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Agenda for the Regular Meeting of Board of Commissioners
Monday, April 13, 2020 - 7:00 pm
Brentwood City Hall

In the interest of the public health, safety, and welfare of the public, this meeting will be held electronically pursuant to Governor's Executive Order No. 16. Physical presence of the public will be limited, but the meeting may be viewed online at www.brentwoodtn.gov/livestream.

Call to Order by Mayor
Roll Call
Invocation by Mayor Little
Pledge of Allegiance to the Flag by Commissioner Andrews

Approval or Correction of Minutes

March 23, 2020

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.

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

Ordinance 2020-05 - AN ORDINANCE AMENDING THE BRENTWOOD MUNICIPAL CODE BY MODIFYING SECTION 22-4 REGARDING COURT COSTS, for consideration on second and final reading

Approved

Resolution 2020-25 - A RESOLUTION AUTHORIZING AN AGREEMENT WITH GRAYBAR ELECTRIC COMPANY FOR LED LIGHT FIXTURES FOR CROCKETT PARK AND GRANNY WHITE PARK, for adoption

Approved

Resolution 2020-32 - A RESOLUTION AUTHORIZING AN AGREEMENT WITH KERR BROS. & ASSOCIATES, INC. FOR PAVEMENT MARKING SERVICES, for adoption

Approved

Resolution 2020-33 - A RESOLUTION AUTHORIZING AN AGREEMENT WITH DEMCO LIBRARY INTERIORS FOR PURCHASE OF FURNITURE FOR THE CHILDREN'S LIBRARY UTILIZING FUNDS FROM THE JOHN P. HOLT BEQUEST ACCOUNT, for adoption

Approved

Resolution 2020-34 - A RESOLUTION AUTHORIZING AN AMENDMENT OF THE AGREEMENT WITH ARCHITECT WORKSHOP FOR POLICE HEADQUARTERS FACILITY DESIGN SERVICES, for adoption

Approved

Approval to purchase body armor for the Police Department

Approved

Approval to purchase two trucks for the Water Services department

Approved

Old Business

Other old business

New Business

Resolution 2020-35 - A RESOLUTION AUTHORIZING A TEMPORARY MODIFICATION TO THE CITY OF BRENTWOOD UTILITY BILLING POLICIES DUE TO THE HARDSHIPS AS A RESULT OF THE COVID-19 VIRUS, for adoption

Approved

Appointment of three (3) members to the Park Board

Appointment of one (1) member to the Williamson County Board of Equalization

Other new business

Kirk Bednar
City Manager

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

Brentwood City Commission Agenda

Meeting Date:

04/104/2020

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 March 23, 2020 meeting

Background

Staff Recommendation

Fiscal Impact

Attachments

Draft Minutes

Consent 1.

Brentwood City Commission Agenda

Meeting Date:

04/104/2020

Ordinance 2020-05 - Amending Section 22-4 of the Brentwood Municipal Code Relative to an Electronic Citation Fee

Department:

Police

Information

Subject

Ordinance 2020-05 - Amending Section 22-4 of the Brentwood Municipal Code Relative to an Electronic Citation Fee

Background

Staff recommends that the Commission adopt an ordinance allowing for an additional $5.00 court fee that can only be spent as described herein. The language in state law under TCA 55-10-207 allows for the following:

(e)(1) Each court clerk shall charge and collect an electronic traffic citation fee of five dollars ($5.00) for each traffic citation resulting in a conviction. Such fee shall be assessable as court costs and paid by the defendant for any offense cited in a traffic citation delivered that results in a plea of guilty or nolo contendere, or a judgment of guilty. This fee shall be in addition to all other fees, taxes and charges. One dollar ($1.00) of such fee shall be retained by the court clerk. The remaining four dollars ($4.00) of the fee shall be transmitted monthly by the court clerk to the law enforcement agency that prepared the traffic citation that resulted in a plea of guilty or nolo contendere, or a judgment of guilty.

(2) All funds derived from the electronic traffic citation fee that are transmitted to the law enforcement agency that prepared the traffic citation pursuant to subdivision (e)(1) shall be accounted for in a special revenue fund of such law enforcement agency and may only be used for the following purposes:
(A) Electronic citation system and program related expenditures; and
(B) Related expenditures by such local law enforcement agency for technology, equipment, repairs, replacement and training to maintain electronic citation programs.

(3) All funds derived from the electronic citation fee set aside for court clerks pursuant to subdivision (e)(1) shall be used for computer hardware purchases, usual and necessary computer related expenses, or replacement. Such funds shall be preserved for those purposes and shall not revert to the general fund at the end of a budget year if unexpended.

(4) The local legislative body of any county or municipality may, by majority vote, adopt a resolution or ordinance to authorize a county or municipal court clerk to charge and collect electronic traffic citation fees pursuant to this subsection (e). Any electronic traffic citation fee imposed pursuant to an ordinance or resolution under this subdivision (e)(4) shall terminate five (5) years from the date on which the ordinance or resolution is adopted.

The Finance Department will set up a special revenue fund for $4.00 of the total $5.00 fee, similar to the Drug Fund. The remaining $1.00 will go to a restricted fund balance in the general fund to be carried over year to year.

The purpose of this legislation is to provide financial assistance to court and law enforcement agencies in implementing/processing electronic citations, a process that is much more efficient than writing paper tickets and hand entering data into court software. The Brentwood Police Department currently utilizes electronic citations, but will continue to incur costs associated with replacing hardware, software maintenance, etc. The collection of this fee will help offset those costs.

The projected revenue for the 5-year period allowed to collect this additional fee is approximately $30,000, to be used to implement and sustain the electronic citation process.

As noted, there is a five-year sunset clause in this legislation. Staff recommends that the collection of the additional fee begin July 1, 2020, coinciding with the beginning of FY 2020-2021 for accounting purposes. For those cases where this new fee would be applied, the assessed court costs will increase from $75 to $80. Note that court costs are separate from the actual fine for a ticket, which is capped at $50.

Please direct additional questions to the Chief of Police or City Attorney.

Staff Recommendation

Staff recommends the adoption of an ordinance that would allow for the collection of this additional fee. The proposed ordinance is attached.

Previous Commission Action

The Board of Commissioners passed Ordinance 2020-05 on first reading at the March 23, 2020 meeting.

Fiscal Impact

Amount :

Source of Funds:

Account Number:

Fiscal Impact:

The projected revenue for the 5-year period is approximately $30,000.

Attachments

Ordinance 2020-05

Signed Ordinance

Consent 2.

Brentwood City Commission Agenda

Meeting Date:

04/104/2020

Resolution 2020-25 - Approval of purchase LED Light Fixtures for Crockett Park and Granny White Park through Omnia Partners Purchasing Cooperative

Submitted by:

Dave Bunt, Parks & Recreation

Department:

Parks & Recreation

Information

Subject

Resolution 2020-25 - Approval of purchase LED Light Fixtures for Crockett Park and Granny White Park through Omnia Partners Purchasing Cooperative

Background

As part of the FY 2020 Capital Improvements Program, it was planned to convert the parking lot lighting fixtures at Granny White Park and Crockett Park to LED fixtures. The FY 2020 Capital Improvements Plan includes funding of $50,000 for Crockett Park and $35,000 at Granny White Park for a total of $85,000 within the Facilities Maintenance Fund for this project. In addition, funding for cameras is included in the Capital Projects fund as part of the larger security system project ($300,000).

A total of 26 fixtures at Granny White Park and 76 fixtures at Crockett Park will be replaced. Also, to enhance park security capabilities, some of the new fixtures will have security cameras integrated into the fixtures themselves. Three cameras will be placed at Granny White Park and 13 will be placed within Crockett Park. Initially, the Police Department will have wireless access to data at each individual camera should an incident occur. In the long term, once fiber is available in each park, data will be accessed through the City's network.

Staff is requesting approval to purchase and install these fixtures under the OMNIA Partners Purchasing Cooperative (formerly US Communities). Through the OMNIA cooperative, Graybar Electric Company was awarded a contract to allow for the purchase of these fixtures. Graybar submitted a quote for a total of $124,655.57. The fixture cost is $85,455.57 and the camera cost is $39,200. It should be noted the fixture price is slightly higher than the budgeted amount mainly because of a photocell option staff requested. Instead of having 102 individual photocells to maintain, we will be installing a total of nine photocells that will control banks of lights rather than the lights being controlled individually. In the long run, this will provide savings in both staff time and cost to maintain these lights.

The quote, OMNIA Partners contract information, and fixture pictures are included for your review. This project will enhance security and save energy through reduced electrical usage.

Please contact Parks and Recreation Director Dave Bunt if you have any questions.

Staff Recommendation

Staff recommends approval to award this project to Graybar Electric Company. If approved, the project will begin in mid-May and the work should be completed within 60 days of the start date.

Previous Commission Action

No previous Commission action on this item.

Fiscal Impact

Amount :

$85,455.57

Source of Funds:

Facilties Maintenance Fund

Account Number:

110-44400-89600

Fiscal Impact:

The FY 2020 Capital Improvements Plan includes funding of $50,000 for Crockett Park and $35,000 at Granny White Park for a total of $85,000 within the Facilities Maintenance Fund for this project.

The fixture price is slightly higher than the budgeted amount.

Amount :

$39,200.00

Source of Funds:

Capital Projects Fund

Account Number:

311-45300-6016

Fiscal Impact:

Funding for the cameras is included as part of the larger $300,000 security system project in the Capital Projects fund. Other purchases from this security project were for license plate reader systems at several intersections.

Attachments

Resolution 2020-25

COB Contract No. 2020-030

Omnia Partners Contract Info

Fixture Pictures

Signed Resolution & Contract

Consent 3.

Brentwood City Commission Agenda

Meeting Date:

04/104/2020

Resolution 2020-32 - Award of FY 2021 Pavement Marking Contract with Kerr Brothers & Associates, Inc.

Department:

Public Works

Information

Subject

Resolution 2020-32 - Award of FY 2021 Pavement Marking Contract with Kerr Brothers & Associates, Inc

Background

The City's current pavement marking contract expires on June 30, 2020. Therefore, an advertisement for bids was released on February 16, 2020. A mandatory pre-bid conference was held on February 26, 2020, with only two contractors attending. The scheduled bid opening was March 3rd with only one bid received from Kerr Brothers & Associates, Inc. The bid amount is based on estimated quantities to facilitate comparison of bids. However, actual costs will be based on work completed at the quoted unit prices.

Kerr Brothers has performed the City's pavement marking work for the past several years with great success. Staff believes that their prices are competitive and the level of service in unmatched in the industry. Kerr Brothers is located in Metro Nashville making it easy for them to deliver timely completion of assigned work.

Please contact the Public Works Director with any questions.

Staff Recommendation

Staff recommends award of this contract for Fiscal Year 2021.

Previous Commission Action

N/A

Fiscal Impact

Amount :

$100,000 est.

Source of Funds:

General Fund

Account Number:

110-43120-82643

Fiscal Impact:

The bid packet provides unit pricing for various types of pavement markings and included anticipated quantities of work for bid comparison purposes. However, there is no guarantees with regards to the actual amount of work that may be assigned in a typical year, and the actual expenditure amount during the year will depend upon the quantity of work and unit pricing.

The City uses this contract for maintenance of all marked pavement within the City's road network, and City owned parking lots. Moreover, this contract is used in concert with the Annual Paving Contract, to remark any roads that are repaved throughout the year.

Attachments

Resolution 2020-32

Contract No. 2020-034

Bid Packet

Performance Bond & Insurance

Signed Resolution & Contract

Consent 4.

Brentwood City Commission Agenda

Meeting Date:

04/104/2020

Resolution 2020-33 - Agreement w/Demco Library Int for purchase of furniture for Children's Library utilizing funds from Holt bequest acct

Department:

Library

Information

Subject

Resolution 2020-33 - Authorization of an Agreement with Demco Library Interiors for purchase of furniture for the Children's Library utilizing funds from the John P. Holt bequest account

Background

In November 2018, the Library Board along with Library staff conducted a survey requesting input from citizens as to ways to utilize the Holt Funds. Many of the suggestions from the patrons revolved around study space and seating options. The Library Board set this as one of the priorities and began looking at options. One of the solutions was determined to be acquisition of tables and chairs that will facilitate students working with tutors or their parents and other peers in the Children's Library. This will have the effect of reducing demand for study rooms and may free up some seating in the main area of the library. A subsequent furniture purchase request is expected to target the seating in the main area to achieve greater privacy for individuals who are now occupying seating designed for up to four persons.

Library staff have been working with Demco, Inc., a company that specializes in library and school furniture, to determine what furniture would best suit this purpose in the Children's Library. The attached purchase request is for 14 tables and 66 chairs from Demco, with pricing made available through The Interlocal Purchasing System (TIPS) joint-purchasing program. The City has been a member of TIPS since January 2019.

The Library is requesting to purchase the furniture (including installation) for $25,609.87 using funds from the John P. Holt bequest account. Approval of this purchase will authorize utilization of Holt funds for this purpose. The Library Board has recommended approval.

Please see the Assistant City Manager with any questions.

Staff Recommendation

Staff recommends the approval of Resolution 2020-33.

Fiscal Impact

Amount :

$25,609.87

Source of Funds:

Holt Account

Account Number:

615-41900-83160

Fiscal Impact:

As noted above, approval of this item will authorize use of funds from the Holt bequest account in the amount of $25,609.87.

Attachments

Resolution 2020-33

Contract No. 2020-025

Installation Contract

Quote

Contract Pricing

Signed Resolution & Contract

Consent 5.

Brentwood City Commission Agenda

Meeting Date:

04/104/2020

Resolution 2020-34 - Amendment of Agreement with Architect Workshop for Police Headquarters Design Services

Department:

Administration

Information

Subject

Resolution 2020-34 - Amendment of Agreement with Architect Workshop for Police Headquarters Design Services.

Background

The City's agreement with the Architect Workshop for design services related to the Police Headquarters project included the services of several sub-consultants for certain specialty items outside the normal scope of an architecture firm. Among those sub-consultants was Ragan-Smith providing civil engineering services. These civil engineering services include site grading plans, subsurface utility plans, parking lot plans, landscaping plans, etc.

The Commission will recall that during the initial grading phase of the project, unexpected subsurface conditions were discovered. Specifically, rock was found to be much deeper than expected in several locations on the property. As a result of these unexpected conditions and in an attempt to try and mitigate the financial impact to the City of these conditions, Ragan-Smith was asked to prepare revisions to the previously approved grading and site utility plans.

In order to not delay the project, it was agreed that Ragan-Smith would bill these additional services against their budgeted allowance for Construction Administration services, and that a change order to the contract would be finalized once all costs associated with mitigating the unexpected subsurface conditions were known. It has been determined that a change order to the City's contract the Architect Workshop in the amount of $10,000 is necessary to cover the additional civil engineering services incurred (see attached letter). Note that Ragan-Smith's total fee amount under the original contract was $90,000 for civil engineering services.

Staff Recommendation

Staff recommends approval of Resolution 2020-34.

Previous Commission Action

The original agreement with the Architect Workshop for Construction Design and Administration services in the amount of $1,660,400 was approved by the Board of Commissioner via Resolution 2018-91 on November 12, 2018.

There have been no other amendments to this contract.

Fiscal Impact

Amount :

$10,000

Source of Funds:

Capital Projects Fund

Account Number:

311-45200-5028

Fiscal Impact:

It is expected that sufficient funds will be available in the overall budget for the Police HQ project to absorb these additional costs.

Attachments

Resolution 2020-34

Amendment and Explanation Letter

Signed Resolution

Consent 6.

Brentwood City Commission Agenda

Meeting Date:

04/104/2020

Approval to Purchase Body Armor and Ballistic Plates

Department:

Police

Information

Subject

Approval to purchase body armor and ballistic plates from Angel Armor for members of the Brentwood Police Department.

Background

Staff is requesting authorization to purchase body armor and ballistic plates for agency personnel. This request pertains to outfitting new officers within our department and re-outfitting other officers whose vests are five (5) years old and due to be replaced. Some of the body armor and ballistic plates have already been purchased; however, it became apparent to staff that with the purchase of additional equipment, the total cost would exceed $10,000, and the vendor is not currently on the "Over $10,000" list. Therefore, staff is requesting Commission approval for the most recent and upcoming purchases. Invoices for the equipment already purchased are included for your review.

These purchases have been and will be procured through Angel Armor, a sole source vendor, of Fort Collins, Colorado.

The purchase of this equipment is to be made from available funds within the Police operating budget.

Please contact the Chief of Police with any questions.

Staff Recommendation

Staff recommends approval of the purchase of this equipment from Angel Armor.

Fiscal Impact

Amount :

$18,026.67

Source of Funds:

General Fund

Account Number:

110-42100-81481

Fiscal Impact:

Funds are budgeted and available for this purpose.

Attachments

Sales Order

Sole Source Justification

Consent 7.

Brentwood City Commission Agenda

Meeting Date:

04/104/2020

Approval to Purchase Two Trucks for the Water Services Department

Submitted by:

Chris Milton, Water & Sewer

Department:

Water & Sewer

Information

Subject

Approval to Purchase Two Trucks for the Water Services Department.

Background

The Water Services Department's capital equipment budget for FY 2020 includes the purchase of one replacement compact pickup truck used for a variety of work functions. The purchase will replace a similar 2009 compact pickup truck with nearly 90,000 miles. The proposed replacement truck is being purchased pursuant to State of Tennessee Statewide Contract SWC#209. The SWC contract purchase price for the Chevy Colorado offered by Wilson County Motors, Lebanon, TN is $25,990.80.

The second truck is a replacement truck also offered on the statewide contract for local governments and replaces the 2019 Ford F-550 Service Body Truck with Crane Equipment. As you recall, this vehicle caught fire while being driven by an employee in January of this year. The truck had only been in service for a very short period of time. The original purchase price of the truck was $72,088.40. Insurance paid a replacement value of $67,088.40, which was full value less the $5,000 deductible. The replacement truck purchase price from the statewide contract offered by Lonnie Cobb Ford, Henderson, TN is in the amount of $84,916.00. The increased price of about $12,828 between the 2019 and the proposed purchase price is the result of the prior statewide contract pricing no longer available as it terminated in 2019, and new 2020 model vehicles and pricing agreements are now in place.

Detailed specs and pricing for the two individual truck purchases are included for your consideration. Accordingly, staff is recommending approval to purchase the two trucks in an amount not to exceed $110,906.80. One truck, the compact pickup truck, is within the current department's capital equipment budget. The second vehicle, the replacement crane truck, will have an unanticipated added cost of $12,828 in the current fiscal year's budget and will be funded from the overall Water and Sewer Fund's capital equipment available balance.

Please contact Water Services Director Chris Milton should you have any questions.

Staff Recommendation

Staff recommends approval.

Previous Commission Action

Approval of purchase of service truck with crane body that burned was granted at the November 11, 2019 Commission Meeting.

Fiscal Impact

Amount :

$110,906.80

Source of Funds:

Water & Sewer Cap Equip Fund

Account Number:

412-16430

Fiscal Impact:

Attachments

Price Summary

Crane Truck Specs

Compact Pickup Truck Specs

Signed Proposal

New Business 1.

Brentwood City Commission Agenda

Meeting Date:

04/104/2020

Resolution 2020-35 - Authorization of Temporary Modifications to Utility Billing Policies

Department:

Administration

Information

Subject

Resolution 2020-35 - Authorization of Temporary Modifications to Utility Billing Policies

Background

Section 70-159 of the Brentwood Municipal Code establishes various requirements related to utility billing procedures. These requirements include:

A ten percent (10%) penalty added to all accounts if not paid in full by the due date (70-159(b))
A provision for disconnection of service if the bill and any penalties are not paid within one month of the due date (70-159(c))

In consideration of the severe economic hardships on residents and businesses as a result of the COVID-19 virus situation, most utilities providers are relaxing some of their billing policies for past due accounts. Therefore, as a way to provide a small measure of relief for Brentwood Water and Sewer customers who may be adversely impacted by the current economic circumstances, staff is recommending formal City Commission authorization to waive the ten percent (10%) penalty for late payments for bills due in the months of March, April, and May and suspend service disconnections during the same three-month period.

If any questions, please contact Water Services Director Chris Milton.

Staff Recommendation

Staff recommends approval of the attached Resolution 2020-35.

Fiscal Impact

Amount :

$30,000 est.

Source of Funds:

Water and Sewer Fund

Account Number:

Fiscal Impact:

The exact dollar amount of lost revenue to the Water and Sewer Fund is impossible to estimate. Based on prior monthly averages, staff would estimate the loss to be in the $30,000 range. However, given the severity of this economic situation, the amount could be higher due to more accounts with late payments than normal.

Attachments

Resolution 2020-35

Signed Resolution

New Business 2.

Brentwood City Commission Agenda

Meeting Date:

04/104/2020

Appointment of Three (3) Members to the Park Board

Submitted by:

Holly Earls, Administration

Department:

Administration

Information

Subject

Appointment of Three (3) Members to the Park Board

Background

At the April 13, 2020 meeting, the Board of Commissioners will appoint three (3) members to the Park Board. The appointees will serve three-year terms expiring April 30, 2023. Applicants must be residents of the City of Brentwood.

Notice of the upcoming appointments and process/deadlines for applications was published in the Tennessean Williamson and posted on the City's web page and on the Brentwood City Government Cable Channel (BTV).

The interested persons are:
1. Lenda Elmlinger (incumbent)
2. Natasha Green
3. Tracy Mullendore
4. Dave Olmstead (incumbent)
5. Daniel Spann (incumbent)

Their applications are attached.

Staff Recommendation

n/a

Fiscal Impact

Attachments

Applications

New Business 3.

Brentwood City Commission Agenda

Meeting Date:

04/104/2020

Appointment of Representative to the Williamson County Board of Equalization

Submitted by:

Holly Earls, Administration

Department:

Administration

Information

Subject

Appointment of Representative to the Williamson County Board of Equalization

Background

At the April 13, 2020 meeting, the Board of Commissioners will appoint one (1) representative to the Williamson County Board of Equalization. The representative will serve a two-year term ending on May 1, 2022. The Board of Equalization meets annually to hear appeals involving real and personal property valuation issues. Applicants for this position must be residents of the City of Brentwood. Prior experience in the areas of property appraisals or real estate is desired.

Notice of the upcoming appointment and process/deadlines for applications were published in the Tennessean's Williamson section and posted on the City's web page and on the Brentwood City Government Cable Channel.

Persons submitting applications for consideration are:

1. John Magyar (incumbent)

Application is attached.

Staff Recommendation

n/a

Fiscal Impact

Attachments

Application