Public Works Committee

CITY OF HENDERSONVILLE PUBLIC WORKS COMMITTEE March 28, 2023, at 5:00 p.m. 101 Maple Drive North, Hendersonville, TN 37075 I. Call to Order by the Chairman II. Acceptance of agenda III. Minutes A. Approval of February 28, 2023, Meeting Minutes 2-4 IV. Ordinances and Resolutions Skidmore 1. Reading on Resolution 2023-13, a resolution accepting the dedication of the 5-10 completed streets in Hunt Club, Phase 8 and Phase 12, Hendersonville, Sumner County, Tennessee Peterson 2. Reading of Resolution 2023-15, a resolution authorizing the City’s 11-26 Department of Parks and Recreation to apply for a KABOOM! Community Playground Grant Peterson 3. Reading of Resolution 2023-16, a resolution authorizing the Mayor to enter 27-39 into an agreement with Social Indoor Advertising for advertising in City park facilities to benefit the City park system V. Other Agenda Items 4. Trash Collection Update 40-41 5. 110 Mountainwood Drive Street Light Proposal Revision 42 6. 2019 Hazard Mitigation Grant Application 43 7. Mosquito Control (verbal update) 8. New Shackle Island Road Traffic Near Stop 30 (verbal update) 9. Light Synchronization Update (verbal update) 10. Sanders Ferry Greenway Update (verbal update) 11. Other Business VI. Adjournment Anyone needing accommodations due to disabilities, please contact the ADA Coordinator at 615-822-1016 at least 24 hours prior to the meeting. 1  CITY OF HENDERSONVILLE PUBLIC WORKS COMMITTEE MEETING Minutes February 28th, 2023 Conference Room 1 5:00pm Present: Alderman Mark Skidmore (Chairman), Alderman Eddie Roberson (Vice- Chairman), , Alderman Michael Martin (Secretary) Also Present: Mayor Jamie Clary, Chief of Operations Jesse Eckenroth, Public Works Director Sarah Lock, Parks Director Andy Gilley, Administrative Services Director Jason Gallo, , Public Information Officer Casey LaMarr, Dallas Long, Tonya Jetton – Haven Holdings, Jonathan Wayland – TUSC and Andrew Walters -Catalyst Design Group for the Volunteer Park RFP Agenda Chairman Skidmore called the meeting to order at 5:00 p.m. Acceptance of the Agenda Acceptance of Meeting Minutes from January 24th, 2023 Motion: Alderman Roberson Second: Alderman Martin Vote: Passed Unanimously ORDINANCES AND RESOLUTIONS: 1. Resolution 2023-08, a resolution accepting the dedication of streets in Ivy Pointe at Patmore Place Motion: Alderman Roberson Second: Alderman Martin Vote: Passed unanimously 2. Resolution 2023-09, a to adopt a revised Field Use Policy in City parks as recommended by the Board of Parks and Recreation. Motion: Alderman Roberson Second: Alderman Martin Vote: Passed unanimously 2 OTHER AGENDA ITEMS 1. Trash Collection Update Director Lock reviewed recent data showing that Waste Pro trends are back to normal. Discussion ensued and Alderman Roberson requested BOMA receive email notification for future events when there may be a missed date. Overall, the Aldermen have received positive feedback regarding how quickly collection occurs when a resident is missed. 2. Monthaven Green Speed Limit HOA requested a slower speed limit from 30 MPH to 25 MPH. Director Lock described the findings and supports the reduction in speed. Discussion ensued and Director Lock will be coordinating with Public Information Officer Casey LaMarr to get signs posted. 3. No Parking Signs on Cages Road Chairman Skidmore gave an overview of the issue as discussed during the January 2023 Public Works Committee meeting. Tonya Jetton of Haven Holdings was invited to discuss the impact of the proposed No Parking signs. Discussion ensued about other options for parking for her development. The No Parking signs will be installed with a week’s notice to Ms. Jetton. 4. Volunteer Park RFP Parks Director Gilley explained the scope of the proposal. Two proposals were received. Discussion ensued as one proposal was preliminarily recommended for consideration. Motion: Alderman Roberson made a motion to accept the proposal by TUSC and for the staff to continue to develop the plan. At the appropriate time they will bring back a revised more finalized plan to the Public Works Committee. Second: Alderman Martin. Vote: Passed unanimously 5. Mosquito Control Director Lock described the situation with residents often calling concerned about the impact of the pesticide on the bee population and public health. The goal of this discussion is to develop a policy regarding when and where we would spray, if at all. Discussion ensued and ended with a request for more information and looking for a limited spraying policy to review. 6. Light Synchronization Director Lock discussed the progress to date. They begin potholing to confirm utility locations March 1st on Main Street at Bonita Parkway. 3 7. Sanders Ferry Greenway Director Lock gave a progress update for the project. Recent Channel 4 coverage was discussed and was positive. Discussion ensured regarding progress pictures and drone footage. 8. Other Business a. Public Works just hired a new Assistant City Engineer, Trey Lavender.. b. Beautiful Hendersonville Day presentation at BOMA regarding the cleanup day which will be on March 25th. Motion to Adjourn Motion: Alderman Roberson Second: Alderman Martin Meeting adjourned at: 6:13pm __________________________________________________ Mark Skidmore, Chairman 4  RESOLUTION 2023-13 Sponsor: Skidmore A RESOLUTION ACCEPTING THE DEDICATION OF THE COMPLETED STREETS IN HUNT CLUB, PHASE 8 AND PHASE 12, HENDERSONVILLE, SUMNER COUNTY, TENNESSEE WHEREAS, the developer, HCR Partners, a Tennessee General Partnership, has formally requested the City of Hendersonville accept the dedication of the completed streets in Hunt Club, Phase 8 and Phase 12; WHEREAS, the streets and drainage have been inspected by the Public Works Director and City Engineer and were found to meet all City specifications; WHEREAS, the Public Works Committee has recommended acceptance; and WHEREAS, the Hendersonville Planning Commission on April 4, 2023, recommended acceptance of the streets: NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF MAYOR AND ALDERMAN OF THE CITY OF HENDERSONVILLE, TENNESSEE, that dedication of the completed streets in Hunt Club, Phase 8 and Phase 12, is hereby accepted. Adopted this the ____ day of ________________, 2023. APPROVED: __________________________ JAMIE CLARY, Mayor ATTEST: _________________________________________ TAMARA INGERSOLL, Interim City Recorder APPROVED AS TO FORM AND LEGALITY: _________________________________________ LANCE A. WRAY, Interim City Attorney 5  LEGISLATIVE HISTORY Resolution 2023-13 Sponsor: Skidmore Committee: Public Works Date of Committee Meeting: March 28th, 2023 Committee Recommendation: 6 DATE: March 28, 2023 ORDINANCE/RESOLUTION # Resolution 2023-13 A Resolution accepting the dedication of the completed SPECIFIC REQUEST/ RECOMMENDATION: streets in Hunt Club Phase 8 and Phase 12, Hendersonville, Sumner County, Tennessee STAFF REPORT REPORT PREPARED BY: Sarah Lock, PE, Public Works Director BACKGROUND: 1 The Subdivision Regulations for the City of Hendersonville establish a process for development within the City. Once a residential subdivision is constructed and complete, the developer formally requests final acceptance of improvements and streets by the City. Staff provides a final review of the subdivision after punch list items have been addressed and recommends acceptance to the Public Works Committee, Planning Commission and Board of Mayor and Alderman. DISCUSSION: 2 The Developer, Southeastern Building Corporation, formally requested the City of Hendersonville accept dedication of the completed streets in Hunt Club Phase 8 and Phase 12. The streets and drainage have been inspected by the Assistant Public Works Director/City Engineer and were found to meet all City specifications. FISCAL IMPACT: 3 n/a ADDITIONAL INFORMATION / PHOTOS: 4 n/a ATTACHMENTS: 5 • Resolution 2023-13 • Official Street Acceptance Map • Final Plat Phase 8 • Final Plat Phase 12 7 8 9 10  RESOLUTION 2023-15 Sponsor: Peterson A RESOLUTION AUTHORIZING THE CITY’S DEPARTMENT OF PARKS AND RECREATION TO APPLY FOR A KABOOM! COMMUNITY PLAYGROUND GRANT WHEREAS, KABOOM! is a national nonprofit entity offering grants to communities for the improvement of playground space and equipment available to youths; WHEREAS, the City’s Department of Parks and Recreation has identified needs relative to the renovation and replacement of certain playground space and equipment, namely at Sanders Ferry Park, at which certain equipment has been in use for more than twenty (20) years; WHEREAS, the City supports the need for improved playground space and equipment within the City; WHEREAS, such a grant could be between $80,000.00 - $100,000.00, with a maximum match from the City in the amount of $8,500.00; WHEREAS, a potential grant may require involvement from the community as well as personnel within the City’s Parks Department in the installation of equipment with the assistance of on-site representatives from Kaboom!: NOW, THEREFORE, BE IT RESOLVED, BY THE BOARD OF MAYOR AND ALDERMEN OF THE CITY OF HENDERSONVILLE, TENNESSEE, that the City’s Department of Parks and Recreation is authorized to apply for, and the Mayor is authorized to execute the necessary documents to apply for a grant through KABOOM! for the improvement of playground space and equipment within the parks of the City of Hendersonville, with the intent that the City may be required to appropriate no more than $8,500.00. ADOPTED this the _____ day of ________________, 2023. APPROVED: ____________________________ JAMIE CLARY, Mayor ATTEST: __________________________________ TAMARA INGERSOLL, City Recorder APPROVED AS TO FORM AND LEGALITY: __________________________________ LANCE A. WRAY, Interim City Attorney 11  LEGISLATIVE HISTORY Resolution 2023-15 Sponsor: Peterson Committee: Public Works Date of Committee Meeting: March 28th, 2023 Committee Recommendation: 12 DATE: 3/28/2023 ORDINANCE/RESOLUTION # Resolution 2023-15 SPECIFIC REQUEST/ Ask BOMA to give authority to the Parks Department to RECOMMENDATION: apply for a KABOOM Community Playground Grant STAFF REPORT REPORT PREPARED BY: Andy Gilley, Parks Director BACKGROUND: 1 KABOOM! Offers playground grants to help get the community involved in planning and installing playgrounds in spaces where there may not be the best playgrounds available to kids. Staff sees a need to renovate and replace the playground space at Sanders Ferry Park, which is more than 20 years old. This grant will allow between an $80-100K playground space to be installed with a maximum match from the city of $8,500. DISCUSSION: 2 The city of Goodlettsville, TN has been successful with two of these grants in the past few years. This grant will require community involvement as well as our Parks Maintenance Staff in installation. The company does provide Engagement and Build Managers on site to help install the equipment. Parks will be responsible for the maintenance and upkeep of the playground following installation. FISCAL IMPACT: 3 Depending on the size of the project the City of Hendersonville would be responsible for up to an $8,500 match in funds for the playground. These funds would be requested in the FY 24 budget as a special project. ADDITIONAL INFORMATION / PHOTOS: 4 ATTACHMENTS: 5 • KABOOM! Community Built Playgrounds Project Summary 13 KABOOM! Project Summary Community-Built Playgrounds apply.kaboom.org 14 Table of Contents Page 1 The KABOOM! Community Build Model Page 2 Eligibility Requirements Page 3 Get to Know the PLAYers Page 4 Project Timeline Page 5 Project Phase Overviews Page 9 Administrative & Legal Responsibilities Page 11 Corporate Sponsorship Policy apply.kaboom.org 15 The KABOOM! Community-Build Model Since 1996, KABOOM! has collaborated with partners to build, open or improve more than 16,700 playgrounds across the country. Our work is community-driven; which means that our projects seek to build trusting relationships, center community voices, and engage diverse stakeholders. We do this by working hand in hand with your kids and adults to design, plan for, and build your community playspace. We build playspaces in partnership with child-serving nonprofits and municipal agencies. Our projects are an incredible opportunity to build new and exciting places for kids and teens to play. Through our signature community-build model and with the leadership of a KABOOM! Community Engagement & Build Managers, community partners design their dream playspaces through a four-step process: Activate, Design, Plan and Build. FROM DESIGN…. TO REALITY… The playground design is inspired by kids’ drawings, and built from the ground up by volunteers. BEFORE AFTER apply.kaboom.org | Page 1 16 Eligibility Requirements (may vary depending on playspace offering) 2,000+ square feet of provide services to kids space to build from communities facing disinvestment own the land or obtain demonstrate need for a letter of permission playground complete site fundraise portion of preparation equipment cost apply.kaboom.org | Page 2 17 Get to Know the PLAYers COMMUNITY PARTNER (CP) KABOOM! A Community Partner can be one or several Community Engagement Manager (CEM) child-serving non-profits, schools, or Will work with you from the application stage, municipalities providing services to children in through screening, and if confirmed for the grant, need of a safe place to play. all the way until the Build Week. A Community Partner will: Community Build Manager (CBM) • Build a 2,000+ square foot playspace with Will join the team after grant confirmation and be community volunteers responsible for supporting site logistics and • Form a committee of community members coordination with the playspace vendor. who will collectively plan the project Together, CEMs & CBMs will: • Own or obtain permission to build on land • Guide applicants through the screening • Assume insurance, maintenance, and liability process of the new play space • Coach and Guide confirmed grantees through • Secure any necessary permits required a 3-month activation, designing, planning and locally to build play space building process • Make a financial contribution towards the • Facilitate community engagement, volunteer, cost of equipment and construction management • Provide light food and beverage • If it’s safe to gather, CBMs will manage accommodations during Build Week construction in person, serving as a liaison between partners and playground vendors FUNDING PARTNER (FP) PLAYGROUND VENDOR These grants are provided by corporate and Landscape Structures Inc. (LSI) foundation partners committed to meaningful LSI is our playground manufacturer, who helps us outcomes for kids and communities. They are take the vision of your kids and community to partners in the project, from design through design their ideal playspace. planning and playspace installation. LSI CPSI Team A Funding Partner will: LSI’s certified playground safety installers are • Select the Community Partner for the always on site with us and will be responsible for playspace project supporting site preparation and installation • Provide volunteers to help build the during build. playground alongside community volunteers • Establish a relationship with their Community Partner apply.kaboom.org | Page 3 18 Standard Project Timeline 1. SCREENING 2. CONFIRMATION 3. ACTIVATION • Application submitted • Design day and build day • Community outreach • Community call with dates confirmed strategy determined KABOOM! outreach staff • Formal contract signed • Community goals • Community approves • Meet and Greet determined contract and submits follow Call between community • Customized outreach tools up documents (letter of and Funding Partner to recruit design input intent, deed or permission) • Garner initial design input • Internal review from kids and community • KABOOM! recommends members applicant to Funding Partner 4. DESIGN 5. PLANNING 6. BUILD WEEK • Site walk to map site • Weekly planning calls with • 4 days logistics project manager and • Two 3-hour shifts of 15 • Kids design workshop planning committee volunteers each • Adult planning workshop • Site preparation • Community partner completed volunteers + KABOOM! • Permit obtained (if Community Build Manager necessary) + Funding Partner • Committees mobilized: Volunteers + Landscape recruitment, food, tools Structures Installation Team and logistics apply.kaboom.org | Page 4 19 Activation Overview The activation phase is the time between project confirmation and our Design Day. The purpose of this phase is to generate buzz and enthusiasm for the project, begin recruiting diverse community members and getting feedback from the community. We’re here to partner with you to help you do this. The goal of the activation phase is to spread the word and recruit diverse voices to weigh in on community-defined project outcomes and the playspace design. We can accomplish this through high or low-tech tools like virtual meetings, surveys, flyers, you name it! Ultimately, we want to make sure that every all members of your community feel invited and welcomed to design this playspace. 1. SPREAD THE WORD 2. GATHER GENERAL 3. CREATE A CUSTOM COMMUNITY FEEDBACK ENGAGEMENT STRATEGY apply.kaboom.org | Page 5 20 Design Overview The Design Phase is the official kickoff of the community-build playspace project! Your KABOOM! Community Engagement Manager will meet your community and your playground experts: the kids! Together, you’ll begin to design your new playspace and start the planning process. KIDS’ DESIGN PORTION SITE WALK ADULT PLANNING WORKSHOP Kids will rev up their A KABOOM! Community Build Community members kick off imaginations with fun activities Manager will assess and walk the planning of the project by and draw their dream through the logistics of your forming committees and playgrounds! space with you! providing design input! apply.kaboom.org | Page 6 21 Planning Overview (description of planning committees) FUNDRAISING TEAM CONSTRUCTION & PUBLIC RELATIONS TEAM LOGISTICS TEAM • Lead fundraising efforts • Conduct site preparation • Promote Build Event to to raise the financial • Secure accommodations for media channels contribution towards the volunteers e.g. parking and • Secure music and cost of the playspace restrooms microphone for Build Day • Oversee thank you • Develop a plan to collect note/recognition process and dispose of trash and recycling • Ensure access to running water and electricity on site FOOD TEAM RECRUITMENT TEAM • Provide packaged • Help recruit 40 volunteers snacks and water for for Build Days volunteers during Build Week apply.kaboom.org | Page 7 22 Build Week Overview Build Week is the exciting culmination of your of planning and preparation. Over the course of 3-5 days, the playspace your community designed will be built! Depending on local safety mandates, your playspace will either be built by volunteers, or professionally installed. PREPARE BUILD TOGETHER CELEBRATE! apply.kaboom.org | Page 8 23 Administrative and Legal Responsibilities COMMUNITY PARTNER AGREEMENT (CONTRACT) PERMITTING KABOOM! requires a potential Community Community Partner must determine whether or Partner to review and approve the draft not a permit is required to build a playspace at Community Partner Agreement by any legal the proposed site. Identifying the process for or board review, before moving ahead in the obtaining and ultimately obtaining a permit can competitive application process. We cannot be time consuming; it is important to understand fully consider any organization for funding these requirements during the selection process, until this document has been reviewed and so that KABOOM! can help ensure a successful approved by all necessary parties. Once the timeline. Prior to the KABOOM! Build Day, contract has been approved, the Community securing a permit is the sole responsibility of the Partner must sign a Letter of Intent. Community Partner. LETTER OF INTENT (LOI) COMMUNITY CONTRIBUTION Community Partners must submit a Letter Community Partners are responsible for of Intent in order to complete the screening raising a financial contribution (ranging based process. The LOI signifies that legal review on playspace offering from $3,500 – $8,500), has been completed and that, if selected, which may be raised using a combination of the Community Partner can sign and return existing funds, grassroots fundraising and a fully executed Letter of Agreement within local business support. This cash contribution three business days. is due to KABOOM! 30 days before the Build Day and goes directly toward the playground equipment costs. LAND OWNERSHIP (LOP) CPs must provide either proof of land ownership (a copy of the deed, tax records, or a property INSURANCE survey) or a copy of their current lease with a Community Partners must be able to provide Letter of Permission from the landowner. insurance for the playground amounting to one million dollars in commercial liability insurance, as well as add KABOOM! and the Funding PLAYGROUND SURFACING Partner as ‘additional insured’ parties for the Playspace grants include Engineered Wood Build Week and one year thereafter. Proof of Fiber (EWF). EWF is safe and ADA compliant insurance must be submitted to KABOOM! 30 under play structures, as long as it is regularly days prior to the Build Day. Insurance is not raked to an even, deep distribution. Community required to be in place until Build Week. For Partners interested in alternative forms of self-insured entities, the self-insurance must safety surfacing are responsible for purchasing be primary for the same amount of time. and installing it. Continued on the following page. apply.kaboom.org | Page 9 24 Administrative and Legal Responsibilities (Continued) SITE PREPRATION ADA PATHWAY The Community Partner is responsible for the All KABOOM! projects must have an accessible completion of site preparation. The entire pathway from a hardscape to the entry point of playground footprint must be prepared to a flat, the playground. In some cases the Community dirt surface with no more than a 2% grade and Partner can work with the KABOOM! Community any existing playground equipment within this Build Manager to install a brick paver or footprint must be removed. Different ground compacted stone/aggregate pathway leading surfacing involves alternative preparation from a parking lot, sidewalk, or wooden deck expectations that would be discussed during walkway as part of build day. However, there are screening. Test holes will be requested by the some sites where the Community Partner will Community Build Manager to get a sense for need to do advanced level site preparation to the challenges around hole digging. This must introduce an accessible pathway. all be completed at least two weeks before Build Day. SOIL TESTING SIGNAGE If selected, the Community Partner must have the soil tested of proposed playground site for A sign welcoming visitors to the playground will levels of lead and arsenic prior to the Design be installed near the entrance of the footprint. Day. Partners may identify the lab of choice as The sign is two-sided and measurers 30.25” x long as they test for lead and arsenic. It is the 14.25.” The Community Partner, Funding Partner Community Partner’s responsibility to have the and KABOOM! logos will be displayed on this results analyzed according to local standards to sign. see if the levels are acceptable. If levels are too high, it is the Community Partners' responsibility to remediate the soil appropriately. UTILITY CHECK If selected, the Community Partner must have public and private utility checks completed. The Past community partners have public utility check should be a free service from had success with TestAmerica. utility providers. The first check must happen Click here to view locations. right after a site is selected and completed by Design Day. It is the responsibility of the Community Partner to extend the utility check to cover the Build Week, when holes will be dug for the playground. apply.kaboom.org | Page 10 25 Corporate Sponsorship Policy Please be aware that KABOOM! has a corporate sponsorship policy that all Community Partners must abide by to ensure that contributions from the Funding Partner are appropriately acknowledged: • Volunteers recruited from organizations or companies should be in groups of 10 or less • No branded clothing or signage from groups other that the Community and Funding Partner be worn during build week • Volunteers cannot wear hats, shirts, buttons, etc. identifying them as part of another group organization • Only the Funding Partner, Community Partner and KABOOM! will have permanent signage or recognition on the project site • Community Partners cannot solicit support from direct competitors of the Funding Partner • If a restaurant donates food, they may include menus or cards on the serving table • Other organizations and companies may be thanked by making one large banner recognizing all project supporters QUESTIONS? KABOOM! is here to help you every step of the way! From the screening process to ribbon cutting–you have our support! Contact us: grants@kaboom.org or apply@kaboom.org apply.kaboom.org | Page 11 26  RESOLUTION 2023-16 Sponsor: Peterson A RESOLUTION AUTHORIZING THE MAYOR TO ENTER INTO AN AGREEMENT WITH SOCIAL INDOOR ADVERTISING FOR ADVERTISING IN CITY PARK FACILITIES TO BENEFIT THE CITY PARK SYSTEM WHEREAS, the City’s Board of Parks of Recreation previously approved in 2020 Graffiti Advertising to provide select advertising in City Park facilities for a fee, a portion of such revenue donated to the Hendersonville Civitan Club who in turn, along with the City Parks Department, used such funds to complete various improvement projects in City Parks; WHEREAS, Graffiti Advertising was acquired by Social Indoor Advertising resulting in the proposal of a renewed agreement and updated advertising platforms, some of which being digital and of high quality; WHEREAS, the City will maintain control of the advertisement content and direction of the revenue with the goal that such funds will benefit City Parks, further relationships with local clubs of the City Park system, namely the Hendersonville Civitan Club and Tennessee United Soccer, and ultimately City residents in accordance with the City Parks Advertising Policy approved by the Board of Mayor and Alderman in 2019: NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF MAYOR AND ALDERMAN OF THE CITY OF HENDERSONVILLE, TENNESSEE, that the City hereby authorizes the Mayor to enter into an agreement with Social Indoor Advertising with the goal that revenue generated therefrom to benefit the City Park system. Adopted this the ____ day of ________________, 2023. APPROVED: __________________________ JAMIE CLARY, Mayor ATTEST: _________________________________________ TAMARA INGERSOLL, Interim City Recorder APPROVED AS TO FORM AND LEGALITY: _____________________________________ LANCE A. WRAY, Interim City Attorney 27  LEGISLATIVE HISTORY Resolution 2023-16 Sponsor: Peterson Committee: Public Works Date of Committee Meeting: March 28th, 2023 Committee Recommendation: 28 DATE: 3/28/2023 ORDINANCE/RESOLUTION # Resolution 2023-16 Ask BOMA to approve agreement between the City of SPECIFIC REQUEST/ Hendersonville and Social Indoor Advertising for RECOMMENDATION: advertising in Parks facilities STAFF REPORT PREPARED BY: Andy Gilley, Parks Director REPORT BACKGROUND: 1 In 2020 Graffiti Advertising and the Hendersonville Civitan Club were approved by the Parks Board to advertise in Parks Facilities. This was arrangement that allowed Graffiti advertising the solicit appropriate businesses to advertise in Parks Facilities and a portion of the revenue was given to the Hendersonville Civitan Club, who, in turn, used the funds to complete various projects around the Parks. In the Fall of 2022 Social Indoor acquired Graffiti Advertising, causing a need for a renewal of the contract. At this time, staff feels that it would be more appropriate for the agreement to be with the City of Hendersonville and let the city’s contract dictate where the funds will go. Approximately 90 percent of the ads will be in facilities that the Hendersonville Civitan operates concessions in Parks. Approximately 10 percent of the ads are in facilities where traffic is driven by operations of the Hendersonville Soccer Club and Tennessee United Soccer. These clubs will benefit financially and will be able to contribute towards Parks Projects with funds gained from these advertisements. The City will maintain control of these facilities and the agreements and will regulate the advertisements as per the Park Advertising Policy passed by BOMA in 2019. DISCUSSION: 2 This arrangement helps the city maintain control of the advertisements and also helps further the relationships between the city and the clubs that operate in our Parks that benefit the residents. FISCAL IMPACT: 3 There is no impact to the city’s general fund with this arrangement. The city will benefit from the clubs being able to continue to invest in facilities with funds gained from this arrangement. ADDITIONAL INFORMATION / PHOTOS: 4 N/A ATTACHMENTS: 5 • Social Indoor City of Hendersonville Proposed Agreement • 2019 Parks Sponsorship Program Guidelines 29  Nashville VENUE INFORMATION INSTALLATION TYPE Location Name: City of Hendersonville (Parks) Digital: Print: Both: ✔ Location Contact & Title: Andy Giley, Dir. Parks & Rec. See attached proposal. Mix of digital and Address: 101 Maple Drive North print indoor restroom advertising located in the following Hendersonville parks: City/State/Zip: Hendersonville, TN 37075 - Drakes Creek (15 restrooms) Phone: (615) 822-1000 - Veteran's (4 restrooms) Fax: - Memorial (2 restrooms) Email: agilley@hvilletn.org - Volunteer (2 restrooms) TERMS & COMPENSATION BOARD LOCATION WITHIN VENUE Term: 5 Years Men’s Room: ✔ Urinal Qty: Vanity Qty: 11 Space Rent Option (Select One Box): Women’s Room: ✔ Vanity Qty: 12 Stall Qty: In-house Advertising Common Area: Common Qty: ✔ Other: 18 digital ads for local placement plus 10% gross sales revenue share** VENUE DESCRIPTIONS: INSTALLATION & START DATE Bar & Grill Health Club Golf Course Installation & Start Date: Spring 2023 Sports Bar Movie Theatre Family Fun Contact for Issues: Andy Giley Restaurant Bowling Alley Night Club Coffee Shop ✔ Other Municipal parks ADDITIONAL PROMO ITEMS On certain advertising campaigns, we may be able to provide your location with free promotional items and samples, such as coasters, pint glasses, etc. SPECIAL INSTRUCTIONS **Revenue share paid quarterly to: INITIALS: (1) Civitan Club of Hendersonville (90%) (2) Hendersonville Soccer Club (5%) (3) Tennessee United Soccer Club (5%) SIGNATURES & APPROVALS The undersigned hereby acknowledges and agrees this Contract is signed and accepted subject to the terms and conditions stipulated on both sides of this order, which are all of the agreements and representations as to this Contract made by either party hereto. Merchant Signature Print Name Today’s Date Company/Account Representative Print Name Today’s Date 30  Nashville Northeast TERMS AND CONDITIONS 1. EQUIPMENT. Company owns or rents certain digital advertising display units “Boards”. 10. TERMINATION. This Agreement and all obligations hereunder may be terminated by either Merchant owns or rents certain real property at the address(s) listed on the front side of this party provided written notice of termination has been provided to the other party not less than Agreement (“Premises”) and asserts it has control of the Premises and is authorized to enter into this thirty (30) days. This Agreement and all obligations may also be cancelled by either party in the Agreement. Company desires to place Boards on or in the Premises for the purpose of displaying event (i) the other party fails to comply with the terms of this Agreement; (ii) either party is advertising and receiving revenue. Company also seeks from time to time to issue promotional involved in bankruptcy proceedings that have not been withdrawn or dismissed within sixty (60) advertising materials such as glassware, coasters, napkins, and other products within days or (iii) any of the Boards or services provided by Company is not lawful, licensed or Merchant’s premises (“Products”). Merchant hereby agrees to grant Company right to place Boards permitted. in certain indoor locations mutually agreed upon by the parties and to distribute from time to time, at Merchant’s discretion, various other Products on or within the Premises. Company shall be responsible for the installation and maintenance of the Boards. One or more Boards may be 12. COMPANY’S LIMITED LIABILITY TO MERCHANT. added to the Premises hereafter, which additional Boards would be subject to this Agreement. The a) Company shall be required to comply with all applicable laws and regulations, Boards shall at all times remain the sole property of Company or of the lessor of the Boards. and to obtain necessary licenses, permits or registrations to conduct its business. 2. AVAILABILITY. Merchant agrees for the term of this Agreement that the Boards shall at all b) Company will use ordinary care in displaying advertising, including ordinary care in the times during Merchant’s normal business hours remain available, unobstructed, and in use for display creation and placement of advertisements. If Merchant finds any advertisement offensive, to and viewing by Merchant’s customers. Merchant shall have a duty to reasonably notify competitive, or otherwise reasonably unacceptable, Merchant must notify Company in writing of Company of any change in the condition of the Boards or the advertisements within the Boards and its disapproval. Merchant’s notification of disapproval must be reasonable, made in good faith, Company shall be responsible for any and all maintenance, repair, or removal of the Boards and and must outline the reason for such disapproval. Company shall replace any unapproved advertising content during the term of this Agreement. In addition, Merchant shall make the Boards advertisement with an advertisement acceptable to Merchant. In addition, Company will, at its available to Company during reasonable business hours for maintenance, repair, improvements or expense, correct any errors that are due solely to Company’s personnel. Merchant may not the like. assert any claim against Company after one (1) year from the date that Merchant has or should have had knowledge of facts giving rise to such claim or any loss. 3. EXCLUSIVITY. During the term of this Agreement Merchant shall not permit the installation c) Merchant shall have no liability to third parties for any damages incurred and arising out of of any Boards or other indoor advertising or any other competing advertising medium on or the performance or non-performance of services under this Agreement, and Company shall in Merchant’s Premises. Further, Merchant shall not permit the removal of the Boards from the indemnify and hold Merchant harmless of, from and against any and all liability, claims, causes of Premises. Company shall have the sole and exclusive right to sell, produce, manufacture, and place actions or expenses relating thereto including Merchant’s attorneys’ fees in connection therewith. advertisements for third parties or Merchant on or within the Boards and in or on the d) COMPANY WARRANTS THAT IT HAS THE RIGHT, AUTHORITY, LICENSE AND/OR PERMISSION Premises,however, Merchant shall have the right to refuse any ad it reasonably believes to be TO PROVIDE THE SERVICES TO BE RENDERED TO MERCHANT HEREUNDER. unlawful, unfitting or otherwise inappropriate, which refusal will not be unreasonably withheld. 13. ASSIGNMENT. This Agreement may not be assigned by Company without consent but not 4. DAMAGE, THEFT, LIABILITY REQUIREMENTS. Company is responsible for any damages that by Merchant without Company’s prior written consent. In the event of any such delegation, the may happen to the boards. Merchant shall make no alteration or addition to the Boards, and shall provisions of this Agreement applying to Company shall apply equally to such third party in the not permit anyone, other than authorized representatives of the Company, to perform any service, performance of such obligations including, but not limited to, the limited liability, indemnification, maintenance, removal, or repair work of the Boards without Company’s prior written approval. and force majeure provisions hereof. 5. INITIAL AND SUCCESSIVE TERM(S). This Agreement shall be for the term stated on the front 14. FORCE MAJEURE. Neither party shall be considered in default in the performance of its side of this Agreement and shall commence on the date this Agreement is executed (“Initial Term”), obligation should its performance thereof be delayed or prevented by force majeure. “Force unless amended or terminated by written agreement signed by both parties or terminated by majeure” shall include, but shall not be limited to: hostilities, revolution, riots, strikes, epidemic, Company pursuant to paragraph 10 below. accident, fire, flood, earthquake, wind storm, explosion, lack of or failure of transportation facilities or power facilities, regulation or ordinance, any requirement or act of any government or 6. WARRANTIES AND REPRESENTATIONS OF MERCHANT. Merchant warrants and represents: governmental agency having or claiming to have jurisdiction over the subject matter of this Agreement or the parties, any act of God, or any cause, which is reasonably beyond the control and a) It is the owner of the Premises or that it holds a lease or option to renew the lease for said without the fault or negligence of the parties. Premises of equal 15. RELATIONSHIP OF PARTIES. It is not the intention or the purpose of this Agreement nor shall or greater length than the initial term of this Agreement. any provision herein create nor shall the same be construed as creating any type of partnership or joint venture of the parties hereto. This Agreement shall not be construed to provide for or b) It is engaged in a lawful business and is duly licensed and in compliance with all applicable communicate that Company has or is attempting to acquire any financial interest, direct or indirect, laws, rules and regulations of the Federal Government, as wells as the State, County and City in in Merchant, Merchant’s business, or Merchant’s Premises. which Merchant and the Boards are located, including but not limited to all laws, rules and regulations relating to the use, licensing or operation of the Boards and placement of 16. ENTIRE AGREEMENT. This Agreement constitutes the entire agreement of the parties advertisements and promotional materials of any kind in Merchant’s Premises. hereto. There are no other promises, representations, terms, conditions or obligations other than those contained herein. This Agreement supersedes all prior communications, representations or 7. TERMS OF PAYMENT. Company shall compensate Merchant the compensation amount type agreements, oral or written, between the parties and no waiver or modification to this specified on the front of this Agreement for displaying advertisements for third parties secured by Agreement shall be effective unless it is in writing, signed by the parties. This Agreement may be Company on the Boards in the Premises. If Merchant selects In-House Advertising, In-House executed in one or more counterparts, which counterparts shall together constitute one and the Advertising will be available on an ongoing basis. If Merchant selects either cash or trade same instrument. compensation, commissions will be calculated on a quarterly basis net of any revenues received from the sales of any alcoholic beverage advertising or in kind trade revenue. Cash commissions 17. NOTICES. Any notices to be given under this Agreement shall be deemed adequate if given shall be paid out within 30 days following the end of each fiscal quarter. Trade commissions shall in writing and sent by certified or registered international mail, by recognized air courier, accrue on a quarterly basis until redeemed by Merchant. or by facsimile transmittal at a fax number or e-mail known to be maintained by the party to whom notice is to be given, coupled with a copy of the fax confirmation sheet. Notice shall be deemed 8. INDEMNIFICATION. Company shall indemnify Merchant and hold Merchant, and its officers, given when it is received. directors, employees, agents, franchises and independent contractors, harmless of, from and against any and all claims, liabilities, costs, attorneys’ fees, losses or expenses, directly or indirectly 18. MISCELLANEOUS. This Agreement shall bind and inure to the benefit of each of the parties arising or resulting from the installation, location, use, maintenance, or removal of the Boards and and their successors, representatives, and heirs. The person signing this Agreement on the Products covered by this Agreement and/or from Company’s breach of this Agreement, except to Advertiser’s behalf has the authority to bind the Advertiser to this Agreement. This Agreement the extent such claim, liability, cost, loss or expense, or a portion thereof arises directly from the shall be deemed to have been made in the county and state in which Merchant is located and shall gross negligence or willful misconduct of Merchant, its officers, agents, or employees. Company be governed and interpreted in accordance with its laws, which laws shall prevail in the event of any agrees to defend, indemnify, and hold harmless Merchant, and its officers, directors, employees, conflict of law. If any part of this Agreement is held invalid or unlawful by a court of competent agents, franchises and independent contractors, from and against any and all claims, suits, jurisdiction, the remainder of the Agreement shall remain in full force and effect. expenses, and liabilities, including reasonable attorney and court costs, directly or indirectly arising out of any material, creative, logos, or content displayed by Merchant displayed in the Boards, except those specifically provided by Merchant including without limitations, claims or 19. This Agreement shall not be effective unless and until approved by the Board of Mayor and Alderman. suits for libel, copyright or trademark infringement, privacy rights violations, or any other violations of federal, state, or local law. These provisions shall survive termination of this Agreement. Company shall indemnify and hold harmless the Merchant from and against any and all claims and liabilities arising from or in connection with the content or subject matter of Company’s advertisements. Further, any and all advertisements produced, provided, and displayed by either party herein are and shall remain the sole property of such party, including, without limitation, any and all trademarks, copyrights, brand names, and other intellectual property reflected and displayed within the advertisements. 9. EQUIPMENT RELOCATION. In the event Merchant transfers or moves its business from the Premises, Merchant shall notify Company not less than sixty (60) days prior to any such event. 31  Douglas Wilson Social Indoor Nashville 43 Lindsley Avenue Nashville, TN 37210 January 11, 2023 Andy Gilley Parks Director City of Hendersonville Parks Dept. 101 Maple Drive North Hendersonville, TN 37075 RESTROOM ADVERTISING PROPOSAL Andy, As you are aware, Social Indoor Nashville recently acquired Graffiti Indoor Advertising, with the sole intention to update its current restroom print advertising boards across Greater Nashville with either the more modern Social Indoor print frame solution, or its digital billboard product. As part of that exercise, we have been conducting reviews of all our venue clients’ current installation configurations to allow us to plan and execute this significant upgrade project. On December 21, 2022, we conducted a review of the print frames located at the Hendersonville Parks’ locations currently hosting Graffiti boards. With the information gleaned from that review, coupled with historical advertising records, we conducted an assessment to allow us to consider the following: 1. Revised board placements maximizing the use of Social Indoor product options. 2. Develop a new sales initiative to promote Hendersonville Parks’ sports and events more actively in Sumner County. 3. Review legacy lease agreement to broaden the benefits available to Hendersonville Parks and the Civitan Club of Hendersonville. Please take time to review and consider what we have to offer and as always, I am available to discuss any details further with you at any time. Sincerely, Douglas Wilson, Owner/COO 32  Venue/Advertising Proposal 2023 City of Hendersonville Parks Dept. PROPOSAL OVERVIEW The current configuration of Graffiti-style advertising frames at the Drakes Creek and Veterans facilities provides 67 advertisement placements spread across numerous restroom buildings. Graffiti appears to have adopted a “spread them out and spread them thin” approach to placement, positioning single frames containing one advertisement on women’s room stall doors and above men’s room urinals. Although plentiful, it is our considered opinion that this current solution minimizes the effectiveness of our clients’ advertisements since viewable ads are limited by the “one-ad-per” approach taken. Social Indoor believes that the introduction of its indoor digital billboards in key restroom buildings will offer a more attractive and effective advertising solution to clients wanting to advertise at the parks. The smaller footprint billboards would be positioned adjacent to the vanities in both types of restrooms, displaying a loop of up to 12 advertisements in a 90 second period. The added benefit of constantly changing screen content engages the viewer while washing and drying their hands. In cases where the digital solution is not effective, or practical, we propose installing our more modern design of print frame adjacent to vanities. Should demand increase, we can upgrade those locations to digital vey simply. Digital Billboard 17” x 22” Print Frame We have identified additional restrooms at Memorial and Volunteer Parks that would benefit from the introduction of indoor advertising. The Tennis Court restrooms at Memorial Park are a high-traffic area with tennis in the summer and the adjacent playground and lakeside walking paths. The new in-line hockey rinks at Volunteer Park are an obvious location due to the popularity of HIHA in the area. January 2023 2 33  Venue/Advertising Proposal 2023 City of Hendersonville Parks Dept. PROPOSED SOLUTION • Remove all existing Graffiti-style print frames from Parks restrooms. • Install digital indoor billboards in the 9 Parks restrooms identified below. • Install 17” x 22” print frames in the 14 Parks restrooms identified below. Current Proposed Solution Configuration Park Location Restroom No. of No. of Billboard No. of Diff Frames Ads Style Ads Drakes Creek Civitan Building M 4 4 Digital 12 +8 W 5 5 Digital 12 +7 Trailhead M 2 2 Print 2 0 W 4 4 Print 2 -2 Front Soccer M 4 4 Print 2 -2 W 6 6 Print 2 -4 Back Soccer M 4 4 Print 2 -2 W 6 6 Print 2 -4 12 & 13 M 1 1 Print 2 +1 W 3 3 Print 2 -1 Football M 4 4 Print 2 -2 W 6 6 Print 2 -4 Main Quad M 2 2 Digital 12 +10 W (East) 2 2 Digital 12 +10 W (West) 3 3 Digital 12 +9 Memorial Tennis Courts M 0 0 Print 2 +2 W 0 0 Print 2 +2 Veterans Mary’s Magical M 3 3 Digital 12 +9 W 4 4 Digital 12 +8 Baseball M 1 1 Digital 12 +11 W 3 3 Digital 12 +9 Volunteer Hockey Rinks M 0 0 Print 2 +2 W 0 0 Print 2 +2 TOTAL 67 TOTAL 136 +69 INSTALLATION Installation would take place in the first quarter of this year, subject to hardware availability. All work shall be conducted by Social Indoor crews at no charge to Hendersonville Parks. If required, we’d be happy to work with your staff, or any of your approved contractors to perform the installation. Our digital billboards require a Wi-Fi or hard-wired CAT5 connection. Power is provided one of two ways; (1) dedicated 110VAC to 12VDC power supply connected to building power hidden in a convenient location in the roof-space or an adjacent room, or (2) Power-over-Ethernet (PoE) provided through the CAT5 cabling by the inclusion of a PoE switch between the building January 2023 3 34  Venue/Advertising Proposal 2023 City of Hendersonville Parks Dept. internet connection and the billboard. Our preferred solution is PoE as it does not require access to building power other than a standard outlet for the PoE switch. AD CONTENT MANAGEMENT AND DISTRIBUTION Our digital billboard content is managed remotely by Social Indoor Nashville via our corporate servers and ad distribution system. The load on your local network connections is minimal. Print ads shall be swapped out by Social Indoor staff monthly or more frequently, as dictated by our market demands. SALES PHILOSOPHY When Social Indoor entered the indoor advertising market in Sumner County in early 2021, it very quickly gained dominance due to its localized sales strategy by offering local advertising to locally owned businesses by a locally based sales team. Despite our recent expansion, we still operate with that philosophy and plan to take full advantage of the Hendersonville Parks locations, promoting them as high-traffic opportunities for local businesses to advertise during seasonal sporting activities and larger community events. VENUE PARTNERSHIP As part of our Venue Partnership program, Social Indoor offers options to our venue partners in return for hosting our billboards. We recognize the importance of advertising revenue share to The Civitan Club, but we also believe that locally promoting events and activities, whether it is league sign-ups, events such as Pig Fest, or national sporting competitions, could contribute to added success for Hendersonville Parks. Our dedicated Venue Management Team will work with your staff to ensure activity and event promotions are supported. We propose the following lease agreement for your consideration: • Two complimentary ads for each digital billboard installed, so eighteen in total. These ads can either be placed on digital billboards in your park restrooms or distributed to other Social Indoor digital locations in the area. This would normally be a $990/per month cost at our standard annual advertising rate. • In addition, a 10% gross revenue share for all advertisements displayed on digital and print billboards inside park restrooms. This will be paid quarterly. Digital ad content shall be designed and provided by Hendersonville Parks and shall be in accordance with our ad specification to ensure compatibility with our digital billboards. SUMMARY This enhancement to the agreement currently in place is a significant investment for our company, but we believe it brings much more opportunity to the local business community and Hendersonville Parks’ excellent sports and events programs. We look forward to continuing this relationship with Hendersonville Parks and hope our proposal reflects our commitment to support the community. January 2023 4 35  Sponsorship Program (Revised 3/24/2019) I. POLICY It is the policy of the Hendersonville Parks and Recreation Department to actively pursue sponsorships from for-profit entities for department programs, events, projects and sites in order to enhance and sustain Hendersonville’s Parks and Recreation system in such a manner that respects the noncommercial nature of public places. All such sponsorships must comply with the guidelines and procedures set forth in this policy. II. PURPOSE This policy and its guidelines and procedures are intended to guide the Hendersonville Parks Director, staff, Parks Board and/or any allied agency that utilizes our Parks System in reaching agreements with businesses and sponsors and to help potential sponsors understand the opportunities and constraints of a parks and recreation sponsorship. III. DEFINITIONS a. Sponsorship – Sponsorship is financial or in-kind support from any entity for a specific program, event, project or site in exchange for tangible and intangible benefits to the sponsor. For the sponsor that can include but is not limited to: i. Marketing opportunities (product promotion and temporary advertising) on City property ii. Authorization by the department for the business to promote its investment with the department and association with department programs iii. Name association (name title) for an event, program or project b. Gifts – A gift is a freely given donation of goods, cash, or real property to the department, preferably with no exception of return (a “condition” to the gift). Gifts may be designed for a specific purpose or may be general in nature. Recognition for donors and donations is determined by the City. c. Advertising – Advertising is signage created by the for-profit entity (usually placed in designated purchased space) to promote a product or business. Advertising generally is not allowed in designated parks, parkways, greenways, natural areas, recreation facilities, or outside other park buildings. The permanent placement of a corporate logo, brand, or product placement in a public park or facility is considered advertising and is not allowed unless part of an approved sponsorship agreement for an event, program or project. Paid advertisements are allowed in the department’s printed materials and publications. d. Temporary Advertising – Temporary advertising is the display of corporate logos, branding, or advertising copy at a department event or on collateral materials associated with an event or program. 36  e. Events – Events are one-time activities for the public organized by the department and held on city property that generally last less than one week. f. Projects – Projects are one-time departmental efforts, often with a product as the end result. g. Programs – Programs are on-going, organized activities led by the department for the public and generally involve staff supervision. h. Sites – Sites are specific places, varying in scale from individual features or areas to entire parks or even to the entire system. i. Marketing Benefits – These are opportunities given to the for-profit sponsor to have their branding, their products, their name and logo given temporary visibility on City property or materials. The details of those opportunities are specific to each sponsorship detailed in the agreement and must meet with City laws, departmental policies and Parks Board Approval. IV. BACKGROUND The Hendersonville Parks Department and the citizens of Hendersonville pride themselves on their extensive Parks and Recreation System. That is evident, too, in the decades of generous support shown by Hendersonville’s business community. Today, financial and in-kind support is even more critical as the investment needed to sustain and expand the parks, facilities, and programs continues to climb. Like other park and recreation departments across the nation, the Hendersonville Parks Department is pursuing more sophisticated business partnerships with the for-profit sector, in the form of event, program, project, and site sponsorships. These mutually beneficial business arrangements provide an important marketing venue for businesses and an opportunity for them to align themselves with the department’s public mission. In turn, the city is able to build new and exciting programs and facilities while sustaining the system. V. SPONSORSHIP CATEGORIES Sponsorships are appropriate for four broad types of department activities and places: Event Sponsorship – Event sponsorship is the financial or in-kind support for a department organized event on City property. Sponsors may be recognized vis-à-vis anything relating to the event. Depending on the details of the agreement, the sponsor’s name may be directly associated with the event (i.e. title sponsor) and the sponsor may have a variety of temporary advertising and marketing opportunities. Project Sponsorship – Project sponsorship is financial or in-kind support of a specific department project which is usually a one-time effort. Results often include a product being developed for the department and for the public (i.e. department facility map, master plan for a park, department promotional materials) Program Sponsorship – Program sponsorship is financial or in-kind support of a department led program for the public. Recognition of the sponsor may continue throughout or even after a program’s duration. Depending on the details of the agreement, a sponsors name can be associated directly with the program and other marketing opportunities that are available. Site Sponsorship – Site sponsorship is financial or in-kind operating support of a specific department place or feature (i.e. stadiums, specific areas in parks, playgrounds, seasonal displays). Marketing opportunities and recognition of the sponsorship are negotiated on a case-by-case basis as part of the agreement and approval process. 37 VII. GUIDELINES FOR ACCEPTING SPONSORSHIPS The Hendersonville Parks Department welcomes sponsorships as an opportunity to enhance our services as long as the sponsorships are consistent with City policies and regulations; respect the physical beauty of public spaces and reaffirm the department’s mission and core services. In considering any proposal for sponsorship of a department activity or place by a for-profit entity, the following questions should be considered individually and collectively: 1. Are the for-profit’s products, services, and marketing goals compatible with the department’s mission, values and policies? 2. Are the products and services of the for-profit entity compatible with the policies and laws of the city. 3. Does the proposed sponsorship enhance current priorities, programs, and core services of the department? 4. Do the conditions of the sponsorship (especially in terms of marketing benefits and temporary advertising) compromise the design standards and/or visual integrity of our parks and recreation facilities or the experience of the users? 5. Does the sponsorship commit the department to additional operating and maintenance responsibilities and costs? 6. Are the tangible and in-tangible benefits balanced for both the sponsor and the department? 7. Would the sponsorship create a conflict of interest for the department or the city? 8. What is the for-profit’s past record on community involvement with city projects and agencies? 9. Products and businesses generally ineligible for sponsorships include: for-profits whose primary products or services are substantially derived from the sale of alcohol, drugs, tobacco, gambling, firearms, or sexually explicit materials. VIII. MARKETING BENEFITS AND RECOGNITION GUIDELINES 1. All sponsorship marketing materials, including but not limited to banners, signs, brochures, cards, signs, posters, and newsletters, labels on products such as t-shirts, must be approved by the department 2. Specific outdoor park facilities (i.e. fenced ball fields, skate parks, stadiums, bleacher covers) and indoor recreation centers will have established areas for temporary advertising and sponsorship recognition. Visual impact will be considered. 3. An unlimited number of corporate sponsorship recognition and logos printed on “walk- away” products (i.e. t-shirts, water bottles) is acceptable. Visual impact will be considered. 4. The Hendersonville Parks Department must approve the use of the City’s and Parks Department logo by the sponsor in any publications. All logo use must be associated with the specific program or sponsorship. IX. PROCEDURES 1. Sponsorships are arranged primarily through two processes: a) self-initiated by the potential sponsor or (b) initiated by the department through a formal or informal Request For Sponsors process. 2. Interested sponsors are encouraged to contact the department at any time to discuss a potential sponsorship or can submit a proposal at any time. 3. Once potential sponsors are identified the following process shall occur: a. Meeting with Department Staff 38  b. A sponsorship agreement should be drafted to include: levels of sponsorship, benefits to the department, full list of details to the agreement as it pertains to the guidelines in the sponsorship policies c. Submittal to the Parks Director for approval d. Submittal to the Parks Board for approval 4. At times the department will issue requests for sponsorship through various media, such as direct mail, email, social media, or publications. If there are one or more for-profit businesses interested in the same sponsorship program every effort will be made by the department to accommodate multiple sponsors, however this is not guaranteed and the Parks Director will have the ultimate authority which businesses would be chosen in this case. 5. Sponsorship agreements should include the following at a minimum: a. Clear statement of how the department is going to benefit and how the department will be improving services through this relationship and how the sponsorship supports the mission and vision of the department. b. The financial value, benefits associated, costs of the partnership, including any exclusivity or hierarchy of benefits c. Type and time limit for each sponsorship d. Clear statement of the department’s and the sponsor’s responsibilities and roles. e. Specific plan for marketing and branding opportunities, display, type, location, size, design, content and duration f. Term and termination provisions X. OTHER ISSUES • All signage costs will be covered by sponsor fees and any signs damaged or worn by weather will be replaced by the sponsor. • All sponsor fees collected will be placed into a revenue account, approved by our Board of Mayor & Alderman. These monies can then be spent out of this account on the sponsored program or facilities for upkeep, upgrades, equipment purchase for upkeep, etc. It is the HPR goal to spend the sponsor monies collected on each facility, for that facility. (i.e. All sponsor money collected for soccer, will be spent on soccer upgrades) • The Board of Mayor and Aldermen have ultimately authority on all issues. 39 Trash Collection Update March 28, 2023 40 Trash Misses 2/14/23 - 3/17/23 Daily Reported Trash Collection Misses Reported Date Misses 2/14/2023 6 20 19 2/15/2023 8 18 2/16/2023 6 2/17/2023 5 16 2/21/2023 19 2/22/2023 8 14 2/23/2023 5 2/24/2023 5 # Daily Misses 12 12 2/27/2023 6 10 2/28/2023 3 9 3/1/2023 6 8 8 8 8 7 7 3/2/2023 7 6 6 6 6 6 6 6 3/3/2023 4 5 5 5 5 5 3/6/2023 12 4 4 4 4 3/7/2023 9 3 3/8/2023 5 2 3/9/2023 5 0 3/10/2023 6 3/13/2023 8 3/14/2023 7 3/15/2023 6 Date 3/16/2023 4 3/17/2023 4 total 154 41  City of Hendersonville 101 Maple Drive North  Hendersonville, TN 37075  Telephone (615) 822-1000 www.hvilletn.org 110 Mountainwood Drive The City of Hendersonville received a request for a streetlight near 104 Mountainwood Drive. After reviewing the City’s Street Lighting Policy, the addition of a new streetlight to an existing wood utility pole in front of 110 Mountainwood Drive (Pole Number 04834034) could be justified. The vertical and horizontal curvature of Mountainwood Drive render the existing streetlights at either end of the road ineffective in the region of the sag in the vertical curve. A streetlight at 110 Mountaindwood Drive would give the road consistent lighting per Hendersonville’s Street Lighting Policy. Existing Wood Pole Mayor Ward One Ward Two Ward Three Ward Four Ward Five Ward Six Jamie Clary Vice Mayor Mark A. Skidmore Lee Peterson Bob Garza Karen Dixon Rachel Collins Jim Waters Jim Waters Mark Burgdorf Michael Martin 42 Jeffrey Sasse Terri Goodwin Janna Garton Dr. Eddie Roberson  CITY OF HENDERSONVILLE, TN POTENTIAL ACQUISITION PROPERTIES 103 Creek Side Ct 104 Creek Side Ct 105 Creek Side Ct 106 Creek Side Ct 104 Fortune Dr 117 Southburn Dr 115 Southburn Dr 113 Southburn Dr 111 Southburn Dr 109 Southburn Dr 107 Southburn Dr 105 Southburn Dr 103 Southburn Dr Feet RLS PROPERTIES 0 175 350 700 PROPERTIES OF INTEREST BUILDING FOOTPRINTS SPECIAL FLOOD HAZARD AREA ¯ 1% ANNUAL CHANCE FLOODPLAIN FLOODWAY 0.2% ANNUAL CHANCE FLOODPLAIN 43