City board voices concerns

The tipping point where the board of aldermen’s authority ends and the mayor’s begins was hashed out in the October 5 meeting.

There were fireworks.

The discussion arose when item 10 on the agenda came up for a motion to combine the street department with buildings and grounds into one department. The two departments were formed under the Kelvin Buck administration and each had a supervisor, Viez Todd over streets and Anitria Jefferies over buildings and grounds.

Alderman-at-large Dexter Shipp made the first move.

“Who will be supervising?” he asked Mayor Sharon Gipson.

“I will be standing in as supervisor, as part of my duties,” Gipson said.

She said she will be giving Anitria Jeffries (buildings and grounds) and Anthony Jones (streets) their “day-to-day directions.”

“Are the employees comfortable with this?” Shipp asked.

Gipson said they were.

Ward 3 alderman Colter Teel said he is concerned as well.

“I feel like you are over every department as well,” he said to the mayor. “I don’t see this as working out being stretched out, as well as all these duties as mayor. They are getting their day-to-day from you. This is too much of a one-man show.”

Teel said he hears Gipson is doing the same thing at the utility department.

“Yes, I am working really hard,” Gipson said. “It is part of my duty and responsibilities as mayor. The utility department is also part of the City of Holly Springs.”

Gipson said she wanted to make sure “it (the work) will flow.”

“Yes, I am involved in all the departments right now while we make it better for employees and residents as well. It’s not about individuals. It’s about what’s best for the City of Holly Springs; you have a right to vote up or down,” Gipson said. “This (merging of streets with building and grounds) was set up before as one department. We work as a team, combining, so these young people can work as a team.”

Ward 4 alderman Patricia Merriweather said the board wants to make sure the city is benefitting.

“You are the mayor but, as a board, we want to make sure ... for the long term,” Merriweather said. “I am not understanding where the line is drawn as to why to keep them separate or bring them together.”

“Building and grounds takes care of the buildings and care of the grass,” Gipson said. “The street department also takes care of these as well. The street department does potholes and sidewalks and grass cutting. They share equipment. They actually work as one (department).”

Ward 2 alderman Andre Jones asked if a person has applied for the position as supervisor.

“We’re looking at several applications, but no one yet who has the experience in it,” Gipson said.

“So, Madam Mayor, how many employees are in these departments? Are we looking to maintain (keep) these employees?” Merriweather asked.

“Yes, no one will lose their positions in the department,” Gipson said.

“When we budgeted for two separate departments, how will that work with the budget?” Jones asked.

Gipson said the budget will remain the same.

She called for a motion to merge building and grounds with streets, but no motion was made.

Ward 1 alderman Bernita Fountain asked for an explanation of a board order request (agenda item #11) to appoint Jeffries as administrative assistant for building and grounds/cemetery and street department.

“If we are not going to motion to join departments, will they (the positions on the agenda) still be needed?” Fountain asked.

“I am confused on what she will be doing,” Teel said.

“Cemetery plots, administrative assistant,” Gipson said.

“If they haven’t been combined does that mean her post as supervisor of buildings and grounds will be available?” Fountain asked.

“It will be vacant,” Gipson said.

“How did you know this position would be open?” Teel asked Jeffries, who was standing at the microphone to answer questions. “Did you go through the interview process?”

Gipson answered for Jeffries saying she talked with Jeffries on several occasions.

Teel objected.

“I’m getting grilled daily as to why and where these positions are listed,” he said. “I can’t vote on any of these (24 recommendations for hires), because they didn’t go through the proper process that we have been pleading for weeks. This is improper.” Gipson restated her position saying she has the right to make recommendations, that she has interviewed people, has resumes and has advertised the positions in various places.

“I talked to her (Jeffries) and HR,” Gipson said. “This is how some mayors have done it. This is the process as far as moving the city forward. I have interviewed people and made them aware of the change. One of my responsibilities is to make recommendations and to give people their day-today assignments. I was elected by an overwhelming majority.”

Shipp reacted.

“I have a question, back on what Alderman Teel had to say. I’d like to see more people brought forward instead of just bringing one person forward at a time for a position,” he said.

Gipson said she has the right and has the liberty to do as other mayors have.

She said she is reviewing applications and getting information out to the board via email and positions announced on the radio and Facebook.

“Madam Mayor, we as a board from day one asked it be different. Your way is not going to settle well with me,” Merriweather said. “As I explained, the board hires.”

Merriweather pressed to have the top three candidates chosen for a position with the city be brought to the board for review before the mayor puts a prospective candidate on the agenda for action.

The matter hinges on who has the authority to hire and fire a prospective employee or an existing one.

Merriweather made a motion that the names of candidates be provided and interviewed prior to hiring. Teel seconded the motion.

Attorney John Perry asked if the interview process was to be open or closed. Merriweather suggested that before a position is brought to the board to be filled, a hiring team should interview all the candidates for the position.

“We do have an HR Department,” Jones said. “If the HR department was being utilized...all these are HR issues. This process is so stagnant. That’s what HR is for, so we won’t have to climb over all these hurdles (with the mayor). The prior administration also got information. I am not sure the extent that HR is being used.”

Gibson defended her actions, saying she has been using HR when looking to hire or change the duties of an employee. She said the open positions are advertised with the State of Mississippi and on the City of Holly Springs website or Facebook page.

Albroderick Neely said not all jobs are posted on these sites.

Job descriptions for positions of patrol officer, electrical engineer, firefighter and public works director are currently posted on the city’s website. Positions are not shown as open to be filled.

Merriweather said HR is the place (on the website) where jobs available should be posted.

She said the board members’ constituents have been sending emails with their concerns to her.

“I have been hiring the last 30 years, and I can’t find these positions anywhere,” Merriweather said. “I feel it is not a fair process. We want to trust you as mayor, but we want transparency. At this point we are going to do whatever it takes as a board. We want to show unity. We are stuck on the hiring protocols. Our constituents say it is not fair. It is not unfair (of the board) to ask.”

Gipson restated her position that the jobs have been advertised. She said the hiring process is fair.

“We have recommended promotions or transfer of employees to other departments,” she said. “The board asked we advertise and it’s been advertised in different places. Some employees may not be happy with the change.”

“We should have transparency with HR,” Merriweather said. “I think HR has to be involved. I don’t feel comfortable in hiring people I have not met. And they (job candidates) are not vetted. Then we as a board need to look at HR because some things are not happening.”

She suggested every candidate meet with HR, the mayor and a board member or representative.

“If I’m not mistaken, this should already be established,” Jones said.

“I made the motion because it is very clear that is not the procedure our mayor wants to take. This is why the motion is being made,” Merriweather said.

“My question,” Teel said, “is I’m in limbo as Alderman Jones seems to be. I agree that HR and a supervisor (from the department) being involved. Obviously the mayor will be in on all interviews as well.”

Teel said he would not be able to leave his job to participate in an interview with a prospective candidate.

“HR is not here tonight,” said Jones.

Gipson said all applicants went to HR and she got the input from the HR director as well.

Teel seconded Merriweather’s motion and it passed unanimously.

Also during the meeting, aldermen unanimously approved a motion by Teel to advertise all open positions with the city in The South Reporter, the community newspaper.

A special-called meeting of the mayor and board was requested by aldermen Jones and Merriweather after the board became aware of a transfer of duties of an employee at HSUD and in building and grounds Wednesday, Oct. 6.

Teel said members of the board can call a special meeting as long as the other aldermen and parties have been advised within three hours prior to the schedule of the meeting.

The meeting was to sort out the legality of the mayor’s authority to relieve employees of their duties or to change their duties without board approval.

Perry presented an attorney general’s opinion as did Merriweather, who had researched the AG opinion herself, Teel said.

Teel said the board knows it has the authority to hire and fire, to transfer a person to another position and to approve salaries.

He said the mayor’s action to go to an employee and change their duties without consultation with the board was questionable.

Fountain agreed. “This board is not in agreement with the mayor’s action to change an employee’s duties without board approval,” Fountain said.