1) The Haywood County Public Records Commission met April 10, 2025
at 4:00 o’clock in the historic Haywood County Court Room. Those in
attendance were Linda Hayes, Sharon Hayes, Michael Mansfield, Terry
Thornton and Sarah Levy. A quorum was not met therefore the meeting
was discussion only.
Note: The minutes are reported in order of the agenda.
The meeting was called to order by Chairman Linda Hayes.
2) Public comments: No participants
3) The minutes were not presented as no quorum was present
4) Housekeeping Issues:
• Past Chairman Terri Ann Russell has attended her last official meeting as
she has resigned her position as Budget Director.
• Mary Priddy is joining the PRC in the position vacated by Ms. Russell
• Bylaws vs Robert’s rules: No discussion
• Public Comments guidelines: No discussion
• Donations Guidelines: No discussion
• PRC written Record: No discussion
5) Follow up on Peter Mayer’s Offer: The donation of equipment for the
Haywood County Archives is still under consideration.
6) Group Photo: Delayed until better attendance.
7) Mary Priddy was absent but sent Chairman Hayes her findings:
• Payments to Southwest were as follows:
Jan 21, 2025—$126.00
Feb 28, 2025— $134.00
Mar 2025— $48.00
• BEA has no gas meter for the Archives. The other 3 Buildings do have
gas meters.
8) Chairman Hayes has been in contact with County Mayor Livingston:
Linda presented the resolution to Mayor Livingston that the heat and air
to the current archives building be inspected, cleaned, repaired and
running continuously at the recommended temperature.
• Chairman Hayes took a copy of the recommendations from the TN State
Library Archives (TSLA) site visit to Mayor Livingston showing their
recommendation that the County Archives remain at the Current location
at The County Farm. The Mayor will email a copy of the
recommendations to Commissioner Jeffrey Richmond of the Budget
Committee to see if we can be on the agenda for the May meeting of the
Budget Committee
• Mayor Livingston opposed the suggested location. The County
Commission can vote to over rule the Mayor.
• Sharon Hayes has talked to Fire Chief Dan Feathers. He stated that he
has no opposition to the permanent Archives being located at the
County Farm.
• Sharon also stated that the County Farm Historical designation is about
to be released.
• County Attorney Sarah Levy reported that the expansion of Fire station
#2 to the County Farm has been voted on and approved by the Public
Safety Committee but has not been approved by the County
Commission. Fire Chief Dan Meadows is going to use the house at The
County Farm and add a portable building.
• Chancellor Michael Mansfield asked what the reasoning was for the
TSLA recommendation. Chairman Hayes reported that their decision
was based on the soundness and security of the structure, the small size
and placement of the windows (high), the amount of space and room for
expansion.
• TSLA recommended that an inventory be taken of the archives. We will
try to set a work date to begin the process. We will need volunteers and
temperature control to work there.
• A shredding company should be contacted for disposing of records no
longer needed. Dwayne Steel is getting a shredder for the Land Fill.
• Chairman Hayes has invited Mayor Livingston to go tour the Fayette
County archives. At this time, he has agreed.
• It was suggested that the County Commissioners be invited to tour The
County Farm Archives.
9) Follow up on budget:
Budget Director John Purvey is invited to tour the archives.
• The Budget Commission has turned down our proposal of a document
fee. Circuit Court Clerk Mary Margaret London is in opposition to the
fee.
10) Discussion of Public Records Policy: No discussion
11) Sharon-Follow up on county website: No discussion
12) Follow up on Beth Tripp:
• Beth is retiring soon from her full time job.
• Chairman Hayes has been in contact with Beth. Beth and Billy Tripp
have retrieved Lynn Shaw’s old deteriorating newspapers from the
archives, as recommended by TSLA.
13) Follow up on Jeremy Qualls: No discussion
14) Discussion of any other business:
• A poll will be taken by Linda to see if there is a better time for the PRC to
meet in order to accommodate more members.
There being no other business, the meeting was adjourned at 5:15.
Respectfully Submitted,
Terry Thornton, Secretary