FULL COMMISSION WORK SESSION MEETING MINUTES
3 SEPTEMBER 2026
County Court Clerk Whitney Kimbrough opened the meeting asking Commissioner Rickie Carpenter to offer a prayer and lead the pledge. Moderator County Executive (CE) Knox Vanderpool noted that currently there is no Chair or Pro-Tem for the Legislative body until that meeting on the 21st of September 2026. He emphasized this meeting is a work session, a public meeting, and cannot lead to decisions while in the work session meeting. He discussed the County’s Rules of Order, last amended in April to address public comments, how the School Board functions with work sessions where issues can be discussed freely, and encouraged the commissioners to work together. He suggested each briefly introduce themselves and offer a fun fact about themselves. Each Commissioner starting with District 1 and through District 7 spoke generally discussing their current work experience or previous experience and offering a fun fact. Those ranged from first baby born in a particular county during a year or a month, dual citizenship with Australia, wife better known than Commissioner due to local teaching career, coupling two passions horses used in therapy, just to name a few fun facts. The CE likened their campaign and past experiences to individually making it to base camp at Mt. Everest, but still needing to make the rest of the climb – together.
Rules of Order of the Giles County Commission (available on the county website and provided to all commissioners with potential changes for discussion highlighted). The CE noted the next meeting would be in the Courthouse Annex and, in addition to the Rules, he had provided a listing of the various committees for the Commissioners to consider on which committee they would like to serve. He noted to vote on the potential changes would require a majority vote to approve but after a change has been approved, a 2/3 vote would be required to amend that change. In later discussion he also noted that the majority and the 2/3 representation is required regardless of quorum presence, that being 11 and 14 respectively of those present.
Rule 1 Board Sessions Section 1.1. Highlighted section “there will be no regularly scheduled meeting in December, unless one is deemed necessary by committee.” Discussion included the following: Put one in and cancel; already shows “as needed”; have to advertise (yes) – so no different; special called meeting discuss “that item” only; in practice have discussed other items; maybe better to schedule; must have notice by 10 days showing the public the agenda or discuss under new business (The CE noted the meeting has to be identified 10 days before but the agenda can be provided 48 hours before; could just strike “not in December; CE can call a special meeting; if on calendar use it or cancel; on reading from TCA Code 8-99-110 publishing on website satisfies requirement of timing and you can change to address other items;
Section 1.2 The County Commission shall meet at 5:00pm for the months April through September and 9:00am for the months October through March – Re the timing for “5:00 pm”, the discussion centered on who benefits from this timing and who does not. A historical dialogue was provided showing several reasons for that timing and that shifting between large sections of months. One reason given, to provide Giles County citizens more opportunity to attend meeting(s) especially those working day shifts; and to encourage employed citizens to run for office. Several commissioners, some currently employed, said they understood the meeting times before they decided to seek election. Others commented that the morning meetings worked best for them; that they are more alert at that time than they might be after a full day of employment. Others commented that the public attendance had not significantly increased regardless of the timing, with the exception of some controversial topics being addressed. Weather and driving were also mentioned both for and against different meeting times. Speakers were mentioned as usually being available in the day time. The CE stated after this discussion the topic is now on your radar – think about whether we keep split or keep one time only.
Rule 2 – Public comment The CE suggested adding the public comment section to the Rules of Order due to a recent TCA change.
Rule 3 – Chairman and Pro-Tem. The CE said the Chair and the Pro-Tem will be elected in the next full legislative body meeting and noted he would work with that Chair. He also pointed out the different roles that Whitney Kimbrough plays as County Clerk and the role Angela Jernigan plays in the County Executive office. At this time, he encouraged all, that if they have something that should be amended, to provide that proposed change to him.
Rule 7 Public comments – this addresses timing of public comments and potential change “Any single agenda item may not receive additional comment for a total period extending beyond 15 minutes. Public comment shall take place at the beginning of a full commission meeting on any matter germane to the jurisdiction of the governing body. Public comment shall take place at the end of work sessions or committee meetings on any matter germane to the jurisdiction of the governing body TN SB0178 (Additionally Reference recent CLB resolution)”. This potential change resulted in the following discussion: Does the timing include feedback after a speaker; do not want to cut people off; let people have comments, regardless of number of speakers; reduce time limit to 3 minutes and not limit how many can speak; who decides on who speaks if number limited; we are hired to represent the people; like 3 minutes , don’t take away 5 minutes; some want to talk and may go 30 minutes, so we used clocks; the CE commented on two locations during the agenda for speakers – beginning and ending; in previous examples, committee meetings public could speak before a vote. The CE noted the benefits of a work session built on his experience as Chair of the Giles County School Board, noting the work session allows you to get to the point where the full legislative body’s decision making would be more efficient after hearing both the support for or against a certain issue in the work session. From a historical perspective if failed in committee could still go to the full legislative body, although that was a more recent allowing process. Some commissioners commenting if failed, it fails, but with committees representing only 1/3 of the commissioners, often in full legislative meetings then under new business could be brought up again, and in some instances passed.
Rule 15 – Committees – Question was asked of the committees which ones are required with the CE saying only the Finance and Administration, which covers Audit, Budget, Insurance, Legislative, and School committees. While not required, the other two major categories are Public Safety which covers Emergency Services, Environmental, Law Enforcement and Public Service Committees; and Infrastructure which covers Building/Property and Highway committees, along with
other county business that may relate to infrastructure. The CE clarified some of the discussions noting that in the full legislative body meeting public comments are near the beginning and at the ending and speakers can talk about anything as long as germane to the legislative body. In commission meetings the public voice has typically been available in every vote, which would be regardless whether in committee or work sessions. Commissioner Matthew Hopkins said he would like to be the same as the full legislative meeting noting if you have questions or comments call and discuss with your commissioner(s). Commissioner Tracy Wilburn noted that in the committee meetings the Chair of the committee allows the members of that committee to speak first, then any commissioners attending (other than the members), and finally the public. If you have spoken before then you are jumped over until all are allowed to speak. Commissioner Hopkins said we don’t always follow Robert’s Rules of Order. The CE mentioned that in committee your voting consists of showing your support, or not, and forwarding to the full legislative body, not actually approving the amendment. The CE mentioned the three committees (shown above) and noted they have standing meeting times. A proposed change to the Finance and Administration committee which typically meets on Fridays was considered to allow school amendments approved at the previous Board of Education (BoE) meeting to be heard on Thursday. This proposed change to move to Thursday hinges on the change to the BoE meeting days to Tuesdays. Financial Manager (FM) Beth Moore-Sumners mentioned the preparation timing needed while concurring with the proposed change. The time of day, e.g. 9:00am, was discussed centering on holding that meeting in the morning or in the evening. The CE commented that the meeting time should be what helps the commissioners make the best decision(s); saying you are the chosen and it is incumbent on you to represent the citizens the best, especially where discussion showed valid reasons for different meeting times. He mentioned doing an updated website to also help both the commissioners and the county citizens. He asked the commissioners to consider morning or afternoon, moving the Finance and Administration to Thursday in the November full legislative meeting. Commissioner Gayle Jones recommended RE 15.1c “If the regular member is late, and the substitute has already assumed their position on the committee, the substitute will yield the seat and the regular member will assume their appropriate role on the committee.” be changed to show “If late, leave substitute in place and decide within that district which other of the attending same district member(s) should step in.” The CE said he would work on that wording. Of the other two major committees, Public Safety and Infrastructure, they would continue to meet on the 1st Monday of the month, and the 2nd Tuesday of the month, respectively. The CE recommended each committee consider on who their Chair would be. Commissioner Gayle Jones said she thought the Animal Shelter should be under public Service. Commissioner Mike Cesarini asked why do three separate days with the CE saying if we do a work session then there would be time for all. The CE also noted that in a work session there is an opportunity for all to get on board.
15.3 Notification by mail with Commissioner Sarah Suddarth asking does that happen. One commissioner noted he did receive the notifications by mail, with Commissioner Suddarth recommending changing language to show “electronic needs”. If that is a preference, by mail, the CE asked that either he or County Clerk Kimbrough be informed.
19.2 County Attorney – The CE noted a few applications have been received, with 11 September 2026 being the cutoff date. He described the process, i.e., receive application, speak at full legislative body. Commissioner Cesarini asked if there would be a vote until there is a majority vote (11 commissioners vote yes) with the CE saying yes. Commissioner Evan Baddour addressed the work rate noting that the rate currently used by the current attorney is more likely a reduced rate for the county. FM Beth Moore-Sumners noted the budget is not a salary number rather than is projected hours. Re question on having a contract, the FM said wasn’t sure there was a contract. Commissioner Brandon Beard noted in previous experience CTAS had been a priority resource. Commissioner Baddour also commented that in some cases the insurance pays the attorney fees.
The CE said talk among yourselves and indicate if you want to be Chair of one or more of the committees. The CE discussed the process of using Outlook.office.com to include your email address. Further that the meeting in the following week would include a budget update by the FM. The CE adjourned the meeting.
ATTENDEES: Commissioners Cathy Roberts, Jan Beecham, Lynn Albury, Sarah Suddarth, Tracy Wilburn, Brandon Beard, Rickie Carpenter, Chris Adcock, Thomas Price, Chris Winborn, Matthew Hopkins, Tommy Pollard, Gayle Jones, Steve Woods, James Gentry, Evan Baddour, Richard Kemp, Carman Brown, Michael Cesarini Other – County Executive Knox Vanderpool, Financial Manager Beth Moore-Sumners and Shana Woodard, County Clerk Whitney Kimbrough, Trustee Tony Risner, and members of the public