Aldermen standoff with mayor

With concerns over duties of governing the city, the Holly Springs Board of Aldermen continued their fight to be included in the leadership of the city.

Aldermen took their stands again at the June 7 meeting by holding up on filling positions Mayor Sharon Gipson recommended for second meeting in a row.

Aldermen want to be included in the awarding of contracts and want to know the details of the budget by departments. They also stood firm on asking for department heads to be present at board meetings to answer their questions.

The challenge to the mayor began with concerns about repair of long-standing water leaks and rehabilitation of water wells.

Aldermen wanted more information.

Gipson provided two quotes for work to bypass the aerator at the City water plant, with Cleveland

Construction recommended for the work. The low bid was Cleveland Construction at $9,860.

Gipson said the aerator had to be bypassed before Well #1A could be rehabilitated. She recommended Stephens TPS one of two companies to provide quotes at a price of $40,000 to bypass the Spring Street aerator.

Gipson also asked for a motion to hire Donald Smith Inc., in the amount of $14,088, to rehabilitate Well #1A.

And the mayor recommended Donald Smith Inc., in the amount $10,340 to repair Plant #1 Pump #1.

Ward 2 aldermen Andre Jones initiated discussion by asking the dollar amount that can be paid for contract work before the city has to put a project out for bids.

“What’s the bid process?” Jones asked.

Gipson said quotes can be obtained for projects from $5,000 up to $50,000 without having put the project out to bid.

She said water has to be rerouted so equipment could be worked on.

Eddie Jefferson, supervisor in the water department, explained how the water treatment plant works.

“The main purpose of the aerator is to maintain pH (acidity) of the water,” he said. Problems with the aerator are not new. The system that aerates water is 50 years old and problems with the aerator have been ongoing and getting worse for five years, he said.

Jones made a motion to table the matter of those bids. Jefferson said the quotes are good for only 30 days and that in three months the price went up $2,400.

“In my opinion, if the board has to approve the quote, the board should be included,” Jones said. “We have no documentation.”

Gipson said since the repairs have waited five years one more meeting would not make a difference.

Ward 4 alderman Patricia Merriweather pushed further on the matter.

She said the documentation and evidence to make clear decisions could have been put in aldermen’s packets.

“We are just looking for those bids that have been made,” she said. “This is very important and has been going on five years. We want to make some decisions. We wanted to see this.”

The next matter was travel for Jefferson for continuing education on wastewater and water systems.

Aldermen then put the brakes on when Gipson asked for a motion to hire Kelvin Gaulding Sr. to work in buildings and grounds at $15.50 an hour.

“I have concerns about the budget. Do we have budgets?” Merriweather asked.

Gipson said the data was in the board packets.

“I saw a budget and some motion to revise budgets,” Jones said.

Gipson said the police department received a $7,000 refund from the state as a credit for officer training.

She said positions were advertised on the city website and in The South Reporter. “As you all know, we are in great need of help for grass as well as for the buildings and grounds,” Gipson said.

Alderman-at-large Dexter Shipp asked what the budget in buildings and grounds looked like.

City clerk Jerrica Jones said money in the budget for salaries are at 50 percent and the department has openings.

“How many employees do we have in the department and how many openings do we have as well?” Merriweather asked.

Gipson asked if it was the intent of the board to not vote on her recommendations for hire again.

“I make recommendations and the board votes up or down,” she said, restating her position on hiring since she took office. “If you are saying you want additional information I will hold (the motions to hire),” the mayor said.

“My concern is the same as the last meeting where I was stuck on the hiring process,” Merriweather said.

She said she wants the process to be transparent and inclusive. She asked if a background check on those up for hiring had been made.

“We are responsible for hiring of every employee in the city,” Merriweather continued. “I don’t know the candidates. We at least have to see these candidates have been vetted.

She said some constituents are voicing concerns that the process the board put in place for hiring is not being used.

“It is nothing personal, just to make sure we are covered,” she said.

“Teel, are you prepared to vote?” Gipson asked.

“We need boots on the ground,” Ward 3 alderman Colten Teel admitted but he stood firm on obtaining more information on the budget.

“I don’t believe we are ready to move forward,” he said. “It would help if the department heads would come to the meetings,” Shipp said. “We don’t know if people have left (their employment with the city),” he said. Gipson apologized to the 13 candidates on the agenda she wanted to hire. “I thank you all,” she said. “You are dismissed. I say to the residents, be patient. We are a small crew, so when you are complaining about your intersection, it takes employees to do that, or if it’s a speed bump

“As far as hiring, these are vacancies. I make recommendations and the board votes it up or down. The process is the process, which may mean we may not get more individuals hired. I’m so proud of the team we already have.”

“I want to make it clear, that’s the mayor’s perspective,” Merriweather said.

Gipson interrupted Merriweather with her gavel. “I will present them at the June 21 board meeting,” the mayor said.

Jones added, “I would want to let the candidates know we have no issue with you,” he said. “The mayor and the board have to be on the same page. We (aldermen) are more than open and that the mayor present us with information and include us with what’s going on. The mayor says her door is always open. I am not against hiring you (candidates).

“To make it clear in terms of this process (hiring process), we are responsible as a board to know what is going on with each candidate and each department in the city. I would like to hear from department heads, is this a candidate you want to hire? We want evidence so we can make a clear decision.”

Gipson put on hold items 10 through 40 relating to the awarding contracts on the water wells, to hiring new employees and to payment of three employees for certifications.

The board approved payment of general bills and claims for the city and the utility department bills and claims. The board also approved two days of training by CSA for utility department employee Chawanna Harris.

Gipson asked for payment to Harris Trucking for three claims, each of $2,400, for clearing of downed trees in Hill Crest Cemetery and for removal of storm-related debris stored at the street department and shop areas.

Teel asked if the city would recover some of those expenses through the Mississippi Emergency Management Agency and Federal Emergency Management Agency.

Gipson said she does not know but if the costs of cleanup are not recovered, the claims will be paid for out of the Holly Springs Utility Department budget.

City clerk Jerrica Jones said if the utility department does not pay out of its budget the city would take monies out of contingencies.

Teel asked more about the emergency process in hiring for the extra help.

Gipson said the street department had run out of room to store debris which was added to the cost of clearing the cemetery of downed trees and the collapse of trees on fences. She said the trees were creating a hazard at the cemetery.

“Sometimes people recommend themselves,” she said. “Sometimes employees recommended (people to help remove debris).”

“Are these people showing they are licensed and bonded?” Teel asked.

“No,” Gipson said.

Jones asked city attorney John Perry to provide advice on hiring practices.

Perry said he recommends looking at a business or person’s prior work for government agencies and objective criteria for hiring.

Jones asked how much the mayor could spend without authorization in an emergency situation.

“In emergency, $10,000,” Perry said.

“We are at a point now we are not in an emergency,” Jones said. “I would motion to table these (Harris’s claims for cleanup) until the next meeting.”

After further discussion Jones rescinded his motion to table the matter of payment to Harris Enterprises.

Teel said he was torn.

“I know Mr. Harris did a great job,” he said. “It was a war zone out there. My only thing is this is retroactive. I’m struggling to see the emergency in that. You did a great job.”

Gipson excused Harris and held the matter over to the next meeting.