Since the middle of March, the City of Brentwood has been operating its Historic Homes in compliance with the Executive Orders issued by Tennessee Governor Bill Lee in response to the COVID-19 pandemic.  The State's orders began with the State of Emergency declared on March 12 by Executive Order, No. 14, and a series of progressively restrictive Executive Orders followed in an attempt to contain the spread of the COVID-19 virus.  The City of Brentwood declared a State of Emergency on March 20 and operated under such until  April 24, when the Governor issued Executive Order No. 29 that partially reopened dine-in restaurants.  During Brentwood's State of Emergency, City staff worked with historic home clients to either cancel or postpone events at the client's choice.   For those that the City canceled, full refunds were provided.

Executive Order No. 30, issued April 28, further relaxes some of the previous restrictions but still prohibits gatherings of ten (10) or more persons and strongly encourages the postponement of weddings and similar celebrations, or attendance by only close family members.  The effect of this order is to confirm that Brentwood must continue to prohibit events of ten (10) or more persons at the historic homes until at least the end of May.

Up until now the modifications to the City's policies regarding events at the historic homes due to COVID-19 have been a function of the City Manager's authority while under a formal State of Emergency.  Now that the City's State of Emergency has expired, it is appropriate for the City Commission to authorize continuance of these temporary policy changes until such time as the virus is no longer a threat to large gatherings at the homes and/or the Governor relaxes his Executive Order regarding larger social gatherings.  The policy modifications are outlined below, and will constitute a temporary change to the Ravenswood Mansion and Cool Springs House Operating Policies and Procedures.  City staff will ensure any necessary addenda to client contracts are executed accordingly. 

The proposed modifications are as follows:

Clients currently booked through June 15: Those who cannot reduce their guest count to ten (10) persons or less are offered a full refund, or they may reschedule under the terms provided below.

Clients currently booked June 16 - July 15, 2020: Full refunds are not provided unless the Governor's order is extended with regard to gatherings of (10) or more persons.  If a client feels that they cannot have their event due to the Coronavirus, they may reschedule their date(s) under the following guidelines:

• The new date(s) must be within 12 months of the originally contracted date

• Client requests will be subject to venue availability

• If a client chooses a new date that is of less value than their original date the client will be refunded the difference

• If a client chooses a date that is of greater value than the original date the client must pay the difference.

Clients whose events fall in October, November, and December 2020:

• The City of Brentwood will grant a six-week grace period on any final balances or cancellation deadlines that fall in the months of April, May, and June 2020. Clients' final balances must be paid, or cancellation requests must be submitted in writing to the Event Venue Manager by four and a half months prior to the contract date.

• Should the client fail to pay their final balance, or contact the venue regarding a cancellation, the City will consider the event a cancellation and no refunds will be made.

Due to the evolving nature of the pandemic, staff requests that the City Manager be authorized to further extend these modifications as necessary in response to COVID-19 through December 31, 2020.  

Please contact the Community Relations Director or Assistant City Manager with any questions.