Board of Mayor & Aldermen

MINUTES OF REGULAR MEETING FEBRUARY 11, 2025 PAGE I CITY OF HENDERSONVILLE BOARD OF MAYOR AND ALDERMEN MINUTES OF REGULAR MEETING February 11, 2025, at 7:00 P.M. 101 Maple Drive North, Hendersonville, TN 37075 PRESENT JAMIE CLARY, MAYOR MARK SKIDMORE, VICE-MAYOR., ALDERMAN MARK BURGDORF, ALDERMAN RACHEL COLLINS, ALDERMAN KAREN DIXON, ALDERMAN MARK EVANS, ALDERMAN TERRI GOODWIN, ALDERMAN MICHAEL MARTIN, ALDER.MAN EDDIE ROBERSON, ALDERMAN JEFF SASSE, ALDERMAN DON WARD, ALDERMAN LANCE WRAY, CITY ATTORNEY ANNETTE HUNTER, CITY RECORDER DESIGNEE ABSENT JANNA GARTON, ALDERMAN BOB GARZA, ALDERMAN The February 11, 2025, BOMA meeting was opened with prayer led by Sam Parsons, Senior Pastor of Community Church. The Pledge of Allegiance was led by Mayor Clary. AGENDA Goodwin moved; Dixon seconded a motion to accept the February 11, 2025, agenda. C1ary, as the sole sponsor, withdrew Item #2, Ordinance 2025-02. Goodwin moved; Collins seconded a motion to amend the agenda by adding Resolution 2025-08 & Resolution 2025-09 as Items #1 & #2 respectively. Clary explained the resolutions were emailed to BOMA earlier today and publicized on social media and City Attorney Wray verified with the State that these items could be added to the agenda that were not advertised ahead of time. There was a unanimous vote to approve the amendments to the agenda. Clary declared the motion carried. MINUTES OF REGULAR MEETING FEBRUARY 1 l, 2025 PAGE2 There was a unanimous vote to approve the agenda as amended. Clary declared the motion carried. PRESENTATIONS Mayor Clary presented Ire Hargett, TelUlessee Secretary of State, joined by his wife Dawn, a proclamation in appreciation of and honoring him as a resident of Hendersonville. Serving as state representative for District 97 in the Tennessee House of Representatives from 1996-2006, he was elected twice as the Republican Leader. He was appointed Chairman of the Tennessee Regulatory Authority serving for one year and continues to serve on numerous boards and commissions. In 2009 he was elected as the 37th Tennessee Secretary of State and in January of 2025, he was reelected. Alderman Roberson added a few remarks and shared memories of his time as Commissioner with the Tennessee Regulatory Authority and working alongside Mr. Hargett who sought his advice when contemplating running for the office of Secretary of State. Roberson feels elections in Tennessee have never run smoother since Mr. Hargett has been Secretary. Roberson extended appreciation on behalf of the City of Hendersonville for Secretary Hargett's service, and their friendship and respect for the job he is doing as Secretary of the State. Secretary Hargett thanked the Board for taking a moment out to bestow the recognition on him and his wife. They are proud to be residents of Hendersonville and chose to reside in Hendersonville many years ago, mainly because the people here are "real". They continue to reside in the city because of the good leadership and what all the community has to offer. He enjoyed meeting members of the Board which aided in putting faces to names he's seen in the paper. Clary asked Secretary Hargett to share where Tennessee ranked in election integrity. Secretary Hargett shared that The Heritage Foundation has ranked Tennessee first, three years in a row. Director Free of the Planning Department introduced J. Ritterbeck, Economic Development and Community Planner who presented a walkthrough of items he is working on with the City's economic development outlining the projects and efforts being made throughout the City. He shared he actively works on strengthening partnerships with regional and statewide entities he interacts with, developing relationships with them and taking advantage of opportunities for funding, seminars and data made available. He shared information regarding the Sign Grant Program. BOMA allocated funds (grant money) to be used to help business, primarily along the West Main corridor, to reduce the number of non-conforming pole signs replacing them with monument style signs. Four businesses have taken advantage of the grant with sixteen others applying and approved up to the $10,000.00 limit each, earmarked for reimbursement when their signs go up. A total of twenty-four pole signs have been removed from the corridor with a couple more off side streets from West Main. The status of the remaining poles and those that have been replaced have been indicated on G.I.S. mapping. There are approximately 200 pole signs throughout the Hendersonville community with the highest concentration being along West Main. Data Analysis is the third point made and how data has become a large integral part of information-based decisions. The City has contracted with Placer.ai, an artificial MINUTES OF REGULAR 1\1.EETING FEBRUARY 11, 2025 PAGE3 intelligence based program to track cell phone movement to be integrated into data that can be shared and analyzed. For example, it has been used to gather data where people visit in Hendersonville, use the retail services and go for recreation, to see where they are coming from and to follow trends over a three-year period. The impact of a single store can be analyzed to determine how it affects similarly already operating stores. Data can also be used to see where peopJe are going to from Hendersonville and the type of goods they are going after to help determine what kind of retail services are being lost out on which in turn helps to know what type of businesses to recruit. Lastly, there are ongoing ECD efforts in which conversations have been had with very specific companies by sharing vacant building and vacant land opportunities. There are some large developments that are in the process of going before the Planning Commission soon and then on to BOMA. Roberson inquired about potential plans for the use of the former location of Fortune House on West Main as it is prime property in the City. Ritterbeck shared that Fmtune House was in the process of relocating and currently moving through the Planning Department. The Big Play property is one big development with a couple of developers interested with preliminary plans that are being worked on. Ritterbeck shared there was a lot of interest in the West Main properties and he is very thankful for the Westlake Plan to aid in thoughtful development of the area. Dixon extended her appreciation of the presentation and noted that the Board was there to assistance him. PUBLIC HEARING None MINUTES Sasse moved; Ward seconded a motion to approve the January 28, 2025, BOMA Meeting minutes. There was no discussion. There was a unanimous vote to approve the minutes. Clary declared the motion carried. CITIZENS' COMMENTS The guidelines were read by Mayor Clary. Kimberly Overton of 104 Glen Oak Court West addressed the Board in support of the increase in pay for police employees but asks that the fighters not be left out. She referenced Ordinance 2004-24 which states "similarly classed positions within the City are to have the same rates of compensation". She feels with the difference between the rates of increase between the Fire and Police questions whether this ordinance is being followed. She feels the difference in increases in pay will create disparity between the two MINUTES OF REGULAR MEETING FEBRUARY 11, 2025 PAGE4 departments' employees and asked that policies not be allowed that would potentiaJly pit departments against each other. She referenced statements she has heard made by citizens who feel the Police should receive the raise because Fire has received new stations and equipment. While statements are true of new stations and equipment, essential equipment should not be considered part of employees' compensation. She expressed her support for funding the bridge retirement program for Fire and Police, as studies reflect shorter life expectancy from physical and emotional demands and exposures. If the pay increases can't be funded at this time, she suggested the bridge program be funded with the salaries already budgeted for vacant First Responder positions instead of returning the money to the General Fund. She also posed the idea of an educational workshop for First Responders to understand all the bridge program offers and be able to make informed decisions about their future. Chris Gonzales of 120 Ruland Circle addressed the Board by thanking them for their service and what they do for the City. As a former Captain of House 3, Mr. GonzaJes made the decision to leave firefighting a couple of years ago due to family matters. He supports both Fire and Police. He emphasized the risks and stressors of First Responder jobs on the families as well as the employee, even though it is a choice of an individual to pursue that type of career. He stated that equipment should not be viewed as compensation; it is a cost of doing business. Now being a citizen, he supports pay increases for Police and Fire as well as the bridge to retirement program. The goal is to hire the best qualified and maintain those hired. Frank Pinson of 166 Ashland Point addressed the Board regarding the Fire and Police. While these careers were chosen, they should be shown the value of their service. Well trained personnel are highly sought after. He stated the pay should be comparable to surrounding cities and towns. He stated that salary is important, but it's not the sole reason people choose to vacate positions. He stated work~life balance, inability to advance, and working conditions are some of the reasons people leave positions. He feels the Police Department needs a new building. He asked that the bridge supplemental medical program be explored for all safety personnel. He feels the increases and the program will help with recruitment and retention. Darlyn Farris of 109 Elissa Drive addressed the Board regarding public safety employees. She feels salaries are the most important consideration of employees. She has firsthand knowledge from formerly working with police officers that some had to get extra jobs. She is in favor of increased compensation so extra jobs are not needed to enable them to get rest to be at their very best mental and physical capacity while doing their job. Charlena Aumiller of 143 Ruland Circle addressed the Board regarding the budget amendment and her perception of a potential bidding war with the First Responders. She referenced when the County Commission gave raises at mid-year, they looked at line items as they do not have pay scales. She feels a blanket increase will not fix the problems and could create unintended consequences. Stating whether it is unintended or intended, the large increase in police salaries will cause Fire employees and their families to feel slighted. While she supports public safety being properly funded, she suggested the situations need to be looked at as a whole to solve the problems that exist. She mentioned in the January 28, 2025, Finance Committee Meeting, the Hotel/Motel tax was reported as MINUTES OF REGULAR MEETING FEBRUARY 11, 2025 PAGES being a little low and remembers seeing an article in the newspaper that the City did not receive the cross-country match and wants to make sure the budget is reflective of any changes of any conferences that would be held here. She also spoke about the Mutual Aid agreements that were added to the agenda. She attended the Volunteer Fire board meeting last night and suggested recognizing the difference in powers of the two parties. She suggested explaining the clauses as the volwiteer agencies did not have the resources to spend on having a lawyer look over the agreement. She stated the law has changed from when the City's insurance issue was raised in 2023. She suggested looking into the possibility of having training incorporate volunteer fire departments as Hendersonville's training is second to none. She noted the Civitan basketball tournament playoffs are being played this weekend and encouraged attendance and support. CONSENT AGENDA None ORDINANCES AND RESOLUTIONS The caption was read for Resolution 2025-08, a resolution authorizing the mayor to enter into an Interlocal Agreement of Mutual Aid Assistance with Shackle Island Volunteer Fire Depaitment for City Fire Department services. Goodwin moved; Dixon seconded a motion to approve Resolution 2025-08. Goodwin stated the Public Safety Committee discussed the resolution at tonight's meeting and sent it to BOMA with a positive recommendation. Chief Bush, Mayor Clary, and Attorney Wray were favorable with the contents of the agreement. Roberson moved; seconded by Dixon, to change the length of both agreements from one (1) year to two (2) years found in item #9 of the Interlocal Agreement. Sasse stated he was fine with two (2) years for Number One Vohmteer Fire but would like to stick with one (1) year for Shackle Island Volunteer Fire for this first agreement. Perhaps the length could be changed at the renewal of the agreement next year. Burgdorf stated he would like to see it extended to five (5) years. Roberson explained his reasoning for keeping it at two years due to county growth and wanting to monitor the activity and expense and see if there were any changes that come to light that may need to be addressed in the future within the renewal. He first agreed with Sasse on keeping the Shackle Island agreement at one year, but then citing the potential cumbersome language, he decided to leave his amendment at two years. Sasse respectfully disagreed with Roberson citing his thoughts that the option to cancel the agreement are not the same as a renewal. He inquired whether the Shackle Island agreement could initially be for a year with language inserted into this contract that it would automatically renew every two (2) years unless notice is given. MINUTES OF REGULAR MEETING FEBRUARY 11, 2025 PAGE6 City Attorney Wray replied that term would not have any effect other than what is proposed within the current agreement. He added that having terms such as Sasse proposed could make it more difficult to keep up with as a renewal takes planning in advance to create a resolution, take it to committee and then to BOMA. Sasse inquired whether Shackle Island had been spoken to about extending it to two (2) years. Clary responded that he had spoken to Steve Frost of the Shackle Island Board of Directors and they seem willing to sign an agreement like the one the City has with Number One Volunteer Fire, but he would be voting against the two (2) year amendment as he doesn't want to be accused of a bait and switch scenario, even though he doesn't think that is what is going on. The Volunteer Fire Board of Directors met last night and reviewed the agreement as it appears before BOMA tonight and are expecting BOMA to pass what is before them. Clary stated if the Shackle Island agreement was changed tonight, he feels like the Number One agreement should be changed as well. Clary feels confident that a two-year agreement was not discussed last night. Sasse asked Chief Bush if there had been discussions with Number One Volunteer Fire Department regarding a two-year agreement. Chief Bush stated there had been discussions, but not necessarily about the two (2) years. He and COO Eckenroth had discussed possibly leaving the agreement open-ended with the 60-day option for either agency to opt out. Chief Bush agrees with Mayor Clary that if one agreement is changed, they both need to be changed. Sasse suggested it be discussed next year ahead of the expiration date with the possibility of extended terms or being open-ended. Attorney Wray added that the agreements before the Board tonight were the exact agreements as last proposed except for the deadline of execution being removed and changing the date from 2023 to 2025. Ward stated he prefers to stick to the one-year term. Roberson and Dixon withdrew the motion to amend and second. Collins asked for the agreements to be put on the screen for those viewing the meeting now or later as well as asking Communications Manager LaMarr to please make sure they were placed on the City's website so citizens can view them. There was a unanimous vote to approve Resolution 2025-08. Clary declared the motion carried. The caption was read for Resolution 2025-09, a resolution authorizing the mayor to extend Interlocal Agreement of Mutual Aid Assistance with Number One Volunteer Fire Department for City Fire Department services. MINUTES OF REGULAR MEETING FEBRUARY 11, 2025 PAGE7 Collins moved; Goodwin seconded a motion to approve Resolution 2025-09. There was no discussion. There was a unanimous vote to approve Resolution 2025-09. Clary declared the motion carried. The caption was read for second 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 Hendersonville Police Department. Goodwin moved; Dixon seconded a motion to approve Ordinance 2025-0 l . Goodwin stated the ordinance passed the Public Safety Committee with a positive recommendation. There was no discussion. There was a unanimous vote to approve Ordinance 2025-01. Clary declared the motion carried. The caption was read for 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. Goodwin moved; Sasse seconded a motion to approve Resolution 2024-48. There was no discussion. The motion to approve Resolution 2024-48 passed unanimously. Clary declared the motion carried. The caption was read for Resolution 2025-02, a resolution accepting the dedication of the completed street in Waterford Village, offsite connection to existing Lakeside Park Dr in Hendersonville) Sumner County, Tennessee. Martin moved; Skidmore seconded a motion to approve Resolution 2025-02. Martin shared the owner of Parkside Waterford LLC and developer Parkside Builders formally requested the streets and bridge in Waterford Village, offsite connection and existing Lakeside Park Drive be accepted. The street bridge and drainage have been inspected by the Public Works Director and City Engineer and were found to meet all City specifications. MINUTES OF REGULAR MEETING FEBRUARY 11, 2025 PAGE8 Skidmore stated the resolution passed at the Public Works Committee meeting last week. He added that historically there were drainage issues in this area and Public Works will be monitoring the area. Skidmore stated he supports the resolution and asked the Board for their unanimous consent of the resolution. The motion to approve Resolution 2025-02 passed unanimously. Clary declared the motion carried. The caption was read for 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 Unifonn Traffic Control Devices (MUTCD) standards. Roberson moved; Sasse seconded a motion to approve Resolution 2025-03. Collins asked Director Lock to explain how the flashing yellow arrows should be interpreted. Director Lock explained the intent and rules for flashing yellow arrows adding that studies show that accidents are reduced when this signal option is used. She further explained that this option gives the Traffic Engineer more flexibility in managing traffic control. With the new controllers in place, there are many more functions available to help with traffic control and management with the proper equipment installed allowing them to utilize those functions. The cost would be approximately $1,000.00 per signal head and staff has the ability to install. Collins inquired to the number of intersections that may be able to use the flashing yellow arrow function. Director Lock stated that almost all intersections have the opportunity to add that functionality. There are some intersections that may not allow the option due to traffic patterns. Martin noted with the new traffic engineer on staff, these are the types of things that can be implemented by his observations and experience which will offer additional improvements that can be brought to the Board. Goodwin shared her research in which she found there were not many surrounding cities currently using the flashing yellow arrows stating that what she read indicated people used it to go through the light before it turned red, asking if those increased accidents. Director Lock stated that studies do show less accidents for cities that use this option. Evans verified the cost of $1,000.00 per signal, meaning a total for an intersection could range from $2,000.00 - $4,000.00. Director Lock stated the implementation would be done in phases as the budget allows. Intersections will be prioritized funded by the current traffic signal maintenance and repair budget. She does not anticipate a full implementation that could require a specific project amendment. MINUTES OF REGULAR IvIBETING FEBRUARY 11, 2025 PAGE9 Dixon inquired about a yellow and red-Jight scenario with Director Lock explaining that there will never be an instance of a light being yellow and red at the same time, further explaining the difference between a soJid yellow light and a flashing yellow light. Dixon also wanted to make sure that the City was not creating a new law by adding this option. Director Lock stated the addition of the flashing yellow arrows was adopted years ago through the MUTCD. She added that the cities of Goodlettsville and Mt. Juliet have implemented the use. There was a majority vote of nine (9) to two (2) approving Resolution 2025-03. Aye: Burgdorf, Collins, Evans, Martin, Roberson, Sasse, Skidmore, Ward, and Clary Nay: Dixon and Goodwin Absent: Garton and Garza Clary declared the motion carried. OTHER AGENDA ITEMS None BRIEF COMMITTEE REPORTS General-Garza-Report Given by Vice-Chair Dixon • Met February 11, 2025 • Discussed Resolution 2025-06, A Resolution amending the membership and duration of"The Lakeshore Committee" established by Ordinance 2024-21. Dixon reported when BOMA established the committee, she asked that the number of members be reduced from twelve (12) to five (5). After seeing the amount of interest to participate on the committee, she will now be asking to increase the number of members from five (5) to nine (9), with five (5) members being appointed by BOMA and four (4) members being mayoral assignments. The resolution passed the committee with a positive recommendation. • Discussed Resolution 2025-07, a Resolution to adopt a Decorative Street Sign Replacement Grant program. This is in the beginning stages and there were lots of questions so it was deferred to the next BOMA meeting to get questions answered. • Discussed possible changes to restrictions on funds in the tree bank. There is currently $364,000.00 in the fund and there is discussion to see ifthere can be an expansion on the way to use the fund. Public Safety - Goodwin • Met February 11, 2025 • Discussed Resolutions 2025-08 and 2025-09. • There were seven other items discussed that may or may not come to the Board. MINUTES OF REGULAR MEETING FEBRUARY 11, 2025 PAGE IO Planning - Martin Approved the following Site Plans: • Farmers Bank-197 Indian Lake Blvd, • Futbo15 - 240 Innovation Way • Innovation Industrial - 230 Innovation Way - I 00,000 sq. tt bldg. Approved the following Final Plats: • Patsy Curtis Property - 300 Walton Ferry Rd. Approved the following Concept Plans: • Veterans Park Pump Track - Concept Plan - being funded through a grant Staff-level Projects, Approved: • Front Porch & Whataburger Parking Lot Addition • Harbor Hills Lot Sec 2 & Lot 60 & 61 • Hidden Point Phase 2 & 5 Lot 2 & 3 Consolidation • Indian Lake Forest Section 1 Lot 30 & 31 Resub • Nokes Addition • TriStar Hendersonville Medical Center Parking -$65 million dollar investment Staff-level Projects. Pending: • Anderson Harris Lot 1 & 2 • Broken Paddle Outfitters Outbuilding • Hendersonville Football Stadium • Walmart #1376 Remodel • Planning Director Comments: Director Free shared In and Out Burger has submitted a Plan. BOMA Report-Eckenroth • Recognized J.P. Finnegan for his contribution to The Transportation Capital Improvement Plan as he was instrumental in creating the heat maps and all the data that gets aggregated into the plan. • The flashing yelJow arrows resolution was brought to BOMA to spread awareness. It will be put on social media with some short tutorials to help in understanding how they work. • Sales Tax is up 9% over the year. • Investment earnings are down from last year, but that was anticipated and are coming in higher than the expected decline so there is more proposed investment of revenue in the midyear budget. • The General Fund Operating Expenditures are down 2.5% year-to-date. • The increase in the police calls for service is due to adding internal calls to the statistics, such as when an officer stops to help a citizen change a tire or give some aid not dispatched for. Fire calls are up 2% from last year. • LPR contacts graph recognizes anytime there are blue lights on a stolen vehicle. Year to Date there have been 42 lights on stolen vehicles throughout the City. • Residential permits are down for the month but up for Year to Date. January 2025 is the lowest in three years. • Commercial permits are down as well. • Lots of events happening in Parks. MINUTES OF REGULAR MEETING FEBRUARY 11, 2025 PAGE 11 • The Drakes Creek at Stop 30 project has eleven (11) accepted offers. The right of way is still being finalized and working through environmental documents that require updates, moving on to construction after those are worked through, hopefully breaking ground by the end of the year. • The Employee Innovation Program was highlighted with updates on some items. • Evans inquired whether there had been thoughts of putting budget tracking in the reports since there are references to the budget within the report and inquired why were expenditures so high in June. Eckenroth stated that tracking has not been included due to Budget to Actual potentially not being as reflective as the graphs because it depends on what happens when and might not run as evenly as salaries and benefits. • Martin inquired ifthere was any particular reason why the residential permits were down. Eckenroth responded just less activity; there was nothing specific he was aware of. • Roberson requested two additional matrices be included in the BOMA report; one for the PIPP fund (1/2 cent sales tax) and an activity report from the Fire Department of calls the City responded to for requested assistance from the Volrn1teer Fire Departments. • Burgdorf inquired of the status of stalled projects, specifically Big Play and TBN. Clary responded that Eckenroth and Ritterbeck would be best able to respond but might have to get back with him as they may not have information available off the tops of their heads. Upon motion by Burgdorf and second by Martin there was a unanimous vote for approval to adjourn. clared the meeting adjourned at 8:34 p.m. Approved: Jamie Clary, Mayor