Board of Mayor & Aldermen

CITY OF HENDERSONVILLE BOARD OF MAYOR AND ALDERMEN April 09th, 2024, at 7:00 p.m. 101 Maple Drive North, Hendersonville, TN 37075 I. Call to Order by the Mayor II. Acceptance of Agenda III. Presentations IV. Public Hearing V. Minutes A. Approval of the March 26th, 2024, meeting minutes 3-17 VI. Citizens’ Comments VII. Consent Agenda VIII. Ordinances and Resolutions Clary 1. Second and final reading of Ordinance 2024-04, an ordinance amending Hendersonville 18-23 Municipal Code Title 2, Chapter 1, Section 2-101, relative to appointing member to various boards and commissions Clary 2. Reading of Resolution 2024-16, a resolution approving the Board of Parks and 24-39 Recreation’s updated policies and fees for programs and leagues IX. Other Agenda Items (items 3-5 to be voted on as a group) 3. Vote on the reappointment of Phillip Fryman to the Hendersonville Arts Council 40 4. Vote on the reappointment of Beth Longmire to the Historic Zoning Commission 41 5. Vote on the appointment of Mike Wessel to the Citizen’s Stormwater Appeals 42 Board X. Reports 6. Brief Committee Reports: 1. General – Peterson 2. Public Safety – Goodwin 3. Planning – Martin 7. BOMA Report 43-51 1  XI. Adjournment Information Re: Board/Committee Nominations for Next Agenda Anyone needing accommodations due to disabilities, please contact the ADA Coordinator at 615-822-1016 at least 24 hours prior to the meeting. 2 MINUTES OF REGULAR MEETING MARCH 26, 2024 PAGE 1 CITY OF HENDERSONVILLE BOARD OF MAYOR AND ALDERMEN MINUTES OF REGULAR MEETING March 26, 2024, 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 LEE PETERSON, ALDERMAN EDDIE ROBERSON, ALDERMAN JEFF SASSE, ALDERMAN MARK SKIDMORE, ALDERMAN LANCE WRAY, CITY ATTORNEY ANNETTE HUNTER, CITY RECORDER DESIGNEE The March 26, 2024, BOMA meeting was opened with the Pledge of Allegiance led by Boy Scout Pack 1322 from Station Camp. Prayer was led by Father Jeff Jones, Priest of Holy Family Anglican Church, and Chief of Chaplains for the Hendersonville Police Department. AGENDA Burgdorf moved; Goodwin seconded a motion to approve the March 26, 2024, agenda. Collins moved; Roberson seconded a motion to amend the agenda by taking Resolution 2024-08 from the table. There was a majority vote of eleven (11) to two (2) with voting as follows: Aye: Burgdorf, Collins, Dixon, Garton, Garza, Goodwin, Peterson, Roberson, Skidmore, Waters, and Clary Nay: Martin and Sasse. Clary declared the motion carried. Collins moved; Skidmore seconded a motion to renew Resolution 2024-08 to consider 3 MINUTES OF REGULAR MEETING MARCH 26, 2024 PAGE 2 and discuss as the first item under Ordinances and Resolutions. There was a majority vote of eleven (11) to two (2) with voting as follows: Aye: Collins, Dixon, Garton, Garza, Goodwin, Peterson, Roberson, Sasse, Skidmore, Waters, and Clary Nay: Burgdorf and Martin. Clary declared the motion carried. There was a unanimous vote to approve the March 26, 2024, agenda as amended. Clary declared the motion carried. PRESENTATIONS Andy Gilley recognized several sports groups that have donated funds for park enhancements. The last three (3) years have concentrated on completing a grant project with the state which includes installing lights, making ADA parking improvements, installing a turf soccer field, installing lights at the Rugby complex, and other various projects along the way. These groups are volunteers and have invested time and resources into the park system and youth. • Katey Daugherty of Hendersonville Soccer Club-They have assisted in renovation of restrooms, addition of shade structures at Drakes Creek Park Soccer, helped take care of grass mowing and turf care program. This assistance along with Tennessee United has saved the City approximately $16,000.00 a year, just for taking care of the grass. • Jonathan Wayland & Alex Gabers-Tennessee United Soccer Club-Donated funds to help pay for the turf soccer field, participate in the turf care program, routinely bring meals to maintenance staff, help buy t-shirts and hats, working toward finding a location for a project that would benefit a lot of youth. Twice a year they bring in a huge tournament that boosts sales tax and hotel tax collections. • Greg Mitchell-Hendersonville Lacrosse-Helped raise funds for lights and are having their best start ever as a club. • Brian Silkwood-Sumner County Rugby-Built a Rugby complex. That is an investment of $300,000.00 - $500,000.00. They also contribute annually to any project that is needed at the Rugby field. • Brian Whitaker-Hendersonville Civitan-They invest in many different sports in the parks. Football, flag football, tackle football, baseball, softball, basketball, cheerleading and other sports have seen a $100,000.00 – 200,000.00 investment over the last five (5) – ten (10) years for the park system. They also sponsor the Special Needs programs such as Breakfast with Santa. Upcoming Clean Up Day by Beautiful Hendersonville-Kathy Paschal shared Beautiful Hendersonville is working on several springtime projects. March is Litter Awareness month. In honor of that event, Beautiful Hendersonville is going into elementary schools 4 MINUTES OF REGULAR MEETING MARCH 26, 2024 PAGE 3 and talking with third grade students about litter. Community Clean Up Day is April 6, 2024, along with Sumner Health Committee. The new sign-in location is at the Pavilion behind City Hall. The Neighborhood Beautification Awards are starting up. Nominations can be sent to beautiful@hvilletn.org Mayor Clary presented a proclamation to Police Chief Mickey Miller in honor of his service to the City for the last fourteen (14) years and his upcoming retirement from the Police force after serving forty-seven (47) years in all. Garry Forsythe was present as well as Father Jones who offered a special prayer and send off for Chief Miller. Mayor highlighted some of Chief Miller’s accomplishments while at the City including the implementation of community outreach by having an officer that specifically engages with the community, creating flex teams, revitalizing the traffic division, taking on of Codes enforcement, and grown to 138 commissioned officers and earing Hendersonville the distinction of being the third (3rd ) safest City in Tennessee. Father Jones spoke of how Chief Miller’s work has been a ministry. Chief Miller shared words of thanks and appreciation to the Mayor, Board, his staff, his family, and the citizens of Hendersonville for their support PUBLIC HEARING Public Hearing on Ordinance 2024-03, to hear comments on a request by Talbot Real Estate Holdings, LLC, to rezone 6.59 acres from Industrial (I) to General Commercial, Planned Development (GC-PD) and to make an amendment to the General Framework Map of the Hendersonville Land Use and Transportation Plan to change the character area designation of the property from Employment Center to Suburban Center. Clark Flatt of 18 Volunteer Drive, President of Jason Foundation, addressed the Board regarding his concern for the watershed of the acreage. He is not in opposition to the project. His concern is for the people that have invested in Hendersonville by building their business who are currently located on Volunteer Drive. The traffic situation is also a big concern. He asks that the Board keep these issues in mind when considering the rezoning. Robert Jozefiak of 106 Cole Drive addressed the Board requesting a yellow line be put down Savely Street that runs between Old & New Shackle Island Roads. He also asked when construction was to begin on Old Shackle and Walton Ferry Road . He cited the funding was approved acknowledging an August 17th , 2001, article in a newspaper. Ray Moore of 2101 Center Point Road addressed the Board regarding concerns with the lighting, the number of trees to be removed, water, parking, increased traffic, and adequate room for emergency apparatus to be able to turn around brought forth by the Futbol5 project. Mr. Moore is a member and Trustee of Lakeview Church of Christ that joins the property. He is not opposed to the project; he feels this property is not a good location. Karen Moore of 2101 Center Point Road addressed the Board regarding concerns for the increased traffic from the Futbol5 project as it is very difficult to move now from what is already a small road onto New Shackle Island. She cited the reason her parents left Hendersonville is the parks located behind their residence once on Clearview Circle, 5 MINUTES OF REGULAR MEETING MARCH 26, 2024 PAGE 4 disturbed them when they had been told there would be disturbance. MINUTES Waters moved; Garza seconded a motion to approve the March 12, 2024, minutes. There was no discussion. There was a unanimous vote to approve the minutes. Clary declared the motion carried. CITIZENS’ COMMENTS Clary read the guidelines for Citizens’ Comments. Sarah Hilton of 2317 Cages Bend Road addressed the Board regarding her support for the increase in paramedic pay. She shared a story of witnessing her father have a massive stroke when she was a child and how having the paramedics available to assist her dad enabled him to live. CONSENT AGENDA None ORDINANCES AND RESOLUTIONS Dixon moved; Collins seconded to approve Resolution 2024-08. There was discussion which included what the process would be for this project to go through Planning whether the Board voted yes or no on the resolution. Director Free explained the process would be the same no matter a yes or no vote and the applicant could take the project directly to Planning without coming to BOMA, but the Planning Commission couldn’t do much as far as negotiations without BOMA’s involvement; they can only recommend. This project will require a text amendment and BOMA would have to make the decision on that. Clary read Resolution 2024-08. Attorney Wray clarified the purpose of Resolution 2024-08 was to gauge interest; it was not to approve the construction of the facility. Without objection the rules were waived to hear from the applicants. Kevin Heath with Repurpose stated they were in a holding pattern with the lease of the property as they understood there was still some interest in the project and believe they are the right partners for the City. 6 MINUTES OF REGULAR MEETING MARCH 26, 2024 PAGE 5 Without objection the rules were suspended to hear from the property owners of 200 S. Center Point Rd. They confirmed they are still interested in leasing the property to the applicants for the reclamation facility. Burgdorf and Skidmore expressed their lack of support for the project unless the applicants are willing to reconsider and make some changes to the number of trucks coming in and out of the facility. Lee Jestings of Enexor responded to Skidmore by explaining the benefits of the project for the City over the next 20 years, bringing in savings of $60 million dollars. While there has not been an official traffic study done, if there is interest in the project on behalf of the Board by passage of the resolution, the traffic study will be done and reviewed for potential changes in the proposition. Peterson stated his support for the project noting that the FY 25 Budget draft presented earlier in the evening began $2.7 million dollars above the FY 24 starting point. This project would save the City $2 million dollars per year. Peterson continued by stating the savings could be returned to the citizens in some fashion, this project is not a landfill; it converts waste into energy and the Board cannot tell a business what they can do as long as they are zoned correctly. Waters inquired of the hours the facility would be operating. Mr. Heath explained they had some flexibility but were looking at operating between 18-20 hours a day, Monday through Friday, and a half a day on Saturday. Estimation of trucks at this point are 200-300 per day, Monday through Friday and roughly 100 on Saturday. Economic Development and Community Planner J. Ritterbeck addressed the Board explaining the process, the applicants have gone through and what paths they would take should BOMA recommend moving forward with the project as many studies hinge on that decision. All benefits could not be proposed if the applicants just went through the permit path. Goodwin expressed confusion with the numbers of trucks, the hours of operation and the shifts involved during those hours along with the number of employees needed. Mr. Heath responded he was unsure of where some of the numbers quoted were coming from as there was a packet given with as many details as were available at this point of the process. Discussion continued with questions regarding the current traffic count on Main Street, the proposed tipping fee savings, host fees are proposed off tonnage, carbon credits and how they are obtained, valued, and viewed. The applicants were asked whether they would proceed to Planning with the project should the resolution not pass. Mr. Heath and Mr. Jestings both stated they would not. 7 MINUTES OF REGULAR MEETING MARCH 26, 2024 PAGE 6 Sasse shared his support for passing the resolution to get more detailed information once the additional studies were completed. Garza pointed out and verified with Ritterbeck based on the current zoning a trucking company could lease the land and have an unlimited number of trucks traveling the roads per day. Garton questioned what would happen after a couple of years if the project was no longer deemed viable. Mr. Jestings explained the company ties with Ingram, and they would be contractually bound together to deliver. Mr. Heath echoed the same sentiments. Garton moved; Sasse seconded a motion to take a ten (10) minute break at 8:34 pm to print Resolution 2024-08. The meeting was reconvened at 8:54 pm. Collins moved; Sasse seconded a motion to amend Resolution 2024-08 by making the following changes in the Draft Terms of Tentative License Agreement for the Eco-Port Operations attachment: Remove the following language from Section B: “B. Tipping Fee. Receive, process, and disposal of all MSW collected by the City, or on its behalf, at no cost (including no associated tipping fees) to the City. For the first one hundred (100) tons per day of City MSW, there shall be no associated Tipping Fee charged to the City for MSW collected by or on behalf of the City. Once the Property is receiving an average monthly volume of 2,000 tons per day, Repurpose will accept all City waste streams under these same terms and conditions with no associated Tipping Fee. Users are not responsible for any logistical costs associated with the transportation of City MSW to the Property.” And replace with the following: “B. Tipping Fee. Receive, process, and disposal of all residential MSW collected by the City, or on its behalf, at no cost (including no associated tipping fees) to the City. There shall be no associated Tipping Fee charged to the City for residential MSW collected by or on behalf of the City for 100 tons per day commencing after Eco-Port commissioning. The tonnage cap will be increased annually by 2%. Users are not responsible for any logistical costs associated with the transportation of City residential MSW to the Property.” Remove the following language from Section F: “F. Host Fees. Once the Property is receiving 1,500 tons of waste per day, a Host Fees shall be paid to the City on a quarterly basis at the following rates: 1. For the first 1,499 tons of total waste received: $0.00/ton. 2. For 1,500-2,499 tons of total waste received: $0.75/ton. 3. For 2,500+ tons of total waste received: $1.50/ton.” And replace with the following: 8 MINUTES OF REGULAR MEETING MARCH 26, 2024 PAGE 7 “F. Host Fees. Host Fees shall be paid on a per ton basis to the City on a quarterly basis at the following rates: 1. For the first 1,499 tons per day of total waste received: $0.50/ton. 2. For the next 1,000 tons per day of total waste received: $0.75/ton. 3. For 2,500+ tons per day of total waste received: $1.50/ton.” Mr. Jestings stated the change in the Host Fees over 20 years will increase by $3.75 million dollars. Burgdorf moved; Goodwin seconded a motion to defer Resolution 2024-08 until the next BOMA meeting. Roberson suggested there be a Public Hearing at the next BOMA meeting. There was discussion that there would not be enough time for advertising the Public Hearing. Roberson asked if Burgdorf would add to his amendment to defer to hear citizen comments. Burgdorf felt that would happen anyway and prefers to leave the motion to defer as is. Clary suggested citizens could be made aware of it by putting information out on social media to which Burgdorf was amenable to. Roberson ultimately withdrew his suggestion for a Public Hearing. Collins respectfully requested Burgdorf wait on the motion to defer until the vote on the proposed amendment was taken. Burgdorf agreed, Goodwin concurred, and the motion was withdrawn. There was a majority vote of eleven (11) to two (2) with voting as follows: Aye: Collins, Dixon, Garton, Garza, Goodwin, Martin, Peterson, Roberson, Sasse, Waters, and Clary. Nay: Burgdorf and Skidmore. Clary declared the motion carried. Burgdorf moved: Roberson seconded a motion to defer Resolution 2024-08 until the next BOMA meeting. Roberson withdrew his second to the motion to defer. Skidmore provided the needed second. The motion to defer was declared failed with a four (4) to nine (9) with voting as follows: Aye: Burgdorf, Goodwin, Martin, and Skidmore. Nay: Collins, Dixon, Garton, Garza, Peterson, Roberson, Sasse, Waters, and Clary. 9 MINUTES OF REGULAR MEETING MARCH 26, 2024 PAGE 8 Martin moved; Clary seconded a motion to amend Resolution 2024-08 by making the following changes to the Draft Terms of Tentative License Agreement for the Eco-Port Operations attachment: Remove the following language from Section J: “J. Assignment. License Agreement is only assignable with written consent of City. Such consent cannot be unreasonably withheld or delayed without cause. During the Term, the City may not use any other waste disposal options unless Users are unable to accept and process the full daily amount of relevant waste streams.” And replace with the following: “J. Assignment. License Agreement is only assignable with written consent of City. During the Term, the City may not use any other waste disposal options unless Users are unable to accept and process the full daily amount of relevant waste streams.” Clary declared the motion passed unanimously. The original motion to approve Resolution 2024-08 as amended was declared failed six (6) to seven (7) with voting as follows: Aye: Collins, Dixon, Garton, Martin, Peterson, and Sasse. Nay: Burgdorf, Garza, Goodwin, Roberson, Skidmore, Waters, and Clary. The caption was read for second and final reading of Ordinance 2024-03, an ordinance rezoning 6.59 acres located at 240 Innovation Way, east of New Shackle Island Road and south of Volunteer Drive from Industrial to General Commercial, and approving the Futbol5 General Commercial Comprehensive Development Plan to govern the development of said property. Martin moved; Peterson seconded a motion to approve Ordinance 2024-03. Discussion included Director Lock stating that the concern as voiced earlier during Citizen Comments regarding water runoff, the increase in stormwater should be mitigated through the site plan approval process. She also stated it would be unlikely that a traffic signal would be warranted at that location. Without objection the rules were suspended to hear from the developer of the Futbol5 project, Chuck Messer. Roberson moved; Goodwin seconded a motion to amend Ordinance 2024-03 by substituting the amendment made on first reading with the following: “Amend the Futbol5 Development Plan to require that outdoor lighting for sports events and parking lots be LED lighting (comparable to that which is for City parks); and to provide that games and activities requiring the use of outdoor lighting should be scheduled to end no later than 10:00 p.m. each night, as also comparable to City parks.” 10 MINUTES OF REGULAR MEETING MARCH 26, 2024 PAGE 9 Burgdorf clarified this was not a public park; it is a private entity, and he prefers to leave the amendment as is. Waters moved; Collins seconded a motion for an amendment to the amendment for the use of lights be scheduled to end no later than 9:00 p.m. There was continued discussion on potential light pollution. The vote on the amendment to the amendment was declared failed six (6) to seven (7) with voting as follows: Aye: Collins, Garza, Martin, Sasse, Skidmore, and Waters. Nay: Burgdorf, Dixon, Garton, Goodwin, Peterson, Roberson, and Clary. There was a majority vote of eight (8) to five (5) for the amendment to Ordinance 2024-03 with voting as follows: Aye: Collins, Dixon, Garton, Garza, Goodwin, Peterson, Roberson, and Clary. Nay: Burgdorf, Martin, Sasse, Skidmore, and Waters. Clary declared the motion carried. Additional discussion addressed traffic impact. Peterson added that this facility will offer more than just soccer; pickleball courts and a gym is to be included. There was a unanimous vote to approve Ordinance 2024-03 as amended on second and final reading. Clary declared the motion carried. The caption was read for second and final reading of Ordinance 2024-05, an ordinance amending Budget Ordinance 2023-11 to reflect mid-year adjustments to the City’s 2024 fiscal year budget. Clary moved; Garza seconded a motion to approve Ordinance 2024-05. Clary moved; Roberson seconded a motion to amend Ordinance 2024-05 as follows: 1. To replace the turf at Drake’s Creek Park that was damaged in the tornado amend Exhibit A as follows: a. Amend line 12 to increase FEMA reimbursement revenue by $210,000 for a new total requested amount of $335,000. b. Amend line 34 to increase appropriations by $210,000 for a new total requested amount of $335,000. c. This will have a net zero impact on the General Fund. 11 MINUTES OF REGULAR MEETING MARCH 26, 2024 PAGE 10 2. Amend Exhibit A, line 17 to increase donation revenue by $1,000 from a private donation for a new total requested amount of $19,098. a. This will have a net positive impact of $1,000 to the General Fund. There was a unanimous vote to approve the amendment. Clary declared the motion carried. Clary moved; Peterson seconded a motion to amend Ordinance 2024-05 a second time as follows: To add lights at Rugby field #2, amend Exhibit A as follows: a. Amend line 48 to increase donation revenue by $20,000 from Civitan for a new total requested amount of $24,000. b. Add an additional line to add appropriations for the Rugby Light project in the amount of $186,453. c. The current budget appropriates money for lights on one field. Installing the second set of lights at the same time as the first will save the City more than $25,000.00. Having a second lighted field will allow the field to be used sooner by teams (rugby and football) needing night practices and games. d. This would result in the use of fund balance of $158,515. There was some opposition to using the fund balance, so Mayor Clary added to amend line 30 of Exhibit A to reduce by $100,000.00, removing both plows and salt spreaders for existing dump trucks. This would result in the use of fund balance being $58,515 instead of $158,515.00. Clary then promised to present a budget that included a surplus of at least $58,000.00 added to the current year surplus. There was continued discussion on possibilities to cover the remaining $58,000.00 deficit. There was a ten (10) to three (3) vote to approve the motion to amend with voting as follows: Aye: Collins, Dixon, Garton, Garza, Goodwin, Martin, Peterson, Roberson, Waters, and Clary. Nay: Burgdorf, Sasse, and Skidmore. Clary declared the motion carried. Clary moved; Dixon seconded a motion to amend Ordinance 2024-05 a third time as follows: Appropriate funds for the Senior Center $417,383: a. Add a line to Exhibit A to add CDBG revenue in the amount of $417,383. b. Add a line to Exhibit A to add appropriations for the Senior Center project in the amount of $417,383. c. This will have a net zero impact on the General Fund. 12 MINUTES OF REGULAR MEETING MARCH 26, 2024 PAGE 11 There was discussion which included clarification that this was a continuing phase of the project and it is nearing completion. There was a majority vote of twelve (12) to one (1) with Peterson abstaining. Clary declared the motion carried. Collins moved; Garza seconded a motion to amend ordinance 2024-05 a fourth time by increasing the paramedic pay from $3,600.00 to $6,000.00. Collins read a letter from David Moomy encouraging BOMA to vote in favor of increasing the supplemental pay for Hendersonville firefighters to obtain the paramedic certification. Collins expressed her desire to encourage and reward employees to obtain the paramedic certification. The impact on the mid-year budget would be $6,400.00. In two (2) years (after certifications have been received as the process takes a couple of years to complete) the impact would be $19,200.00 and in three (3) years it would have an impact to the budget of $21,600.00. There was discussion as to whether it would be wise to wait until Gallatin releases their budget to see whether there would be an issue of competition. The concern is not competition but obtaining more paramedics for Hendersonville. Some aldermen prefer the increased pay request to go through Public Safety and come back to BOMA as an ordinance. Either way it will be before BOMA for a vote. The motion was declared failed four (4) to nine (9) with voting as follows: Aye: Collins, Garza, Goodwin, and Skidmore. Nay: Burgdorf, Dixon, Garton, Martin, Peterson, Roberson, Sasse, Waters, and Clary. Collins asked for a revote as she felt she voted incorrectly. The motion was declared failed five (5) to eight (8) with voting as follows: Aye: Collins, Garton, Garza, Goodwin, and Skidmore. Nay: Burgdorf, Dixon, Martin, Peterson, Roberson, Sasse, Waters, and Clary. There was a unanimous vote to approve Ordinance 2024-05, thrice amended, on second and final reading. Clary declared the motion carried. Waters moved; Goodwin seconded a motion to swap Item #5, Resolution 2024- 14 with Item #3, Ordinance 2024-04. There was a unanimous vote to take up Item #5 at this point in the meeting. Clary declared the motion carried. 13 MINUTES OF REGULAR MEETING MARCH 26, 2024 PAGE 12 The caption was read for Resolution 2024-14, a resolution accepting bid from Waste Pro of Tennessee, Inc. for the City’s trash collection. Skidmore moved; Martin seconded a motion to approve Resolution 2024-14. There was discussion that included Waste Pro’s bid being in the best interest of the City, Waste Pro was the lowest bidder for the services requested, start-up costs for the City to do their own collections would be around $12 million dollars and the cost to implement would be more than the current contract. Without objection the rules were suspended to hear from Waste Pro representatives. Questions of requirements for back-door pick up and containers were addressed to Waste Pro who stated language had been clarified in the contract to better communicate what is expected of them. There was a unanimous vote to approve Resolution 2024-14. Clary declared the motion carried. The caption was read for Resolution 2024-07, a resolution amending the Job Classification List and Pay Table. Burgdorf moved; Martin seconded a motion to approve Resolution 2024-07. Clary moved; Skidmore seconded a motion to amend Resolution 2024-07 by adding Heavy Equipment Mechanic, Job Code PK21, Pay Grade GE15, Non-Exempt erroneously omitted from the ordinance, but included in the Staff Report as well as correcting a typo on the GIS Coordinator which should have been Pay Grade GE20, Exempt. Director Gallo explained that the GIS Coordinator was a typo as all the salary comparisons were based off Grade 20. The Heavy Equipment Mechanic went to General Committee approximately six months ago and in the meantime, one of the Parks mechanics became certified. This is a way to retain employees, to encourage them to continue growing and developing their skills and the City to recognize them. Sasse inquired if this would be a vehicle for increasing the pay for paramedics by increasing the grade. Director Gallo explained that supplemental pay is part of the City ordinance so there would have to be an ordinance to change the pay. There was a unanimous vote to approve the motion to amend Resolution 2024-07. Clary declared the motion carried. There was a unanimous vote to approve Resolution 2024-07 as amended. Clary declared the motion carried. 14 MINUTES OF REGULAR MEETING MARCH 26, 2024 PAGE 13 The caption was read for first reading of Ordinance 2024-04, an ordinance amending Hendersonville Municipal Code Title 2, Chapter 1, Section 2-101, relative to appointing member to various boards and commissions. Roberson moved; Goodwin seconded a motion to approve Ordinance 2024-04. Sasse moved; Martin seconded a motion to amend Ordinance 2024-04 Section 2-101(2)(e) for the first sentence to read “The official roster of each board and commission shall be maintained by the mayor and available to the aldermen.” There was discussion as to where those records were held and the aldermen having access, and whether it served as a public records request. Clary said to just ask him for it. City Attorney Wray suggested the wording be “The official roster of each board and commission shall be maintained by the mayor and available to the Board of Mayor and Aldermen.” There was a unanimous vote to approve the motion to amend Ordinance 2024-04. Clary declared the motion carried. There was a unanimous vote to approve Ordinance 2024-04 as amended on first reading. Clary declared the motion carried. The caption was read for Resolution 2024-15, a resolution to apply for a SAFER Grant through the Federal Emergency Management Agency (“FEMA”). Goodwin moved; Collins seconded a motion to approve Resolution 2024-15. Collins moved to amend Resolution 2024-15 to have the SAFER grant apply to the hiring of twelve (12) firefighters. There was no proper second. Roberson moved; Goodwin seconded a motion to amend Resolution 2024-15 to have the SAFER grant apply to the hiring of six (6) firefighters. There was discussion on the number of employees needed per unit and the cost of six (6) firefighters once the grant funding ends. There was a majority vote of twelve (12) to one (1) to approve the motion to amend Resolution 2024-15 with voting as follows: Aye: Collins, Dixon, Garton, Garza, Goodwin, Martin, Peterson, Roberson, Sasse, Skidmore, Waters, and Clary Nay: Burgdorf. 15 MINUTES OF REGULAR MEETING MARCH 26, 2024 PAGE 14 Clary declared the motion carried. There was a unanimous vote to approve Resolution 2024-15 as amended. Clary declared the motion carried. OTHER AGENDA ITEMS Goodwin moved; Peterson seconded a motion to reappoint Don Ames and Tyrone Jay to the Municipal Board of Zoning Appeals. There was no discussion. There was a unanimous vote to approve the reappointment. Clary declared the motion carried. REPORTS Brief Committee Reports Public Works-Skidmore No Report BOMA Report-Eckenroth • Budget Schedule will be coming out this week from Finance Director Ingersoll for the rest of the year. • The majority of the Budget Committees will happen in April, the Budget Workshop in May and the Budget come before BOMA in May. • Deer Herd Committee update in BOMA’s April meeting. • Casey-Communication Plan for Trash Collection. • Casey-Communication Plan for the Walton Ferry/Old Shackle Island project. • The Easter Bunny visited Mary’s Magical Place earlier today. • Awards Banquet held at City Hall March 26, 2024, for significant contributions to the Parks system. Those recognized were Tom Battle, Allen Huffman, Tom Pomeroy, Cory Turner, Ken Becker, Mike Pike, Anthony Stratton, and Keith Bruce. Peterson requested police calls be broken down by type of call. Eckenroth stated that the reports were condensed from all the information gathered but he will make it available to BOMA upon request. Upon motion by Goodwin and second by Dixon, there was a unanimous vote for approval to adjourn. Clary declared the meeting adjourned. The meeting was adjourned at 11:26 p.m. 16 MINUTES OF REGULAR MEETING MARCH 26, 2024 PAGE 15 Approved: Jamie Clary, Mayor Attest: Tamara Ingersoll, City Recorder 17  ORDINANCE 2024-04 Sponsor: Clary AN ORDINANCE AMENDING HENDERSONVILLE MUNICIPAL CODE TITLE 2, CHAPTER 1, SECTION 2-101, RELATIVE TO APPOINTING MEMBERS TO VARIOUS BOARDS AND COMMISSIONS WHEREAS, the Hendersonville Municipal Code (H.M.C.), Title 2, Chapter 1, Section 2-101 provides general provisions associated with boards and commissions such as the nomination and appointment process; WHEREAS, the City desires to update the H.M.C. in these matters to provide for better efficiency and uniformity. NOW, THEREFORE, BE IT ORDAINED BY THE BOARD OF MAYOR AND ALDERMEN OF THE CITY OF HENDERSONVILLE, TENNESSEE that the Hendersonville Municipal Code, Title 2, Boards and Commissions, Chapter 1, General, Section 2-101, Appointing members to various boards and commissions, is hereby amended as follows: Section One: Section 2-101(2) is hereby amended by deleting in its entirety, and replacing it as follows: (2) The board of mayor and aldermen shall be notified in writing by the mayor at least three regular meetings prior to the expiration of the term of any member of any board or commission appointed by the board of mayor and aldermen. Each city alderman shall then inform the mayor in writing of their nominations at least one day before the agenda is mailed for the second regular meeting. The mayor will then provide each alderman with a list of nominations along with the agenda for the second regular meeting. The expired appointment positions shall not be placed on this agenda but will be placed on the third regular agenda so the aldermen will have at least two weeks to consider nominations. Should no nomination be presented at the time of the third meeting following notification of an opening, the opening may be filled without regard to ward representation restrictions. In this event, nominations may be made a part of the record of this third meeting or at the next regular meeting and the nomination process shall be deemed to be at a stage of `second meeting' as described above. Election to a board/commission may then occur at the next regular meeting following nomination. Positions filled by this `non-ward' method shall be noted on official membership lists by showing `Alt to Ward X' following the normal ward designation on such lists. This will allow normal ward presentation to be re-established at the end of such terms without compromising any other balance. (2) (a) This Chapter shall govern the nominations and appointments of boards, commissions, committees appointed by the board of mayor and aldermen, unless provided otherwise by State law, the City Charter, the H.M.C., or the City’s Zoning Ordinances, which shall supersede this subsection 2-101 (2). For the purposes of this Chapter, “committee”, “commission”, and “board” shall have the same meaning. (b) The mayor will notify the board of mayor and aldermen in writing quarterly by providing a list (the “Quarterly List”) no later than January 31, April 30, July 31, and October 31 of each year, consisting of any member of boards or commissions whose terms will be expiring in the following respective six (6) months. Each alderman shall then inform the mayor in writing of their ward-specific nominations and submit the appropriate applications no later than the following respective dates: February 28, May 31, August 31, and November 30 (the “Nomination Deadlines”). (c) The board of mayor and aldermen shall vote on the respective nominations during the first regular meeting of the following respective months: January, April, July, and October. In the event the first regular meeting should not be held for any reason during these months, the vote shall be on the agenda 18 of the next regular meeting. No appointments may be made at any other time unless an appointment is necessary for a quorum or for other good cause. An alderman shall nominate members of boards or commissions from the ward that he or she represents. (d) Should no nomination and application be presented by the respective Nomination Deadlines, the nomination of reappointment or replacement may be made by the mayor, attempting first with regard to ward representation restrictions, then without regard to ward representation restrictions. In this event, voting on the mayor’s nominations shall follow the same timeline as subsection (c) above. Positions filled by this “non-ward” method shall be noted on official membership lists by showing “Alt to Ward X” following the normal ward designation on such lists. This will allow normal ward presentation to be re-established at the end of such terms without compromising any other balance. (e) The official roster of each board and commission shall be maintained by the mayor and available to aldermen. A copy of each roster shall be available on the city’s website without members’ addresses, telephone numbers, and e-mail addresses. The roster shall include the name and e-mail address of the city staff liaison and liaison from the board of mayor and aldermen. Each staff liaison is responsible for forwarding comments or questions from residents to the members of their respective boards and commissions. (f) When a member whose term has expired on a board or commission, the member shall be allowed to serve until his or her successor is appointed. Section Two: Section 2-101(4) is hereby amended by deleting in its entirety, and replacing it as follows: (4) The board of mayor and aldermen may, by resolution, appoint one of its members to sit as an ex-officio, but non-voting, representative to any board or commission created by the board of mayor and aldermen. (4) Every December in even-numbered years, the board of mayor and aldermen will appoint one of its members to sit as an ex-officio, but non-voting, representative (“liaison”) to any board or commission created by the board of mayor and aldermen, subject also to changing at other intervals at the discretion of the board of mayor and aldermen. Section Three: Section 2-101(7) is hereby amended by deleting in its entirety, and replacing it as follows: (7) Grounds for removal. Failure to attend three (3) of any seven (7) consecutive regular meetings without a satisfactory explanation shall be grounds for removal of members of boards and agencies appointed pursuant to this chapter, with said removal being at the discretion of the board of mayor and aldermen. (7) Grounds for removal. In the event the mayor becomes aware of the following events, the mayor shall so designate the next Quarterly List, and the appointments shall be made in the same manner as provided herein: (a) failure to attend three (3) of any six (6) consecutive regular meetings; and (b) the appointed committee member’s seat has been vacated. Section Four: Section 2-101 is hereby amended by adding a new subsection (10) as follows: (10) Unless provided otherwise in the H.M.C., each board and commission shall elect officers during the first meeting of each calendar year. Until new officers have been elected, the previously presiding officers shall continue to serve. 19 This ordinance shall take effect at the earliest date allowed by law. First Reading: ___________________________ Second Reading: ___________________________ APPROVED: __________________________ ATTEST: JAMIE CLARY, Mayor _________________________________________ TAMARA INGERSOLL, City Recorder APPROVED AS TO FORM AND LEGALITY: _____________________________________ LANCE A. WRAY, City Attorney 20  LEGISLATIVE HISTORY Ordinance 2024-04 Sponsor: Clary Committee: General Date of Committee Meeting: March 12th, 2024 Committee Recommendation: Yes First BOMA Reading: March 26th, 2024 Amendment: There was an amendment to change the language of the first sentence in Section 2- 101(2)(e) to read “The official roster of each board and commission shall be maintained by the mayor and available to the Board of Mayor and Aldermen.” Vote on Amendment: Aye: Burgdorf, Collins, Dixon, Garton, Garza, Goodwin, Martin, Peterson, Roberson, Sasse, Skidmore, Waters, and Clary. Nay: None. Abstain: None. Motion carried. Vote on original motion as amended: Aye: Burgdorf, Collins, Dixon, Garton, Garza, Goodwin, Martin, Peterson, Roberson, Sasse, Skidmore, Waters, and Clary. Nay: None. Abstain: None. Motion carried. Second BOMA Reading: April 9th, 2024 21 DATE: April 9th, 2024 ORDINANCE/RESOLUTION # Ordinance 2024-04 SPECIFIC REQUEST/ BOMA is being asked to change the way that people are RECOMMENDATION: appointed to citizen committees by BOMA. STAFF REPORT REPORT PREPARED BY: Jamie Clary, Mayor BACKGROUND: 1 This pertains to the manner that BOMA appoints residents to committees, commissions, and boards. It does not impact BOMA’s standing committees. Currently 14 committees are composed of more than 90 residents. Most members are nominated by BOMA members and approved by BOMA. DISCUSSION: 2 The current process for these appointments needs to be improved. The current ordinance is confusing in its explanation of the process to fill vacancies: “The board of mayor and aldermen shall be notified in writing by the mayor at least three regular meetings prior to the expiration of the term of any member of any board or commission appointed by the board of mayor and aldermen. Each city alderman shall then inform the mayor in writing of their nominations at least one day before the agenda is mailed for the second regular meeting. The mayor will then provide each alderman with a list of nominations along with the agenda for the second regular meeting. The expired appointment positions shall not be placed on this agenda but will be placed on the third regular agenda so the aldermen will have at least two weeks to consider nominations. Should no nomination be presented at the time of the third meeting following notification of an opening, the opening may be filled without regard to ward representation restrictions. In this event, nominations may be made a part of the record of this third meeting or at the next regular meeting and the nomination process shall be deemed to be at a stage of `second meeting' as described above. Election to a board/commission may then occur at the next regular meeting following nomination.” This proposed ordinance simplifies the process. Once each quarter BOMA will handle appointments. The quarterly process, as proposed, begins with the mayor notifying aldermen in writing of committee members who terms will be expiring during the following six months. That notification shall be made each year before • January 31 for appointments through July • April 30 for appointments through October • July 31 for appointments through January • October 31 for appointments through April. Aldermen responsible for nominating a person from their ward to fill a committee position shall submit the appropriate applications within the following month. Providing time to have paperwork filled out and submitted, BOMA will vote on those appointments two months later. 22  2 This ordinance also • refines the process for nominations in the event that aldermen do not make nominations from their ward for ward-specific committee seats; • explains grounds for removal for absences and changes in qualifying; and • opportunities for alternate members to sit on some committees temporarily. FISCAL IMPACT: 3 None ADDITIONAL INFORMATION / PHOTOS: 4 Recently the staff have created orientation and welcome information for citizen committee members. They also have produced a video for chairmen and provided training for staff liaisons. The material helps committee members understand their roles, the committee mission, state laws pertaining to meetings, and the city’s expectations. ATTACHMENTS: 5 23  RESOLUTION 2024-16 Sponsor: Clary A RESOLUTION APPROVING THE BOARD OF PARKS AND RECREATION’S UPDATED POLICIES AND FEES FOR PROGAMS AND LEAGUES WHEREAS, H.M.C. Section 2-202(1) gives the Board of Parks and Recreation (the “Parks Board”) the authority to formulate policies and procedures for the park and recreation system, subject to the approval of the Board of Mayor and Aldermen; WHEREAS, H.M.C. Section 2-202(4) gives the Parks Board the authority to formulate to establish the fees and charges, if any. Any fees and charges realized will be deposited in the General Fund of the City of Hendersonville; and WHEREAS, the Parks Board unanimously approved these changes at its February 26, 2024 meeting: NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF MAYOR AND ALDERMEN OF THE CITY OF HENDERSONVILLE, TENNESSEE, that it hereby approves the attached updated polices and fees for park programs and leagues, as approved by the Board of Parks and Recreation, to take effect on August 1, 2024. Adopted this the ____ day of _______, 2024. APPROVED: __________________________ JAMIE CLARY, Mayor ATTEST: _________________________________________ TAMARA INGERSOLL, City Recorder APPROVED AS TO FORM AND LEGALITY: _____________________________________ LANCE A. WRAY, City Attorney 24  LEGISLATIVE HISTORY Resolution 2024-16 Sponsor: Clary Committee: Public Works Date of Committee Meeting: March 25th, 2024 Committee Recommendation: Yes BOMA Reading: April 9th, 2024 25 DATE: April 9th, 2024 ORDINANCE/RESOLUTION # Resolution 2024 - 16 SPECIFIC REQUEST/ That the Board of Mayor and Alderman consider approval RECOMMENDATION: of the updated Parks Fees for Park Programs and Leagues STAFF REPORT REPORT PREPARED BY: Andy Gilley – Parks Director BACKGROUND: 1 The Parks Department Staff constantly reviews and updates fees and processes for different leagues, events, tournaments, and facility rentals. This update is to our Special Event Application handbook. Staff took into consideration fees in city’s around us, the uniqueness of some of our facilities and spaces, and also the investment that hosting these events allows our local clubs and organizations to invest back into our Parks. DISCUSSION: 2 • This update not only includes updates to fee structures for events, but also includes updates to language to make application process more streamlined and to give the staff and the Parks Board the ability to require additional security and medical plan at events as our events have grown larger and more complex in scale and nature • Parks Board recommends approval unanimously from the February 26 meeting FISCAL IMPACT: 3 Increased fees will help create an increase in the city’s General Fund under revenue for Recreation – Athletics and also to the Hotel/Motel Tax fund for those events that are considered tourism related in nature by virtue of having participants come from over 50 miles away. The fiscal impact will vary based on the number of applications, but is expected to be in the range of $10,000. ATTACHMENTS: 4 • Red-line version of Parks Special Event Application Handbook 26  PARKS& ~ RECREATION Hendersonville City of Hendersonville Special Event Handbook & Application Revised 2/22/243/7/23 27 DEFINITION OF SPECIAL EVENT A Special Event shall be defined as any public gathering that is outside the normal usage such as a block party, festival, parade, celebration, concert, tournament or any similar occurrence to be conducted in or on any land that is owned or managed by the City of Hendersonville Parks and Recreation Department. APPLICATION PROCESS Festival/event & tournament organizers must complete and submit a Special Event Application to the Hendersonville Parks and Recreation Department~Re later thaR liQ Ela'!" prier te the sEheE111leEI e11eRt. All new events must come before the Parks Board for final approval. Application must be in the Parks office a minimum of 10 days prior to the meeting In order to be placed on the agenda. Parks Board meetings are typically the fourth Monday of each month. A representative of the event must be present at the Parks Board meeting in order for event to be considered for approval. Special exceptions will be reviewed on a case by case basis. APPLICATION INSTRUCTIONS These instructions are intended to help you complete the Special Event Application and any other associated forms. Please take the time to read these instructions prior to completing your application. If you have any questions, please do not hesitate to contact us. All information must be legibly printed in ink. It is very important that our agency and others be able to read the information. Return applications by mail or email to: Hendersonville Parks Department ATTN: Wade Evans, Special Events Program Manager Email: wevans@hvllletn.org 101 Maple Drive North Hendersonville, TN 37075 Please feel free to contact us at any time for additional applications or with questions regarding your application between 8:00 am and 4:30 pm, Monday through Friday at (615) 822-3898. The department's fax number is (615) 590-4621. SPECIAL EVENT APPLICATION All events require the Special Event Application to be completed. You may be required to complete other forms depending on the size and/or features of your event. Below are descriptions of each section on the Special Event Application. Please refer to these descriptions while completing your application. If at any time the application form doesn't provide adequate space, provide the additional information on a separate sheet and write "see attached" on the application form. When additional sheets are attached, place the event name and event date at the top of each additional sheet. APPLICANT INFORMATION Event Name: Enter the name of your event. This name should be the one that you are using to advertise your event. Event Producer: Enter the name of the organization, corporation, neighborhood group, etc. that is producing the event. Primary Contact: Enter the name of the primary person who is to be contacted regarding the application or event. Address, City, State, and Zip: Enter the mailing address information of the event producer in these blanks. Phone (Work, Home, Cell and Fax): Enter the primary contact's telephone numbers. It is important that the city can contact these person(s) at all times during the event. Email: Enter the primary contact's email address. 2 28  EVENT INFORMATION Event Type: Check the box(es) that applies Event Location: Check the box(es) that applies Fields Requested: Check the box(es) that applies Event Date(s): Enter the date(s) that the event will be open and closed for attendance. Estimated Attendance: Enter the estimated number of attendees/teams you are expecting for the entire event. Peak Attendance: Enter the estimated highest number of attendees/teams you are expecting at any one time during the event. Hours of Operation: Enter the hours the event will be open. If open multiple days, list hours separately for each day. Site Preparation: Enter the date and time you will start to prepare the event site. If no preparation is necessary, enter "N/A". Event Description: Enter a brief description of event. Please describe any unique characteristics of your event. Requested Services: Check all the needs, services or features that you are requesting of the Parks Department. Will an admission fee be charged? Please indicate if an admission fee will be charged. If yes, indicate the amount of the fee or fees. Is the Event: Check if the event is either For Profit, Not for Profit or a Charitable Fundraiser. If selecting Not for Profit, the organization must be recognized by the Internal Revenue Service as a non-profit organization and must provide proof of this in the form of the Federal ID# and/or a copy of the IRS exempt statement. If the event is a Charitable Fund raiser, the application must be accompanied by proof of Charity that will be receiving the profit. RAIN/CANCELLATION POLICY Describe your rain or cancellation policy if you have one. Also, provide alternative dates, times and locations. The Hendersonville Parks Department reserves the right to close fields/courts or cancel event for weather related issues. • Should severe weather occur during the event, please follow this policy regarding lightning detection THORGUARD SYSTEM Beginning spring 2019 the Hendersonville Parks Department and all operating athletic leagues, programs, and events will use the ThorGuard Lightning System, an Advanced Warning System, to monitor and detect lightning throughout Drakes Creek, Memorial, Veteran's, and Volunteer at Arrowhead parks. All Players and Parents are to understand how the ThorGuard Lightning system works and follow the rules and regulations that the system has put forth. HOW IT WORKS This system is installed on top of our Drakes Creek Parks maintenance building located in the middle of the park between the two softball/baseball quads. This system will detect lightning within a few miles of the complex. 3 29 - The system will alert all participants in the park when conditions become hazardous and lightning is detected within a 2-mile radius of the park. - When lightning is detected, a 15 second Warning Horn will Sound and the Strobe lights will flash (located on top of maintenance building) - All players and visitors in the park, must take shelter in their cars. DO NOT wait under trees, picnic canopies, or concession building overhangs. - When it is safe to return to the fields, a 3 consecutive horns will sound and the strobe light will turn OFF. INCLEMENT WEATHER PROCEDURE 1. During Lightning Alerts we ask that ALL INDIVIDUALS remain in their vehicles or inside until further notice. 2. During Lightning Alerts we ask that PARENTS ARE PRESENT with their vehicles in the Sports Complex to provide a safe place for their child to wait during weather delays. Waiting under the picnic overhang or outside will not reduce the chances of getting struck by lightning. All players are asked to be in the safest possible place at all times. 3. Players are asked to wait in their veh icles until the following notifications: -The sounding of the ThorGuard Siren indicates it's safe to be outside and the strobe light turns off. PLEASE refer to each independent leagues policies and procedures regarding lightning detection policy and resuming play beyond the Hendersonville Parks procedures listed above. SECURITY It is the responsibility of the applicant/event producer to provide adequate security for the event. The type and location of the event, availability of sufficient City police personnel, and other factors will determine the amount of security required at any event. The Hendersonville Police Department staff assigned to a particular event will have the sole discretion in all matters regarding security, traffic and crowd control at special events in the City of Hendersonville. The event producer will be responsible for obtaining extra security personnel for the following responsibilities: - Gate security - Security for VIPs/celebrities - Security of money handling room(s) - Stage security - Overnight security or security outside event hours - Private parking lot security - Security for event equipment, trailers, supplies, etc. EMERGENCY MEDICAL ASSISTANCE Depending on the size and nature of your event, additional emergency medical services and/ or security for the event patrons may be required. Every event will provide the Parks staff with their respective medical plan. 4 30 VENDORS Vendors must meet the following requirements below prior to being approved to serve during a special event and/or tournament with in the City of Hendersonville's parks. Additionally, the Parks Department prohibits vendors from setting-up on a regula r basis, for any activity other than a special event or tournament. • Vendor Fee of $2JO must be submitted to the Parks Department made payable to the "City of Hendersonville". This fee will be billed in addition to all other event/tournament fees following the completion of the event. The organizer of the event/tournament must collect the fee from the vendors and pay upon due date. {'le111#er !'ee AdjYs~ed & Psssed ~y P.e~s EJ.esrd «YRe 2i, 203.S 9Rd ejfediv-e J.y!y 1, 203.S) • A list of all vendors must be submitted to the Parks Department the week prior to the event/tournament for approval. • The Parks Department will issue a "Special Event Vendor Permit" for all approved vendors,_ which must be on display at all times during the approved event. • Vendors must provide the Parks Department proof of insurance, in the form of a certificate of Liability Insurance, naming the City of Hendersonville's Parks Department as additionally insured. • Food vendors must provide the Parks Department a copy oftheir current food permit. • Vendor is responsible for leaving grounds in their original state. This includes removal of trash, set up, etc. Violators of the above requirements will be removed from the parks and subject to additional fines by the police and/or parks departments. ELECTRICAL SERVICE Please list all booths, inflatables, cooking equipment, etc. that will be requiring the use of electricity at the event. Providing for your electrical needs has certain limitations, depending on where the event is held. If the park property where you are holding your event does not have adequate electrical outlets, the producer of the event is responsible for obtaining the proper power supply to satisfy the needs of the event. This is normally in the form of gasoline powered generators. All electrical issues must be discussed with the maintenance supervisor. INSURANCE The applicant/event producer must comply with the following insurance requirements to be considered for a Special Event. Insurance must be submitted within 14 days of the event to the Hendersonville Parks and Recreation Department. Failure to submit appropriate insurance will result in cancellation of event. The applicant/event producer and the vendors that are contracted by them must purchase and maintain, for the duration of the event including setup and dismantling, the following types of insurance at their own cost and expense: 1.) Comprehensive General Liability Insurance - A general liability insurance policy, or its equivalent, written on an occurrence basis (or yearly basis), with a minimum of $1,000,000 combined single limit of liability per occurrence for bodily injury, personal injury, and property damage is required. If food or beverages are to be served, then product liability coverage must also be included with a minimum of $1,000,000 per occurrence. 2.) Additional Insurance Requirements - the applicant/event producer and all vendors must list the City of Hendersonville as Additional Insured for the event on all insurance policies with regards to event. 5 31 3.) Carnival Rides/Inflatables - The producer must obtain liability insurance to cover any and all carnival rides/inflatables, with a minimum coverage of $1,000,000 per occurrence. The City of Hendersonville reserves the right to require insurance of applicant/event producers and/or vendors for activities other than those specifically mentioned above, or to increase the minimum acceptable limits of liability with reasonable notice to the applicant/event producer. 4.) Uve Music -the event producer must obtain all legal approval and verification for use of any live music through the proper music publishing companies. Proof of approval must be submitted to the Hendersonville Parks and Recreation Department prior to event. Failure to obtain permission will result in bands/musicians being removed from event. For all events that have live or amplified sound or music, the applicant/event producer must complete a Sound Permit with the City of Hendersonville. MEETINGS/ PREPARATIONS The primary contact for each event is responsible for meeting with the Parks Department either in person, over the phone or electronically in the weeks and days prior to event to update on any needs from the Parks Department. The primary contact Is responsible for meeting with the Maintenance Supervisor and Special Event Coordinator prior to event to coordinate any maintenance issues for event that may include extra trash collection, field maintenance, etc. Any and all communicat ion with the Parks Department concern ing needs or questions for event is strongly encouraged. Failure to abide by the meeting schedule will result in date being released for the following year. FEES There will be an application fee associated with certain special events based upon the Special Events Coordinator's discretion. This fee must be paid once the event is approved to secure the date for your event. Fee structures are listed below. It Vendors - payment must be one sum from the producer of event (this fee occurs for ALL events) • $~ 0 flat fee per vendor per event EVENT FEES: Sports Camps: 2 weeks or less • $10§ per participant .!,_NO fees for sclrnel leaglclescamps hosted by Sumner County Schools. Formatted: Font Symbol, Font color: Black, Condensed • Field rental fee would also app ly to organizations that do not currently operate in the Iby 0.1 pt Hendersonville Parks system. Basehall/!ioftball/<.Fass Athletic Fields· • $12500 per field/ per day for laaselaall/seftlaall,LgFass Jthletic fields • Includes lining and dragging fields one time for the day before games begin • Includes lights for any fields requested • Additional mandatory fee of $,?_;1,00 per Saturday. Fee includes additional maintenance staff-~ would coveF (1) R'laiRteRaAEe staff perseR fer 4 helclrs eR l;aturda)' fer tFash, restreeR'ls, etc. • Entire Soccer Complex Weeknight: $1007§0 per day on any weeknight • Entire Soccer Complex Weekend: $~2000 for entire weekend (Friday-Sunday) or $12500/field/dayfor one day weekend tournament 6 32  lnline Hockey- P.sssed by P"~"s IJ99r:dJu!-y 26,, 2021 &Rd effer:tiv-e immedi9tely • Weekday (Monday-Thursday): $12-75/rink/day • Weekend (Friday-Sunday): $2CW..0 for first rink & $12500 for second rink/day Tennis I Formatted: Indent Le~ O" • $100 per day+ $2 per person head tax. • Same for special event, USTA, or 3 rd party event Fishin g Tournaments -this includes the use of one shelter- P.95Sed by Perks IJ99~August 22, 203.6 91<1d effer:tiv-e llugu5t i1, 2016 • 60 Boats or Less- $240 includes Shelter 8 full day rental. • 60-100 Boats- $360 includes Shelter 5 and 8 full day rentals . • 100+ Boats- $480 includes Shelter 5,7, and 8 full day rentals. • $5 per boat fee will be assessed for future Sanders Ferry projects. Other Events -this includes the use of one shelter (where applicable) • $l2Q0 for small event (500 people or less) ie: disc golf, movies in the park, arts &entertainment • $30~0 for large event (more than 500 people) disc golf, movies in the park, arts &entertainment • Heritage Park: $l,2GOO • Sanders Ferry Park: $1,2 0 • hihne !·focke) Rink (e,.elu~1w ~ Monda)' through Th11rsda)': $15/hr/rink Friday through Sunday: S25/hr/rink 7 33 SCHOOL FEES: Tournaments and Events Hosted by Sumner County Schools within the Hendersonville Parks system. Tournaments and Events a art o re ular and ast season la does not o I i the team is participatinq.!ls55ed by fls•.~ issfd F-eb~sr114, 1919 s,id ef/eRive i1Rmediste/,y Baseball Softball Soccer Lacrosse Other Club S orts • $75 per tournament that lasts 5 days or more !..._$~~00 per tournament for 4 days or less._ Formatted: Font: Symbol, Font color. Black _J • $125 per field per da y. Formatted: Font Symbol, Font color. B I _la_c_k _ __ • Weekend Maintenance Fee will app ly • URlimitea to1c1maments Jler •tear/ Jler scl:1001 ,' Jler s13ort at the "sehool rate" • For baseball & softball, iRel1c1des liRiRg aREI Elragging one time for the day before gamesbegin Fishing Tournaments • $1~90/tournament Cross Country • $JJS0/meet bacresse/Rlelgb\·{Ultimate Frisbee • $7§/f-iela/dav In line Heei,e•, .Oe55ed by .aeFks Board «u'y 1', 1911 Ellld effective immedietely • Men day Thursday: $ IQhink/hr (Max $SO/rink) • Friday Sunday: SW/rink/hr (I rinl1 $HID MAX) (2 rinl,s $ISO MAX) Note: Fees for any tournament shortened due to inclement weather will be adjusted as needed by Director and Stoff. 8 34 ADDITIONAL ITEMS • Unless otherwise specified, the monthly Parks Board meeting occurs at 6pm the last Monday of every month. Event Organizers may join via Zoom or in person at City Hall. • To be on that month's agenda, all applications are due by the 15th of that respective month. For example, to be added to the March agenda, the application must be submitted by the 15th . • All events MUST submit a layout plan with their application for approval of event • Effective 8/1/2022 all dirt field tournaments will have a start time of no earlier than 9:00 AM. The last regularly scheduled game will be no later than 8:30 PM. • Any adjustments to this schedule must be approved by the Parks Staff. • Scoreboard controllers are available for use. Controllers must be returned to designated spot at the end of each day, which will be determined by the Parks Staff. Failure to return controllers will result in inspection of controllers for damages or repairs. The event manager or company will be responsible for any repairs or replacements . • Any event at Sanders Ferry Park will require 2 additional portable restrooms to be provided per 500 persons. (1000= 4 portable restrooms, 1500= 6 portable restrooms, ETC) • The event will be expected to contribute a donation or fee to the Parks or local non-profit organization that is either: o Recognized by the city's non profit committee o Currently using the Hendersonville Parks for play o Has a physical address in Hendersonville. MEETING WITH FIRE, POLICE, and PARKS • All events, apart from team sports, with an estimated 2,500 plus attendees will require an additional - meeting with members of the Fire, Police, and Parks department. 9 35 PARKS& RECREATION Hendersonville Special Event Application APPLICANT INFORMATION EVENT NAME:._ __ __ _ _ _ _ _ _ _ _ _ _ __ _ _ _ _ _ _ _ _ _ _ _ _ __ EVENT PRODUCER:._ _ _ _ _ _ _ _ _ __ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ _ PRIMARY CONTACT:,_ __ _ _ _ _ _ __ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ _ __ ADDRESS:._ _ _ _ _ _ _ _ _ _ _ __ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ _ CITY.:__ _ __ _ _ __ _ __ __ _ _ _ _STATE:._ _ _ _ ZlP:._ _ _ __ _ __ __ PHONE: CELL:._ _ _ _ _ _ _ _ _ _ _ HOME:._ _ _ _ _ _ _ _ _ __ _ _ _ _ __ EMAIL:._ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ _ _ _ _ __ EVENT INFORMATION EVENT DATE(S): _ _ _ _ _ _ _ _ _ __ __ __ _ _ _ _ _ _ _ _ _ _ _ __ _ __ HOURS OF EVENT.:_ - - - - - - - - - -- - - -- - - - - - - - - - - - -- -- TOTAL ATTENDANCE: MIN#: MAX#:_ _ __ _ _ _ _ __ _ _ _ __ WILL THIS BE AN ANNUAL EVENT? □ NO O YES EVENT TYPE: Athletic Festival Camp Walk/Run Tournament Concert Fishing Wedding Other Tournament I EVENT LOCATION: Drakes Creek Memorial Sanders Ferry Veterans Heritage Park Volunteer Park Rugby Park Other FACILITIES REQUESTED: D DC#l D DC#2 D DC#3 D DC#4 0 DC#S D DC#6 D DC#7 D DC#8 D DC#9 D DC#lO 0 DC#ll D DC#l2 D DC#l3 0 VET#l □ VET#2 □ VET#3 0 DC FOOTBALL O MEMORIAL FILED □ DC FRONT SOCCER □ DC BACK SOCCER □ VPASOCCER □ RUGBY COMPLEX □ INLINE HOCKEY □ TENNIS COURTS □ GREENWAYTRAIL □ GREENSPACE □ SHELTERS O OTHER 36 SITE PREPARATION DATE & NEEDS:_ _ _ _ _ __ _ _ _ __ _ __ _ _ _ __ _ _ _ __ WILL EXTRA FIELD MAINTENANCE BE NEEDED DURING THE EVENT? □ NO □ YES IF YES, PLEASE PROVIDE DATES & TIMES REQUESTED: _ _ __ _ _ _ _ _ __ _ _ _ _ __ _ __ REQUESTED SERVICES: □ EXTRA GRASS CUTTING □ EXTRA PICNIC TABLES □ EXTRA TRASH CANS □ EXTRA RESTROOM FACILITIES □ RESTROOM MAINTENANCE □ TRASH COLLECTION □ CONCESSIONS □ EXTRA FIELD MAINTENANCE □ PARKS DEPARTMENT STAFF □ OTHER. _ _ _ _ _ _ __ _ __ ELECTRICAL SERVICES- List all booths, inflatables, cooking equipment, timing equipment, etc. that will be requiring the use of electricity at the event:_ __ _ _ _ _ _ __ _ _ _ _ __ _ _ __ _ _ __ _ __ VENDORS- List all vendors by name, address, and contact number along with the products and/or services that they will be providing at the event:. _ _ _ _ _ _ _ __ _ _ _ _ _ __ _ _ _ __ _ _ _ __ EVENT DETAILS: GIVE A BRIEF DESCRIPTION OF THE PROGRAM:._ _ _ __ __ __ _ __ _ _ _ _ __ _ __ _ LIST THE BENEFITS THIS EVENT WILL PROVIDE IT' SPARTICPANTS: _ _ _ __ __ _ __ _ __ __ _ ALCOHOL SALES: WILL THERE BE ALCOHOL SERVED AT THE EVENT? □ NO □ YES IF YES, PLEASE LIST WHO WILL BE USED AS SERVERS : _ __ _ _ __ __ _ _ _ __ _ _ _ __ PLESE INDICATE THE TYPE(S) OF ALCOHOL THAT WILL BE SERVED: □ BEER □ WINE □ LIQUOR I confirm have read and agree to the Parks Guidelines and Handbook for alcohol sales in city park facilities, as well as receive official approval and permit from the Beer Board prior to the event? □ NO □ YES SAFETY & EMERGENCY FACTORS: RAIN/CANCELLATION POLICY: Is there a rain policy for your event? If yes, please give a brief description along with optional date(s) andtime(s)_ _ _ __ __ _ _ _ __ _ _ _ _ _ __ _ _ _ _ _ __ _ __ WILL EMERGENCY MEDICAL ASSISTANCE BE PROVIDED? □ NO □ YES LIST PROVIDER:_ _ _ _ _ __ _ 11 37 PLEASE SPECIFY MEDICAL PROVISIONS, AID, POINT OF CONTACT/NUMBER, AND OTHER MEDICAL/EMERGENCY PLANS: (All events held within the Hendersonville Parks and Recreation system must provide these) PROGRAM FINANCIALS: Will THERE BE A PRE-REGISTRATION FEE CHARGED FOR THIS EVENT? 0 NO □ YES AMOUNT_ _ __ WILL THERE BE A PARKING AND/OR GATE FEE CHARGED FOR THIS EVENTI ONO O YES AMOUNT_ _ __ IS THIS EVENT: 0 FOR PROFIT 0 N0TFOR PROFIT 0 CHARITABLE FUNDRAISER List the Non-Profit Organization that will benefit as the partner of_this event:._ _ _ _ _ _ __ _ _ _ _ __ List the donation amount and/or fees that will benefit the Non-Profit Organization.:__ _ __ _ __ _ _ _ __ PLEASE RESPOND TO EACH OF THE FOLLOWING: I understand the event will be expected to contribute a donation or fee to the Parks or local non-profit organization that is either recognized by the city's non-profit committee, currently using the Hendersonville Parks for league play, or has a physical address in Hendersonville. □ NO D YES I understand that I will be required to provide a current certificate of insurance naming the City of Hendersonville as an "additional insured" and accept all responsibility prior to the event taking place. □ NO D YES I understand that I will be required to provide the Parks Department a list of all vendors, their current certificate of insurance naming the City of Hendersonville as an "additional insured", and ensure they pay the $30 vendor fee prior to event set-up. I understand I am responsible for vendors to abide by parks policies and return grounds to original state following event. D NO □ YES If applicable, I understand that I must promote and reserve hotel blocks within Sumner County for attendees to stay. I will be required to provide the Parks Department a list of all hotels and the reservation confirmations prior to the event. □ NO □ YES I understand I will be responsible for obtaining all legal permissions and/or permits for any and all live music to be performed at the event. Permissions must be obtained from the proper licensing and/or publish Ing companies. Proof of permission must be given to the City of Hendersonville Parks and Recreation Department. This includes all live music performed by bands and/or musicians. □ NO □ YES I understand that I will be responsible for informing the City of Hendersonville and all participants of risks involved with participation and/or use of equipment and supplies. D NO □ YES 12 38  HOLD HARMLESS CLAUSE Program organizer shall save and hold the City of Hendersonville and the Hendersonville Parks and Recreation Department harmless from and against all liability, claims and demands on account of personal injuries (Including without limitation to the foregoine; worker's compensation and death claims) or property loss or damage of any kind whatsoever, which arises out of or be in any manner connected with the performance of this contract, regardless of whether such injury, loss, or damage shall be caused by, or be claimed to be cause, by the negligence of the permit holder or the City of Hendersonville and Hendersonville Parks and Recreation Department; or by any aaents or employees of any of the foregoing; or by accident; or otherwise. If application is approved, the program organizer is responsible to adhere to all rules and regulations as set forth In the Hendersonville Municipal Code. A copy of these regulations is available at City Hall or on the City's website. The undersigned agrees to the terms of this agreement as outlined by the City of Hendersonville Parks and Recreation Department. Signature Date OFFICE USE ONLY APPLICATION RECEIVED: _ _ __ _ _ _ _ _ _ _,PARKS BOARD REVIEWED: _ _ _ _ _ _ _ _ __ FINAL APPROVAL DATE: STAFF SIGNATURE: _ __ _ _ _ _ __ __ 13 39 40 41  CITY OF HENDERSONVILLE TO: Board of Mayor and Aldennen N \\4" wc::-,,~&,L.. I hereby nominate to serve a--1-.- yeartenn on the ~,2>1 w~ AA11ru7 {3tJA-,,..,.., 1 (Name ofBoard) r- ""'\' " " / Incumbent' s Name: ____,__f1.._).c. .1......<3....,_Q__.__,R.t~?...$'2 .........J:...___ __ Ward: ( 10 ,A) Mayor/Alderman tv//J 1,/z,,r..~ Ward Date 42  Hendersonville Metrics March 2024 FINANCE LOCAL SALES TAX REVENUE July - February, 4.60% 3,000,000 2,500,000 2,000,000 1,500,000 1,000,000 500,000 0 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 2022 FY 2023 FY 2024 Local sales tax is up 4.60% YTD. Feb. 2023 vs. Feb. 2024 = $42,195 in growth. February 2024 investment earnings = $126,973, up from $4,779 in February 2023. LOCAL SALES TAX REVENUE July - February, $616,398 from PY 16,000,000 14,000,000 12,000,000 10,000,000 8,000,000 6,000,000 4,000,000 2,000,000 - FY 2022 FY 2023 FY 2024 43  LOCAL SALES TAX & PERMIT REVENUE YTD - 5.15% 3,000,000 2,500,000 2,000,000 1,500,000 1,000,000 500,000 0 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 2022 FY 2023 FY 2024 GENERAL FUND OPERATING EXPENDITURES YTD - 13.58% 10,000,000 9,000,000 8,000,000 7,000,000 6,000,000 5,000,000 4,000,000 3,000,000 2,000,000 1,000,000 - JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 2022 FY 2023 FY 2024 Operating expenditures up significantly in November from a large paving project, Decemeber through February have not seen significant deviations. 44 PUBLIC SAFETY FIRE - CALLS FOR SERVICE 1,000 900 800 700 600 500 400 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 2022 FY 2023 FY 2024 FY24 Fire and PD calls are generally trending with prior year activity. POLICE - CALLS FOR SERVICE 5,000 4,500 4,000 3,500 3,000 2,500 2,000 1,500 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 2022 FY 2023 FY 2024 CALLS FOR SERVICE, JULY - MARCH 40,400 35,400 30,400 25,400 20,400 15,400 10,400 5,400 400 FY 2022 FY 2023 FY 2024 YTD FIRE YTD POLICE 45 CODES RESIDENTIAL PERMITS ISSUED COMMERCIAL PERMITS ISSUED 600 80 70 500 60 400 50 300 40 30 200 20 100 10 0 0 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 2022 FY 2023 FY 2024 FY 2022 FY 2023 FY 2024 RESIDENTIAL ACTIVITY, JULY - MARCH 10,000 9,000 8,000 7,000 6,000 5,000 4,000 3,000 2,000 1,000 0 FY 2022 FY 2023 FY 2024 YTD Permits YTD Inspections 46 PLANNING USE & OCCUPANCY PERMITS ISSUED 40 35 30 25 20 15 10 5 0 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 2022 FY 2023 FY 2024 The U&O activity for FY24 is on par with FY22 & FY23 activity. COMMERCIAL PROJECTS PROJECTS APPROVED - YTD APPROVED 80 YTD 86% from PY 70 14 60 12 50 10 40 8 30 6 20 4 10 2 0 0 FY 2022 FY 2023 FY 2024 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 2022 FY 2023 FY 2024 YTD Residential YTD Commercial Commercial activity is up, residential activity is down, compared to FY23. 47 PARKS Upcoming Events April Event Location 5-7 Game 7 Baseball Drakes Creek Park 5-7 ECHO Youth-College Hockey Volunteer Park 6 Grass Volleyball Tournament Volunteer Park 6 SAF Anglers Bass Sanders Ferry Park 6 Borderless Arts Memorial Park 12-14 USSSA Softball Drakes Creek Park 12-14 Game 7 Baseball Drakes Creek Park 12 Putting for a Purpose Bluegrass CC 13 TN Bass Nation Kayak Fishing Sanders Ferry Park 18 Nerf Night Volunteer Park 19-21 Beech Softball Classic Veterans Park 19-21 Game 7 Baseball Drakes Creek Park 21 Grass Volleyball Tournament Volunteer Park 19-21 TN United Soccer Tournament Drakes Creek Park 25-28 HHS Baseball JV Tournament Drakes Creek Park 26-28 USSSA Softball Drakes Creek Park 27-28 Game 7 Baseball Drakes Creek Park 48 49 PUBLIC WORKS PAVING (IN LANE MILES) STORMWATER PROJECTS 35 30 30 25 25 20 20 15 15 10 10 5 5 0 0 Budgeted Completed Budgeted Completed CAPITAL PROJECTS FIREHALL #7 SANDERS FERRY GREENWAY $342,482 $233,962 6% 4% $5,169,318 $5,317,579 94% 96% Project Expense to Date Project Unspent to Date Project Expense to Date Project Unspent to Date SIGNAL SYNCHRONIZATION $42,668 2% $1,709,259 98% Project Expense to Date Project Unspent to Date 50 HUMAN RESOURCES 388 Budgeted Fulltime Positions by Department - FY2024 Police - 40% Fire - 31% 2% 3% 1% 3% Public Works - 11% 3% Parks - 6% 6% Codes - 3% 40% 11% Finance - 3% Planning - 2% Central Admin - 3% 31% Executive - 1% LIST OF ACTIVE RECRUITMENTS TITLE DEPARTMENT Data Analyst Administrative Services Administrative Assistant Fire Department Parks Maintenance Worker II Parks Planner Planning Police Officer Police Department Traffic Engineer Public Works 51