Board of Mayor & Aldermen

CITY OF HENDERSONVILLE BOARD OF MAYOR AND ALDERMEN November 26th, 2024, at 7:00 p.m. 101 Maple Drive North, Hendersonville, TN 37075 Pages I. Call to Order by the Mayor II. Acceptance of Agenda III. Presentations A. Proclamation for former Alderman Lee Peterson B. Proclamation for former Alderman Jim Waters IV. Public Hearing V. Minutes A. Approval of the November 12th, 2024, meeting minutes 2-13 VI. Citizens’ Comments VII. Consent Agenda VIII. Ordinances and Resolutions Clary, Burgdorf 1. First reading of Ordinance 2024-21, an ordinance establishing a special 14-17 committee to be known as “The Lakeshore Committee” Clary 2. Reading of Resolution 2024-42, a resolution amending the job classification list 18-23 and pay table IX. Other Agenda Items 3. Appointment of members to the regular Standing Committees 4. Election of the Vice-Mayor X. Reports 5. Brief Committee Reports: 1. Finance – Dixon 6. BOMA Report 24-33 XI. Adjournment 1 Anyone needing accommodations due to disabilities, please contact the ADA Coordinator at 615-822-1016 at least 24 hours prior to the meeting. MINUTES OF REGULAR MEETING NOVEMBER 12, 2024 PAGE 1 CITY OF HENDERSONVILLE BOARD OF MAYOR AND ALDERMEN MINUTES OF REGULAR MEETING November 12, 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 TAMARA INGERSOLL, CITY RECORDER The November 12, 2024, BOMA meeting was opened with prayer led by Bishop Michael Boyd, Bishop at Rebuilding Lives Church. The Pledge of Allegiance was led by Mayor Clary. AGENDA Waters moved; Roberson seconded a motion to accept the November 12, 2024, agenda. Dixon moved; Goodwin seconded a motion to amend the agenda to request those speaking during public comment indicate if they live within or outside the Hendersonville city limits. There was a unanimous vote to approve the amendment to the agenda. Sasse moved; Burgdorf seconded a motion to postpone the reading of Resolution 2024- 43. Sasse would like the resolution to be heard by Public Works in two weeks. Collins asked Mr. Eckenroth how the delay would impact funds. Mr. Eckenroth noted that Public Works Committee approved the ordinance to fund this project. Mr. Eckenroth also indicated that delays could impact the funding for this project. 2 MINUTES OF REGULAR MEETING NOVEMBER 12, 2024 PAGE 2 Roberson noted that this project has already been to Public Works and the Capital Projects committees. He would like to resolve this tonight. He indicated that he does not support this motion to postpone. Dixon noted that she wants to support this motion but prefers to have the discussion occur tonight. Sasse withdrew the motion to postpone and Burgdorf agreed. Collins moved; Roberson seconded a motion to waive the two-week rule for this item and to move Resolution 2024-43 to be the first item on the agenda under Ordinances and Resolutions. There was a unanimous vote to approve the amendment to the agenda. The motion to accept the agenda as twice amended was approved unanimously. Clary declared the motion carried. PRESENTATIONS Mayor Clary presented a proclamation for Dorothy “Dottie” Leonard Miller, CEO and Founder of Hendersonville based companies Daywind Music Group and New Day Christian Distributors. Mayor Clary spoke of Ms. Leonard Miller’s deep Christian faith and talent as a local artist who combined her love of God with her passion of the arts through her love of Gospel music. She uplifted and mentored many young artists. Mayor Clary extended condolences to the family and invited citizens to celebrate her life and lasting impact in the community as she embodied values of kindness, service, and grace. Her son and daughter were present to accept the proclamation along with many employees. Mayor Clary presented a proclamation to Tena Lee recognizing her service in the local media coverage. After 26 years of journalism starting part-time with the Hendersonville Star News in 1998, becoming full-time in 2008, then moving to the Hendersonville Standard in 2016 where she continued through 2024, Friday will be her last day. She has covered city government, Sumner County Government, and the Hendersonville community while attending thousands of meetings, writing thousands of articles, and receiving dozens of honors from the Tennessee Press Association, including 24 first place awards for News Reporting, Investigative Reporting, Editorial Writing, Breaking News Coverage and Best Personal Column. Tena has served as the Hendersonville Historian with her reporting of triumphs and tragedies of the Hendersonville community. She has reported with integrity, conducted interviews with country music legends, sports icons, and world-renowned artists. She has written a book-Southern Music Icons of Hendersonville, Tennessee. She has held govt officials accountable, had an unwavering commitment to the people of Hendersonville all the while writing of the livability of Hendersonville where she lived and worked. Mayor Clary extended his and the citizens of Hendersonville’s gratitude and appreciation in honor of her hard work, dedication, and service. 3 MINUTES OF REGULAR MEETING NOVEMBER 12, 2024 PAGE 3 PUBLIC HEARING None. MINUTES Burgdorf moved; Sasse seconded a motion to approve the October 22, 2024, minutes. There was no discussion. There was a unanimous vote to approve the October 22, 2024, minutes. Clary declared the motion carried. CITIZENS’ COMMENTS Clary read the guidelines for Citizens’ Comments. Mary Genung of 1100 Lock 4 Road, Gallatin, does not reside in the city limits of Hendersonville. She spoke of her concern regarding Resolution 2024-43 and eminent domain and the government taking property for its own use. She indicated that residents seemed to be concerned and that other options need to be considered. She stated that eminent domain should never be used and doesn’t think this is the right way to complete this project. She also noted that she is very skeptical of traffic studies and indicated that she will not vote for it if it comes back to the County Commission. Mark Evans of 1567 Drakes Creek Road does reside within the Hendersonville city limits. He indicated that he has been a proponent of the roundabout project and noted that it is fully funded if the project begins soon. During his campaign he went door to door and many citizens indicated that traffic is a concern for them. He indicated that staff have done their due diligence, have looked at options, talked to residents. He feels that it is time to move this project forward as many residents in Ward 6 want this project to be completed. There have been many close calls with cars pulling out into oncoming traffic and he supports this project. Andrea Stilgenbauer of 422 Nowman Way does reside within the Hendersonville city limits. She indicated that she lives in the Norman Creek subdivision and is an attorney. Her concern is regarding Norman Creek, Phase 3. Based on the 2006 PDP it is clear that Phase 3 was not intended to be built out. She indicated that the vesting period is important and protects the people and the builders. The builders have taken no action for Phase 3 and those who reside in Norman Creek do not want this to move forward. She asked that BOMA take this into account. Scott Thomas of 413 Norman Way does reside within the Hendersonville city limits. He indicated that Phase 3 was never intended to be done. Norman Creek was 100% complete with Phase1 and Phase 2 and was handed over to the HOA. Phase 3 expired and no extensions were filed for Phase 3. He noted that he is opposed to untruth and side-stepping rules. He wants everything to be done properly. 4 MINUTES OF REGULAR MEETING NOVEMBER 12, 2024 PAGE 4 Bryan DeMoy of 146 Macy Drive does reside within the Hendersonville city limits. In Norman Creek the 2006 PDP never was final. The 2006 PDP became null and void. Norman Creek would be 92 home community and only includes Phase 1 and Phase 2. In 2016 Phase 1 and Phase 2 were final and Phase 3 is null and void. If the developer is saying the Final Development Plan can be changed, Mr. DeMoy asked they present where it states that they can do that and use the 2006 PDP. He asked the Board to abide by the rules and vote against this proposal. Joeleen Betterly of 408 Norman Way does reside within the Hendersonville city limits. She noted that her neighbors have done a good job presenting the information on Norman Creek. She asks the facts that have been presented be considered and asks where it is stated that allows an extension of the 2006 PDP beyond a vesting period. Charlena Aumiller of 143 Ruland Circle does reside within the Hendersonville city limits. The City of Hendersonville has never used eminent domain in the past. She noted that the roundabout is a good project, but she doesn’t support it. She asked if the city tried to buy from willing sellers. She also indicated that the public needs more information. She would like everyone to see the offers and counter offers to help the citizens gage the effort that has been put into the negotiations. Due diligence has been done on the design of the project. She questioned whether the City would have to pay more if the ARPA timelines are not met. She requested offers and counteroffers through a Public Records Request and was denied based on attorney-client privilege. Eminent domain is not negotiation. City would be taking from 5 homeowners to complete this project. Lyndsey Steen of 101 Herman Harrison Road does not reside in the city limits of Hendersonville. She indicated that there is an issue with communication regarding the roundabout. She shared it is her understanding that the ARPA funds to be used for the roundabout could have been used to help single mothers with heat and air and windows and she feels that would have been a greater use of the funds. She mentioned her experience with eminent domain and because of that experience, she doesn’t feel comfortable going forward with the roundabout. Charles Kimbrough Jr. of 1004 Anderson Road does not reside in the city limits of Hendersonville. He noted that Hendersonville has never done eminent domain before. He noted that there is too much traffic on Drakes Creek Road and a roundabout won’t fix the problem. He doesn’t feel that standard procedures are being followed and noted that the City can’t harm people financially to do this project. This project may cause property values to decrease and questioned who is going to pay for this loss in value. No one will want to buy a house with a roundabout in their front yard. He stated he doesn’t want the money, but if he was going to be forced to take it, he feels he should be adequately compensated for the loss of his property value he feels he will incur. No one supporting this project has any skin in the game. They don’t stand to lose anything. Kara Kimbrough of 1004 Anderson Road does not reside in the city limits of Hendersonville. She has lived here since 2002. She shared after the 2006 tornado, they rebuilt their home on the same property because they loved the area. The roundabout threatens the home she loves. She indicated that she does not want homes to be devalued. She also noted that the roundabout project doesn’t address traffic. There used to be a stop 5 MINUTES OF REGULAR MEETING NOVEMBER 12, 2024 PAGE 5 sign before Durham Farms. She suggested putting the stop sign back. Phil Olea of 101 Countryside Drive does not reside in the city limits of Hendersonville. This project first came up in 2005. For the past five years, traffic safety has not been a concern. For past three years there is a no accident rate of 99%. He has cameras pointed at the intersection and he sees everything. People tend to speed up coming out of Durham Farms. He can’t imagine what would happen with a roundabout. Donna DeSopo of 101 Chambliss Court does reside within the Hendersonville city limits. She wants the City to stay a beacon of freedom. She is before the Board to instruct them as she feels that is the duty of citizens. She indicated that she is not happy about eminent domain and feels it is not right. She stated that the City has not done its homework. She spoke about the importance of data and that data matters. There is no evidence to support the claims. This needs to be proved that it is the best option and due diligence needs to be done. She asked the Board to reject this ordinance. Bishop Michael L. Boyd of 403 Walton Ferry Road does reside within the Hendersonville city limits. He appreciates the platform for citizens to speak. His prayer is that all can work together to come up with solutions to benefit the whole. The church he pastors, Rebuilding Lives Church has recently relocated to Hendersonville from East Nashville. He is here to serve the community. There will be a dedication service for Rebuilding Lives Church Sunday at 4pm and all are welcome to attend. EXECUTIVE SESSION Executive session was entered into at 8:21 pm and exited at 9:19 pm. CONSENT AGENDA None. ORDINANCES AND RESOLUTIONS The caption was read for reading of Resolution 2024-43, a resolution approving next steps of the Drakes Creek Roundabout Project located at the juncture of Drakes Creek Road, Avant Lane, Countryside Drive and Anderson Road in Hendersonville, Sumner County, Tennessee. Collins moved; Roberson seconded a motion to approve Resolution 2024-43. Skidmore stated this issue has a lot of history and there was misinformation regarding the Public Works Committee. He wanted to set the record straight. Drakes Creek Roundabout project came to the Public Works Committee in 2020. At that time $650,000 was appropriated for this project and other improvements including the intersection at Old Drakes Creek Road and New Shackle and Long Hollow and Drakes Creek intersection. The Public Works Committee’s focus was on getting a traffic signal at Long Hollow and Drakes Creek Rd. Because this was a financial ordinance, the Public Works committee did not send it to BOMA but instead referred it to the Finance Committee for approval. The 6 MINUTES OF REGULAR MEETING NOVEMBER 12, 2024 PAGE 6 ordinance went before the Finance Committee and then BOMA. He believes the roundabout is a good project, but a traffic study should have been done. The City needs to weigh property rights and the will of the government. BOMA is trying to do what is right for the City. Dixon thanked all the speakers and noted that the city does want to hear from them. She does not feel good about the Drakes Creek roundabout project. She asked Public Works Director Lock to summarize what the problem is and if the roundabout will help. Director Lock indicated that this area is essentially a five-point intersection with North and South Drakes Creek Road, Avant Lane, Countryside Lane, and Anderson Road. According to TDOT there are roughly 8,900 vehicles per day that travel on Drakes Creek Road. The City has received a lot of complaints and there is a lot of confusion in that area. Alternatives were evaluated and the roundabout was the preferred solution to preserve the character of the area as opposed to a traffic signal. The roundabout would reduce the conflict points and helps with pedestrian safety. It also helps calm traffic and have the capacity to accommodate up to 25,000 vehicles giving room for the expected growth. Roberson asked City Attorney Wray if requests to view appraisals and counter appraisals and offers had been released. Attorney Wray responded that the offers are still open and referred to TCA that it is in the best interest of the City and the property owners to not release the information until the transaction is final. Roberson indicated that he would like to have the information to be public. Attorney Wray indicated that there have been three appraisals completed. Collins moved and there was a second to suspend the rules to hear from the property owners. There were no objections. The property owners were asked if they were comfortable with the City releasing appraisals, offers and counteroffers. Mr. Kimbrough, Mr. Olea, and Ms. Steen all answered “no”. Roberson asked the city attorney if damages such as devaluation have been considered. Attorney Wray indicated that the last appraisal that was completed pursuant to the Uniform Act does take this into account. Roberson ask Director Lock why a traditional traffic study was not completed. Director Lock indicated that a traffic study wasn’t completed because of an understanding of current conditions and the design process of the roundabout. It was known that the roundabout could handle the traffic. Roberson asked whether a traffic study was done at Old Drakes Creek Road and New Shackle Island. Director Lock answered that yes, a traffic signal warrant analysis was requested because of the traffic signal. Because of the configuration of the T-intersection, the response was that it was not safe to install a traffic signal without the other improvements being completed first. 7 MINUTES OF REGULAR MEETING NOVEMBER 12, 2024 PAGE 7 Roberson asked where the City got their traffic count from. Director Lock explained that TDOT’s count data they collect every year, and that number was 8,900 vehicles per day. The contracted engineering firm provided environmental and transportation design as well as the stormwater opinion and design. They looked at a number of alternatives and the experts said that the roundabout is the best solution. The County Highway Commission asked for an option moving the roundabout closer to Durham Farms as seen in Exhibit E. This would be more impactful to property owners and would cost roughly $3 million more than the current plan. Roberson asked if we had to build the sidewalks and Director Lock stated that we could grade for them, but not actually build them. Roberson stated if eminent domain is pursued, it must be done right. He addressed statements that have been made about eminent domain never happening in Hendersonville. While the City of Hendersonville has not exercised eminent domain, TDOT has most recently used eminent domain in the Walton Ferry/Old Shackle Island project. Waters confirmed the traffic count per day was 8,900 on Drakes Creek Road and asked for clarification of some of the exhibits showing the location and configuration of the roundabout. Sasse noted that the number one issue in Hendersonville is traffic. This project is in the wrong place to help with traffic. He inquired about the ARPA funds potentially to receive and whether the City would lose those funds if the project was not completed before the September 2026 deadline. Director Lock responded that is correct, but there may be options the City can take to avoid losing the funds, but there is no guarantee. He believes in property owner rights and can’t support this. Mayor Clary clarified that the County would not put this project on their agenda after the City asked several times and many citizens were not allowed to speak about this at the County. The City does not know where the County Commission stands on the project. The Highway Commission passed it unanimously. Projects over $250,000 go to the Capital Projects Committee. He also noted that traffic circles are not the same thing as roundabouts. Clary also noted that the price we can offer to property owners is to protect all taxpayers. We can’t give away taxpayer dollars. To pay an additional $250,000 would require a one penny increase in property taxes. He also said that the City should listen to its constituents and several of the speakers are not our constituents. If traffic can be better, it is a good thing. Burgdorf wants the best use of taxpayer dollars. He questioned what else can be done and what has been tried. He indicated that he does not support this. The motion failed six (6) to Seven (7) with voting as follows: 8 MINUTES OF REGULAR MEETING NOVEMBER 12, 2024 PAGE 8 Aye: Collins, Garza, Martin, Peterson, Roberson, and Clary. Nay: Burgdorf, Dixon, Garton, Goodwin, Sasse, Skidmore, and Waters. Clary declared the motion failed. The caption was read for Resolution 2024-38, a resolution approving the Norman Creek Phase 3 Final Development Plan location at 0 Anderson Lane. Sasse moved; Peterson seconded a motion to approve Resolution 2024-38. Collins asked Director Free about the vesting period of the 2006 plan and if Phase 3 is valid. Director Free indicted that the area being called Phase 3 is still intact. Collins asked if the City has legal ground to deny this and would be able to defend if this was denied. She does not support this. Attorney Wray feels a denial may not be defensible. Roberson indicated that he does not support this because the City does not need more traffic in this area. Sasse asked what this land is zoned. Director Free answered that it is zoned SR-1 PD. Peterson confirmed that the property is owned by the Norman Family. He asked about the property reverting to the HOA. Director Free confirmed this is true for Phase 1 and Phase 2, but not Phase 3. Without objection the rules were suspended to hear from the developer. Ryan Loveless with CSDG with the engineers and planners spoke and acknowledged the builder/develop Castle Rock was present as well. Peterson asked about there not being a Phase 3 and now there is. Mr. Loveless confirmed that a road is being extended and was part of the original PUD. Citizens are surprised by the Phase 3. Burgdorf asked if zoning dictated where roads go. Director Free stated that the Planned Development dictates where the roads go. Director Free also stated the undeveloped portion is being referred to as Phase 3. Collins stated that Norman Farm [in the County] and Norman Creek [in the City] is confusing. Director Free clarified that in 2006 it was Norman Creek. Garza confirmed that the project is in Ward 5. If this gets built traffic will use the roads that were just discussed with the roundabout. The motion failed (1) to twelve (12) with Sasse voting Aye. Clary declared the motion failed. The caption was read for Resolution 2024-40, a resolution accepting the dedication of the completed streets in Savannah, Phase 8, Section 2, in Hendersonville, Sumner County, 9 MINUTES OF REGULAR MEETING NOVEMBER 12, 2024 PAGE 9 Tennessee. Collins moved; Garton seconded a motion to approve Resolution 2024-40. There was no discussion. There was a unanimous vote to approve Resolution 2024-40. Clary declared the motion carried. The caption was read for Resolution 2024-41, a resolution establishing the “High Performer” Waste Collection Incentive Program. Roberson moved; Waters seconded a motion to approve Resolution 2024-41. Goodwin expressed her reservations to reward contractor employees for doing a job they are paid to do. She stated she will be voting “no”. Burgdorf agreed with Alderman Goodwin but stated that the resolution language should include a reapproval every year. Peterson asked where this was in the budget. Director Lock stated that it could be paid from the efficiency line item or the tipping fee line item. Dixon also noted her agreement with Alderman Goodwin, and she as well will be voting “no”. Martin stated that he loves this resolution as it allows citizens to provide input. Without objection, he was added as a sponsor. Sasse expressed that citizens can tip the trash collector if they are doing a good job. He does not support this resolution. The motion failed four (4) to nine (9) with voting as follows: Aye: Martin, Peterson, Skidmore, and Clary. Nay: Burgdorf, Collins, Dixon, Garton, Garza, Goodwin, Roberson, Sasse, and Waters. Clary declared the motion failed. OTHER AGENDA ITEMS Goodwin moved; Garza seconded a motion to approve the reappointment of Kathy Paschal to Beautiful Hendersonville, Ward 5. Peterson noted that Kathy Paschal does a great job. There was a unanimous vote to approve the reappointment of Kathy Pascal. 10 MINUTES OF REGULAR MEETING NOVEMBER 12, 2024 PAGE 10 Clary declared the motion carried. Garza moved; Roberson seconded a motion to appoint Sara Fischer to the Art Council. There was a unanimous vote to approve the appointment of Sara Fischer. Clary declared the motion carried. Goodwin moved; Peterson seconded a motion to vote on the reappointments and appointment of Craig Garton, Brad McKenzie, and William Styles to the Disability Board as a group. There was a unanimous vote to approve the grouping of these reappointments and appointment. Garton moved; Burgdorf seconded a motion to approve the following reappointments and appointment: • Reappointment of Craig Garton to the Disability Board, At-Large • Reappointment of Brad McKenzie to the Disability Board, At-Large • Appointment of William Styles to the Disability Board, At-Large There was a unanimous vote to approve these reappointments and appointment. Clary declared the motion carried. Sasse moved; Waters seconded a motion to vote on the appointments Julie White, Frank Napolitano, and Pat Greely to the Facilities Naming Committee as a group. There was a unanimous vote to approve the grouping of these reappointments and appointment. Sasse moved; Garza seconded a motion to approve the following appointments: • Appointment of Julie While to Chairman of the Facilities Naming Committee • Appointment of Frank Napolitano to the Facilities Naming Committee • Appointment of Pat Greely to the Facilities Naming Committee There was a unanimous vote to approve these appointments. Clary declared the motion carried. REPORTS Brief Committee Reports General-Peterson • Met 11/12/2024. • Peterson stated that they had several items, a full house, and citizens comments. 11 MINUTES OF REGULAR MEETING NOVEMBER 12, 2024 PAGE 11 Peterson asked Director Gallo to present the report. The first item was Resolution 2024-43 the Drakes Creek Roundabout. That was moved forward with no recommendation. The second item was Ordinance 2024-21 an ordinance establishing a committee to be know as the Lakeshore Committee. This committee will be established for one year to address item related to the lake. This committee could have been a non-profit or a committee as part of the City. They chose to be a committee as part of the City. Last item was Resolution 2024-42 amending the Job Classification List and Pay Table. This is a change to a position in Public Works. It would keep the Design Engineer position and add a lower-level position to allow flexibility. Skidmore expressed that over the years he has appreciated Peterson and has enjoyed serving along side him. Public Safety-Goodwin • No meeting. Planning – Martin • Martin presented the report. Met on November 4th. The following were on the consent agenda: Berry Hill, Phase 2, Section 3, preliminary plat; Cages site plan, Millstone Phase 6 Final Plat; Millstone Phase 7, Section 1 Plat, Stonecrest Phase 5, Section 3. The Cages project is the batting cages on Walton Ferry. This met the zoning requirements, so it was a by-right application. • The development plans looked at included: Willow Brooke Phase 2 Comprehensive Development Plan that was brought forth by the owner, NHC, wanting to change the use. This received negative treatment from Planning Commission. A waiver was requested and allowed. Updates will be made and brought back to the Planning Commission in February; Walmart asked to add more blue and were denied. They had already been denied prior and a waiver request was also denied so they won’t be bringing it back. • Staff Level projects Approved: Ivy Brooke Academy fence; Jackson Townhomes Phase 2; Retreat at Indian Lake mail center. • Staff Level projects Pending-1040 Avondale parking lot; Broken Paddle Outfitters out building; Crosspointe Church exterior remodel; Nokes addition Stone Crest Phase 5; TriStar Hendersonville Medical parking lot; Resolution for completed streets in Savannah, Phase 8. BOMA Report-Eckenroth • Mr. Eckenroth thanked Mr. Peterson and Mr. Waters for their service and stated his appreciation for them. • Sales tax and expenses information is all in the packet and is good news. • Director Free spoke about the award that the Planning Department received from the American Planning Association Tennessee Chapter. The award was for the 2024 Outstanding Plan Implementation for the Westlake at Hendersonville Future Land Use and Framework Plan. • Director Ingersoll spoke about the budget certificate that the Finance Department received from the Tennessee Comptroller of the Treasury. Only 26% of municipalities received this certificate for the FY2025 budget. To receive this certificate, the budget must be structurally balanced, based on reasonable estimates 12 MINUTES OF REGULAR MEETING NOVEMBER 12, 2024 PAGE 12 of revenues and expenses, adopted before July 1st, submitted to the Comptroller timely, and allow for adequate reserve and cash liquidity. It takes a team to put together which includes Aldermen, the Mayor, Chief of Operations, Department Heads and Finance staff. Director Ingersoll thanked everyone for their contributions. • Mr. Eckenroth summarized the information on the awards that Parks received. They received the 4-Star Award for Drakes Creek Soccer Park, 4-Star Award for Hendersonville Rising Tornado Relief Concert, Trevor Cole received the 2024 Distinguished Young Professional Award, Dallas Long was named to TRPA Board of Directors, Chairman of Ways and Means Committee, Andy Gilley earned his Certified Park and Recreation Pin and Wade Evans serves on the State Awards Committee. • Casey LaMarr talked about the website that has the information on the PIPP Fund. We now have the website live and can see the progress of the funds coming in and the expenses. • Ms. LaMarr also noted that there has been a lot of positive feedback on the insert that was included with the property tax bills that showed how their funds were being spent. • Director Lock gave an update on paving. Berrywood, Bledsoe, Eventide and Sequoia trail will be paved next. These will likely be the last roads paved this fall as the temperatures are beginning to drop. Paving will pick back up in the spring. • Mr. Eckenroth explained that on the paving map any of the roads that are blue are the roads that are being paved using the PIPP funds. If the increase in sales tax hadn’t happened, these roads would not be able to be paved this year. Alderman Roberson wanted to express appreciation for Mr. Waters service. He served our country and has served our city. He learned from him the importance to follow up with citizens. Upon motion by Waters and second by Peterson, there was a unanimous vote for approval to adjourn. Clary declared the meeting adjourned at 11:17 p.m. Approved: Jamie Clary, Mayor Attest: Tamara Ingersoll, City Recorder 13  ORDINANCE 2024-21 Sponsor: Clary, Burgdorf AN ORDINANCE ESTABLISHING A SPECIAL COMMITTEE TO BE KNOWN AS “THE LAKESHORE COMMITTEE” NOW, THEREFORE, BE IT ORDAINED by the Board of Mayor and Aldermen of the City of Hendersonville, Tennessee as follows: SECTION 1: Pursuant to Hendersonville Municipal Code Title 1, Chapter 7, there is hereby established a special committee to be known as the “Lakeshore Committee” with the responsibility of studying issues relative to and affecting Old Hickory Lake and its shoreline within the City’s corporate limits, for the purposes including but not limited to the following: a) To provide continuing input to the Board of Mayor and Aldermen and pertinent City officials on issues pertaining to and affecting Hendersonville’s shoreline and lake; and b) To help the Hendersonville community connect with current uses and the long-term vision for Old Hickory Lake while balancing environmental protections, private property rights, and recreational use of the lake and shoreline. SECTION 2: The Committee shall commence its existence on January 7, 2025, and shall exist for a period of one (1) year, ending January 6, 2026. SECTION 3: The Committee shall: a) Set its meeting schedule to meet, to the extent reasonably possible, monthly; b) Consult with people and organizations with related experience and expertise; c) To work directly with City employees as needed; d) Research and advise the Board of Mayor and Aldermen on issues related to its purpose. SECTION 4: The Committee shall consist of nine (9) members and not be based on the residing ward due to the circumstance that the Lakeshore Committee is likely to garner interest from folks living in close proximity to lakeshore, as well as from others regularly participating in activities on and around the lakeshore. Members shall be residents of the City of Hendersonville, and whom reside on or in close proximity to the lakeshore; and/or whom regularly participate in activities on and around the lakeshore. Five (5) members shall be appointed by the Board of Mayor and Aldermen and four (4) members shall be appointed by the Mayor. Appointments shall not be required to be Ward specific. The Mayor shall act as liaison to the Committee, or may appoint an Alderman as designee. A staff liaison shall also be assigned. At its first meeting, the Committee will elect a chairman and vice-chairman, secretary and such other officers as the Committee may deem appropriate and necessary. SECTION 5: The Committee shall submit its report to the General Committee. The Committee has the option to include any recommendations based upon its findings. SECTION 6: No funds shall be appropriated for the Committee. 14 SECTION 7: Should it be found advantageous for these endeavors to be consolidated ultimately within the framework of a tax exempt, nonprofit and unified formal legal entity under the sponsorship of the City of Hendersonville, the Board of Mayor and Aldermen may consider authorizing such formation. This ordinance shall take effect at the earliest date allowed by law. First Reading: ___________________________ Second Reading: _____________________________ APPROVED: __________________________ JAMIE CLARY, Mayor ATTEST: __________________________________ TAMARA INGERSOLL, City Recorder APPROVED AS TO FORM AND LEGALITY: _____________________________________ LANCE A. WRAY, City Attorney 15  LEGISLATIVE HISTORY Ordinance 2024-21 Sponsor: Clary Committee: General Date of Committee Meeting: November 12th, 2024 Committee Recommendation: Yes First BOMA Reading: November 26th, 2024 16 DATE: November 26, 2024 ORDINANCE/RESOLUTION # Ordinance 2024-21 SPECIFIC REQUEST/ To create a special committee to be known as the RECOMMENDATION: “Lakeshore Committee” STAFF REPORT REPORT PREPARED BY: Jamie Clary, Mayor BACKGROUND: 1 Frequently the City receives comments from residents that pertain to Old Hickory Lake. With the lake and lakeshore governed by the U.S. Army Corps of Engineers, TVA, and TWRA, the City can rarely resolve resident concerns. Over that past several years, Mayor Clary has invited concerned citizens to meetings with employees of the Corps of Engineers. Those meetings have been beneficial. Several of the people who met have expressed a desire for a permanent committee. DISCUSSION: 2 The most valuable residential property in the city is adjacent to Old Hickory Lake. On a per-acre basis, homes along the lake generate much more in property tax than homes in other parts of the city. This function of this committee will be similar to other citizen committees. It will advise BOMA on solutions to issues that involve Old Hickory Lake and the shoreline. The composition of the committee will be unlike other committees due to the geographic nature of the committee’s concern. With a fraction of residents concerned about lake issues, the committee members should be drawn from that fraction, not from the city population as a whole. Likely the committee will be heavily made of residents from wards 1, 2, 4, and 5. No land within wards 3 and 6 borders the lake. FISCAL IMPACT: 3 The committee will not have a budget. It will draw from city resources by having a staff liaison as all citizen committees do. The committee likely will make funding requests to BOMA to implement recommended solutions. BOMA has no obligation to agree to those requests. ATTACHMENTS: 4 • Ordinance 2024-21 17  RESOLUTION 2024-42 Sponsor: Clary A RESOLUTION AMENDING THE JOB CLASSIFICATION LIST AND PAY TABLE WHEREAS, the City has reviewed existing positions within the Public Works department and has determined that creating relative positions therefrom would improve efficiencies and cost effectiveness; WHEREAS, the City has further determined that this plan would facilitate recruitment and retention for these various positions and allow greater versatility: NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF MAYOR AND ALDERMEN OF THE CITY OF HENDERSONVILLE, TENNESSEE, that the following changes in job classification and pay grade levels are made to the Occupational List of Class Titles: Modifying – FROM Adding Design Engineer Design Engineer I Job Code PW4 Job Code PW33 Pay Grade GE23, Exempt Pay Grade GE22, Exempt Modifying – TO Design Engineer II Job Code PW4 Pay Grade GE23, Exempt 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 18  R24-30 Page 2 LEGISLATIVE HISTORY Resolution 2024-42 Sponsor: Clary Committee: General Date of Committee Meeting: November 12th, 2024 Committee Recommendation: Yes BOMA Reading: November 26th, 2024 19 DATE: November 26, 2024 ORDINANCE/RESOLUTION # Resolution 2024 – 42 SPECIFIC REQUEST/ That the Board of Mayor and Alderman consider RECOMMENDATION: amending the pay and classification table. STAFF REPORT PREPARED BY: Sarah Lock – Public Works Director REPORT Jason Gallo – Administrative Services Director BACKGROUND: 1 With the recent departure of a retiring employee, and in light of recent recruitment efforts, Public Works has reviewed their existing position, and is requesting new classifications to create efficiencies within their departments. DISCUSSION: 2 Public Works With the departure of the Design Engineer (Grade 23), the Public Works Director assessed the department’s structure and future needs. The classifications proposed below restructures the position to allow greater flexibility in hiring. Public Works Design Engineer II – Grade 23 This position would be renamed from Design Engineer to Design Engineer II. No additional changes to this role are anticipated. Public Works Design Engineer I – Grade 22 This is a new classification. The classification is intended to broaden the hiring abilities for the role of Design Engineer, at a lower level and a reduced overall cost. Similar to the Unlicensed Assistant City Engineer, which allows the Public Works Director to hire an individual who is unlicensed and needs experience, the Design Engineer I classification allows the hiring of an Engineer in Training (EIT), or someone who has the experience but does not wish to obtain the Professional Engineer (PE) certification. The role would require oversight by the City Engineer. *Changes noted above do not result in any additional City staff. The changes above would amend the classification table with the following positions: Position Code Grade FLSA Status Design Engineer II PW/4 Grade 23 Exempt Design Engineer I PW/33 Grade 22 Exempt 20  2 FISCAL IMPACT: 3 No fiscal impact and no additional positions. The classifications simply allow for a broader recruitment pool for candidate selection. ATTACHMENTS: 4 Attachment 1 – Design Engineer I & II Job Description 21 JOB TITLE: Design Engineer I/II PW/33, PW/4 DEPARTMENT: Public Works JOB SUMMARY: This position assists the Assistant Public Works Director/City Engineer with technical and professional engineering functions. MAJOR DUTIES • Performs technical design; plans, surveys, and designs roadways, drainage systems, grading, erosion control plans and other plans as needed. • Provides engineering management and guidance for construction work; reviews engineering land surveys; reviews easement plats and narratives; resolves problems involving easement plats and narratives. • Assists with preparation of engineering section of department operating budget; makes recommendations concerning capital improvement projects. • Provides technical support to the Public Works department in the collection and analysis of civil engineering data; prepares studies and reports. • Assists in managing MS4 permits and stormwater program which includes public and private partnerships. • May perform project management; drafts bid documents and specifications. • Assists in developing long and short-term plans, goals and objectives. • May prepare for and present project concepts, designs, and/or status to any City board or committee as assigned. • Performs other related duties as assigned. KNOWLEDGE AND SKILLS REQUIRED • Knowledge of the techniques, equipment, and supplies used in engineering, construction and maintenance. • Knowledge of budgeting principles and practices. • Knowledge of department and safety policies and procedures. • Knowledge of Federal, State, and local laws relevant to department operations. • Knowledge of the geography of the City, including road and street names and locations. • Knowledge of City and department policies and procedures. • Knowledge of TDEC Stormwater requirements and understanding of the division’s operations. • Skill in organizing and prioritizing work. • Skill in analyzing and interpreting data. • Skill in developing and interpreting plans and specifications. • Skill in administering contracts. • Skill in estimating costs and preparing bid specifications. • Skill in operating a computer and various spreadsheet, word processing, and graphics software.Skill in troubleshooting, analyzing problems, identifying solutions and alternative solutions. • Skill in operating a computer, calculator, and other electronic devices. • Skill in oral and written communication. • Skill in communicating professionally, establishing and maintaining effective working relationships with other departmental staff, department heads, government officials, contractors and the general public. • Skill in delegating tasks and managing workflows for assigned projects. Design Engineer I/II City of Hendersonville, TN Revised: October 2024 22 SCOPE AND EFFECT The purpose of this position is to perform engineering functions in support of other departments within the City and Public Works. Successful performance helps ensure the effective and efficient operation of the division, and affects the public image of the city government. PHYSICAL DEMANDS AND WORK ENVIRONMENT • Environment: Work is typically performed in an office, roadside, or outdoors where the employee is exposed to occasional inclement weather, noise, dirt, grease, machinery with moving parts, irritating chemicals, and occasional inclement weather. Work will require occasional personal protective equipment. • Physical: The work is typically performed while sitting, standing, or stooping. The employee occasionally lifts light objects and climbs ladders. • Visual: See in a normal visual range with or without correction. Specific vision abilities required by this job include close vision and the ability to adjust focus. • Hearing: Hear in a normal audio range with or without correction. SUPERVISORY CONTROLS: This position reports directly to the Assistant Public Works Director/City Engineer. SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None MINIMUM QUALIFICATIONS • Bachelor’s Degree in a course of study related to the occupational field. • Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an internship or having had a similar position for one year. • Working knowledge of relevant CAD software preferred. Proficiency in using computer equipment and computer experience with Microsoft Office suite products. • Possession of or ability to readily obtain a valid Driver’s License issued by the State of Tennessee for the type of vehicle or equipment operated. • Certification as an Engineer in Training. These are the minimum qualifications for Design Engineer I. Below are Licenses, Certificates, and experience that in combination, may qualify for a Design Engineer II designation. Design Engineer II: In addition to the Design Engineer I requirements, candidates for the Design Engineer II must have the following: • Certification as a Professional Engineer. • Experience specific to the major duties of the position for at least four years. • Proficiency in CAD software relevant in current industry. • Experience completing complex designs and studies preferred. FLSA Status: Exempt Engineer I Pay Grade: 22 Engineer II Pay Grade: 23 Design Engineer I/II City of Hendersonville, TN Revised: October 2024 23  Hendersonville Metrics November 2024 FINANCE LOCAL SALES TAX REVENUE July - September, 12.64% 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 2023 FY 2024 FY 2025 September 2023 vs. September 2024 Local Sales Tax = $366,324 in growth Investment Earnings = $104,730 down from $122,624 in September 2023 LOCAL SALES TAX REVENUE July - September, $629,222 from Prior Year 6,000,000 5,605,508 5,000,000 4,928,927 4,976,286 4,000,000 3,000,000 2,000,000 1,000,000 - FY 2023 FY 2024 FY 2025 24  LOCAL SALES TAX & PERMIT REVENUE July - September YTD 7.26% 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 2023 FY 2024 FY 2025 GENERAL FUND OPERATING EXPENDITURES YTD 5.57% 10,000,000 8,000,000 6,000,000 4,000,000 2,000,000 - JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 2023 FY 2024 FY 2025 25 PUBLIC SAFETY HFD - CALLS FOR SERVICE July-October, YTD 10.9 % 900 800 700 600 500 400 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 2023 FY 2024 FY 2025 POLICE - CALLS FOR SERVICE July - October, YTD 42.8 % 6,500 6,000 5,500 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 2023 FY 2024 FY 2025 26  CALLS FOR SERVICE, July - October 2024 25,400 20,730 20,400 15,400 14,057 14,517 10,400 5,400 3,036 2,462 2,730 400 FY 2023 FY 2024 FY 2025 YTD FIRE YTD POLICE HPD - LPR CONTACTS 9 8 7 6 5 4 3 2 1 0 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 2024 FY 2025 27 CODES RESIDENTIAL PERMITS ISSUED COMMERCIAL PERMITS ISSUED July - October, YTD 22.8 % July - October, YTD X18.1 % From Prior Year From Prior Year 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 2023 FY 2024 FY 2025 FY 2023 FY 2024 FY 2025 RESIDENTIAL ACTIVITY 7,000 July - October 6,000 4527 5,000 4,000 3510 2477 3,000 2,000 1,000 1343 1202 979 0 FY 2023 FY 2024 FY 2025 YTD Permits YTD Inspections 28 PLANNING USE & OCCUPANCY PERMITS ISSUED YTD from Prior Year 8% 40 35 30 25 20 15 10 5 0 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 2023 FY 2024 FY 2025 COMMERCIAL PROJECTS PROJECTS APPROVED YTD APPROVED 45 YTD from Prior Year 25% 40 35 28 14 12 30 10 25 13 20 21 8 6 15 10 15 4 12 2 5 0 4 0 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY 2023 FY 2024 FY 2025 FY 2023 FY 2024 FY 2025 YTD Residential YTD Commercial 29 PARKS Upcoming Events NOVEMBER EVENT LOCATION TYPE OF EVENT 2nd - 3rd USSSA Softball Veterans and DCP Softball 2nd - 3rd RUGBY HS State Championships Rugby Rugby 2nd - 3rd ECHO Hockey Volunteer Park Hockey 7th - 8th TSSAA XC State Championships Sanders Ferry Park Cross Country 9th Bodies Half Marathon Veterans Park Community Event 9th - 10th Top Flight Softball Veterans Park Softball 10th Veterans Day Parade Main Street Community Event 10th Power Wheels Grand Prix Volunteer Park Community Event 15th - 17th Bearpaw LAX Volunteer Park Box Lacrosse Pig Fest by the Numbers: Visitors Avg. Number from 50 Dwell of Miles Away Property Visits Visitors Time States or More 6.1K (Unique Cell Devices - does not include kids or people without Veterans Park 7.4K phones) 183 min 12 70% 30 PUBLIC WORKS STORMWATER PROJECTS PAVING (IN LANE MILES) YTD July - October YTD July - October 25 50 49.26 45 23 20 40 35 15 30 25 10 20 18.65 15 5 9 10 5 0 0 Budgeted Completed Budgeted Completed CAPITAL PROJECTS RIGHT OF WAY (ROW) Property Limits Project Determined Survey Work Appraisals Offers Total Tracts Complete Ordered Complete Ordered Complete Submitted Accepted Walton Ferry / Old Shackle 86 86 86 86 86 86 86 86 Realignment Drakes Creek / Durham Farms 5 5 5 5 5 5 5 0 Roundabout Drakes Creek at 11 11 11 11 11 11 10 9 Stop 30 Exit 8 13 13 5 5 5 0 0 0 31 HUMAN RESOURCES 389 Budgeted Fulltime Positions by Department - FY2025 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 Communications & Executive Coordinator Administrative Services Procurement/Contract Specialist Finance Parks & Recreation Student Intern Parks Program Supervisor (Seasonal) Parks Police Officer (eligibility list) Police Equipment Operator II (Seasonal) Public Works 32  EMPLOYEE INNOVATION PROGRAM Estimated Implementation Efficiency Idea Cost Savings Phase For The City Cell phone carrier consolidation to single Implementation - $2,400 provider Complete Towel orders monthly instead of weekly, Implementation - $2,640 reducing quantity and frequency Complete Electric vehicles to supplant gasoline Departmental TBD vehicles Review Compressed Work Week Schedule Departmental Non-Monetary Review Reorganize police positions to create a Departmental TBD Field Training Officer (FTO) position to Review maximize training efficiency for new officers and reduce costs Contract services for fleet maintenance Initial Review TBD Deer management process on city owned Initial Review Non-Monetary land Consolidating paving projects to Implementation – >$100,000, still maximize vendor efficiency and provide Complete TBD economies of scale 33