Get Full Government Meeting Transcripts, Videos, & Alerts Forever!
Get email alerts on the Community Room Policy topic
No spam. Unsubscribe anytime.
Nolensville approves community‑room policy directive, leaves fee details to later policy
Summary
The board adopted Resolution 26‑O‑9 asking staff to develop a community-room use policy for the Nolensville fire station and amended the motion to say a fee "may be developed" as part of that policy; commissioners debated deposit versus small nonrefundable fees and logistics for online payments and refunds.
The Board of Commissioners approved Resolution 26‑O‑9 on Feb. 5, asking staff to develop a formal community-room use policy for the Nolensville Fire Station while leaving any fee structure to be set later in that policy.
Mayor Moore (speaker 1) and several commissioners expressed concern that a $100 fee proposed by staff might be burdensome for small nonprofit groups such as scout troops or homeowners associations. Fire Chief Matthew Lupo (speaker 8) said the department had proposed a $100 refundable deposit used in other jurisdictions ‘‘to help offset the cost associated with cleaning, utilities, wear and tear, and administrative oversight.’’ Christina (speaker 10), a town staff member, explained payment options and logistics, noting the town recently launched an online payment portal and that state law requires deposits to be deposited promptly (a three-day rule), which affects how refunds would be handled.
After discussion the board amended the fourth whereas clause to read that "a fee may be developed as part of that policy" and approved Resolution 26‑O‑9 unanimously. Commissioners asked staff to consider a tiered or lower-fee approach (examples cited in discussion ranged from $25 to $100, refundable or nonrefundable) and to include operational details for scheduling, cleaning expectations and penalties (for example, loss of reservation privileges if a group repeatedly fails to clean up). Christina said staff can implement an online payment form for future bookings and advised that refunds must be processed through cashiering and vendor setup if handled as refundable deposits.
Why it matters: The fire station’s community room is the town’s only such venue; the board prioritized keeping it accessible to community groups while ensuring the town can recover administrative and maintenance costs if necessary.
What’s next: Staff will draft the full community-room policy including any recommended fee structure, check-in/check-out procedures, and enforcement mechanisms for future board consideration.
