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Agenda for the Regular Meeting of Board of Commissioners
Monday, December 8, 2025 - 7:00 pm
Brentwood City Hall

Call to Order by Mayor
Roll Call
Invocation by Mayor Andrews
Pledge of Allegiance to the Flag by Commissioner Donahue
Police Department Recognition - Detective Sergeants Shawn Groves and Brent Rowsey

Approval or Correction of Minutes

November 24, 2025

Approved

Comments from Citizens – Individuals may comment on any item included in the Consent/Regular agenda or on any other matter regarding the City of Brentwood. All comments should be directed to the Board of Commissioners. Citizens who wish to request that an item be moved from the Consent Agenda to the Regular Agenda for discussion should make that known to the Board at this time. A sign-in sheet will be provided fifteen (15) minutes prior to the start of the meeting. Anyone wishing to speak may, but are not required to, sign in.

Report from City Manager
Report from the City Attorney
Reports and comments by Commissioners and Mayor

Note: All matters listed under the Consent Agenda are considered to be routine and will generally be enacted by one motion. Except for any items that are removed from the Consent Agenda, there will be no separate discussion of these items at this time.

Consent Agenda

Resolution 2025-86- A RESOLUTION AUTHORIZING THE USE OF A COMPETITIVE SEALED PROPOSALS PROCESS FOR A FIREWORKS VENDOR PURSUANT TO SECTION 2-209 OF THE BRENTWOOD MUNICIPAL CODE, for adoption

Approved

Resolution 2025-87 - A RESOLUTION AUTHORIZING AN AGREEMENT WITH REED & SHOWS METER SOLUTIONS, LLC FOR WATER SYSTEM METER TESTING, for adoption

Approved

Resolution 2025-88 - A RESOLUTION AUTHORIZING AN AGREEMENT WITH 3-T TENTS AND EVENTS, LLC FOR TENT RENTAL SERVICES AT RAVENSWOOD MANSION, for adoption

Approved

Resolution 2025-89 - A RESOLUTION ADOPTING NEW GUIDELINES AND POLICIES FOR USE OF THE RAVENSWOOD MANSION IN MARCELLA VIVRETTE SMITH PARK

Approved

Resolution 2025-90 - A RESOLUTION AUTHORIZING AN AGREEMENT WITH WEST PUBLISHING CORPORATION, A THOMSON REUTERS BUSINESS, FOR SUBSCRIPTIONS TO LEGAL PUBLICATIONS AND ONLINE DATABASES, for adoption

Approved

~~Resolution 2025-91 - A RESOLUTION REPEALING THE PREVIOUS SPEED HUMP AND TRAFFIC CALMING POLICIES AND ADOPTING A COMBINED TRAFFIC CALMING AND SPEED HUMP POLICY~~

Withdrawn

Resolution 2025-92 - A RESOLUTION AUTHORIZING AN AGREEMENT WITH ALTERNATIVE ENERGY PRODUCTS, LLC FOR WOOD WASTE GRINDING AND REMOVAL SERVICES, for adoption

Approved

Approval to pay invoice for GNRC annual dues

Approved

Approval to purchase Combination Hydro Excavator/Vacuum Assist Machine for Water Department

Approved

10.

Approval to purchase traffic switches

Approved

11.

Cancellation of Board of Commissioners' meeting scheduled for December 22, 2025

Approved

Old Business

Other old business

New Business

Other new business

Notice of future appointments of four (4) members to the Historic Commission (for information only)

Jason Gage
City Manager

Anyone requesting accommodations due to disabilities should contact April Curlin , A.D.A. Coordinator, at 371-0060, before the meeting.

Brentwood City Commission Agenda

Meeting Date:

12/342/2025

Approval or correction of minutes from Regular Scheduled Commission meeting

Submitted by:

Holly Earls, Administration

Department:

Administration

Information

Subject

Approval or correction of minutes from the November 24, 2025 meeting

Background

Staff Recommendation

Fiscal Impact

Attachments

Draft Minutes

Consent 1.

Brentwood City Commission Agenda

Meeting Date:

12/342/2025

Res 2025-86 - Authorization to use a Competitive Sealed Proposals Process for Procurement of Fireworks Vendor for Independence Day Celebration

Submitted by:

Charles Booth, Community Relations

Department:

Community Relations

Information

Subject

Resolution 2025-86 - Authorization to use a Competitive Sealed Proposals Process for the Procurement of a Fireworks Vendor for the Independence Day Celebration

Background

In order to procure the fireworks display for the City's 2026 Independence Day Celebration at Crockett Park (also known as "Red, White, and Boom!"), which will also serve as the nation's 250th Anniversary, staff requests authorization to use a competitive sealed proposals process. Typically, the City advertises the value of the contract as part of the solicitation, and requests vendors to submit shell counts and sizes. Staff then does both quantitative and qualitative evaluations of the proposals to determine the best value. Though responding firms are typically well qualified and have produced shows of similar size and scale, the experience and qualifications of responding vendors is also a consideration in proposal evaluations.

The City is also looking for a one-time increase in budget for the 250th anniversary aspect of July's Red, White, and Boom, to make for a more celebratory experience.

Because qualifications, experience, and competence are important factors in this procurement in addition to fees, staff is requesting City Commission approval to use a competitive sealed proposal process to find the best vendor for these services.

Staff Recommendation

Staff recommends approval of the attached resolution authorizing use of a competitive sealed proposal process for procurement of a fireworks vendor for the 2026 Independence Day Celebration show.

Previous Commission Action

In February 2023, the City awarded a contract to PyroShows, with two renewals, for Brentwood's Red, White, and Boom fireworks show.

Fiscal Impact

Amount :

$50,000

Source of Funds:

Special Events

Account Number:

110-41680-82590

Fiscal Impact:

The City is looking to double the price of the show for only the 2026 year, creating a bigger experience, and then returning to a traditional show (with a similar price to 2025, plus inflation costs), for the remaining two years of the contract.

Attachments

Resolution 2025-86

Signed Resolution

Consent 2.

Brentwood City Commission Agenda

Meeting Date:

12/342/2025

Res 2025-87 - Approval of agreement with Reed & Shows Meter Solutions, LLC for water system meter testing

Submitted by:

Chris Milton, Water & Sewer

Department:

Water & Sewer

Information

Subject

Resolution 2025-87 - Approval of agreement with Reed & Shows Meter Solution, LLC for water system meter testing.

Background

Accurate metering of customer water usage is a critical element of efficient Water Services Department operations. As larger meters age, their ability to accurately measure a customer's water consumption diminishes, resulting in a higher percentage of unaccounted for (or unbilled) water. Therefore, it is necessary for the Department to routinely inspect, repair and test all of the system's water meters. Department staff regularly tests or replaces aging, smaller meters that are associated with a typical residence. However, larger meters (from two to ten inches) that are installed on most commercial or institutional customers' domestic and fire service lines require greater expertise and larger testing equipment than the Department has the capability to perform. These larger meters, about 360 devices in Brentwood's system, are tested, repaired, and calibrated in the field periodically by an experienced, competent, outside contractor to ensure they are performing within acceptable American Water Works Association (AWWA) standards.

In order to ensure the most competitive pricing for these larger meter testing services, the Department routinely solicits bids from competent contractors that specialize in these large meter testing services. The services sought are to first test the meter in the field and if found to be inaccurate or in need of repair, to make the necessary repairs, place the meter back into service, and perform a retest. This process is repeated until the meter meets industry standards for accuracy or determined it is need of replacement.

On October 30, 2025, the Department received bids from two contractors qualified to perform these services. Upon review of each firm's qualifications, discussing their performance with listed references and overall submitted pricing, staff determined that the best proposal was submitted by Reed and Shows Meter Solutions, LLC of Douglasville, Georgia in the amount of $80,775.00 annually. The terms of the agreement allow for annual renewals for up to two additional one-year periods allowable increases to the contract tied to the Consumer Price Index. Reed and Shows has performed work throughout the southeast and for Brentwood in the past and is a very competent firm to provide these services. Accordingly, the Department is recommending that an agreement with Reed and Shows, Meter Solutions be approved in the amount of $80,775.00. Please direct any questions to the Water Services Director.

Staff Recommendation

Staff recommends approval.

Fiscal Impact

Amount :

$80,775.00

Source of Funds:

Water & Sewer

Account Number:

412-52310-82599

Fiscal Impact:

Attachments

Resolution 2025-87

COB Contract # 2025-141

Bid Tabulation

Signed Resolution

Signed Contract

Consent 3.

Brentwood City Commission Agenda

Meeting Date:

12/342/2025

Res 2025-88 - Authorizing a contract with 3-T Tents and Events, LLC, for Tent Rental Services at Ravenswood

Submitted by:

Charles Booth, Community Relations

Department:

Community Relations

Information

Subject

Resolution 2025-88 - Authorizing a contract with 3-T Tents and Events, LLC, for Tent Rental Services at Ravenswood Mansion

Background

On July 14, 2025, the City Commission authorized use of the Competitive Sealed Proposals process for staff to secure pricing for a single sailcloth event tent to be rented and installed from April to October. The goal is to improve operational efficiency, ease the logistical burden on renters, reduce wear and tear on the grounds at Ravenswood, and make the venue more competitive. With one tent in place, the City would no longer have to manage myriad vendors installing and taking down tents, often more than once in a single weekend. Renters would have the simplicity of a tent being included in the package and not having to secure their own vendor and choose a tent. They will know when they book the event exactly what the tent will look like when positioned on our grounds.

The attached proposed agreement with 3-T Tents and Events, LLC, calls for providing and installing a 44' x 103' sailcloth tent with wooden poles and flags at each peak, installing white string lights inside the tent and along the pathway between the tent and the mansion, and conducting weekly inspections to ensure the tent remains structurally sound, all lighting is operational and no repairs are needed. In the event the vendor determines that tent removal is necessary due to potential high winds or hazardous weather conditions, the City of Brentwood will not be liable for any associated costs. The contractor will be paid 50% of the fee after the contract is executed and the other 50% before the tent is set up in the spring of 2027.

If you have any questions, please contact Community Relations Director Charles Booth or Assistant City Manager Jay Evans.

Staff Recommendation

Staff is recommending approval of contract with 3-T Tents and Events LCC for Tent rental services.

Previous Commission Action

The Commission approved the use of Competitive Sealed Proposals for tent rental services at Ravenswood on July 14, 2025.

Fiscal Impact

Amount :

$95,172

Source of Funds:

General Fund - Historic Sites- Ravenswood

Account Number:

110-41680-82590

Fiscal Impact:

The Historic Homes will budget for this expenditure as part of the FY 2026 budget. The expenditure is expected to be offset by revenue from a price increase to be considered under separate cover on this agenda.

Attachments

Resolution 2025-88

COB Contract # 2025-115

Signed Resolution

Signed Contract

Consent 4.

Brentwood City Commission Agenda

Meeting Date:

12/342/2025

Res 2025-89 - Amending the Policies and Procedures for Ravenswood for Inclusion of Tent Amenity

Submitted by:

Charles Booth, Community Relations

Department:

Community Relations

Information

Subject

Resolution 2025-89 - Amending the General Policies and Procedures for the Ravenswood Mansion for Inclusion of Tent Amenity

Background

For more than 10 years, the City of Brentwood has owned and operated Ravenswood Mansion, located in Marcella Vivrette Smith Park, for special events, weddings, parties, and business meetings. Rental rates and guidelines were initially adopted as part of the home's General Policies and Procedures in 2013. Since that time, periodic updates have been made to ensure market competitiveness and to refine the operating policies. The most recent update was approved in July 2025.

On July 14, 2025, the City Commission authorized use of the Competitive Sealed Proposals process for staff to secure pricing for a single sailcloth event tent to be rented and installed from April to October. The goal is to improve operational efficiency, ease the logistical burden on renters, reduce wear and tear on the grounds at Ravenswood, and make the venue more competitive. A proposed agreement with a tent company is included under separate cover on this agenda.

In order to offset the cost of the tent, a rate increase is required. The attached proposed amendment to the Policies and Procedures would increase weekend rental rates during the peak season (April-October) from $3,500 to $6,000 on Fridays, from $5,000 to $7,500 on Saturdays, and from $3,500 to $6,000 on Sundays.

The price increase will impact those booking events to occur in April 2027 and later.

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

Staff Recommendation

Staff recommends the weekend rental increase during peak season (April-October), beginning in April 2027.

Fiscal Impact

Amount :

Source of Funds:

Account Number:

Fiscal Impact:

The increased rates would be used to offset the cost of the long-term tent rental at the home.

Attachments

Resolution 2025-89

Exhibit A

Signed Resolution

Consent 5.

Brentwood City Commission Agenda

Meeting Date:

12/342/2025

Res 2025-90-Agreement with West Publishing Corporation, a Thomson Reuters Business, for Westlaw Legal Publications

Submitted by:

Kristen Corn, Legal

Department:

Legal

Information

Subject

Resolution 2025-90 - Authorizing an Agreement with West Publishing Corporation, a Thomson Reuters Business, for Westlaw Legal Publications and Online Databases

Background

The City is a subscriber to Westlaw, a legal publication and online database service that provides a multitude of legal resources, including statutory material, case law, legal forms, treatises, and other research materials. The subscription is available to designated City employees, including the City Attorney and several users in the Police Department.

The current agreement was approved in January 2023. Recently, Westlaw launched a new program called Westlaw CoCounsel, and staff began exploring the possibility of entering into a new agreement to acquire this program. Westlaw CoCounsel provides enhanced, artificial intelligence (AI)-based research capabilities that will allow staff to research issues more efficiently and effectively.

Under the current agreement, the monthly Westlaw subscription fee is $3,968.11. The proposed new agreement calls for a monthly fee of $4,449.00 for 36 months, with an annual cost of $53,388.00, which is an increase of $5,770.68 per year. Over the past several years, subscriptions for printed publications have been terminated, and the savings from those terminations help offset these increased costs.

Westlaw is recognized as the premier source for online legal publications and legal databases, and its products and services are essential for conducting expeditious and accurate legal research. Since no other publisher offers the same range of materials and research flexibility, WEST is effectively a sole source provider.

Please contact the City Attorney if you have any questions.

Staff Recommendation

Staff recommends approval of the accompanying resolution.

Previous Commission Action

The Board of Commissioners approved Resolution 2009-114 on December 14, 2009, authorizing a three- year agreement with WEST. The Board of Commissioners approved Resolution 2012-01 on January 9, 2012, authorizing a three-year agreement with WEST.
The Board of Commissioners approved Resolution 2014-37 on May 27, 2014, authorizing a three-year agreement with WEST.
The Board of Commissioners approved Resolution 2017-11 on February 13, 2017, authorizing a three-year agreement with WEST.
The Board of Commissioners approved Resolution 2019-112 on December 19, 2019, authorizing a three-year agreement with WEST.
The Board of Commissioners approved Resolution 2023-09 on January 10, 2023, authorizing a three-year agreement with WEST.

Fiscal Impact

Amount :

53,388.00

Source of Funds:

General Fund

Account Number:

110-41520-82501

Fiscal Impact:

Attachments

Resolution 2025-90

COB Contract # 2025-144

Signed Resolution

Signed Contract

Consent 6.

Brentwood City Commission Agenda

Meeting Date:

12/342/2025

Resolution 2025-91 - Repealing and Replacing Resolutions 1997-14, Speed Hump Policy, and Resolution 2009-115, Traffic Calming

Submitted by:

Jay Evans, Administration

Department:

Administration

Information

Subject

Resolution 2025-91 - Repealing and Replacing Resolutions 1997-14, Speed Hump Policy, and Resolution 2009-115, Traffic Calming

Background

The City has a policy governing the installation of speed humps that was adopted via resolution 1997-14, and a policy governing the installation of traffic-calming devices (other than speed humps), adopted via resolution 2009-115. Recent requests for traffic-calming devices and citizen feedback into the process have resulted in staff's review of the policies to determine if improvements are needed.

Staff have identified several areas where the policies can be strengthened. The first of which is to combine the policies into a single document, which is the format presented in the attached. Other changes identified and proposed are as follows:

Clarification that the policies are applicable only to public streets and not within private gated subdivisions.
Clarification that the minimum separation between traffic calming devices or humps is 300 feet, the maximum is 600 feet, and the minimum number of speed tables or humps is two, which must be 300 to 600 feet apart.
Clarification that separate votes are required for each improvement.
Clarification of the process for neighborhoods without homeowners associations to demonstrate sufficient initial support for a traffic calming device or speed hump, prior to the conduct of a traffic study. Petitioners must submit a petition with support from at least 50% of the homes located within 600 feet (reduced from 1,000 feet) of a proposed device or hump. Adding that homes within 100' of an existing stop sign or other impediment are ineligible to vote. Adding that staff will assist in determining the location(s) for the purpose of the initial petition.
Clarification of the process to determine support after a traffic calming device or hump has been recommended by the City's Traffic Engineer. Providing that the petitions shall be administered by the City, shall include all residences within 600 feet (reduced from 1,000 feet) of the proposed location (except those within 100' of a stop sign or other impediment), and providing a 45-day voting window. The voting window may be extended once for 30 days, and a lack of a response by a residence is a vote against the improvement. The 2/3 affirmative vote is unchanged.
Adds provision that subsequent requests for the same or similar improvement are limited to once every 24 months.
Clarification that successful petitions for humps expire within six months of City Commission approval if the required 2/3 cost share is not received.

Staff believe the above changes will strengthen City policy and add clarity to the process for determining the appropriateness of traffic-calming measures on Brentwood's roads.

Please contact the City Manager or Assistant City Manager with any questions.

Staff Recommendation

Staff recommends approval of the attached resolution.

Previous Commission Action

Resolution 2009-115 - Amended the multi-way stop sign policy and added traffic-calming measures.
Resolution 2009-55 - Amended the multi-way stop sign policy
Resolution 97-14 - Adoption of a speed hump policy
Resolution 93-39 - Adoption of the original multi-way stop sign policy.

Fiscal Impact

Amount :

Source of Funds:

Account Number:

Fiscal Impact:

There is no direct fiscal impact resulting from this proposed action.

Attachments

Resolution 2025-91

Proposed Traffic Calming and Speed Hump Policy - redline

Proposed Traffic Calming and Speed Hump Policy - clean copy

Consent 7.

Brentwood City Commission Agenda

Meeting Date:

12/342/2025

Res 2025-92 - Approval of a Wood Waste Contract with Alternative Energy Products, LLC

Submitted by:

Dale Biggerstaff, Public Works

Department:

Public Works

Information

Subject

Res 2025-92 - Approval of a Wood Waste Contract with Alternative Energy Products, LLC

Background

The City's Public Works Department has partnered with Alternative Energy Products (AEP) for the last several years as a licensed contractor authorized by the State to handle and dispose of clean wood waste generated through our brush collection program and our own internal storm clean-up efforts.

To the best of our knowledge, there are only three contractors in Middle Tennessee who are licensed and equipped to perform the scale of work necessary, to handle the Brentwood Public Works Department's needs. Staff have reached out to each of the three contractors to evaluate the competitiveness of pricing. Staff have spoken with representatives from Benchmark Companies of Christiana, TN, however after numerous attempts we have failed to get a formal response. Staff met with representatives from Queen's Tree Surgery of Murfreesboro, TN and obtained an all-inclusive price of $6.45/cubic yard of wood chips removed. AEP has offered to extended their all-inclusive price of $5.25/cubic yard of wood chips removed until June 30, 2026. FY27 and FY28 will be $6.00/cubic yard, making them the most competitive contractor. The current $5.25/cubic yard has been unchanged since 2023.

Given the limited number of vendors in Middle Tennessee who can perform this type of work, the City's positive track record with AEP in providing these services in a timely manner, and the advantageous pricing offered by AEP for another three years, staff recommends waiver of competitive selection and approval of a wood waste contract with AEP for these services.

Please direct any questions to the Public Works Director.

Staff Recommendation

Staff recommends waiver of competitive selection for the on-call, onsite wood waste grinding and removal services, and approval of the attached resolution and agreement with AEP, LLC.

Previous Commission Action

City Commission approved an agreement with Alternative Energy Products, LLC. on August 12, 2024, by Resolution 2024-87 for hauling and disposal of wood chips generated through the City's brush collection program.

Fiscal Impact

Amount :

$400,000

Source of Funds:

General Fund

Account Number:

110-43120-82270

Fiscal Impact:

The FY26 budget includes $120,000 for these services, which is an estimate of what is expected to be needed for this volume-based pricing contract. For FY 2027 and FY 2028, the amount is estimated at $140,000 with the new pricing of $6.00/cubic yard. The total for this 3-year contract is estimated at $400,000. Actual costs could vary considerably based on the volume of brush collected through regular residential brush collection and the volume of storm damage collected throughout the year.

Attachments

Resolution 2025-92

COB Contract # 2025-143

Signed Resolution

Signed Contract

Consent 8.

Brentwood City Commission Agenda

Meeting Date:

12/342/2025

Approval to pay invoice for GNRC local government dues & Nashville MPO transportation planning dues

Submitted by:

Todd Petrowski, Planning & Codes

Department:

Planning & Codes

Information

Subject

Approval to pay invoice for GNRC local government dues & Nashville MPO transportation planning dues.

Background

This $33,496.10 invoice is for our Greater Nashville Regional Council (GNRC) dues for fiscal year ending June 30, 2026. This is our share of regional matching funds for state and federal grants and infrastructure planning.

Staff requests approval to pay this invoice.

Staff Recommendation

Staff requests approval to pay this invoice.

Fiscal Impact

Amount :

$33,496.10

Source of Funds:

General Fund

Account Number:

Multiple - see below

Fiscal Impact:

A portion of this invoice, $13,579.50, will be paid by Planning (110-41700-82810) and the remaining $19,916.60 will be paid by City Commission (110-41110-82810).

Attachments

GNRC Invoice

Consent 9.

Brentwood City Commission Agenda

Meeting Date:

12/342/2025

Approval to purchase Combination Hydro Excavator/Vacuum Assist Machine for Water Services

Submitted by:

Chris Milton, Water & Sewer

Department:

Water & Sewer

Information

Subject

Approval to purchase Combination Hydro Excavator/Vacuum Assist Machine for Water Services.

Background

Staff is seeking City Commission approval to purchase a 2026 combination hydro excavation/sewer vacuum truck from the manufacturer Sewer Equipment of America, distributor Jet-Vac Equipment Co. of Cookeville, TN via the Sourcewell Purchasing Cooperative.

Hydro Excavation/Sewer Vacuum trucks combine high-pressure water excavation of ground material with a powerful vacuum system into a single vehicle. These machines are designed for non-traditional excavations (i.e., no backhoe machine needed) to dig holes, remove the ground material from over and around a pipe, valve, or other infrastructure with minimal concern for damages to other utilities such as gas, fiber, and electric. The Hydro Excavation feature allows pressure jetting the ground area and vacuums up the removed dirt and other material. The water jetting allows for small amounts of material to be removed at a slow pace, as opposed to large, excavated holes by traditional digging equipment.

The Hydro Excavation technology is typically used in conjunction with needed underground utility locates, initial excavation to identify potential underground problems ahead of the secondary, larger excavation, and also small excavation requirements such as uncovering old service lines to identify material for the department's ongoing "No Lead" program. This newer technology excavation provides significant savings and greater team member safety than traditional excavation methods. The hydro excavation feature on this truck will be the primary function used by the Operations team. However, additionally, as a "combination" machine, this equipment can be utilized to clear sewer pipeline blockages, particularly in an emergency when flows are backing up and may overflow, clear drain lines and interceptors from grit and debris at a number of City facilities, and assist with numerous other operations tasks as needed.

These machines have become commonplace and an invaluable tool with municipalities and utilities for daily operations. They represent an important and strategic investment with the return being realized with significant reductions in labor and equipment costs associated when compared with traditional excavation requiring multiple machines and crew members; reduced hazardous risk for team members during excavation operations and significant reduction in damaged utility costs when hydro excavating versus traditional excavation (like with a backhoe as previously mentioned). For reference, the City of Murfreesboro operates five of these machines; Franklin three; Harpeth Valley Utility District three; and Clarksville three. This machine would be the first such machine to be added to the Water Department's fleet and extremely desired by the Operation's team. During the last several years, on average, the Water Services Department has spent about $25,000 annually on these operations and repairing damaged water and sewer lines from traditional excavation, resulting from incorrectly located utilities, with additional savings annually realized in other areas of operations. Utilities are sometimes incorrectly located with traditional technologies because of poor or missing record drawings, or underground detection equipment cannot accurately locate piping installed decades ago due to primarily non-metallic pipe material.   It is very expensive and time-consuming when required to dispatch a crew with a traditional excavator to a site simply to dig down to a pipeline, valve, etc. to determine the exact location, material, etc. For underground utility operations, this purchase can be strongly justified on financial, operational, team member safety and environmental (overflow prevention) factors, not to mention enhanced operational response time that results in better customer service.

The FY 2026 budget does not include the funding for this purchase. The complexity of this machine requires a 6–8-month production time. Staff has discussed internally and determined it to be reasonable to present the purchase recommendation to the Board at this time and then place the order followed up with a budget amendment at the end of FY 2026. Should delivery of this vehicle occur after June 30, 2026, then a FY 2027 budget amendment will be required. The cost of this unit under the Sourcewell purchasing cooperative is $575,385.20.

Additionally, given the complexity of this machine, there is a break point with respect to the unit's lifecycle maintenance costs where the machine's downtime quickly begins to diminish cost savings and productivity. As has been previously executed by City departments and found to be successful with purchases of similar, expensive, complex machinery, we are also recommending purchase of an extended warranty package at a cost of $11,060.00. The five-year extended warranty on significant components of the machine such as the engine, transmission, many operating components and chassis, aids in extending the life of the machine by deferring maintenance costs to provide for the most efficient use and minimize downtime. Accordingly, staff is recommending authorization to purchase this Sewer Equipment of America, Hydro Excavator/Vacuum Combination truck from Jet-Vac Equipment Company, LLC with extended warranty package at a total cost of $586,445.20 via the Sourcewell Purchasing Cooperative. Equipment photos are included for reference. Please contact Water Services Director Chris Milton with any questions you may have.

Staff Recommendation

Staff recommends approval.

Fiscal Impact

Amount :

$586,445.20

Source of Funds:

Water & Sewer Fund

Account Number:

412-16430

Fiscal Impact:

With delivery anticipated in FY 2027, funds will be included in that year's budget for this purchase. Should the unit be delivered early, funding will be included in the FY 2026 year-end budget amendment.

Attachments

Hydro Machine Sourcewell Quote

SEoA Contract Extension

Sourcewell Contract with Sewer Equipment of Americal

Product Photos

Consent 10.

Brentwood City Commission Agenda

Meeting Date:

12/342/2025

Approval to Purchase Traffic Switches from Presidio

Submitted by:

Michele Kramer, Technology

Department:

Technology

Information

Subject

Approval to Purchase Traffic Switches for Equipment Replacement from Presidio

Background

The City of Brentwood uses 58 network switches to operate the traffic lights and traffic cameras used at various intersections. These switches are replaced periodically to ensure that they will work reliably. This year we are replacing nine of the traffic switches as well as the City Hall Generator switch and a switch for the fuel pump at Safety Center East. The cost for 11 new switches is $123,474.91

Funds have been budgeted in the equipment replacement fund for this purchase. The switches will be purchased from Presidio using the Tennessee NASPO ValuePoint Cisco contract #AR3227 TN#69533 (Presidio TN#70921).

Staff Recommendation

Technology staff recommend the approval to purchase switches from Presidio.

Fiscal Impact

Amount :

$123,474.91

Source of Funds:

Equipment Replacement fund

Account Number:

310-41640-89540

Fiscal Impact:

Funds have been budgeted in the Equipment Replacement Fund for this purpose.

Attachments

Traffic Switch Quote

Signed Quote

Consent 11.

Brentwood City Commission Agenda

Meeting Date:

12/342/2025

Cancellation of December 22, 2025 Board of Commissioners Meeting

Submitted by:

Holly Earls, Administration

Department:

Administration

Information

Subject

Cancellation of the Board of Commissioners Meeting Scheduled for December 22, 2025

Background

The adopted schedule of meetings of the Board of Commissioners for calendar year 2025 includes a regular meeting on Monday, December 22. Historically, the Board has canceled the second meeting during the December holiday season unless there is urgent business that must be considered prior to January. Staff is unaware of any urgent matters needing immediate action by the Board prior to the January 12, 2026 meeting; therefore, there appears to be no need to have this meeting.

Staff Recommendation

Staff recommends approval of the cancellation of the December 22, 2025 Board meeting.

Fiscal Impact

Attachments

No file(s) attached.

Other Business 1.a.

Brentwood City Commission Agenda

Meeting Date:

12/342/2025

Notice of Future Appointment of Four (4) Members to the Historic Commission (for information only)

Submitted by:

Holly Earls, Administration

Department:

Administration

Information

Subject

Notice of Future Appointment of four (4) members to the Historic Commission (for information only)

Background

At the February 9, 2026 meeting, the City Commission is scheduled to appoint four (4) members to the Historic Commission.

Applicants must be residents of the City of Brentwood. The appointees will serve three (3) year terms expiring on February 28, 2029. The positions on the Board are currently held by Nicole Smith, Joseph Crockett, Ashley McAnulty, and Tara Volpintesta.

Applications must be submitted by January 15, 2026 to the City Recorder at the Brentwood City Hall, 5211 Maryland Way, by mail to P. O. Box 788, Brentwood, TN 37024-0788, or by online submittal through the City's website (www.brentwoodtn.gov).

Notice of the upcoming appointments and process/deadlines for applications will also be published in the Williamson Herald and posted on the City's website (www.brentwoodtn.gov) and on the Brentwood City Government Cable Channel (BTV on Comcast).

Staff Recommendation

n/a

Fiscal Impact

Attachments

No file(s) attached.