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The Ava Board of Aldermen met on Tuesday for a brief meeting, as the customary executive session was not included on the evening agenda.
Based on information presented by Administrative Director Peggy Porter, council voted to implement management controls over the city’s purchasing process, by using a plan advocated by city auditors Davis, Lynn & Moots, CPA.
The city has utilized a purchase order system for many years now, however, the ordinance passed on Tuesday adds additional layers to the authorization track, and establishes guiding principles for city personnel and those involved.
The new format creates a system of checks and balances which will help department heads and city employees maintain annual budget boundaries. It also compels the staff to review budget numbers prior to a purchase, and verify that there is a line item in the budget ready to cover the expense.
Under city policy, the purchasing agent has the authority to approve requests that are within the budget and $1,000 or less; the treasurer and mayor approve purchases less than $5,000 and also within the budget. Under the new guidelines, line item changes may be facilitated as long as expenditures remain consistent with the pre-set allocations and have approval from the department head and the mayor.
The plan was accepted 4-0.
Judy Shields, Chamber director, presented council members with an overview of the association’s recent activities and latest quarterly report. Shield’s noted approximately 500 people attended the Flaming Fall Revue Glade Top Trail, with over 400 meals served for lunch.
The Chamber has a membership of 161 business affiliates, and is presently gearing up for a Holiday Open House, and the city’s annual Christmas Parade.
Janice Lorrain, director of planning and development, reported the Ozark Heritage Region recently opened the Ozark Small Business Incubator in West Plains. The office is a resource for small businesses and will offer workshops, training, mentoring, counseling, and sources for small business loans. Lorrain said the office has been five years in the making, and serves the seven county area of the Ozark Heritage Region which includes Douglas County.
The aldermen approved bills for payment, and the Municipal Court Docket for the month of September as presented by City Attorney Larry Tyrrell.
Councilmen present were Ric Engelhardt, Burrely Loftin, Judy Lovan, and Billy Long.
The board reconvenes for the next council meeting on Tuesday, Nov. 8, 5 p.m. at Ava City Hall.