Board of Mayor & Aldermen

MINUTES OF REGULAR MEETING FEBRUARY 28, 2023 PAGEi CITY OF HENDERSONVILLE BOARD OF MAYOR AND ALDERMEN MINUTES OF REGULAR MEETING FEBRUARY 28, 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 EDDIE ROBERSON, ALDERMAN MARK SKIDMORE, ALDERMAN LANCE WRAY, INTERIM CITY ATTORNEY ANNETTE HUNTER, CITY RECORDER DESIGNEE ABSENT: JEFF SASSE, ALDERMAN The meeting opened with prayer led by Doug V amado Senior Pastor of Community Church of Hendersonville. The Pledge of Allegiance was led by Mayor Clary. The roll was called with all present except for Alderman Jeff Sasse. Mayor Clary explained the plaque sitting in front of the Board was a tribute to former Alderman Shirley Wilson presented in a ceremony just prior to the meeting. It will be hung outside the main meeting room. AGENDA The February 28, 2023, BOMA meeting was called to order by Mayor Jamie Clary. Waters moved; seconded by Peterson to approve the February 28, 2023, agenda. Waters moved; seconded by Goodwin to add Ordinance 2023-05, an ordinance accepting a state grant and amending FY 2023 budget Ordinance 2022-11 by appropriating $184,860.00 for the Police Department, as Item #5 to the agenda. There was no discussion. MINUTES OF REGULAR MEETING FEBRUARY 28, 2023 PAGE2 There was a unanimous vote to approve the amendment. Clary declared the motion carried. Item #2, first reading of Ordinance 2023-04, an ordinance amending the Hendersonville Municipal Code, Title 1, Chapter 1, Time and Place of Regular Meetings; and Title 1, Chapter 6, Standing Committees was withdrawn by sponsors Waters and Roberson. No BOMA action was needed. There was no discussion on the original motion. There was a unanimous vote to approve the agenda as amended. Clary declared the motion carried. PRESENTATIONS Recognition of Fire Fighters Chase Bochette, Matt Stringer, and Corey Jones for their bravery and assistance to citizens in a recent accident. • Understanding their roles as Public Service bring risk of injury and possible death to themselves they did not hesitate to assist citizens recently in need. • Conditions of the situation found the fire fighters in water with a temperature of around 40 degrees. • One individual was saved, and the other was given an opportunity to see family and family be with their loved one before passing. Presentation by Kathy Paschal on Beautiful Hendersonville's March Litter Clean Up Events. • Beautiful Hendersonville's March focus is Litter Awareness. • City Wide Clean Up March 25, 2023. In conjunction with the Sumner County Health Committee. • 17 areas identified to focus on and clean up. • 200 volunteers needed. • Going into 12 elementary schools to teach 3rd and 4th graders about litter and littering the week of the clean up. • Taking nominations for March Beautification awards. • Tennessee Tree Day-March 18, 2023. • Beech High School has a goal of selling 1,620 saplings to offset the school's energy consumption. PUBLIC HEARING None MINUTES OF REGULAR MEETING FEBRUARY 28, 2023 PAGE3 MINUTES Waters moved; seconded by Dixon to approve the February 13, 2023, minutes. There was no discussion. There was a unanimous vote to approve motion. Clary declared the motion carried. CITIZENS' COMMENTS The rules for citizen comments were read by Clary. Bob Brown, of 587 Forest Retreat Road, addressed the Board regarding the ditches along Hunt's Lane to Center Point to Caldwell. Water still runs across the road which will eventually ruin the new paving. When Brown contacted Sumner County, they said it was in Hendersonville's Right of Way. Brown asked the Board to please address the situation. Steven Rozek, of 110 S. Lauren's Way, addressed the Board regarding the subdivision entrance sign ofWyncrest Way and it's condition of disrepair. A commercial development company currently owns the property the sign sits on. Zoning was changed from residential to commercial a few years back. Rozek notified BOMA of an agreement that was made when the zoning was changed in which the commercial developer as the property owner would be responsible for the sign. The residents of the Wyncrest Community wish to notify their desire for the zoning to remain the same as it is; no HOA, no LLC, no change that puts the burden of repair back onto the homeowners. Mr. Rozek asked the aldermen to research. Rozek stated if needed, he could provide the documents of the agreement between the neighbors and the current property owner on which the subdivision entrance sign sits. CONSENT AGENDA None ORDINANCES AND RESOLUTIONS Roberson moved; Garza seconded to approve Ordinance 2023-03 on second and final reading, an ordinance amending Ordinance 2022-11 to reflect mid-year adjustments to the City's 2023 fiscal year budget. There was no discussion. There was a unanimous vote to approve the motion. Clary declared the motion carried. The caption was read for Resolution 2023-06, a resolution to name the City courtroom the MINUTES OF REGULAR MEETING FEBRUARY 28, 2023 PAGE4 "Curtis M. Lincoln Courtroom". Roberson moved; Waters seconded to approve Resolution 2023-06. Without objection, the rules were suspended to allow City Judge, Russ Edwards, to address BOMA regarding naming the City courtroom after late Judge Curtis Lincoln. Edwards addressed the Board stating he had served on the creation of the Facility Naming Committee as the liaison and was pleased to have been involved. This was a perfect use of the Committee's function. Judge Lincoln served 28 years with the City of Hendersonville as City Judge and Edwards feels the legacy he left was he was firm and fair. It was noted that Judge Lincoln's widow was in attendance. There was a unanimous vote to approve the motion. Clary declared the motion carried. The caption was read for Resolution 2023-07, a resolution adopting a 401(k) defined contribution plan for city employees. Roberson moved; Dixon seconded to approve Resolution 2023-07. There was no discussion. There was a unanimous vote to approve the motion. Clary declared the motion carried. The caption was read for Ordinance 2023-05, an ordinance accepting a state grant and amending FY 2023 Budget Ordinance 2022-11 by appropriating $184,860.00 for the police department. Clary explained that the grant tells exactly what the funds can be used for. This grant is a 100% grant meaning there is no matching percentage for the City. Goodwin moved; Peterson seconded a motion to approve Ordinance 2023-05. There was a unanimous vote to approve the motion. Clary declared the motion carried. OTHER AGENDA ITEMS Skidmore moved; Dixon seconded to appoint Robert Boyce to Beautiful Hendersonville. There was no discussion. MINUTES OF REGULAR MEETING FEBRUARY 28, 2023 PAGES There was a unanimous vote to approve the motion. Clary declared the motion carried. Dixon moved; Garza seconded to appointment Larry Farina to the Beer Board. There was no discussion. There was a unanimous vote to approve the motion. Clary declared the motion carried. REPORTS Brief Committee Reports Finance-Dixon • Met 2/21/2023. • All members present. • Alderman Burgdorf was elected as Vice Chairman • No ordinances or resolutions were discussed. • Updates were received from COO Eckenroth as follows: • Reviewed Sales and Hotel/Motel Tax-still trending favorably at $2.3 million dollars over original budget. • Discussed creating a fund balance for Hotel/Motel activity and for equipment purchases. • Discussed criteria for Budget Amendment Policy. • Ongoing active search for Finance Director. • Discussed five-year salary study due this year. A contract has been entered into with a consulting company. • MTAS is still reviewing the Investment Policy Public Works-Skidmore • Met 2/28/2023. • Discussed Resolution 2023-08, a resolution accepting the dedication of the completed streets in Ivy Pointe at Patmore Place. Passed unanimously. Coming to BOMA in two weeks. • Reading of Resolution 2023-09, a resolution to adopt a revised Field Use Policy in City parks as recommended by the Board of Parks and Recreation. Passed unanimously. Coming to BOMA in two weeks. • Discussed Trash Collection Update • Discussed Monthaven Green Speed Limit. Reduction was requested. Passed. Signs will be installed with lower speed limit. • Public Works will be putting the No Parking Signs up on Cages Road. • Light Synchronization Update-being staked out. Work will begin on Main Street MINUTES OF REGULAR MEETING FEBRUARY 28, 2023 PAGE6 first. There will be daily reports. • Sanders Ferry Greenway Update-Work is currently happening. Daily Reports are being given. Soon will be able to walk on parts of it. • Discussed Hunt's Lane to Caldwell. • Discussed creating and adopting a Mosquito Control Policy Public Safety-Goodwin • Discussed Ordinance 2022-05, an ordinance accepting a State grant and amending FY 2023 Budget Ordinance 2022-11 by appropriating $184,860.00 for the Police Department. Passed and moved to BOMA 2/28/2023. • Discussed Resolution 2023-05, a resolution to the Tennessee General Assembly requesting statutory authority to require residential landlord registration. Coming to BOMA. • Discussed Resolution 2023-10, a resolution accepting a private grant of $7,500.00 for a replacement patrol/narcotic K9 for the Police Department. Coming toBOMA. • Discussed Resolution 2023-11, a resolution to accept a fleet replacement schedule for the City Police and Fire Departments to establish that fleet replacement schedule considerations be included regularly as part of each annual budget process. Coming to BOMA. • Discussed Resolution 2023-12, a resolution to apply for a SAFER Grant through the Federal Emergency Management Agency ("FEMA"). Coming to BOMA. • Recognition of a citizen who made a $5,000 donation to the Learn Not to Burn Program. • Janna Garton was elected Vice Chair of the Public Safety Committee. • Discussed creating a 501(c)(3) for the Hendersonville Fire Department volunteers for fundraising possibilities. • Discussed creating a policy for neighborhood LPR cameras. Chief of Operations Report-Eckenroth • MTAS returned Investment Policy. The application has been submitted to the State to take part in the LGIP. • A debt analysis was sent to BOMA via email. There are four (4) debt notes, two (2) of which are non-callable and two (2) callable debt instruments which would earn more than what we pay for interest if invested. One of the notes has a pre-payment penalty. • The COO report will be presented in a different format starting with the next BOMA meeting. It will be in an executive analytical style which will include graphs and different matrixes of information. • Paving List is going to be initiated soon. It has been given to Rogers Group. • Stormwater infrastructure will be done ahead of Rogers Group paving. • Staff held a productivity and efficiency meeting February 17, 2023, with mainly department heads in attendance. Items discussed were ways to increase employee morale and efficiency of the City. There will be simple changes implemented quickly. Others will take more time as they will change MINUTES OF REGULAR MEETING FEBRUARY 28, 2023 PAGE? the core of business activity the City does. • There will be another meeting in which more "boots on the ground" staff will be included. • Thanks to our Comcast representative, John Mizer, the multiple accounts for Comcast now come in as one bill with a total for all accounts. Mizer was also able to clear a $40,000.00 overdue penalty that resulted from a misunderstanding. • Roberson inquired to Eckenroth whether the productivity and efficiency meeting included a previously discussed program where if an employee provided ways for the City to save money, compensation could be offered to that employee. Eckenroth answered yes. • Roberson inquired to Eckenroth where the City stood with the stormwater grant. Eckenroth with get with Public Works Director Lock and follow up with an email to BOMA. • Peterson requested Venn diagrams in the COO's new reports. Upon motion by Dixon and second by Goodwin there was a unanimous vote for approval to adjourn. Approved: Jamie Clary, Mayor