Aldermen want department heads at meetings

A motion by Holly Springs alderman-at-large Dexter Shipp to require department heads to report once a month to the mayor and board of aldermen at meetings drew fire from Mayor Sharon Gipson.

Ward 1 alderman Bernita Fountain asked if Shipp wants department heads to appear in person or file written reports monthly.

“In person and monthly,” said Ward 4 alderman Patricia Merriweather.

Gipson said she is supervisor of employees and there would be no written reports or emails from department heads.

“They (employees) have been talking with you as well,” Gipson alleged. “Most of you have been calling them anyway. My instructions and directions (to employees) have not changed.”

Shipp’s motion to require monthly reports was seconded by Ward 3 alderman Colter Teel and the motion passed by unanimous vote.

Ward 2 alderman Andre Jones asked for advice from city attorney John Keith Perry.

“First, it is something I had requested several times,” Jones said. “Some invoices we had to pay on the back end (ratify, after the fact, to pay for unauthorized work after it is completed). I want some advice. As you can see, there is friction between the board and mayor. I need to know what to take place.”

Perry said the mayor has supervising authority.

“If you get into a mandatory come once a month (to report to the board), you might be stepping on the superintending (mayor’s) authority,” he said. “I disagree that asking (reports on a) monthly basis, but to compel them to be here at a certain time, you are dealing in superintending authority.”

“For clarity, if the board authorizes written reports, is it actionable?” Jones asked.

“Everything is actionable,” said Perry. “The board of aldermen has extremely wide authority.”

Shipp then made a motion to rescind his original motion and modify it.

“I move to authorize all department heads to submit a written report monthly pertaining to their department to the mayor and board of aldermen,” Shipp said.

Shipp’s modified motion passed by unanimous vote of the board.

Jones then asked to clarify something in a position of leadership.

“It takes a team and I don’t understand why anyone would oppose reporting from department heads,” he said. “It is our job. If we are not hearing from them, it creates a divide between the mayor and board. This city or any form of government is only effective if the mayor and board work together.”

Ward 4 alderman Patricia Merriweather lent her support to Jones concern.

“I concur wholeheartedly with Jones,” Merriweather said. “If the board shuts down and says until we hear from the director before we authorize money, we want to hear from the director (department head). We hired the directors. I know attorney Perry, we are not the superintending role. We need to be informed on what money is needed for.

“I am not into a debate. In fairness to the directors, the bottom line, when we come here, I don’t feel comfortable with knowing what’s going on - how many employees are needed, how many quit, what is needed.

“I’m not trying to get into anyone’s job or usurp anyone’s authority. When we meet in July, I want to make sure the board has full understanding and has clarity on what we are making a decision on.”

Gipson objected saying she had sent out invoices to be delivered on Sunday before the Tuesday night meeting.

Merriweather said she did not receive the board packet on time, when she was interrupted and sllenced by Gipson’s gavel.

“Let me say this right here is just mind boggling,” Jones said. “I understand the mayor has superintending, but this board has…it seems the mayor has no regard to follow the board’s actions. I do not see a problem with directors reporting to the board and mayor. I just don’t understand it.”

In the public comment section of the meeting where a person is given three minutes to speak before the mayor and board, Jim Smith stood for comment.

He said he has a contract with the Holly Springs Utility Department and that HSUD is in breach of that contract which he had confirmed by a member of the board. He alleged that the rate HSUD is charging is more than his contract allows.

“I hope they train every member of the board to communicate, to stand up and say what’s going on,” Smith said.

He alleged he had tried to speak with attorney Perry about his concerns.

“There is something wrong,” Smith said. “My bills are contradicting each other. I like Mr. Perry. I voted for the mayor. I just need somebody to respond.”

Smith suggested that aldermen, and Ward 3 Colter Teel by name, just go and ask the supervisor for the information they want directly.

Perry responded saying Smith is threatening litigation and when he does, “I can’t walk hand in hand with Smith.”

“If (your) bills are what you say, if you stick around I’ll speak to them in executive session,” Perry told Smith.

Merriweather, who is Smith’s alderman, said she could not give information to Smith as he requested because she didn’t have the information.

Perry, forthwith, called for an executive session.

Jones encouraged Smith to call him.

“The lack of communication, that concerns me,” Jones said.

Smith responded.

“If we are adults, there are emails and multiple ways of communication,” he said.

Andrea Edgeworth, who resides on Randolph Street, said she is still dealing with the April 22 storm which damaged her and her neighbor’s yards.

She said her bill had doubled due to an estimation of her power use. Meter readers couldn’t get inside her fence.

“I never have got a call from HSUD returned,” she said. “The guy came today. I have a German Shepard in my backyard. My bills are ridiculous. I will take a picture of the meter or put up my dogs. He (the meter reader) said I was at his mercy. I wanted help.”

Gipson said she wants the name of the employee who came over.

“My yard was gorgeous,” Edgeworth continued. “They filled it with sand.”

“Let me check on it in the morning and get back with you,” Gipson said.

The board went into executive session to discuss TVPPA’s (Tennessee Valley Public Power Association’s) proposal to provide free training for HSUD staff and to discuss Smith’s complaint.

Coming out of executive session, Gipson reported on the deliberations behind closed doors.

“We talked quite a bit in executive session,” Gipson said.

“I’m ready to move forward on it,” said Teel.

Gipson said she had a few concerns, one with the language of the (TVPPA) proposal.

“Initially they said there would be no fee,” Gipson said. “Then they sent out something. They emailed (there would be) a $70,000 fee.”

Gipson said she was concerned with the language of the proposal and how the information was related was a concern to her.

Teel made a motion to execute the TVPPA proposal and to search for a general manager for the Holly Springs Utility Department.

“At first they said no fee, then came back and said there will be a fee. I think they should have come back to the board,” Teel said.

Ward 1 alderman Bernita Fountain said she believes the fee to pay for an assessment of HSUD would be paid through TVA, not directly to the city or utility.

“We found out through an article in The South Reporter funds would be provided to TVA,” Gipson said. “So there are some limitations there. We as a City have not….”

Jones filled in the blanks.

“The money is to go to TVA to cut rights-of-way, to go directly to TVA, but TVA can’t spend it, so they said they would push it (the money) to TVPPA.”

Jones asked Perry to research the agreement.

Perry said the agreement for right-of-way funding could be researched.

“I’ve seen funds come directly to the appropriating source,” he said.

“How can the state spend our funds?” Fountain asked. “Are you saying TVA has to accept the responsibility. I understood it’s in the works to go directly….”

“TVA would go to TVPPA,” Perry said. “I would like to have a week.”

Perry said he is not “crystal clear” on the proposed agreement between TVPPA and the city.

“It was not suppose to cost the city anything,” he said.

“So, some agreement needs to be done to make sure we are taking proper steps. We need an agreement in place before….” Jones said.

Gipson said the city has not heard any details on the state grant.

“We all know HSUD is still at great risk that it could be taken over or limited to Holly Springs boundaries,” Gipson said. “HSUD is important to the city as a whole.”

“Let us know when you make contact with TVPPA and assessments,” Perry said.

He said TVPPA had sent three emails, then sent another one then another one saying there would be a fee.

Teel’s motion to move forward on the agreement with TVPPA and to hire a general manager died for lack of a second.

“I want to be able to say if the city will pay $70,000,” Perry said.

Merriweather asked if TVPPA Doug Peters could come back before the board.

“We need to look for a general manager and a general assessment,” she said.

“It’s important we get something in writing,” Gipson said.

“The attorney is working on that this week,” Merriweather said.