Board of Mayor & Aldermen

MINUTES OF REGULAR MEETING JANUARY 28, 2025 PAGEl CITY OF HENDERSONVILLE BOARD OF MAYOR AND ALDERMEN MINUTES OF REGULAR MEETING January 28, 2025, at 7:00 P.M. 101 Maple Drive No1th, Hendersonville, TN 37075 PRESENT JAMIE CLARY, MAYOR MARK SKIDMORE, VICE-MAYOR, ALDERMAN MARK BURGDORF, ALDERMAN RACHEL COLLINS, ALDERMAN KAREN DIXON, ALDERMAN MARK EVANS, ALDERMAN JANNA GARTON, ALDERMAN BOB GARZA, ALDERMAN TERRT GOODWIN, ALDERMAN MICHAEL MARTIN, ALDERMAN EDDIE ROBERSON, ALDERMAN JEFF SASSE, ALDERMAN DON WARD, ALDERMAN LANCE WRAY, CITY ATTORNEY ANNETTE HUNTER, CITY RECORDER DESIGNEE The January 28, 2025, BOMA meeting was opened with prayer Jed by Brian Smart, Minister of Young Adults and Community Outreach at First Baptist Church Hendersonville. The Pledge of Allegiance was led by Mayor Clary. AGENDA Skidmore moved; Goodwin seconded a motion to accept the January 28, 202S, agenda. Clary noted a clerical correction on Item #2 stating it should say "First reading" of Ordinance 2025-01. Goodwin moved, Sasse seconded a motion to amend the agenda by noting there would be an amendment to Item #3, Resolution 2025~01 and to group Items 4a & 4b under "Other Agenda Items" into one vote. There was a unanimous vote to approve the amendment to the agenda. Clary declared the motion carried. There was a unanimous vote to approve the agenda as amended. MINUTES OF REGULAR MEETING JANUARY 28, 2025 PAGE2 Clary declared the motion carried. PRESENTATlONS Larry Phillips, President of Holidayfest presented awards to the winners of the annual Cindy Lou Who essay contest and Christmas parade. The essay contest is open to all third graders in Sumner County. This year's winners were all from Burrus Elementary. The essay theme this year was " What Act of Kindness ls Your Holiday Tradition?" First Place -Paisley Blackbum Second Place - Allie Gardener Third Place - Mila Martinez Christmas Parade winners were as follows: Originality - Stone Creek Memory Care Best Performance - HHS Band of Gold Best Spirit - Women Supporting Women PUBLIC HEARING There was a public hearing for Resolution 2025-04, to hear comments on the proposed Transportation Capital Improvement Plan. No one signed up for comments. MINUTES Garza moved; Dixon seconded a motion to approve the January 14, 2025, BOMA Meeting minutes. Roberson moved; Evans seconded a motion to amend the minutes for clarification. On page eight (8) of the packet, third sentence up from the bottom of the page, sentence reading "Director Lock stated using the funds for paving could be applicable.", Roberson asked Director Lock to come foIWard to discuss the clarification. She stated being unfamiliar with the language in the legislation regarding the collection of the fees at the time, she reviewed the language with Director Free after the January 14, 2025, meeting. They found that the funds for paving would not be applicable for maintenance or on-going maintenance for Durham Farms; they are specific to off-site improvements only. Director Lock added that part of the normal construction process does include perfonnance sureties that are held through construction and released after Public Works accepts the construction. Roberson followed up with the statement that he and Alderman Evans want to protect the funds for the purpose that the citizens of Durham Fanns have been promised as well as Mansker Farms. Collins raised the point that the minutes are reflective of what actually happened at the January 14, 2025, meeting and asked if there could be an asterisk placed after the sentence stating that Director Lock later explained that the fees are not applicable. Roberson and Evans agreed to Collins' suggestion. MINUTES OF REGULAR .MEETING JANUARY 28, 2025 PAGE3 Clary declared the amendment for clarification approved unanimously. Clary declared the motion to accept the minutes as amended by the clarification was approved unanimously. CITIZENS' COMMENTS The guidelines were read by Mayor Clary. Kimberly Overton of 104 Glen Oak Court West addressed the Board regarding the disparity of the proposed increase in pay for Police ranging from 3.5% - 10% compared to Fire at 1% and in support of First Responders. While the increase in the police pay is commendable, she feels that the firefighter's percentage ofincrease should be closer in line with that of the police. She feels there should not be such a large difference in the percentages of compensation being considered as it could be viewed as a devaluation of fire personnel and cause division between the two departments. CONSENT AGENDA Kraft CPAs shared from the Annual Comprehensive Financial Report a summation of the audit of the City's 2024 Fiscal Year. Ken Youngstead began by stating there were no new notable accounting policies this year and the City is using the appropriate accounting policies and there was nothing unusual with the authoritative guidance. Mr. Youngstead highlighted a few areas of audit stating all financial statements include estimates such as pension liability, depreciation on long-lived assets, and other post-retirement benefits. He noted the inclusion of the Representation Letter also noting the finance team sends the auditors the financial statements in which they provide opinions on. Julie Evans led the engagement team of the audit making observations about the financial document. When performing an audit, it is performed under three sets of standards: Generally Accepted Accounting Principles, Government Auditing Standards, and Federal Awards guidelines. Julie gave an overview of the Annual Comprehensive Financial Report stating that the City's financial statements were pr~sented in accordance with Generally Accepted Accow1ting Principles, an unmodified opinion (which is desired), the Government Accounting Standards document reflects there were no findings prior or current, there was compliance with the major federal program with the Transportation Grant and the comparison of current year versus prior year found in the Management's Discussion & Analysis prepared by Finance Director Ingersoll with verbiage regarding changes over the year. The General Fund has a fund balance of approximately $38 million dollars at the end of Fiscal Year 2024. Julie reported the City was in good position both entity-wide which includes all the assets and liabilities, and the net position of governmental activities which is approximately $138 million, up $17 million from last year due to investments in Capital Assets during the year. The City is in good shape. ORDINANCES AND RESOLUTIONS The caption was read f9r Resolution 2025-04, a resolution for the 2025-2035 Transportation Capital Improvement Plan. MINUTES OF REGULAR MEETING JANUARY 28, 2025 PAGE4 Roberson moved; Goodwin seconded a motion to approve Resolution 2025-04. Roberson began by saying this was the first time this type of plan has ever been initiated by the City and tonight's vote will move the plan forward. Passage will adopt objectives and ranking methodology for a ten-year Transportation Plan to address traffic problems caused by the growth of the City over the last twenty years. The plan ranks projects that will improve safety, decrease congestion and improve circulation in the City. It is a data driven plan so as the City can become more proactive than reactive. The Capital Projects Committee unanimously recommended the plan to BOMA for approval. He expressed thanks to the COO, Planning and Public Works for all the effort and energy put into this plan. He feels this plan will be a signature achievement of the current BOMA. Burgdorfverified that alternatives for improvements at Drakes Creek Park and Anderson were still active after seeing the roundabout was still included in the plan. Clary acknowledged that was the case. Skidmore expressed his displeasure at seeing the roundabout included in the transportation plan and felt that because of that, this cquld cause distrust in the Board by citizens. Director Lock explained that the name of the project was changed to Drakes Creek and Anderson Improvements as some type of improvement still needs to be made in that area which is why proposals are currently being reviewed for a traffic study to evaluate for alternatives. With this exception, he is proud of the plan and feels most projects are forward thinking. Evans offered his thoughts and approval of the ten-year plan that has been set forth for the future. He appreciates the staff making the change to read Drakes Creek and Anderson Improvements because there is a need for safety and traffic flow remedies. Evans disagrees with the comments regarding disservice to the citizens of Hendersonville; he does not feel the Board is changing their minds or lying. Improvements of some type will have to be addressed and made. He feels the roundabout needs to remain in the plan, but it does say alternatives. Whatever improvements are suggested will have to come to a vote. Sasse stated the work and effort put forward in this plan has been phenomenal. He also addressed the Drakes Creek alternative plan stating he has a plan that would have to incorporate Sumner Coun(y's assistance. He has reached out to the chairman of the Transportation Committee to explore the possibility of working together if his plan is viable. He asked Director Lock if his plan had been sent to the consultants for consideration. She stated the Request for Proposals that were issued required the consultants to evaluate a multitude of options, including signal warrants and any alternatives that had been considered previously. Director Lock stated that Public Works is in the process of reviewing and evaluating proposals from consultants. No consultant has been selected, there have been no decisions made, no contracts nor any work is being done. No options are being pursued until the consultant signs off. COO Eckenroth emphasized no project can happen ifthere is not money in the budget. He further added that the Transportation Plan is in draft form and tonight's vote would be an approval for the methodology, not the project list. He added that it was at his direction that the Drakes Creek and Anderson Improvements project be included in the list. There are six ( 6) criteria that will not change. ff the costs of projects change, the rankings MINUTES OF REGULAR MEETING JANUARY 28, 2025 PAGES could change, Sasse stated he would take no action himself toward conversing with the County until the consultants came back with a viable plan. Dixon reiterated the professionalism and work that went into the Transportation Plan and added that the document is fluid, but the methodology will stay the same. There was a unanimous vote to approve Resolution 2025-04. Clary declared the motion carried. The caption was read for first reading of Ordinance 2025-01, an ordinance amending the Hendersonville Municipal Code Title 4, Chapter 3, Section 4.303 approving the repositioning of field training responsibilities within the Henders.onville Police Department. Goodwin moved; Dixon seconded a motion to approve Ordinance 2025-01. Goodwin noted that the Public Safety Committee passed the ordinance to BOMA with a positive recommendation. Clary declared the motion carried unanimously. The caption was read for Resolution 2025-0I , a resolution to apply for the " Staffing for Adequate Fire and Emergency Response (SAFER)" grant through the Federal Emergency Management Agency ("FEMA"). Garton moved; Goodwin seconded a motion to approve Resolution 2025-01. Goodwin moved; Garton seconded a motion to amend Resolution 2025-01 in the last paragraph to -correct the increased staffing of six (6) new employees to nine (9). Goodwin added that this change passed in Public Safety Committee with a positive recommendation. Sasse inquired whether there was any cost for the City. Goodwin responded there would be no cost for three (3) years and after that the City would pick up all the cost. She added that if the grant was awarded to the City it would al low the Fire Department to hire nine (9) new firefighters at no cost to the City for the first three (3) years . . Dixon inquired as to how the detennination for nine (9) employees needed was made. Goodwin explained that Data Analyst Valerie McCabe provided graphs and charts which revealed there were some slim days in coverage. The Public Safety Committee felt if they could give tl?.em nine (9) posjtions it would help alleviat~ with staff shortages. Chief Bush explained the analysis combined with information from the department highlighted they were nine positions behind balancing staffing for injuries, illnesses, va~ncies, and Kelly days. It's been cumulative. There were several staff that had vacation carryover approved by the Mayor as some were not able to use their time off. MINUTES OF REGULAR MEETING JANUARY 28, 2025 PAGE6 Dixon asked how soon hiring would take place and when would they know about the result of the grant. Chief Bush stated the list of applicants has been exhausted. There are five (5) in place to go to the academy in February to replace the four vacancies and a retirement in June. A new list will be created as soon as they know of the grant approval, testing will follow, and a new list will be created. If the grant is awarded. the next academy date is in August and would be the target date for the new hires' training. Chief Bush continued by saying the federal government hasn't released any information about application dates, but he expects to see that information by the end of this month. It could be anywhere between eight (8) and ten (I 0) weeks to know the results. He added that while there had been several applications submitted in the past, 2019 was the last time the grant had been awarded to the City and that allowed nineteen (19) firefighters to be hired. Burgdorf inquired of the value of the grant to which Chief Bush responded could be as high as $100,000.00. It all depends on what the applicants bring with them as far as degrees, certifications, time of service, etc. Collins offered her condolences for the recent loss of Captain Don Dallenbach and asked Chief Bush to explain how pancreatic cancer is Line of Duty death. Chief Bush explained that it has not been accepted yet. Mrs. Dallenbach will apply to the state, and he is assisting her. Chief Bush has spoken with COO Eckenroth, the Mayor and City Attorney Wray to insure there is no harm in assisting her. Chief Bush has applied to the federal government for the Public Safety Officer benefit as well. Captain Dallenbach had benefits through the City. Pancreatic cancer is not on the Barry Brady Act, but they have asked state legislators and representatives to get behind adding it. In all the physicals that were done over the years, Captain Dallenbach shared with Chief Bush once he became ill there were no indicators. Chief Bush stated he would be asking for scans for the firefighters to be included in the upcoming budget as this is a way of finding these types of conditions as soon as possible and hopefully at the onset to avoid a similar situation. He's carrying out Captain Dallenbach's wish of speaking out about the potential risks and proactive steps and support of early recognition. Evans clarified with Chief Bush that the resolution was to give pennission to apply and not an obligation to add it to the budget or receive revenue until it is known for certain. He asked as well if it would alleviate the overtime to which Chief Bush responded yes. Goodwin asked Chief Bush to share the number of hours of overtime that had been used. He stated approximately $90,000.00 was used in a four-to-four-and-a-half-month period. The motion to amend Resolution 2025-01 passed unanimously. The motion to approve Resolution 2025-01 as amended passed unanimously. Clary declared both motions carried. MINUTES OF REGULAR MEETING JANUARY 28, 2025 PAGE7 OTHER AGENDA ITEMS Roberson moved; Sasse seconded a motion to reappoint Scot Robinson and Clint Cassetty to the Board of Adjustments and Appeals. There was a unarumous vote approving the appointments. Clary declared the motion carried. BRIEF COMMITTEE REPORTS Finance - Sasse • Met January 28, 2025 • Discussed Ordinance 2025-02, an ordinance amending budget ordinance 2024-08 to reflect mid-year adjustments to the City's 2025 Fiscal Year budget. The primary discussion was around the COLA for staff; police and fire. The committee had areas of concern but wanted to bring it to BOMA for additional discussion and how to handle the disparities between the fire and police. Public Works- Skidmore • Met January 28, 2025 • Discussed Resolution 2024-48, a resolution to adopt amendment to the revised field use policy in city parks as recommended by the Board of Parks and Recreation. Coming to BOMA in a couple of weeks. • Discussed Resolution 2025-02, a resolution accepting the dedication of the completed street in Waterford Village, Offsite Connection to Existing Lakeside. Coming to BOMA. • Discussed Resolution 2025-03, a resolution authorizing certain traffic and safety improvements using flashing yellow arrows on traffic signals as recommended by current studies and the Manual on Uniform Traffic Control Devices (MUTCD) standards Park Drive in Hendersonville, Sumner County, Tennessee. The idea is to reduce wrecks throughout the City. Not all signals will have the flashing yellow arrows. When implemented, notice will be put on social media and in the newspaper. • Trash Collection Update-Some areas were not collected due to weather, but they came back and cleaned it up. • Light Synchronization-Ongoing. Waiting on submitted documents from TDOT. BOMA Report-Eckenroth • The Transportation Capital Improvement Plan brings Mayor Clary's vision to fruition. Roberson moved it forward with the public process and work of staff led by Director Lock, Director Free and Communication Manager LaMarr. The bulk of the work done in house by staff easily saved $100,000.00 for a document of this proportion. • Sales Tax is trending strong. • Expenditures are trending as expected. • The increase in the police calls for service is due to adding internal calls to the MlNUTES OF REGULAR MEETlNG JANUARY 28, 2025 PAGE8 statistics, such as when an officer stops to help a citizen change a tire or give some aid not dispatched for. There is no spike in crime. • LPR contacts. This graph recognizes anytime there are blue lights on a stolen vehicle. In December, there were seven (7) blue lights on a stolen vehicle. For the year there have been 32 lights on stolen vehicles throughout the City. • Sanders Ferry Park Boat Ramp is closed for construction. • The Walton Ferry/Old Shackle Island Realignment Project starts next week. Communications Manager LaMatT will be providing links to the TDOT website for updates as they are managing the project. There will be a monthly newsletter from TOOT that will also be shared. • The opening presentation of the public meeting with TDOT explaining the project was recorded and is on the City website. The goal is night closures. • Roberson noted that February 1, 2025 is Tax Reduction Day for Hendersonville citizens where the grocery tax will go down ½ cent. • Collins inquired about the commercial permits being down. Eckenroth noted the large spike last year. Upon motion by Sasse and second by Goodwin there was a unanimous vote for approval to adjourn. C J ~ : 7 2 n g adjourned at 8:17 p.m. Approved: Jamie Clary, Mayor