we have to earn money. With the amount of funds sitting in an extremely low interest-bearing savings account, there are better options for earning interest. Clary noted two items of consideration for the next BOMA meeting. Upon motion by Burgdorf and second by Sasse, there was a unanimous vote for approval to adjourn. The meeting adjourned at 8:37 p.m. MINUTES OF REGULAR MEETING JANUARY 24, 2023 PAGE8